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1. Create a new group by clicking New Group Edit an existing group by clicking its name in the list below e Customer Group e Management Group Suppor Group Delete an existing group by clicking Cleanup Information Services July 2010 13 Quickr User Guide 4 Click the name of the group you want to edit ES ou Files Information Services You are in Information Services Informations Services Home Page Discussion Customer Group Library Calendar More Actions 7 Tasks Index Applications Room KM Workshop Room Lisa Westall Lorraine Byrne bers of Customer Group Open Learning Room Viki for Information Services 5 Click More Actions button 6 Click Edit You will then see the same dialog box as when you created the group 7 Once you have carried out your changes 8 Click Next button DELETING A GROUP Delete a group when it is no longer required Note Deleting a group does not delete the members from the main Quickr it only deletes the group name Before you delete a group consider the effects deletion will have on the security for the rooms in your place 1 Click Members in the table of contents 2 Click More Actions button Information Services July 2010 14 Quickr User Guide 3 Click Work with Groups ES Quickr Files Information Services You are in Information Services Informations Services Home Page Discussion Groups Library Calend
2. 20 50 100 Ia Check Out View fide all responses Respond Copy hove Help Delete Help Technical Content Best Practices Wik Motif Get Access Frint USING THE LIBRARY Use the library function to share documents that are common to all of the Quickr membership Every member of your Quickr will have access to the library at the home page level For example documents like a business plan or and organisation chart etc You can easily upload content into your library using the upload function within the library screen This option allows you to add either single or multiple documents at a time e Click on Library in the table of contents IER ooch Information Services Informations Services Home Page Wl jon Library alendar Tasks Index Members Applications Room KM Workshop Room Open Learning Room Wiki for Information Services al Mew Page or Folder Ss Customize this place Information Services July 2010 39 Quickr 1 Click the Upload button Library User Guide Upload your content here to share with the entire team Upload More Actions 7 The upload window opens 2 Click on the file icon Edit Checkin Save As Working Draft Check In with Options Files To selectfiles click the folder icon or drag files from vour desktop Modified Show the title author and date on page The windows explorer dialogue box opens Ver Ps Data KM amp ITVOUICKr
3. AN new version has been successfully created 6 Click OK You have created a copy of the original page and any changes you make you make to that copied page leaving the original page unchanged A new version list will appear at the bottom of the page The published version of the document is the one you can see at on the screen Information Services July 2010 42 Quickr User Guide You are in Information Services gt Guickr Room Check Out and Edit More Actions 7 What is Quickr Quickr is the latest version of the collabrative working tool used by the Department of Health Versjon List se Version uplbaded by Kim Freeman on 030 202009 at 04 21 PM 7 Click Check Out and Edit button 8 Make the changes to your page 9 Click Check in or Check In with Options You will see the changes you have made reflected on your page You are in Information Services Quickr Room Check Out and Edit More Actions What is Quickr Quickr is the latest version of the collabrative working tool used by the Department of Health It is web based product developed by IBM Version List uploaded by Kim Freeman on 03 1 2 2009 at 04 21 PM If you open Version 1 you would see the text as it was before any changes have been made You can have as many versions of a document as you want and you can revert to a previous version Information Services July 2010 43 Quickr User Guide CREATING A NEW VERSION OF AN ATTACHMENT ON A P
4. Check the members to include in this group Kim Freeman Lisa Westall O Lorraine Byrne Cl Sudeesh Palassery al 5 Complete the What is the title of this group field with the name of the group 6 Enter a description if required 7 Check the box next to the member s name of those members you want to add to the group Note group members have to be members of the Quickr before they can be added to a group 8 Click Next button Information Services July 2010 12 Quickr Informations Services Home Page Discussion Library Calendar Tasks Index Members Applications Room KM Workshop Room Open Learning Room Incoming Email Room Wiki for Information Services 7 Mew Page or Folder fee Customize this place User Guide You are in Information Services Groups WT dE If your place has many members you can create gr members Create anew group by clicking New Group Edit an existing group by clicking its name in the list below e Customer Group e Management Group New group Delete an existing group by clicking Cleanup You can create as many groups as you require and members can be added to more than one group EDITING A GROUP To edit the name members or description of an existing group 1 Click Members in the table of contents 2 Click More Actions button 3 Click the Work with Groups button Groups lt your place has many members you can create gr members
5. link to the Index Members Show members and authors a link to the Members page Security Show members and authors the Security link What s Mew Show the hats Mew link f Daily Provide link to the daily news format Weekly Provide link to weekly news format f Daily veekly Provide links to both formats Room Map Show link to the Room tap Advanced Search Show link to Advanced Search Chat Show the Chat link Help Show the Help link Work Offline Show link to ork Offline h y Places Show a link to My Places Feeds Show a link fo feeds EK OI EI s K O A e amp oO Mote Some custom themes may not include all the above features e Click the tick box next to the function you want to show hide e Click Done If you choose to hide a function it will disappear from the table of contents REORDERING THE TABLE OF CONTENTS e Goto Customize this Place e Click on Basics e Go to the section that says Reorder Reorder Change the order of the table of contents of this place use the arrows to reorder items Informations services Home Page _ Discussion Library Calendar Tasks Information Services July 2010 67 Quickr User Guide e Click on the item you wish to move e Then use the up or down arrow to move it into its new position CHOOSING A LOGO If you want to put a logo onto your Quickr 1 Go to Customize this place 2 Click on Basics 3 Then click on The logo window ope
6. 10 Make the changes as required 11 Click on Check In Si Full Glossary for Quickr doc Microsoft Word File Edit View Insert Format Tools Templates Table Window Cae lay 6200 Final Showing Markup Shows Zi w ra H 44 Table Grid Arial r Ile B 7 U DI H A Lotus Quickr 2 Lotus Quickr The document you are checking in is not saved would you like bo save nom IF you chose no your changes will not be saved on the server ves No e Click Yes You will be prompted to close the document Lotus Quickr x The document has been checked in Would you like to close the current document Yes No e Click Yes Your edited and saved document will checked back in and available for others to edit Information Services July 2010 58 Quickr User Guide CONNECTORS AND LOTUS NOTES EMAIL You can open and save files to and from your Quickr directly from your Lotus Notes Email You can send and receive links to files instead of actual attachments saving space in your email The recipients must have access to your Quickr for them to be able to use the link ADDING A DOCUMENT FROM QUICKR TO AN EMAIL e Compose your email in the usual way e Click File on the top tool bar File Edit view Create Actions Text few F Close Chri Save Ctrl 5 AutosSave Document Properties Database Replication Mobile Instant Messaging Tr F F F Attach Insert Lokus Quickr Link e Click
7. Manuals and Guides File Edit Tools Help pack z gt Ka P Search View Favorites Wey Folders Folders GO Gy KM amp IT EN LC Captivate G CHIP CO Contact LC Discoverer Viewer C MEDS Revamp LC MPS C Notes CO QuickPlace CH QUICKr VC Httpwatch GT Manuals and Guides LO Mise Documents For Quickr VC Mock Documents For Quickr ROIS LC Sametime My Captive Projects Gy My Pictures Ull Information Services July 2010 Address P 1DatalkM amp ITIGUICKr Manuals and Guides vi Je x Name gt Accessibility doc Ba CHECKING IN 4 GRAFT DOCUMENT Ba EMAILING IN TO QUICKR doc F Quickr Adding Connector 1 doc F Quickr Adding Connectors doc l H Quickr Connectors VI doc F Quickr Connectors doc H Quickr Guidelines 2008 doc F Quickr Manual VO 1 doc g F Quickr Manual VO 2 doc F Quickr Owner and Manager guide 0 H Setting Form Default Button in a Fol H versioning in Quickr doc 40 Quickr User Guide 3 Locate and Double click on the document you want to add to the Quickr 4 Enter the name of the page in the Name field 5 Click Check In or Check In with Options buttons NEW VERSIONS The option of New Version allows to copy an existing page you can have multiple versions of the same document When you create a version of a page Quickr copies the contents into a new document and opens the new document for editing You can then modify the contents of the
8. OROG GE 12 06 2 Click Add Places from the pop up menu Show status Stop Monitor Add Places orja LL Explorer Help About 1 ASSOC apen 12 09 d L T The following window will open You will need to ensure that you have the correct server in the Server field this will be https www quickrplaces dh gov uk 3 Enter your User ID e g kfreeman 4 Enter your Password Information Services July 2010 49 Quickr User Guide GH Add Places to IBM Connectors Choose or enter a Lotus Quickr server Server Example http server example com User ID kfreeman Password Remember this password If you tick the Remember this password box your User ID and Password will in future be automatically be filled in for you 5 Click the Next gt button The system is loading the Quickrs you have access rights to ei Add Places to IBM Connectors Loading places from http www quickrplaces dh gov uk Description Creator Loading i Ge GH Add Places to Lotus Quickr connectors Select from the list then click Finish Mame Description Creator C E Carol s Place LorraineB Super Corporate Development Kim Freeman C E Imogen s Survey System Admin Information Services 4 new Quickr for Information Servcies KimF Super Fi Karen E ROIS place KarenE Super g Karen E test blog KarenE Super ey Karen E test place 1 Test place KarenE Super HH Inform
9. can read create and edit their own pages in a Quickr within parts of the Quickr they have been given access to Readers a member of the Quickr who can read pages within the parts of a Quickr that they have been given access to Once you have decided which level of access you would like to grant a particular person e Click on the Tab of the level you want to add someone Reader Editor Manager Owner Authors can read and edit pages Click OK to add the following users as Author Person O Group oO Send an invitation to any new users who have email Owners can add owners and below and managers can add managers and below managers cannot add owners The cursor should appear in the text field e From your keyboard start to type in the surname of the person you want to add The system will automatically begin to search the directory If the person you are looking for does not appear you may need to refine your search by using the format Surname comma space first name e g Smith Alex Information Services July 2010 7 Quickr User Guide Reader Author Editor Manager Cher Authors can read and edit pages Click OK to add the following users as Author smith 167 names svallablie Oisalaying the first 15 ors Alex smith CN Alex Smith OU 018 0 D0H Rob Smith Chl Rob Smith OLESFPE PFIE O DOH C GB Helen X Smith CN Helen X Smith OU 0158 0 DOH Henny Smith CN Jenny Smith OU WD WFC PMCG O DOH C GB Adam Smi
10. of the person who has checked out the page Once you have made the changes you can either save it as a draft or publish it If you save it as a draft no one can see the changes made to the page until you publish it If you publish the page the new page including any changes you have made replaces the original version of that page It then becomes visible to all those who have access to It CHECKING IN A PAGE If you created a draft version of a page that other people can edit you must check in the draft page or check in with options to make your changes available to other readers editors and authors Clicking Check In to publish a page you have checked out automatically checks in the edited page so that other members can read and edit it Click Check In with Options and then select Save as draft if you want to create a draft version of the page so you can interrupt your work on it and resume working on it later To check in a page e Enter the room or folder that contains the page you want to check in e Click on the drop down arrow to the right of the page title Type Title en Quickr Helpsheets ma Guickr Slide Set TT 49 Blackberry ee Glossary Quickr F a Sametime Helpsheets Sametime Page Show 10 20 50 100 Eat Check In Hide all responses Cancel Checkout View t Respond Help Copy Help hove Best Practic Delete t Set ACcess Information Services July 2010 34 Quickr User Guide A drop down menu appe
11. original document in the version Each version page includes a link to the original version of the page You can create versions for your own documents and for documents created by other authors You cannot create a version of a document in the table of contents or the index CREATING A NEW VERSION OF A PAGE You can create a new version of an page and archive the current version The new version becomes the current working version You might want to do this if the contents of the page are going to change for a period of time but you want to revert to the original at a later date 1 Enter the room folder that contains the page you want to create a new version of 2 Open the page 3 Click More Action button 4 Click Create Version button Information Services July 2010 41 Quickr User Guide You are in Information Services Quickr Room What is Quickr Check Out Copy Quickr is the latest vers ol used by the Department of Health hove Delete Create Versjon Set Access Motity Print A dialogue box will appear Explorer User Prompt Script Prompt Cancel Original Version with no changes Please enter In your comments about this new version Type in a brief comment that will help you identify this version of the document in the event you later want to restore it 5 Click OK A pop up box will appear informing you that a new version has been successfully created Microsoft Internet Explorer
12. people an e mail indicating the new or revised page is available for viewing Information Services July 2010 31 Quickr User Guide Restrict readers Check this option when you want only a selection of individuals to see the page when they visit the room or folder Add authors Check this option when you have created a page with contents that you would like other people to modify do this for all pages you create Add to calendar Check this option when you want to insert the page title in a calendar for the current room For example if you have just created a page that describes the agenda for a meeting you can insert the page title into the calendar in the slot that corresponds to the meeting time When a prospective meeting attendee looks at the calendar for the room he or she will see the page title in the relevant time slot and can click the title to display the agenda This option only appears if the current room includes a calendar Save as Draft Select this option when you want to create a draft version of the page This means only the author can see it The page title appears in the table of contents or in a folder only when you enter the current room for everyone else the page title is invisible These options are available once you have edited a page These options are not available when creating a new page Revert Select Revert if you are editing a previously published page and want to revert the page to its previousl
13. room and then click Copy DELETING PAGES Deleting a page removes it permanently from Quickr Once you have deleted a page you cannot retrieve it You cannot delete a draft page or a page checked out by another member 1 Enter the room that contains the pages you want to delete 2 Click the title of the page you want to delete or if the page is in a folder click the folder title then click the page title 3 Click the boxes next to the titles of the pages you want to delete 4 Click More Actions i You are in Information Services Applications R Go Up Applications Home Page List of Applications Folder Room Index A list of all applications KM and IT Training suppe Room Security List of Applications Folder More Actions Applications for Testing Folder Ei Show Fold Ae Applications EI Type Title Test 12 12 Folder Options kee RW Ou o gt o Subscribe Mew Page or Folder PI o Motity KE Customize this Room PI Kn ov Print a Sametime Helpsheets v Place Tools C Sametime Page 5 Select Delete 6 Click OK to confirm that you want to delete the pages MOVING A PAGE 1 Enter the Room that contains the page you want to move 2 Click the title of the page you want to move or if the page is in a folder click the folder title then click the page title Information Services July 2010 37 Quickr User Guide 3 Tick the box next to the page you want to 4 Click More Actions button You ar
14. AGE You can create a new version of an attachment and archive the current version The new version becomes the current working version 1 Enter the room folder that contains the document with the attachment you want to create a new version of 2 Open the document 3 Click More Action button 4 Click Create Version You are in Information Anplications for Testing Folder Check Out MS Office 200 op Moye Created By Kim Free Delete Updated By Kim Free P 1 Create Version Check Out and Edit Documention for ti vote You can download any Set Access em to your Windows desktop To Print Io la BI doc 24KB 18 02 2009 17 27 41 A dialogue box will appear Explorer User Prompt Script Prompt Please enter in vour comments about this new version ance This is the original documentation 5 Type ina brief comment that will help you identify this version of the document in the event you later want to restore it 6 Click Ok A pop up box appears informing you that a new version has been created Information Services July 2010 44 Quickr User Guide Microsoft Internet Explorer A new version has been successfully created 7 Click OK A new version list will appear at the bottom of the page The published version of the document is the top one MS Office 2007 Created By Kim Freeman 18 02 2009 17 24 12 Updated By Kim Freeman 18 02 2009 17 26 37 Check Ou
15. Change the way your place looks Choose an overall visual theme for it from gallery of standard themes plus any cust Quickr iuickr default theme Quickr 8 0 Quickr 8 0 default theme GN Quickr 8 0 with classic navigation gu Quickr 8 0 theme with an expandable Table of Contents Quickplace Classic The Guickplace 6 5 and 7 theme with an expandable Table of Contents updated for Quickr E a Quickplace Classic 3 0 5 ww The Guickplace 3 0 default theme updated for Quickr e To choose a theme click on the theme If customisation is done at the home page level the change will filter through the whole of the Quickr If you customise at room level the change only affects the room and the folder s in the room CUSTOMISING THE TABLE OF CONTENTS As a Owner or Manager you can customise what your members can see in the table of contents You can show hide some functions e g tasks You might want to do this is these functions will not be used within your Quick To change the order of items within the table of contents e Go to Customize this Place e Click Basics The basics screen appears e Scroll down to Show Hide Information Services July 2010 66 Quickr User Guide Show Hide Check the items that you would like to show in this place Calendar Show the Calendar in the table of contents and enable calendar event forms Tasks Show the Task list in table of contents sidebar and enable task forms Room Index Show
16. E Corporate Develc F lPersonal Files Locally registered personal file places E Information Servi dh Team Places Locally registered team places B Applications Ee Applicatic H E BMS 41 9 Decomm eh List of Ap Simple Li 10 Discussion Incoming Em FES Informations ae im gt File name Uuckr Connectors doc md 4 Click on the Quickr you want to add your document in to 5 Click on the H button and expand the view 6 Locate the room folder you want to add the document to Information Services July 2010 55 Quickr User Guide 7 Click Add button A message appears confirming that the document has been loaded into your Quickr J Lotus Quickr Monitor Upload Successful Information Services on www MO FCDOEFS D625305B905256708001672135 HAGS rsik assessment xls 3 Boch EN HaGSrsikass VE When you close your document you will get a pop up window Lotus Quickr You are closing a document that is currently checked out Would you like to check in the document now eT 8 Click the Yes button Your document has now been saved in your Quickr RETRIEVING A DOCUMENT FROM QUICKR USING CONNECTORS From within MS Office applications you can retrieve any document already saved in a Quickr it will allow you to edit it and then save it back into the Quickr instead of saving it in your shared drive or personal drive To do this follow the steps below 1 Open your MS app
17. ING A NEW PAGE Choosing Your Page Title The title of the page can include multiple words Try to keep the page title short so it can be displayed in its entirety in the table of contents or in the listing of pages in a folder or the index e Click New Page or Folder link in table of contents e Click on the type of new page you want to create Information Services July 2010 27 Quickr User Guide The following screen will open Quickr Files Information Services Edit KR EECH EH creekin win options Title Show the title author and date on page e Enter the title of your page The checked box next to Show the title author and date on page display the page title your name and the date you created the page at the top of the finished page e Enter any text in the free text field below the Title column e e Click either Check In or Check In with Options button see page 32 for details Check In saves the content so that others can see it Advice You are strongly advised to give at least one other person author access to every page you create so that if you are away or unavailable the page can still be edited Check In with Options saves the content allows you to add authors editors as well as notify members that it is available NOTE If you or someone else later edits the page Quickr changes the date to show the date the page was modified e Type in the contents of your page Inform
18. Information Services ou Basste of Health User Guide Application Quickr Topic User Guide Information Services July 2010 1 Quickr User Guide CONTENTS WHAT IS QUICKR nannnnnnnannnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnvnnnnvnnnnvnnnnvenee 3 EIS NEE 3 ACCESSING QUICKR aisesiisesvestntenecicnnsdenieweuss dus aiensunneentaddonnsnmuencoumacdaakneamiavamaadewsnuene 3 EMAIL NR 3 BROWSER NETT Nu 4 NIESEN ee 6 ADDING MEMBERS E 6 REMOVING CHANGING ACCESS RIGHTS OF MEMBERG 8 ORS NN 11 CREATE Fe Perks 11 EDINNGA ee 13 DELETING A GROUP sinvaseecestinctutncenpssnameduetiniawnuecunntaolimiuevennaheubiniannsedunadneatin 14 PLANNING YOUR QUICKR i avnnnnnnnvnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnunnn 16 ROOM EEE EE ee eee 17 CREATING A NEW ROOM une ienneekednekeve 17 RESTRICTING ACCESS TO A ROOM i aunnnnnnnnnnennnnnnnennnnnrnnnnnnnennennenennennennn 18 REMOVING ACCESS TO A ROOM ruvaunnnnnnnvnnnvnevnnrennennnvnrsnnnennennennereenennnnnn 20 DESIGNING A WELCOME PAGE FOR YOUR QUICKR AND YOUR ROOMS SE 20 DELETING A ROOM ectsosiuncvstumcionacuenusiametueianiawseecenontenioncutenneheuiiaieneedennddenees 21 FOE BS EEN 22 EMBEDDED FEOLDERG 22 CREATING A FOLDER Veme 22 SETTING FORM DEFAULT BUTTON IN A FOLDER mrunnnnnnnnnnnvnnnnnnnnnennenne 24 DEE TING Fe FOCDE R ne 25 GS EEN 26 ADDING A NEW PAGE seede Ede 26 CREATING A NEW PAGE ernnnnnnnnnnnnnnnnnnnnnnnnennnnnnnnnnnnnennennennnnennenn
19. Insert Lotus Quickr Link Locate the Quickr Room Folder where you document is 3 Insert Lotus Quickr link E Information Services on wai Applications Room Applications For Testing Folder Decommisioned Applications Folder List of Applications Folder Add Quickri cp PMR No doc Sametime Findings v2 dar Sametime Functionality doc Sametime report doc Discussion Incoming Email Room 13 Informations Services Home Page KM Workshop Room Selected item Team Places Information Services on www Applications Room Sametime Functio Information Services July 2010 59 Quickr User Guide e Highlight your document e Click OK The link appears in your prepared email ready for sending send and File Save As Draft Delivery High importance Return receipt Sign Enernypt Kim Freeman ISO2 DOH GE P 25 02 2009 16 49 Sametime functionality doc Open document summary e Click Send when your ready SAVING A DOCUMENT IN A QUICKR AND SENDING A LINK TO IT IN AN EMAIL When sending an email with a document attached in it you will get a prompt asking you if you want to save the document to a Quickr and send a link to the document or simply send the document If you choose to save the document to a Quickr a link will added to your email this link will allow recipients to open the document However the recipients must be members of your Quickr in order for this link to work e Compose y
20. Office applications e g Word Excel and PowerPoint and save your documents directly into your Quickr This allows for easier collaborative working on shared documents and resources Once connectors have been installed an additional tool bar will appear in all of your MS Office applications this tool bar allows you to access the Quickr application GR Quickr Connectors doc Microsoft Word File Edit View Insert Format Tools Templates Table Window Help Lotus Quid X l Slav DI AO Lotus Quickr 7 ADDING A NEW MS OFFICE DOCUMENT TO A QUICKR You can create a new document in any of the MS Office applications and then add it to a Quickr instead of saving it in your shared drive or personal drive To do this follow the steps below 1 Create your document Information Services July 2010 54 Quickr User Guide 2 Click on Lotus Quickr CR Quickr Connectors doc Microsoft Wor File Edit View Insert Format Tools Ten lee eH Glav CH Lotus Quickr 7 Add to Place Open From Place Create From Document Type Actions Links Preferences Add Places Lotus Quickr connectors Info Center 3 Click on Add to Place The following window will open showing you all of the Quickrs you have access to and by expanding the Quickrs you will see all the rooms and folders within each Quickr Add To Place Personal Files 3 d Team Places Corporate Devel Mame Description
21. a 4 Lal A Ce A Fe G al Address E http fdhqpo1 doh gov uk QuickPlace stutrainingquickplace Main nsf 2a1fb3846ca143220525670800167222 e94e8391a88870e480257165003ef57 1 EditDocument amp Form ET Go Links gt stutrainingquickplace Jennie Hills Notification Options Back Next You can send a personalized summary of recent activity in the place to all subscribing members on a daily or weekly basis It informs members by email about tasks and events that are due pages that have been added or updated and membership changes You can tailor the notifications that are sent to the members of this place below Check the sections below that you would like included in Place News My Tasks Other Tasks Events Content Update Email Received Members Note if a selected section has nothing new to report it is not included in the email K K S K K How often do you want the news summary to be sent O Daily best for very active places weekly best for less active places Back Next SI Applet started Trusted sites Information Services July 2010 69 Quickr User Guide NOTE You can change what is included in the notification by taking the ticks out of the boxes To change the notification to Daily e Click into the radio button at the bottom next to daily e Click Next e Then click Done EMAILING IN TO QUICKR All Quickrs have a unique email address this allows you to email documents directly in
22. a room add the word room to distinguish between a room and a folder as there is no other way to specifically identify a room RESTRICTING ACCESS TO A ROOM 1 Click Room Security in the table of contents ES auickr Files Information Services You are int Information Services Applications Room Go Up Applications Home Page Check Out and Edit More Actions T Room Index Welcome List of Applications Folder This is the home page for the 15 Applications Room F ofthe application as well as helpsheets Applications for Testing Folder Decommisioned Applications Folder Y Mew Page or Folder fey Customize this Room Information Services July 2010 18 Quickr User Guide The following screen will open Lotus och Files Information Services Room Security Applications Room Manage Members As the manager ofthis inner room Applications Room you can determine who has access to this room by filling in the form below Readers Authors Editors Managers Owners The following users have Reader access No members at this access level Click Add Reader below fo add a member fo this role Add Reader 2 Access defaults to Readers select tab if you want to change the level of access 3 Click Add Reader A list of members of the Quickr will appear 4 Check the box next to the names of the members you want to have reader access to the room Information Services July 2010 19 Quickr Use
23. ar More Actions Index Motity v members yOu can create gre Members Print Applications Room KM Workshop Room gt Create a new group by clicking New Group Open Learning Room gt Edit an existing group by clicking its name in the list below Wiki for Information Services e Customer Group 4 Click Cleanup The following screen appears listing all the groups you have in your Quickr EI Quickr Files Information Services Delete Group EES Check the groups that you would like to delete Customer Group d Managernent Group L Team Meeting KN KEN Information Services July 2010 15 Quickr User Guide 5 Tick the group you want to delete by checking the box to the left 6 Click Next Your group has now been deleted and you are returned to the groups screen PLANNING YOUR QUICKR e Decide what needs to go into your Quickr e Break it down into work areas i e Welcome Page All staff notices Admin Management Projects O O OOO e Create rooms for each of these areas e Then break down the work area into smaller chunks by creating inner rooms and or folders with embedded folders for each of these e Once your structure has been created you can start filing pages to these folders Quickr Embedded Information Services July 2010 16 Quickr User Guide ROOMS Rooms can be created by Owners and Managers An Owner can see all rooms folders and pages within a Quickr A mana
24. ars e Click Check In The padlock will disappear and the page will be available to others for editing If you open a document and you see a second tab entitled Draft In Progress it means that someone has checked out the document and saved it as a draft If you are a manger owner you can check this document in COPYING DELETING or MOVING PAGES Author Editor privileges Manager Owner privileges privileges a ee You can copy any Copying Pages You can copy any You can copy any page in the current folder whether or not you created it You can delete pages you created only Moving Pages You can move pages you created only Deleting Pages page in the current folder whether or not you created it You can delete pages you created and pages created by other people You can move pages you created and pages created by other people page in the current folder whether or not you created it You can delete pages you created and pages created by other people You can move pages you created and pages created by other people Task pages are an exception an editor may not delete move or copy a task page unless the editor is specifically granted access by the creator of the page when the page is published Information Services July 2010 35 Quickr COPYING PAGES User Guide You can create a duplicate version of a page by copying it 1 Enter the room or a folder that conta
25. ate the folder alternatively you can change it at a later date opening the folder 1 Click More Actions Information Services July 2010 24 Quickr User Guide 2 Click Folder Options scroll down to Present a link to a default form for authors to use in this room 3 Click on drop down arrow 4 Select new default form 5 Click Next 6 Click Next DELETING A FOLDER Make sure you are in the folder you want to delete 1 Click More Actions 2 Click Folder Options The following screen appears ETTE Quickr Files Information Services Folder Options Information Services July 2010 25 Quickr User Guide 3 Click Delete Folder button ETTER Quickr Files Information Services Delete Folder Do you want to delete the folder and all content inside it or just the folder f Delete the folder and all content inside it fe Just delete the folder The content inside it can be found in the Index You have two options to delete the folder and of the content inside it or just to delete the folder the pages go in the index 4 Make your choice by clicking in one of the radio buttons 5 Click Next Your folder is now deleted PAGES Create a new page when you have a collection of information text and attachments that you want to present on the same screen You can create pages if you are the manager of the room in which you want to create the page or have been granted author access to the room in which y
26. ation Services July 2010 28 Quickr User Guide There are various option buttons available to you when you are creating the contents of a page A description of each is below 4 5 6 7 8 910 11 12 JLA A i SEP eS SSS G2 big l bi u Sn A ol Style Normal e Fort Times New R 7 Size small 7 ee 1 2 Style Alignment options 2 Font 18 Insert Edit Link 3 Size 19 Insert Edit Image Select All Insert Edit Table Bullets and numbering Text formatting options 6 Indent options Check Spelling Attaching Documents When creating a page you can attach documents To do this navigate to the bottom of the page to attachments e Click the Folder Icon Attachments You can attach files by clicking the folder icon or dragging them from your deskto Ka Bol 2 55 ES Email Motificatian The following members will be notified when this is publisher Mo notification Check In Save As Working Draft Check In with Options Information Services July 2010 29 Quickr User Guide The following dialogue box appears Look in E Manuals and Guides de fe Bl Quickr Connectors doc Bl Quickr Guidelines 2008 doc BA Quickr Manual w0 1 doc File name Quickr Guidelines 2008 doc Files of type All Files Le Cancel e Navigate to the appropriate drive and folder e Select the document s you want to attach e Click Open The document is then attached to the bottom of the page See picture belo
27. ation Services July 2010 50 Quickr User Guide 6 Click in the check box next the name of the Quickr s you want to connect to 7 Click the Finish button WHAT ROOMS AND FOLDERS DO I HAVE ACCESS TO If you want to know what rooms and folders you have access to in a Quickr before you consider where to place your document you can do this via windows explorer 1 Click on Windows Explorer icon on your bottom tool bar 2 Click on the Lotus Quickr icon To see your Quickrs click on Team Places to expand it you will see all of the Quickr s you have added connectors to 3 Click on the next to Team Places G Lotus Quickr File Edit View Favorites Tools Help se QF Pet Address e Lotus Quickr Folders x E Desktop My Documents My Computer a My Network Places 2 Recycle Bin e Lotus Quickr ES Personal Files d Team Places You can expand a Quickr to see what rooms folders are in it Information Services July 2010 51 Quickr User Guide 4 Click on H icon next to your Quickr name and you will see the list of folders 3 Lotus QOuickriTeam Places Information Service File Edit View Favorites Tools Help Back eg pi Search Wey Folders Address Lotus Quickr Team Flaces InFormation Services 1 Folders hen My Documents My Computer 3 oJ My Network Places 2 Recycle Bin ke Lotus Quickr zal Personal Files d Team Places Corporate Development on dhervmds908 Corp
28. can revert to the original page and attachment at any time REVERTING TO A PREVIOUS VERSION To revert to a previous version go to the room or folder that contains the page you want to revert to You can revert to any version at any time Information Services July 2010 46 Quickr User Guide You are in Information Services Quickr Room Check Out and Edit More Actions What is Quickr Quickr is the latest version of the collabrative working tool used by the Department of Health It is web based product developed by IBM Version List Uploaded by kim Freeman on O39 2 2009 at 04 21 PM 1 Click on the Version of the page you want to revert to You will see the text of that version of the page The screen changes and two tabs appear Published Version and Version 1 It defaults to Version 1 this is the original page with the original text To revert back to this original version 2 Click More Actions 3 Click Revert Version You are in Information Services Quickr Room Published version Version 1 More Actions Revert Version Motity E collabrative working tool used by the Department of Health rin A pop up box appears Microsoft Internet Explorer re vou sure you want to revert back to this version Information Services July 2010 47 Quickr User Guide 4 Click OK A pop up box will appear confirming that the page has been reverted Microsoft Internet Explorer AN This versio
29. e in Information Services Applications H Go Up Applications Home Page List of Applications Folder A list of all applications KM and IT Training suppe Room Index Room Security List of Applications Folder ae Applications for Testing Copy Folder tel Show Fold Decommisioned Applications ER Folder Type Title Delete Test 12 12 3 HO Folder Options VE e Ou Subscribe SEENEN Cl Ai Bla a Mew Page or Folder PI o Motity SS Customize this Room EI 5 au Print a Sametime Helpsheets Place Tools C gt Sametime Page gt 5 Select Move 6 Select the location to which you want to copy the page then click Next Note Please remember the moved page will disappear from its original location Move Where would you like to putthis content inthe table of contents before Leave itwhere itis Bd i Inthe selected folder Room Index lm List of Applications Folder Applications for Testing Folder jj Cecommisioned Applications Folder 2 p In the selected room below Information Services KM Workshop Room C Open Learning Room Incoming Email Room 7 If you selected another room in the previous step select a location in that room and then click Move Information Services July 2010 38 Quickr User Guide Copy delete and move can also be carried out using the drop down arrow on the right hand side of the document name Cl Sametime Helpsheets F Sametime Page Check Out and Edit Show 10
30. ennnnennennnne 27 CHOOSING YoUr ACS TIlE vr 27 Attaching Documents 29 REMOVING an Attachment siseasi eniai 31 CHECKRINGINRAGEGS EN Check In with Options rorrrornnnnnrorrrnnnnonrnnnnrevrnnnnennnnnnnsnnnnnsnennnnnesennnnnsnenn 31 Create EN d NONY EE EN Restrict readerg 0 ce ccc ececcececeecececeecececeecececeeaececeeaececueaeaecueneaesesueaeaneees 32 Add author 32 Add iocalendar ee 32 Save as Dratt 32 2 RE ENN NN EE 32 Vule VE 32 CHOOSING A LOCATION FOR THE PAGE TITLE cc ceeeeeeeeeeeeee eres 32 EDITING AN EXISTING PAGE Le 33 TO CHECK OUT A PE een 33 Selz 34 COPYING DELETING or MOVING PAGES nnannnunnunnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnenne 35 Information Services July 2010 1 Quickr User Guide SPINNE EE 36 DELETING FAGE Le 37 MOVING AP Ered 3 ENG Ree 39 NEW VERSIONS rer 41 CREATING A NEW VERSION OF A PAGE rrnunvnnnnnvrnvvnnnnnnrnvennrnnnrnrrennnnnnene 41 CREATING A NEW VERSION OF AN ATTACHMENT ON A PAGE 44 REVERTING TO A PREVIOUS VERSION A 46 QUICK CONNECTORS suveren 49 ADDING CONNEC FOR G ee 49 WHAT ROOMS AND FOLDERS DO I HAVE ACCESS T0O 5l ENABLING CONNECTORS FOR EMAIL rrnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnennnnnnnnnr 52 CONNECTORS AND MS OFFICE APPLICATIONS rrevnnnnnnnnnnnnnnnnnnnnnnnnnnnnnr 54 ADDING A NEW MS OFFICE DOCUMENT TO A OUICKRR ee 54 RETRIEVING A DOCUMENT FROM QUICKR USING CONNECTORS 56 CONNECTORS AND LOTUS NOTES EMAIL rrnnnnnnnnnnnnnnnnnnnnnnnnnnnn
31. ger can see rooms they have been given access to Within those rooms they will see folders and pages A room may contain folders embedded folders and or pages You can also create inner rooms Each room has security options that allow you to define who can enter the room and what they can do once inside A folder can now have embedded folders folder s within a folder This allows you to break down the structure even further CREATING A NEW ROOM 1 Select New Page or Folder from the table of contents Mew Page or Folder fy Customize this place 2 Scroll down and click on Room Creating A New Room E Room Create a new private space in which you can place content folders or additional rooms Room name Menu position Before which item in the table of contents would you like to insert this room Informations Services Home Fage C Inherit membership from the parent room 3 Enter the name of the new room 4 Choose where you want the room to appear in the table of contents 5 Choose to inherit members from the parent room or not Information Services July 2010 17 Quickr User Guide If you choose inherit membership from parent room you give the new room the same membership and access levels as the current room i e the room level you are at when you create the new room if you want to restrict access do not check this box 6 Click Create button lt 4 ej Good working practice when naming
32. he checkout Cancel Information Services July 2010 62 Quickr User Guide e Click the OK button The document will open MOVING ATTACHMENTS FROM AN EMAIL INTO A QUICKR You can save any attachment you receive in an email straight into a Quickr Saving space on your shared drives or your p drive e Open the email with the attachment e Right click on the attachment Add Duc Attachment Properties lfty Altaf copy KM and a 7 Informa Direct Lip View GTN Tel pen Email lf Open With Address Edit Edit with Save to Lotus Quickr Save and Delete Gau Delete Save All Save and Delete All Delete All e Click on Save to Lotus Quickr The Save Attachments window opens a Save Attachments IBM Lotus Quickr Applications Room List of Applications Folder Quickr errratianservices Or Change Location Select attachments to save Title File Name Add Quickr1 cp Add Quickr 1 scp Replace attachments with links x Information Services July 2010 63 Quickr User Guide If you need to change the Quickr you want to save to you need to click on Change Location you can then select the Quickr you require e Click Ok Your document is being uploading Uploading files Downloading attachments Cancel You will be asked to select which option you want to save the document as a published document or a draft d
33. ices Motity Print Show 10 20 5 gt Customize this place 3 The first two options are a Delete removes them from the Quickr completely b Change Role change the access level of that member e g from Reader to Author promote or from Manager to Editor demote If you choose to Delete the following screen appears You are about to delete the following members Lorraine Byrne CM Lorraine Byrne lQLUs 50D2M05 DOHMG 6GB 4 Click OK button The screen will refresh and your member will have been removed from the list of members Information Services July 2010 9 Quickr User Guide If you choose to Change Role the following screen appears You are about to change the role access level of the following members Reader Author Editor Manager Owner Authors can read and edit pages Click OK to change the role of the following users to Author Lorraine Byrne CGN Lorraine Byrne QL 802 0 00HIC GBI 5 Click which tab you want to re assign the member to You will get a message informing you what the new access level allows the member to do 6 Click OK Information Services July 2010 10 Quickr User Guide GROUPS If you have a lot of members you can create group lists to simplify assigning access to rooms and to make it easier to notify a subset of members CREATE A GROUP 1 Single click on Members in the table of contents IZ Quickr Files Information Services You a
34. ick Log In IBM Lotus Quickr What can you do with Quickr Store and share all your content in Lotus Quickr including documents images rich media files podcasts attachments from Lotus Motes and files from Microsoft Office Your content is welcome in Lotus Quickr BROWSER METHOD Alternatively you can access Quickr by typing or cutting and pasting the following into the Address bar of your internet explorer https www quickrplaces dh gov uk When you type or cut and paste the URL or address into the Address the following screen appears File Edit View Favorites Tools Help Q sax S sl L PO search 1 Folders FF Favorites La A d s LJ A fe al rel pri Address SI http idhsrvmds908 doh gov uk LotusQuickr lotusquickr Main nsF h_Toc 22049553d70e00eF85256bb60054a7cb OpenDocument Lotus uc E Fies Help Places Public Places Usage Statistics Tips Public Places Create a place to bounce Place Listing Disabled for Anonymous user ideas with others and centralize project information Show 10 20 50 100 All items per page First Previous Hext Last Click on a place name to enter it Sort on places by title or owner Download Lotus Quickr connectors to work with your favorite applications Information Services July 2010 4 Quickr User Guide This is the IBM front screen for Quickr 1 Click Log in which is located in the top tight hand side of the screen The login box appea
35. ing Room C Sudeesh Palassery Sudeesh Palassery Owner Sudeesh Palassery dh gsi gov uk Wiki for Information Services Show 10 20 50 100 AN items See Customize this place e Click Add Members button Reader Author Editor Manager Owner Authors can read and edit pages Click OK to add the following users as Author Person O Group go Send an invitation to any new users who have email Once in the Add Members screen you have five levels of access to choose from These are Owners is the highest level of access Owners can read and edit all pages customise the place and control membership of all rooms Good working practice you should always have more than one owner of a Quickr so that in the event of one being off or unavailable changes can be carried out by the other Information Services July 2010 6 Quickr User Guide Managers a member of the Quickr who is responsible for maintaining all or part of a Quickr A manager can read and edit pages customise a Quickr and control membership You can have more than one Manager of a Quickr 2 Good working practice you should always have more than one manager of a Quickr so that in the event of one being off or unavailable changes can be carried out by the other Editor a member of the Quickr who can read and edit pages including pages created by others within parts of the Quickr they have been given access to Authors a member of the Quickr who
36. ins the page you want to copy 2 Click the title of the page you want to copy or if the page is in a folder click the folder title then click the page title 3 Tick the box next to the page you want to copy 4 Click More Actions button Go Up Applications Home Page Room Index Room Security List of Applications Folder Applications for Testing Folder Decommisioned Applications Folder Test 122 Mew Page or Folder f Customize this Room Place Tools You are in Information Services Applications H List of Applications Folder A list of all applications KM and IT Training suppe d tle Delete Folder Options Subscribe Notify Print Sametime Helpsheets O amp OOO Sametime Page 5 Click Copy If you do not have editing rights to the page you are trying to copy these options do not appear 6 Select the location to which you want to copy the page then click Next Copy Where would you like to putthis content inthe table of contents before Leave it where itis E C je In the selected folder Room Index Glo ist of Applications Folder Applications for Testing Folder g0ecommisioned Applications Folder C jee In the selected room below Information Services f KM workshop Room C Open Learning Room f Incoming Email Room Information Services July 2010 36 Quickr User Guide 7 lf you selected another room in the previous step select a location in that
37. ion for all documents un tick the box beneath the file path The attachment dialogue box will re appear e Click Save and Send Links The document will be uploaded into the selected Quickr Uploading files Uploading file Add Uuckr cp to folder Applications Room Cancel You will be asked if you want to save to MEDS if so do so in the normal way Information Services July 2010 61 Quickr User Guide Your recipient will get and email containing the link to the document in the Quickr OPENING AN EMAIL CONTAINING A QUICKR LINK You may receive a email containing a link to a document held in a Quickr To view the document you need to be a member of the Quickr in which it is stored if your not you will need to contact the person who sent you the email and ask to be added as a member e Click on the link to open the document T Subject As This message contains files that link to documents m IBM Hi Jane Here is the document we discussed earlier today please feel free to comment What problems does a Quickr place solve dog Open document summary The download box opens Pinformationservicesqr MRPageLibraryeoe5 7400005 Downloading document Cancel Choose which of the options you want to open the document with 2 Open Document How would vou like to open this document O Check out the document for editing Document will remain checked out until you check it In or cancel t
38. lete Room button Your room has now been deleted FOLDERS Folders allow you to group together a collection of related pages for ease of reference and better organisation EMBEDDED FOLDERS With the functionality of embedded folders it means you can now have folders within folders to help with structuring your content This gives you more flexibility in creating structure without having to worry about access There are five different types of folders you can choose from depending on the type of information you wish to store CREATING A FOLDER Information Services July 2010 22 Quickr User Guide You can create folders to store your pages documents You have the same selection of folder e g simple list ordered list etc 1 Click New Page or Folder in the table of contents E Mew Page or Folder CS Customize this place 2 Scroll down and click on Folders You have 5 different types of folder to choose from each folder has different attributes and you need to consider these before you select the type of folder you want to use 3 Click on the type of folder your want The following screen will open DES Quick Files Information Services New Folder Yvhat is the title of this folder Enter a description for this folder Yvho can add content to this folder Only managers Ce Anyone with editor or author access 4 Enter the name of the folder 5 Enter a description if you require one l
39. lication 2 Click on Lotus Quickr 3 Click on Open from Place Information Services July 2010 56 Quickr CH Lotus Quickr Add to Place User Guide Open from Place Create from Document Type Actions Links Preferences Add Places Lotus Quickr connectors Info Center The following window appears a Open From Place E d Team Places H H Corporate Deve Application 10 Applice Gy Decor Hy List of Simple 21 Corporate Uewer G E Information Ser Mame Size Added by Modified ems E Full Glossary 38 KB Kim Freeman 14 01 2009 14 P Glossary Oui 29 KE Km Freeman 09 09 2008 16 Ez Discussion H Incoming E Information H EM workst Library ic el 4 gt File name Files of type 5 Click onthe Full Glossary for Quickr doc All word Documents doc dot htm html url rtf d Ww Check out document 4 Select the Quickr and locate the room folder where your document is stored to expand the room folder to find the document 6 Click on the document to open it 7 Check the box to the left hand side of Check out document Information Services July 2010 57 Quickr User Guide 8 This locks the document and you will be only person who can edit it until you check it back in 9 Click Open The document will be launched in the correct application
40. lick Incoming Email Room Information Services Informations Services Home Page Discussion Library Calendar Tasks Index Members Applications Room KM Workshop Room Open Learning Room Incoming Email Room Wiki for Information Services e Click Room Index Information Services Go Up Instructions Room Index Room Security e Click in the box on the left hand side of the document s you want to move e Click Move You are in Information Services Incoming Email Room Room Index Room Index More Actions Delete reting Folder Options Subscribe hl otify Print Information Services July 2010 71 Quickr User Guide e Select where you want to move the document to Move EE Where would you like to putthis content C UJ In the table of contents before Leave ttwhere It is EN C B In the selected folder Room Index fe In the selected room below Information Services e Applications Room KM Workshop Room Open Learning Room Versioning Room KEN KER e Click Next e Select where in the Room or Folder you want the document to appear Move Select the location where you wantthe content moved oi Room Index The table of contents List of Applications Folder Huickr Helpsheets Quickr Slide Set Applications for Testing Folder oe fe fe fe MG Decommisioned Applications Folder e Click Move The document should now appear in the room folder were y
41. n has been successfully reverted 5 Click OK The original version is restored You are in Information Services GQuickr Room Check Out and Edit More Actions What is Quickr Quickr is the latest version of the collabrative working tool used by the Department of Health Version List sy Version uploaded by Kim Freeman on 030 22008 at 04 21 Ph A Version uploaded by Kim Freeman on 0312 2009 at 04 21 PM T The yellow star indicates that this is the current version of the document Information Services July 2010 48 Quickr User Guide QUICKR CONNECTORS Lotus Quickr connectors allow you to work in whichever application your currently using you no longer need to leave what you are doing and go somewhere else to get information or other documents If you are working in any of the MS office applications e g Word you can now access your Quickr from within these applications ADDING CONNECTORS You need to add connectors these shortcuts allow access to all of the Quickrs you are authorised to use They allow you work within an MS office application e g Word and save your word document directly into your Quickr Alternatively it allows you to be in word and open a document directly from your Quickr without logging into Quickr This allows you to work much more interactively seamlessly with Quickr To add connectors you need to 1 Right click on the Lotus Quickr in bottom right hand corner of your tool bar
42. ndow opens 4 Click on Lotus Notes in the navigation panel in the left of the window 2 Preferences IBM Lotus Quickr connectors General Lotus Quickr connector for IBM Lotus Notes Send Link Team Places When sending an e mail with attachments Servers sendas normal always send attached files Microsoft Office amp Sleeve card ne Microsoft Outlook save attachments to a Lotus Quickr place Lotus Motes Save attachments in Monitor Gei Prompt me When replacing attachments C Use gr file Use quickr sti link Information Services July 2010 53 Quickr User Guide Under When sending an e mail with attachments you have three options e Send as normal always send attached files this will send the attachment and not prompt you to save them to a Quickr e Always send links save attachments to a Lotus Quickr place Save attachments in this will automatically save all attachments to the specific Quickr you have selected use the Browse button to select the Quickr e Prompt me this will give you a prompt asking if you want to send the attachment as a link and which Quickr you want to save it to To switch the prompt on Choose which of the two options you want 5 Click in the radio button next to Prompt me or Always send links 6 Click OK You will now get a prompt when sending attachments in an email CONNECTORS AND MS OFFICE APPLICATIONS With Quickr connectors you can now work in any of the MS
43. nnnnnnnnnnnn 59 ADDING A DOCUMENT FROM QUICKR TO AN EMAIL eee 59 SAVING A DOCUMENT IN A QUICKR AND SENDING A LINK TO IT IN AN El 60 OPENING AN EMAIL CONTAINING A QUIGKR LINK eee 62 MOVING ATTACHMENTS FROM AN EMAIL INTO A QUICKR ee 63 CUSTOMISING QUICKR E 65 DECORATING YOUR QUICK R EE 65 CUSTOMISING THE TABLE OF CONTENTS sessssserreessssssrrrrrrseeenn 66 REORDERING THE TABLE OF CONTENTS i mmnvrvrnnnrrrrvvvnnnvrrnnnnrnnnnnnnrrnnnnnn 67 CHOOSING Nr 68 GENERATING EMAIL NEWS UPDATES FOR MEMBERS 0008 69 EMAILING IN 10 QUIGKB sunne kseaknategenise eden 70 CREATING A FAVOURITE LINK TO QUICKR mennvnnvvrnvveveevveeevvvvevvvevvevvvesveenee 73 CREATING A FAVOURITE sssssssssssssnssesnnnsssssrnrreesrrnrrrsssrrrrresrnnrrrsserrereesrnrnne gt 73 USING AF OUR TE E 73 SIGNING OUT OF AU RR vvs 74 Information Services July 2010 2 Quickr User Guide WHAT IS QUICKR Quickr is the latest version of QuickPlace It is a collaborative working tool available on your desktop Designed to enable more effective collaboration between individuals and teams It is a repository for storing organising sharing and commenting on information and documents and can be used by members both on the OIS network and external to DH No special software is required on the desktop All of the Quickrs functionality is provided through a browser such as Internet Explorer BENEFITS Quick and easy setup of a team workspace which can span both internal use
44. ns Logo Maker Type the text which you would like to display as your logo Information Services vyhich visual effect would you like applied to the text Simdi Blur None Choose an accent for your logo Ce Mone KC Blue Star ie i e y Brush Stroke 4 Type in the text that you want to be your logo for example Information Services 5 Click which visual effect you want 6 Click a logo 7 If you scroll down the screen you can choose whether to have your logo animated the colour of the text and the font for your logo 8 Click Next to accept your choices Information Services July 2010 68 Quickr User Guide 9 You can see a preview of your logo in the screen that is currently being displayed if you are happy with your logo 10 Click Done GENERATING EMAIL NEWS UPDATES FOR MEMBERS To keep members informed of any new information placed onto Quickr you can send a regular email news update To activate this e Goto Customize this Place e Click Basics e Scroll now to the Notifications section e Puta tick into the box next to Send a regular email news update to members The default setting is Weekly if you want to change the frequency of the notifications e Click on The following screen appears el stutrainingquickplace stutrainingquickplace Microsoft Internet Explorer Jeg a af File Edit View Favorites Tools Help Q pack J sl a A x Search 1 Folders SE Favorites P medi
45. ocument w 7 Select Document Add Option How would vou like to add the document s to this place Add all as unpublished working drafts L Remember my selection for this place e Select your option e Click OK The following window will open confirming that the file does not exist within the Quickr room folder you have selected Uploading files Confirming file 4dd Quickrl cp does not exist in folder Applications O Lance If you add the document again to the same location you get a message informing you that the document already exists Information Services July 2010 64 Quickr User Guide Confirm Document Overwrite This Folder already contains a document named connectors login and asset regs xls Would you like to replace the existing document 25 02 2009 14 53 23 040 bytes with Ehis one 25 02 2009 14 53 23 040 bytes You can replace the document if you want to CUSTOMISING QUICKR If you have Owner or Manager access you can change the appearance of your Quickr You can decorate it choose a logo and reorder the table of contents amp CO If you customise your Quickr some of the labels on the buttons will change e g Customise this room may become Customise DECORATING YOUR QUICKR To change the theme of your Quickr e Goto Customize this Place in the table of contents e Click on Choose a Theme Information Services July 2010 65 Quickr User Guide Choose a Theme
46. orate Development Team on dhsrymds90t Information Services on wi Information Services on waa Applications Room Discussion ENABLING CONNECTORS FOR EMAIL As a Quickr user you will have Lotus Notes Connectors installed on your PC these connectors allow you to work seamlessly with all of the DH core MS Office applications including Lotus Notes Email The connectors are designed to allow you to retrieve or save documents directly to or from your Quickr With the connectors installed when you send an email containing an attachment you can enable a prompt asking you if you want to save the attachment in your Quickr and simple send a link to that document Note The recipients must have access to your Quickr for them to be able to access the link GH Attachments IBM Lotus Quickr What do you want to do with the attachments Save to Library Library r in isg quickrtesting Main ns Change Location Send Attachments Save and Send Links Advanced Information Services July 2010 52 Quickr User Guide This prompt appears before the prompt for MEDS it can be switched ON if required 1 Locate the Quickr icon either on your desktop or your toolbar 2 Right click on the icon The mini menu box appears 3 Click on Preferences Stop Monitor Add Places Preferences Sa aF LI RW Help Show status gt Abou uer The Preferences IBM Lotus Quickr connector s wi
47. ormation Services Check in Save As Working Draft Cancel Check In with Options Title Applications Home Fage Show the title author and date on page Contents alal T E ie 3 2 SS Sl e ei 1 b Style gt Fort Times Mew R 7 Size small hi Welcome This is the home page for the Is Applications Room Here you wall 1 Change the information on the page to meet your needs 2 Click Check In or Check in with Options see page 31 for details Check In allows you to save a document without informing members Check In with Options allows you to save a document and inform members that there has been changes made It also allows you to add editors to the document if you choose Adding editors allows others to make changes to a document if required See page 27 for further information on the functions of each of the buttons when creating a page DELETING A ROOM 1 Select the room you want to delete 2 Select Room Options from the navigation panel 3 Click Customise this Room option 4 Click Basics option 5 Click Delete this Room option Information Services July 2010 21 Quickr User Guide ES ou Files Information Services Delete Room Back Delete Room When wou delete a room all content inside the roc and click Delete Room fyou do not want to delete this room click Back Delete Room 6 Type Yes in the box to confirm you wish to delete the room 7 Then click De
48. ou want to create the page There are various different page options available Please see the table below ADDING A NEW PAGE Adding a new page is found under New Page or Folder there are now 11 options from which to choose from Each option has a description of use Information Services July 2010 26 Quickr User Guide Post aw Post a new topic for discussion that can include formatted text images and file attachments Imported Page Ki Import an existing Microsoft Office HTML JPEG or GIF file from your computer ee Event 18 Create anew event om the calendar Task EN Create anew task that you can assign and track on the Tasks page Microsoft Word Page Create content based on anew Microsoft Word document Create content based on a new Microsoft Excel document Microsoft PowerPoint Page Create content based on a new Microsoft PowerPoint document H Microsoft Excel Page Ei Multiple Imported Pages Al Create multiple pieces of content using the contents of existing files on your computer Link Page Create a link to an existing web page Upload lt i Upload set of file attachments to the Lotus Guickr library forthis place Page Create anew page that can include formatted text images and file attachments ED Folder Create anew folder in which you can place content or additional folders Room Create anew private space in which you can place content folders or additional rooms CREAT
49. ou placed it Information Services July 2010 72 Quickr User Guide CREATING A FAVOURITE LINK TO QUICKR Creating a favourite link enables you to return to Quickr via your internet browser without typing into the address bar CREATING A FAVOURITE e Log into Quickr e Click the favourites button K TN e Click Add The following dialog box appears Add Favorite ve Internet Explorer will add this page to your Favorites list ok Make available offline Ustomize Name Information Services Quickr Create in Favorites New Folder G CHIP H Contact Ty Delphi H Links Gy Lotus Notes CBT i Media I Guickplace OG Quickr 3 Sametime e Alter the name so that it reads the name of your Quickr e Click OK USING A FAVOURITE e Click on yr Favorites e Click your Quickr name in the panel that appears on the left of your screen e You will now need to log in Information Services July 2010 73 SIGNING OUT OF QUICKR It is important that when you have finished in Quickr that you log out to do this e Click Log Out Files Kim Freeman Help Log Out My Places You are in Information Services gt Informations Services Home Page e Click OK You have now successfully logged out of Quickr Information Services July 2010 74 Quickr User Guide Appendix How to set up your internet password NOTE You may have done this already as it is needed for some Notes databases and also fo
50. our email in the usual way e Using the paperclip or File gt attach locate and attach your document from the Create Attachments window e Click Send The default for saving the document is the last Quickr you saved to If you need to change the Quick in which you want to place your document e Click on Change Location Q Attachments IBM Lotus Quickr What do you want to do with the attachments Save to Applications Room in Information Services Or Change Location Send Attachments Save and Send Links Odvanced Information Services July 2010 60 Quickr User Guide e Select the Quickr you want to save the document to and navigate to the room or folder where you want the document to go to Q Select a Folder a Lotus Quickr EE Personal Files a d Team Places Corporate Development on dhervmds908 Y Corporate Development Team on dhervmds908 S E Information Services on www Applications Room Applications for Testing Folder 1 BMS Decommisioned Applications Folder H LH List of Applications Folder H Discussion Incoming Email Room 17 Informations Services Home Page Selected Folder Team Places Information Services on vvwsl pplications Room Applications For Testing Make this the default Lotus Quickr Iocation for saving e Highlight the room folder e Click OK button Under Selected Folder the file path will be displayed if you do not want this to be the default locat
51. r Guide 5 Click Submit button 6 Repeat points 2 to 5 until you have assigned all the access you want to the room REMOVING ACCESS TO A ROOM 1 Go to the Room Security option in the table of contents 2 Check the box next to the name of the person you want to delete 3 Click the trash can icon to the right of the name 4 Click Next Continue this process until you have deleted all the members you need to DESIGNING A WELCOME PAGE FOR YOUR QUICKR AND YOUR ROOMS It is a good practice to change the Welcome page of your Quickr and the Instruction pages of your room to give an indication as to why the Quickr has been set up and how it s intended to be used SEN Good working practice provide contact details for your Quickr rooms for example who are the managers of the room To change the Instructions page make sure you are in the correct room e Click on your Room in the table of contents EIT auch Files Information Services You are in Information Services PApplicatians Room Go Up Applications Home Page NE Room Index Welcome Room Security ae This is the home page for the 15 Applications Room F List of Applications Folder ofthe application as well as helpsheets Applications for Testing Folder Decommissioned Applications Folder e Click Check Out and Edit button Information Services July 2010 20 Quickr User Guide The following screen appears ER auickr Files Inf
52. r Sametime e Open the OIS 3 users address book this will be an icon on your Notes workspace OSH Users on DHERYMD a40 e Click on people in the left hand menu click your mouse in the main screen and type the first few letters of your surname e When you find your name double click on it e Click on the edit person button at the top left of the screen nobody else can edit your record e Click in the bottom field entitled internet password and type a password This does not need to include numbers e Click on save and close Your password will be encrypted and show as a meaningless jumble of characters When you use Quickr you will need to log in using your normal OIS login name and this password lt may take up to two hours for your re set password to become effective Information Services July 2010 75
53. r of entries in your table of contents to nine or fewer Only owners and managers of a Quickr can add titles to remove titles from or reorder titles in the table of contents e Click the down arrow next to insert before to display the options e Click the title above which you want the new title to appear The page title automatically appears in the Index as well e Click Next Your page has now been published EDITING AN EXISTING PAGE You can check out any page for which you have editing rights While the page is checked out to you no other editor can make changes to the page or see your edits until you check the page back in Note The original version will still be visible to anyone who has access to it Remember to check the document back in otherwise it is locked out to evervone else to edit TO CHECK OUT A PAGE Enter the room or folder that contains the page you want to edit e Locate and click on the page title of the page you want to check out Clik If the page is in a folder e Click the Folder Title in the table of contents locate the document in the folder then follow the previous two steps above The page is now reserved for editing by you alone You can edit it now or ata later time Information Services July 2010 33 Quickr User Guide Note If someone else has checked out the page and is editing it you will still see the Check Out and Edit option and you will also see a padlock with name
54. re in Information Services gt Members Informations Services Home Page Discussion Members Library Calendar More Actions Tasks Delete Index Change Role First Grant Access fo Everyone Applications Room S Work with Groups kh Workshop Room EI Lorraine Folder Options Open Learning Room Sudeesh Subscribe Wiki for Information Services Motity Print Show 10 20 5 2 Click More Actions 3 Click Work with Groups The following screen appears Information Services July 2010 11 Quickr User Guide Quickr Files Kirn Freeman Help Places My Places Search in this ple Information Services z E You are in Information Services Informations Services Home Page Discussion Groups Library Calendar New Group More Actions Tasks Wm Index Ifyour place has many members you can create group lists to simplify assigning access to rooms and to make it easier to notify a subset of Members members Applications Room KM Workshop Room Create a new group by clicking New Group Open Learning Room Edit an existing group by clicking its name in the list below Wiki for Information Services Customer Group i A list of key contacts Delete an existing group by clicking Cleanup 4 Click New Group button The following screen appears EIT Quick Files Information Services New Group What is the title of this group Enter a description for this group
55. rs IBM Lotus Quickr What can you do with Quickr Store and share all your content in Lotus Quickr including documents images rich media files podcasts attachments from Lotus Motes and files from Microsoft Office Your content is welcome in Lotus Quickr 2 Type in your username and password 3 Click Log In Now you have signed in You can now see all of the Quickrs you have access to by clicking on My Places at the top of the screen To go into a particular Quickr simply click on the one you wish to enter Good working practice Save the URL s of Quickrs you use frequently in your favourites folder see page 43 for how to do this Information Services July 2010 5 Quickr User Guide MEMBERS ADDING MEMBERS To allow others access to your Quickr you need to add them to the members list You will need to have Owner or Manager access in order to do this e Click Members in the table of contents The following screen appears KN Quickr Files Kim Freen Places My Places Information Services i You are in Information Services gt Members Informations Services Home Page Discussion Members Library Calendar More Actions Tasks Index E First Last User Name Role Email Applications Room Kim Freeman Kim Freeman Owner Kim Freeman dh gsi gov uk C Lisa Westall Lisa Westall Editor Lisa Westall dh gsi gov uk SRG NOR REM C Lorraine Byrne Lorraine Byrne Manager Lorraine Byrne dh gsi gov uk Chan Lean
56. rs and those external to OIS e g in the NHS other government departments etc A dispersed team is able to edit a document collectively and to work together on complicated documents such as budget spreadsheets and project plans People inside the Department can share files and work on them without the technical problems associated with G drives Reduction in number of emails and large attachments because the participants in a shared workspace do not need to email one another documents which are stored in the one workspace Simple web based interface Content can be structured to make browsing easy Powerful search engine with intuitive results display ACCESSING QUICKR EMAIL LINK You will normally access a Quickr for the first time from an email link sent by the manager which will contain similar details to the link shown below 1 Click on the address link An Invitation from Lotus Quickr fou have been invited by Imagen Briers to join Informationservicesqr Please visitthis place by either clicking on the link below or by cutting and pasting the link into your browser Address You will need to provide the following user name and password Username kim Freeman Password Your password 3 Quickr User Guide The Quickr login box will appear when you click on the link see helpsheet Q S1 on setting up your Internet password 2 Enter your OIS login username and your Internet password 3 Cl
57. t 4 m Good working practice add the word folder to the end of the name it may help with navigation pe 6 The system defaults to Anyone with author editor access can add content to this folder If you wish for managers only change the default setting 7 Click Next The following screen will open you need to decide where to place the folder in the navigation panel Information Services July 2010 23 Quickr User Guide Lee D Files Information Services Save Folder Options Where would you like to putthis folder e line table of contents before Informations Services Home Page H C en In the selected folder B Discussion ilnformations Services Home Library Discussion Calendar Library Tasks Index Customize Applications Room KM Workshop Room Open Learning Room Wiki for Information Services Atthe end 8 Choose where you want to place your folder You can place the folder in the navigation panel of the room your are in or you can place it in a pre existing folder 9 Click Next Your new folder has now been created SETTING FORM DEFAULT BUTTON IN A FOLDER When creating a new folder in Quickr you can set the default form button it defaults to New Post when a folder is created new post forms are discussion database pages You can re set this to a different more appropriate default if you want to e g page link word document etc You can change the option when you cre
58. t and Edit More Actions Documention for testing MS office 2007 You can download any of the files below by dragging them to your Windows desktop To open a file for r lt doc 24KB 18 07 7009 17 27 41 Published version Version List Versiont uploaded by Kirn Freeman on 02 18 2009 at 05 26 PM To make your changes to the attachment in your new version 8 Click Check Out and Edit button 9 Double click on the attachment Your document will open in the appropriate application Make your changes to the document 10 Click Save icon on your tool Ki bar of the application Return to Quickr Information Services July 2010 45 Quickr User Guide 11 Click Check In or Check In with Options A pop up box will appear asking you to confirm if you want to save the changes made Lotus Quickr K Waring Tou are currently editing a file would you like to save your changes and proceed or continue to edit see Je 12 Click Save button The new version of the document will be downloaded and saved into Quickr and the date will change MS Office 2007 Created Dy Kim Freeman 15 02 2009 17 24 12 Updated By Kim Freeman 2410202009 11 44 29 Check Out and Edit More Actions 7 Documention for testing MS office 2007 You can download any of the files below by dragging them to your Windows desktop To o Modified 1 doe 34KB 24 02 2009 11 34 10 When you open the attachment you will see the revised document You
59. th CN Adam Smith QU DAC O DO0H C GH nigel smith CN nigel smith Diane Smith Ch Diane Smith QU TRRO PH O DOH C GH Jason Smith CH Jason Smith OU NWYRO NYPD O D0H C G Phillip Smith CM Phillip Smith OL 018 O DOH David T Smith CN David T Smith QU 018 0 D0H Alison a Smith CM Alison amp Smith QU O018 O DOH OME Jo Smith CN Jo Srnith OUSO18 0 DOH ne Paul D Smith CM Paul D Smith QU 018 O D0H Julie Smith CRN Julie Smith QU 018 O DOH Dave Smith CN Dave Smith OL 156 02 O D0H GG otus e Click the name you want to add You can add more than one new member at a time in order to allow you to do this the system automatically adds a comma at the end of the entry Repeat this process to add members e Atthe end of the process click OK REMOVING CHANGING ACCESS RIGHTS OF MEMBERS 1 Click Members in the table of contents The following screen appears 1 Click the Tick Box next to the name of the person you wish to remove 2 Click More Actions button Information Services July 2010 8 Quickr User Guide DER ach Files Information Services ST TNT You are in Information Services Members Informations Services Home Page Discussion Members Library Calendar More Actions gt Tasks Delete Index Change Role First Grant Access to Everyone Anplications Room G Work with Groups EM Workshop Room Lorne Folder Options Open Learning Room Sudeesh Subscribe Wiki for Information Serv
60. to your Quickr Content which is emailed in is delivered to a specified room this room is created at the same time as your Quickr is created Emailed content goes into the index of this room and its from there that you move in to the correct location within your Quickr You have to be a owner or a manager to be able to locate the Quickrs email address lt 4 Good working practice place this email address on your welcome home page so that members can use it e Click Customise this Place e Click Basics e Scroll down to Incoming Mail Incoming Mail Do you want people to be able to send email to informationsernicesqra dh qsigqovuk as means of adding content to this place Incoming Email Room fv Yes put new mail in room No e g informationservicesqr dh gsi gov uk You will see the default is set to Incoming Email Room Do not change this if you do your email will not be received This room has been specifically set up to accept incoming email You will find your email in the index of this room you can use copy or move to move the email from the index into a room or folder which is more appropriate Information Services July 2010 70 Quickr User Guide e Click Done You can save this email address in your address book for easy use in the future Once you have emailed into your Quickr you need to move the document s to the appropriate room folder within your Quickr Go to the top level of your Quickr e C
61. w Attachments You can attach files by clicking the folder icon or dragging them from your desktop Quickr Guidelines 2008 doc S92KB 18 11 2008 14 31 54 Email Notification The following members will be notified when this is published No notification wl Check In Save As Working Draft Check In with Options Information Services July 2010 30 Quickr User Guide Removing an Attachment e Go to the bottom of the page e Click the attachment you want to remove e Clickthe to remove e The following dialogue box appears Lotus Quickr K Are you sure you want to delete Wuickr Guidelines 20081 doc No e Click Yes to remove attachments e Then Check In the page CHECKING IN PAGES You have two checking in options Check In and Check In with Options Checking in a page allows other members of the Quickr to see your page NOTE If you are going to use the EZO option you need to make sure you are in the correct room or folder before you create your page as you will not get the option of where you would like to put your page once you click on publish Check In with Options Check In with Options does exactly the same as Check In only it gives you a variety of publication options before allowing other people to see your page Here are the options you will get Create default puts the document away so that others can see it Notify by email Check this option when you want to send
62. y published contents Move Select this if you want to move the page to a different area in the Quickr i e a different room CHOOSING A LOCATION FOR THE PAGE TITLE If you have owner or manager access to your place you can choose to display the page title in the table of contents in a folder in the table of contents or in the Index in the current room If you have author access to your Quickr and you have access to one or more folders in the current room you can choose the folder in which you want to display the page title or choose the Index as the destination for the page title If there are no folders in the current room or none that you have access to you can display the page title in the Index only To specify the Index as the location for the page select Index To specify a folder as the location for the page select the name of the folder in which you want the page to appear For example if you want the page title to appear in the Library folder select Library The page title automatically appears in the Index as well To specify the table of contents as the location for the page Information Services July 2010 32 Quickr User Guide e Select Table of contents Note Links that are in the table of contents are very prominent to those who visit your place so it is best to put critical pages only in the table of contents that is pages that you want virtually every visitor to read Try to limit the numbe

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