Operating Instructions - Web Based Change Management
Contents
1. Right Description This right allows the user to View File Folder see files within the Detailed Contents area Add File add new files View File History view a selected file s history Check Out Check Out a file Take Copy take an uncontrolled copy of a file including Zip archives Delete File delete a file Rollback File revert the file s Revision to a selected previous Revision Take Old Copy take an uncontrolled copy of a previous Revision of a file Lock File lock a file for Check Out by others and unlock Uncheckout File cancel another user s Check Out Watch File place a Watch on all activity for a file Add New Folder add new folders Edit Folder edit the folder details Folder Comment add a comment to the folder Delete Folder delete the folder Set Folder Flags change the flag settings of a folder 2011 Saftronics Limited All Rights Reserved Watch Folder place a Watch on all activity for a folder Prioritise Folder select a folder as a priority folder Folder Groups select and deselect User Groups on a folder Add Link add a URL Link to a folder Add Alerts add an Alert to a folder Reports view and configure Reports Admin Page view the Administrator Configuration page Edit Flags change the names and availability of Flags User Details change user details User Group Membership change users membership of User Groups Groups cha2. tadEs 14 ec e E 14 TOPIC M 14 Knowledgebase 14 L DES ee E ee TES 38 Add LINK ssh fin hits 39 Delete a Links enarratio etant 40 Edita LINK aet 40 Logging On PASSWOFQ RETE 8 User Names teet orien do Rene ando en 8 Logon Confirmation 10 logon page nent ESTER ERR URS RH 9 OB UE 15 M My FIGS TEE 14 N NewstlaSh a cuia ass aos aves POOR ERES 11 Acknowledge a Newsflach 11 Add a Newsflash sess 11 Deleting a Newstlach 11 P Password button nennen 15 POPUP ACS pm ini ters 6 Nee 6 R Report sas 14 resolution esses enne nennen nnn nennen 6 S KI 13 System Requirements 6 Internet OptiOns coerente nein oinnes 6 T Templates js iter ee e et nete ee Sud 14 18 add a sub folder eet 18 delete a sub folder A 18 Delete a template 18 Editing a template sssessesesessreresrrerrsrrsrsreerreresree 18 New template nee retineri 18 THUMBNAI S sscan nni etu o eee 37 Th mbS 4 C 37 Thumbs VIEW iiare oniinn siirsi desde dedo 37 Title amp Global Controls eene 13 U m 17 25 36 38 39 user access rights 13 BETTMCITO Tec 44 membership of multiple User Groups 46 V MLIIO 6 Z Zip AE Erie deceret 37
3. 12 1 3 Delete a User Users can be deleted from the system by clicking the Delete button adjacent to their name on the User Configuration page This will cause the Delete User page to be displayed where the action can be confirmed by clicking the Confirm button If you decide not to delete the user simply click the Cancel button to return to the previous page without deleting the user Deleting a user will take effect from the next time that they log on to the system If they are currently logged on at the point that their account is deleted they will still have access until either they log out or their session time expires due to inactivity Important There are some important points to consider before deleting a user Deleting a user is permanent and final It can not be undone When a user is deleted they will be sent an email explaining that they have been removed from the system e The user may have files checked out from the system which can not be checked back in if the account is deleted e Whilst the user account is deleted all of the historical data generated by that user s activity still exists Therefore the user s System Username can not be re used in the future e There are other methods of preventing a user from accessing the system For example disabling the user s logon For these reasons it is recommended that deleting a user should be considered as a last resort and only when it is certain that the us
4. Description test test test test test Test test test test test test test test test Sample file BBC Website Ver Date Time parent folder Root 25 06 2009 14 58 22 25 06 2009 14 59 58 25 06 2009 14 47 39 25 06 2009 14 48 13 25 06 2009 14 49 38 25 06 2009 14 50 19 25 06 2009 14 50 44 25 06 2009 14 54 58 25 06 2009 14 53 06 25 06 2009 15 02 10 25 06 2009 15 02 33 25 06 2009 15 03 01 25 06 2009 15 03 45 2510 2009 10 26 28 saftronics limited poweredby Gsafsowce Resizable split Folder Explorer Detailed Contents area E 8 5 9 9 9 9 9 9 9 9 9 9 9 9 e In Out Locked Type Folder Folder Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Text file URL Link Page specific Controls 5 1 Title amp Global Controls Pane This area displays the safsource application title and logo In order to confirm the log on this area also displays the currently logged on Account name and User name Account demo User safsource Admin f rS w tu rm as The display also shows the global controls These controls are available from any page within safsource once you are logged on Access to these controls is based upon your user access rights so some of them may not be displayed when you log on Your user access rights are co
5. Operating Instructions 2011 Saftronics Limited All Rights Reserved Contents 1 2 3 4 5 6 7 piger CI Tr T 5 System Requirements t 6 Rei DH M Y Accessing Safsource M 8 4i Logging ON t ACNE E 8 AZ Forgotten PaSSWOTO PL 10 4 3 Logon legt EE 10 4 4 NES TS 11 4 4 1 Acknowledge a Newsflash EE 11 DP CES Ed c MEE EE 11 4 4 3 Deleting a Newsflash ui ciet AR eee eee ee eee 11 Application LEY OU m 12 5 1 Title amp Global Controls Pane suspense 13 ORE o 0 a E E 13 512 EN nu Me mE 13 BED ene 14 UE REPOS nasale nn 14 5 15 LIEGE 14 XE MED PSS nan ce de a en ie do ent 14 5 1 7 Watches ce rm 15 E D I C omm 15 BEDS CBIElB EE 15 5 1 10 LOGOUT fec PT 15 5 2 Folder Explorer Pano i 16 5 3 Detailed Contents Area E 17 Template Rm 18 ele E 19 PVs Types of ee 19 etc R ttgen 19 2011 Saftronics Limited All Rights Reserved ri E Pony Sp RR RR EE T m 19 T3 Template m 6 EUIS 19 7 2 Allocating Groups to E EE 20 1 3 Add aNew De e EE 20 TA Edita e EE 21 7 5 Folder Comments 22 0 Delete Folder tete EE 23 DURS Hac EE 23 7 8 Folder Watches ntn annn Erra ereta sese sss a sese sss asas e sea sana 24 FEM Gei DEE 24 7
6. To select more than one user hold Ctrl whilst selecting Users who will not recieve alerts Users who will recieve alerts To configure a new Alert on a Folder navigate to the required folder and click the Alerts button on the toolbar The Alert Users page will be displayed and will prompt you to select which users you would like to start receiving the Alerts To select the required users highlight their name in the Users who will not receive alerts list on the left and click the Add gt button to move them into the Users who will receive alerts list on the right To remove a user from the Alert simply select their name in the list on the right and click the Remove button If an Alert has already been created for the folder the existing users will be pre selected on the page Once configured click the Save button at the bottom of the page to complete the configuration To remove an Alert configuration navigate to the relevant folder and click the Alerts button as described above then remove all of the names from the list on the Alert Users page Again click the Save button to complete the change 7 10 Folder Shortcuts A Folder Shortcut is an external link to a particular folder within safsource The link uses a standard format called a URL Uniform Resource Locator and provides the internet address location of the folder so that opening the link in the future will navigate your internet browser softw
7. ticking the checkbox next to each item in the list This can be done from both normal list and thumbs views Next click the Zip Files button on the toolbar The system will collect each of the files which you selected and incorporate them into a single Zip file Once it has finished the Zip file is presented for download in the same way as the Take a Copy function For larger files or higher quantity of files this process may take more time to complete 2011 Saftronics Limited All Rights Reserved 11 Links 4 Maps A Link is a link to an external resource such as a file on a ue Root Maps server or a web page on the internet The system is able wwe Google maps to sites ame Description Ver Date Time In Out Locked Type J parent folder Root ae Folder URL Link URL Link URL Link URL Link URL Link URL Link URL Link to store links to any external item which has a compatible URL Uniform Resource Locator and is accessible by the user s computer i e the user has no local security restrictions and has a connection to the web page or Server aadaadac There are no files or folders in this location Links are useful for providing a convenient connection to items which are maintained elsewhere but are in regular use such as equipment datasheets user manuals or web tools such as maps qe Links will always appear at the bottom of the list within the weg Detailed Contents area Links are
8. Atthe top level there are Topics A Topic is a main area of discussion incorporating all discussion covering a similar subject area e Within each Topic there are a set of Threads Each Thread can be thought of as a train of thought or conversation about one aspect of the Topic e Each Thread subsequently contains a number of related Articles which are left by users Each time a user refreshes the page safsource checks for unread entries within the Knowledgebase and alerts the user by subtly flashing the Knowledgebase icon within the Global controls pane 5 1 6 My Files This button provides a quick reference to the list of files which the user currently has checked out of safsource From this list the user can easily access each file s details allowing them to be checked back in 2011 Saftronics Limited All Rights Reserved 5 1 7 Watches This button provides a quick reference to the list of folders and files which the user is currently watching From this list the user can easily access each folder or file 5 1 8 Password The Password button is used to change your system logon password When you click this button a separate pop up window will appear prompting you to enter your existing password and the new password 5 1 9 Help The Help button is used to display help documentation about the system in a separate pop up window 5 1 10 Logout Clicking this button causes safsource to immediately log you out The system
9. computer e g onto your desktop or into a folder window to create the link The file can be re opened at any time by simply double clicking on the File Shortcut on your computer 2011 Saftronics Limited All Rights Reserved 9 Thumbs Whilst viewing the contents of a folder within the Detailed Contents area items such as folders files and links appear as separate lines within the list by default However when working in folders which have a large number of images files it may be more 1 helpful to preview them in a graphical way The Thumbs view Tu allows the user to view the files within folder as a set of miniature se previews or thumbnails Note that folders and links are excluded E from this view 1 q q q q KH ism i H i i H Enabling and disabling the thumbs view can be done by toggling the Thumbs button within the toolbar Files within the thumbs view can still be accessed by clicking on the thumbnail image or the file name within the Detailed Contents area This will bring up the File Details page as normal 10 ArchiveFiles Zip Files RER This function enables the user to take uncontrolled copies of multiple files RSR at once inside a single archive Zip file Each file within the Detailed Contents area has a checkbox adjacent to it allowing it to be selected for inclusion in the archive file In order to take uncontrolled copies of multiple files first select the files by RER E
10. folder structure for the Template needs to be defined By default the parent folder is shown this represents the new folder which the user creates when adding a new folder If the user has selected a Template the sub folders which are inserted shall be those which are beneath this parent folder Note that sub folders can also contain their own sub folders and so on To add a sub folder into the parent or an existing sub folder click on the Add Sub folder icon alongside the relevant folder The Add Template Folder page will be displayed prompting for the new sub folder s name and description To add the new sub folder fill in these details and click Save Changes to return to the Template Configuration page 3 To delete a sub folder click on the Delete icon alongside the folder you want to delete When complete click the Save Changes button to save the Template settings 2011 Saftronics Limited All Rights Reserved 7 Folders 7 1 Types of Folder There are different types of folder in use on safsource Each folder may be contained either within the root or uppermost level of the account or within another folder There are no limits set by safsource on how many sub folders you may have within another folder however folders which contain a high number of sub folders may take longer to be displayed and may affect productivity because the user will need to scroll through the list to find the fold
11. problem to your Account Administrator 4 D 2 D Fo rg otten Pas SWO rd Please complete your Account and User names Should you forget your password the system is able to re send it enter your account name ane user seme on request To do this first click on the Forgot Password link just ci pds below the text boxes on the main Logon screen This will bring Koma up the Forgot Password page which will prompt you to enter the s Account name and your User Name Send Cancel Once you have entered the details click the Send button The system will then send your password to the email address provided within your safsource user account 4 3 Logon Confirmation The first time you log onto the system you will be presented Welcome back safsource Admin with a page detailing the Acceptable Usage Policy You last logged on to safsource at 24 08 2009 09 26 36 You will be asked to confirm that you have read and accept TE EES the policy Once successfully logged on safsource will display a screen showing you when you last logged into the system This is done so that you know whether someone else has used your account for example if your password was written down unsecurely Please review the details provided and if you do not remember accessing safsource when the dialogue says you did please report this to your Account Administrator as soon as possible If you are satisfied that no one else has accessed your account click on t
12. 10 Folder Shortcuts essseesssseeseeenenenneeenenneenen nnn ara nnn arara tens AENEA SONERA 25 gcc xL 26 8 1 Revision Control amp Lettering EE 26 8 2 File PTOBSTH S ne dde ane nee an de en Ra en en 27 8 3 Adding a New PIS t 28 8 4 Check Out amp Checklnbies eserr tacar eae e aeee ra eta ranaa 29 tS HE ND ei 6 0 S6 on Renan RR RE ERR RD RS canada DSR RU NS SR RD 29 04 2 Check I EEUU IEEE 30 8 5 Geta Copy ofa File Pee m 31 8 6 Delete a File nemen eae area arara aaa eae errar arena erre narra aaa 32 8 7 Rollback File RBevslon serras err tacar tacar aae arara eta anea 32 8 8 Take an Old Copy of a File sans ars ee cute 33 8 9 Lock or Unlock aile 34 8 10 leet 35 8 11 File A Sen Oe hehe LEE LATE 35 8 12 Eer heute 36 TAUMDS EE 37 10 Archive Files Zip AIS ESS ane on 37 HEN Uu 38 11 1 Adda BEE 39 2011 Saftronics Limited All Rights Reserved 11 2 11 3 12 Account Administration 12 1 12 1 1 12 1 2 12 1 3 12 2 12 2 1 12 2 2 12 3 Aoa a A Delete a Link Add a New User Edi WR Delete a User User Groups BONS siena gatos Groups and Rights Examples Edit Flags 1 Introduction Safsource is an easy to use internet based document and change management system which gives you secure storage for any type of electronic document or data As your team creates and modifies docum
13. 31 01 2011 16 14 17 v6 Powerflex Std block devicenet inputs create This can be done by navigating to the folder which contains the file and clicking on the file s name to display the File Bee fid Properties page Then click on the Old Copy button on the toolbar The system will display a page which will allow you to select which Revision you would like As usual whenever you take an uncontrolled copy you have not taken control of the document from safsource From this page select the Revision of the file that you want and click the Take Revision button at the bottom of the page You can save the selected Revision of the file to your computer by following the instructions given on the Take Copy page which follows 2011 Saftronics Limited All Rights Reserved Important It is important to remember that although you may be able to make changes to an uncontrolled copy of a file on your computer these changes cannot be transferred into the controlled Revision of the document on safsource In order to make a change to a document you must follow the Check Out and Check In procedure described in this document It is recommended that uncontrolled copies of documents taken from safsource should be deleted from your computer once you have finished with them in order to avoid confusion when you Check Out the document to make changes 8 9 Lock or Unlock a File Any file on the system can be Locked or Unlocked by any users
14. Comment can only be removed by the person who made the comment This is done by simply clicking on the Delete button which appears inside the comment itself 2011 Saftronics Limited All Rights Reserved 7 6 Delete a Folder Any folder can be deleted from the system provided that the user has sufficient rights and that the folder is empty If a user attempts to delete a folder which contains any files or sub folders a message will be displayed explaining that this cannot be done Assuming that you have suitable rights and that the folder is empty a folder can be deleted by navigating to it and clicking the Delete button in the toolbar A brief confirmation page will be displayed asking you to verify the action To permanently delete the folder click the Confirm button at the bottom of the page When a user creates a new folder from a Template each of the sub folders in the newly generated folder is held as a separate folder These sub folders must be individually deleted before the parent folder can be deleted Once a folder has been deleted and confirmed it cannot be restored 7 7 Folder Flags Folder Flags are a set of coloured indicators which are used to signal a particular folder status to users Folder Flags are tailored to your organisation s specific requirements Your Account Lal Set flags for the folder Demo RootiDemo Administrator will configure the flags for the system by selecting BO o w
15. Reports Audit In this example John has similar access to the ReadWrite group shown above but this is through his membership of the External group Paul has no access to this folder since he is neither a member of External nor Audit groups 2011 Saftronics Limited All Rights Reserved 12 3 Edit Flags Folder Flags are a set of coloured indicators which are used to signal a particular folder status to users Folder Flags are tailored to your organisation s specific requirements The state of each configured ODA Eras flag is displayed alongside each folder in the Folder TEE Explorer pane and in the Detailed Contents area so Please select whether you want the flag to be displayed and enter a description of what the flag represents that users can see the folder state at a glance peut pp ne Flag20 p Name pesign Review complete ready to Issue For example if your organisation produces technical Fag36 7 Mame 8 documents which need to be reviewed before being Flag 48 gu Mamt esustce O issued you may decide to use Folder Flags to track ol canon progress by configuring three flags Red means Technical Documents complete and ready for review Green means Documents reviewed and ready to issue and Yellow means Documents issued Flags are configured for the system by selecting which flags should be used and deciding what their meaning should be Their use i
16. a 2011 Saftronics Limited All Rights Reserved 5 3 Detailed Contents Area The main area on the right displays the detailed content for the current location For example when navigating to a folder using the Folder Explorer the sub folders files and URL links within it are displayed Other details about the folder may also be displayed e g the current flag settings The system provides a set of information description Revision letter etc for each item in the list where relevant Most of the columns can be used to re sort the list either in ascending or descending order but the list will always display contents in order of the type of item folders first then files then URL links ati File properties for report2 jpg O 2011 Saftronics Limited All Rights Reserved Admin Folder This folder should only be accessible by Administrators Root Admin Folder Bo Description Ver Date Time parent folder Root test 1 test 1 test 1 test 1 test 1 Test 1 test 1 test 1 1 1 1 1 1 1 1 Sample file BBC Website saftronics limited powered bn S su v2 0 2 2 9 5 9 9 2 9 9 9 9 9 9 9 dB i i Mb E gt 09 L3 Edit Comment Delete SetFlags Watch Alers Links Type Folder Folder Bitmap image Bitmap image Bilmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap image Bitmap ima
17. ai tock pe fe STHOBRSPOLPLC ACO for Check Out who have the appropriate access rights Locking a file disables other users ability to Check Out that file However if other users n also have access rights to Unlock files they may do so If a file is Locked when it is already Checked Out the lock will come into effect when either e the Check Out is cancelled or e the file is rolled back to a previous Revision point which will return it to the Checked In state e the file is Checked In by the user who currently has it Checked Out to them A file can be Locked or Unlocked by first navigating to the file s details page see earlier and then clicking the Lock or Unlock button on the toolbar which toggles between the two states Since changing the Locked status of a file will preclude other users ability to revise the file a page will appear asking you to confirm the Lock or Unlock command The Locked status of a file is indicated by the small padlock symbol which appears in the list on the Detailed Contents area and on the File Properties page 2011 Saftronics Limited All Rights Reserved 8 10 File Watches When a user places a Watch on an item the system issues an email to that user each time there is activity on the item When a File is being watched the user s email is triggered when The file is Checked In or Out A file Check Out is cancelled The file is Deleted The file is Rolled Back to a previo
18. are to the correct location Due to the security features used within safsource clicking on the 2011 Saftronics Limited All Rights Reserved Folder Shortcut when not actually logged in to safsource will cause the Logon page to be displayed Once you have successfully logged on to the system you will then be taken directly to the correct folder To create a Folder Shortcut simply navigate to the required folder within safsource then drag the folder icon at the top of the page onto your computer e g onto your desktop or into a folder window to create the link The folder can be re opened at any time by simply double clicking on the Folder Shortcut on your computer 8 Files 8 1 Revision Control amp Lettering Revision control is integrated into all documents which are under the control of safsource In order to modify a document it has to be Checked Out of the system When checking out the file the user is required to give a descriptive reason of the changes they intend to perform The description along with other information such as date amp time and user details is recorded within that document s history data Once the document has been modified it is checked back in to safsource and additional information is gathered about the changes which have been made Historical data for each document can be accessed using the History button available on the File Properties page All files which are st
19. ate it can not be changed to a different Template without deleting it and re creating the folder Alternatively the individual sub folders can be manually modified as required 2011 Saftronics Limited All Rights Reserved It is possible to create a Template Folder which is also a Priority Folder Finally if you have the ability to set the User Groups for new folders you will be able to do this by moving the names of the required User Groups into the Accessible By box on the right The option to select User Groups is not shown for users without that right In those cases User Groups are set by default according to the configuration made by your Account Administrator 7 4 Edit a Folder Folder details can be changed at any time without affecting the contents of the folder or any external shortcuts In order to change a folder s details navigate to the folder and click on the Edit folder button in the toolbar This will open a page which contains the folder s current name and description along with settings for the priority and User Groups Simply change any the details which are required and confirm the changes by clicking the Edit button at the bottom of the page If you change your mind any changes you have made can be discarded by clicking the Back button It should be noted that the Edit functionality cannot be used to modify any Template which was used to initially create the folder Modifications required on sub fo
20. displayed in this list with the intention that they can be easily clicked in order to access the resource to which they are connected Therefore clicking a Link will not show a page about the link itself but will navigate to the target destination which the link refers To add delete or modify links you must view the links list by clicking on the Links button in the toolbar SBS From the Links list you can easily add edit or delete the links within the folder 2011 Saftronics Limited All Rights Reserved 11 1 Add a Link To add a link navigate to the folder which you would like the new link to Da a new ink insido ve tr aps appear in and click the Links button in the toolbar to view the links list page Ne On this page click the New button in the toolbar The system will prompt you eel to enter the name of the new link the URL and a description for the new link EES The name and description are displayed with the link when users view the gesserunt me new mt normal contents page within the Detailed Contents area The URL will only be E shown when the user views the links list page Important Internet browsers expect to see references to files in the format of a URL Uniform Resource Locator this is an agreed standard way of addressing files on networks Therefore a link will only work if it is a valid URL For example your computer may have a drive letter associated with a folder on your serv
21. e Then click on the Take a Copy button on the toolbar To open this file in your browser The system will display the Take a Copy page without needing to prompt for any information since you have not taken control of the document from safsource From this page you can save a copy of the file to your computer by following the instructions given You will be able to take an uncontrolled copy of the file even when another user has checked the file Out since you are not going to make any changes to your copy Important It is important to remember that although you may be able to make changes to an uncontrolled copy of a file on your computer these changes cannot be transferred into the controlled Revision of the document on safsource In order to make a change to a document you must follow the Check Out and Check In procedure described in this document It is recommended that uncontrolled copies of documents taken from safsource should be deleted from your computer once you have finished with them in order to avoid confusion when you Check Out the document to make changes 2011 Saftronics Limited All Rights Reserved 8 6 DeleteaFile Any file can be deleted from the system provided that the user has sufficient rights When a file is deleted all associated Revisions history watches alerts and other data is also deleted Deleting a file is permanent and cannot be undone so care must be taken when considering del
22. e a set of access rights on safsource The Account Administrator will create a number of different User Groups with different levels of access to the files and folders on the account An individual user may be a member of one or more User Groups As new folders are created within the account they are configured for access by one or more User Groups Users with membership of those groups can gain access to that folder according to the rights specified for the group If you have been given the right to set User Groups when creating new folders you will be able to choose which Giroups to add However if you do not have that right only the User Groups which the Account Administrator has marked as Default will be added 7 3 Add a New Folder To add a new folder navigate to the location which you want the folder to be created in using either the Folder Explorer or the detailed contents area then click on the New folder button on the toolbar The following screen will be displayed w Add a new folder inside the folder Boot To add a normal folder enter the name of the new folder and a brief description To create a Priority Folder enter the information above and check the box next to Priority Folder To create a Template Folder enter the name of the new folder and description then select the required template from the drop down style list It should be noted that once a folder has been generated using a Templ
23. e file which was Checked Out otherwise it will not be accepted by the system The file name check is case sensitive so files must have the same capital and lower case lettering in their names i e MyFile doc is not the same as myfile doc Once you have selected the correct file check and update the comments about the changes made By default the comment which you left when you checked the file out will be displayed as a starting point Click on the Check In button to confirm the check in The system will start to upload the new Revision of the file Once complete the system will display a confirmation page indicating that the file was successfully placed back into safsource Click the Back button to return to the folder list O 2011 Saftronics Limited All Rights Reserved Once checked in the file s Revision letter is incremented automatically 8 5 Geta Copy ofa File An uncontrolled copy of a file can be taken from the I rate a copy ofthe le Templates User Detail par tvn System provided that you have been given suitable access rights by the Account Administrator To download this fiie 1 Right click on on below then select Save Target As in the pop up menu ation select an appropriate location then click Save This can be done by navigating to the folder which tance ess core yu wie ased woe to open tne re rt n contains the file and clicking on the file s name to display the File Properties pag
24. eck Out Check In ReadWrite George View Files and Folders Watch and Reports Audit note not Full In this example David has some rights under his membership of the Audit group but does not have the extended rights from the Full group because that group has not been given access to this folder 2011 Saftronics Limited All Rights Reserved Example 2 A folder Confidential has access granted for Full and Audit groups User Interpreted rights Resulting from membership of John None Paul None George View Files and Folders Add Check Out Check In Full Delete Lock Rollback View Files and Folders Watch and Reports Audit In this example John and Paul will not be able to see the folder or any contents since they do not even have the View Files and Folder right on this folder Obviously they may still be able to see other folder on the account Whilst Paul does have membership of ReadWrite this group has not been given access to this folder so Paul can not use membership of the ReadWrite group Example 3 A folder Subcontract has access granted for External and Audit groups User Interpreted rights Resulting from membership of John View Files and Folders Add Check Out Check In External Delete Lock Rollback Paul None George View Files and Folders Watch and Reports Audit Steve View Files and Folders Watch and
25. ents safsource tracks the changes allowing you to easily maintain Revision history In addition users activity is logged and presented in a series of reports enabling you to review project development and the productivity of your team Whether you re working with Microsoft Office Lotus Notes OpenOffice photographs CAD drawings scripts music or Zip files you can use safsource In fact you can use safsource with all of your electronic documents if it s on your computer you can safsource it Document change control is no longer limited to your own team Use safsource to share documents with customers or your whole supply chain 2011 Saftronics Limited All Rights Reserved 2 System Requirements In order to use safsource on your computer or mobile device we recommend that it be configured with e A suitable internet browser for example Microsoft Internet Explorer 8 0 with e JavaScript enabled e Cookies enabled e File Upload capability Screen resolution of 1024 x 768 if possible A minimum 1MB unlimited internet account An updated reliable anti virus software package An up to date and reliable software firewall A safsource account username and password Please verify that your browser s settings allow the above e g for Microsoft Internet Explorer click Internet Options on the Tools menu Most modern internet browsers have associated internet security software which protects the system against viruses p
26. er which you want to add the new file to using the Folder Explorer or eae eee RM C eee detailed contents area then click on the New File button in the toolbar maim EE On the Add a new file page locate the new file on your computer by clicking on the Browse button and click on Add File Next enter a description of the file explaining what the file is note that this is not a fr ver Revision comment Then enter separate details to describe the current Revision of the file This should explain what has changed since the last 5 Revision was checked in to safsource The file revision letter can also be set in order for it to match up with the actual file revision being added AddFile J Back Finally click the Add File button to upload the file The system will then start to upload the file and will store it within the selected folder The time taken to upload the file will depend upon the speed of your connection to the internet Once the upload has completed a confirmation page will display a summary of the file which was uploaded and associated comments 2011 Saftronics Limited All Rights Reserved 8 4 Check Out amp Check In Files Whenever you intend to make a modification to a document you must check it out of safsource This allows you to take the controlled Revision of the file out of the system and blocks other users form making changes to the same document until y
27. er e g K but from the network perspective K doesn t exist outside your computer A URL is universal across the network since it references a server s contents by name So for example a URL for a file might be http server 1 myfile txt URLs usually begin with the characters http When filling in the URL you may find it simpler to first use you web browser to navigate to the relevant file or web page then simply copy the URL from your browser s address box and paste it into the box on the New Link page Finally click the Add button at the bottom of the page to complete the new link 2011 Saftronics Limited All Rights Reserved 11 2 Edit a Link To edit an existing link navigate to the folder which contains the link and click pes cisco the Links button in the toolbar to view the links list page On this page click the Edit button which adjacent to the link which you would like to change The system will then display the name URL and description of the link The name and description are displayed with the link when users view the normal contents page within the Detailed Contents area The URL will only be shown when the user views the links list page ype a desc for the new link Thames Water Bishops Storttor ger pets cose When filling in the URL you may find it simpler to first use you web browser to navigate to the relevant file or web page then
28. er they want It makes sense therefore to arrange folders into an organised structure for example with sub folders of a similar subject sharing separate folders rather than all together 7 1 1 Normal Folder A normal folder is one which is simply added as a sub folder to the current location with no prescribed contents or special properties However even a normal folder requires that you configure the User Group entitlement for the folder see below If a normal folder is created by a user without the ability to configure access rights the default User Groups will be added 7 1 2 Priority Folder A Priority Folder is one which will always be displayed at the top of the list both in the Folder Explorer and in the detailed contents area regardless of which column list is sorted by This is used to give quicker access to folders which are regularly used If there is more than one Priority Folder at a location they will be listed in alphabetical order or according to the selected sort column 7 1 3 Template Folder A Template Folder is one which upon creation is automatically given a collection of sub folders based on a template selected from a list The templates are configured separately from the global toolbar and access is dependent on the user s rights as configured by the Account Administrator 2011 Saftronics Limited All Rights Reserved 7 2 Allocating Groups to Folders A User Group is a collection of users who shar
29. er will never again require access to the system 2011 Saftronics Limited All Rights Reserved 12 2 User Groups A User Group is a collection of users who share a set of access rights on safsource Each User Group is given a unique name to identify the type of access rights which are granted An individual user may be a member of a number of User Groups and their effective rights are combined on the basis of which User Groups are 2 User Group Configuration given access to the folder being viewed The following user groups are currently configured under the saftest account To edit or delete a user group click the Edit Delete button adjascent to that group User Groups can be configured by clicking the User Groups Group Name Enabled Default button on the Administrator Configuration page This page lists x a Em all of the configured User Groups on the system Adjacent to ues vo v jE each User Group are buttons which can be used to Edit or o vv E Delete a particular User Group and at the bottom of the page om v there is the Add Group button which is used to create a new Add Group Cancel User Group Certain types of User Group can not be modified or deleted because they are always needed in order to administer the system usually called the Administrator User Group The Edit and Delete buttons d for these are not available Edit User Group Pease edt the user group s deals as required When adding or editing a U
30. eting a file Assuming that you have suitable rights a file is deleted by navigating to its containing folder and clicking the file s name within the list This will display the File Properties page Click the Delete button in the toolbar A brief confirmation page will be displayed asking you to verify the action and warning that all Revisions and associated data will be removed To permanently delete the file click the Confirm button at the bottom of the page Important Once a file has been deleted and confirmed it cannot be restored It is recommended that users access rights are carefully considered to avoid accidental or unintended loss of data 8 7 Rollback File Revision lai Roll Back the version of ST10885P01 PLC ACD Each file on the system has associated data which is built ba i from users activity As the file is modified its Revision is D EE incremented at each point of Check In to the system However occasionally it may become necessary to revert back to a previous Revision of a file abandoning all development since that Revision This is known as Rollback and can be performed on any file by users with suitable access rights Please select the point at which you want to roll ions of the file after the selected point will be 290009 Roll Back Back In order to Rollback a file you must first navigate to the file s containing folder and click on the file s name in the list to display the File Prope
31. ge Text file URL Link If any of the sub folders shown in the list is clicked the system will navigate into that sub folder and display its contents in the same way as clicking the folder name within the Folder Explorer pane If a file is clicked the file s details will be displayed along with the toolbar buttons associated with files Clicking on a URL link will cause the system to open the linked page inside a new pop up window 6 Templates A Template is a structure of folders which can be selected when creating a E Goreng new folder on the system The Templates Configuration page is available by clicking the Templates button on the Global Controls toolbar This diet page displays a list of available Templates each with Edit and Delete Description buttons adjacent to them in the list At the bottom of the page there is an Add Template button which is used to create a new template Please edit the user template s details as required Project New Project Template To delete an existing Template simply click the Delete button alongside it in the list Once a Template is deleted it will be permanently lost from the system e Save Changes Cancel When Editing a Template or creating a new one the system displays the Edit Template page Each Template needs to be given a unique name and a description to help users to select the Template they require In addition the
32. he Users who will receive alerts list on the right To remove a user from the Alert simply select their name in the list on the right and click the Remove button If an Alert has already been created for the file the existing users will be pre selected on the page Once configured click the Save button at the bottom of the page to complete the configuration To remove an Alert configuration navigate to the relevant file s File Properties page and click the Alerts button as described above then remove all of the names from the list on the Alert Users page Again click the Save button to complete the change 8 12 File Shortcuts A File Shortcut is an external link to a particular file within safsource The link uses a standard format called a URL Uniform Resource Locator and provides the internet address location of the file so that opening the link in the future will navigate your internet browser software to the correct location Due to the security features used within safsource clicking on the File Shortcut when not actually logged in to safsource will cause the Logon page to be displayed Once you have successfully logged on to the system you will then be taken directly to the correct file Ld File properties for ST10885P01 PLC ACD To create a File Shortcut simply navigate to the file s File Properties page within the containing folder on safsource then drag the file icon at the top of the page onto your
33. he Enter button You are now free to browse around the files contained in safsource Please be aware that if your account remains inactive for more than a few minutes safsource will log you out of the system automatically This is to ensure security of the data when you leave your computer You will not be logged out of safsource whilst you are uploading or downloading files 2011 Saftronics Limited All Rights Reserved 4 4 Newsflash A Newsflash is a simple and convenient way of making system wide announcements concerning safsource however they do not form part of the background data which is used within the system Once at the opening page of safsource every user will be shown all of the current Newsflashes which are active on the system Users can acknowledge individual Newsflashes preventing them from being shown in future however it is recommended that Newsflashes are deleted once no longer applicable to prevent new users from receiving irrelevant Newsflashes 4 4 1 Acknowledge a Newsflash Once you have read an active Newsflash you may acknowledge it by clicking the X close button in the top right corner of the Newsflash box This will prevent the associated Newsflash from being presented to you in future 4 4 2 Add a Newsflash Users with the appropriate security privileges are able to add new RET Add a ness Newsflashes by clicking on the Add Newsflash button This will display Was the Add a Newsflash page
34. hich flags should be used and deciding what their meaning TT should be You can see what each flags meaning is by hovering your mouse pointer over the flags adjacent to the folders within the Detailed Contents Area To set or reset a Flag on a folder navigate to the folder and click on the Set Flags button in the toolbar This will display the Set Flags page where you can set or reset each flag by clicking on the coloured flag to toggle them Once you have finished click the Set button to save the changes 2011 Saftronics Limited All Rights Reserved Please click the flags to select deselect then click Set to save the changes 7 8 Folder Watches When a user places a Watch on an item the system issues an email to that user each time there is activity on the item When a Folder is being watched the user s email is triggered when A new sub folder is added to the folder or any of its sub folders The flags of the folder or any of its sub folders are modified The folder or any of its sub folders is deleted A comment is made on the folder or any of its sub folders A new file is added to the folder or any of its sub folders A file is Checked In or Out of the folder or any of its sub folders The Check Out of a file within the folder or any of its sub folder is cancelled A file is Deleted from the folder or any of its sub folders A file is Rolled Back within the folder or any of its sub folder An uncontrolled copy of a fi
35. lders must be done by navigating into them and making any required changes individually Once you have confirmed the modifications by clicking Edit they will take immediate effect and cannot be undone except by manually changing the details back by editing them again 2011 Saftronics Limited All Rights Reserved 7 5 Folder Comments A Folder Comment is a brief message which is displayed at the top of the page whenever the folder or any sub folder is viewed by any user Its purpose is to allow users to pass on folder specific comments to other users in a prominent way Each Folder Comment displays the name of the person who left the comment their username which also acts as a clickable email link and the comment text safsource Admin safsource Please raise Purchase Orders using code amp 32 for this item Delete Folder Comments can be created by any user with the appropriate right by navigating to the folder then clicking the Comment button in the toolbar On the Folder Comment page which is displayed enter the text in the box provided and click the OK button at the bottom of the page Once a Folder Comment is created it will appear on the original folder and all sub folders This means that the comment will always be displayed even if a user navigates directly into a sub folder without passing through the higher level folder e g by using the Folder Explorer or an external Folder Shortcut A Folder
36. le CheckediwOut Bh Properties page to be displayed listing the following CR Last Check In On 26 05 20 5 25 02 Last Check In By s Last Check In Comment Initial Version e File Name The name of the file as it was uploaded to safsource Es e File Type The native file type taken from the file name extension For example a file with the extension txt is a Text file e File Size The number of bytes which the current Revision of the file occupies in the storage media Note that previous Revisions may have been different sizes e Location The full path to the file from the Root of the safsource account e Description The description of the file as supplied by the user who first added the file to the safsource system 2011 Saftronics Limited All Rights Reserved Revision The current Revision letter of the file as maintained by safsource Checked In Out The current Check In status of the file Locked The current Locked status of the file Locked files can not be Checked Out Last Check In Out On The date on which the file was last Checked In or Out Last Check In Out By The name and email address link of the user who last Checked In or Out the file e Last Check In Out Comment The comment left by the user who last Checked In or Out the file 8 3 Adding a New File LL Ada a now Fue to te flier Rot To add to new file to the current location first navigate to the fold
37. le from the folder or any of its sub folders is taken Uncontrolled copies of a files are archived from the folder or any of its sub folders is taken An old copy of a file from the folder or any of its sub folders is taken A file within the folder or any of its sub folders is Locked or Unlocked The flags associated with the folder or any of its sub folders are modified A new link is created in the folder being watched or any of its sub folders A new Folder Watch is set by clicking on the Watch button on the toolbar This toolbar button will toggle to Unwatch for those folders which currently have a Watch configured for the logged on user Clicking the Unwatch button will cancel the Folder Watch on the folder Only the user who set the Folder Watch may cancel the Watch 7 9 Folder Alerts An Alert operates in the same way as a Watch in that it causes the system to issue an email to a user each time there is activity on the item However an Alert is configured by a user on behalf of one or more other users with a common interest in a particular Folder 2011 Saftronics Limited All Rights Reserved When an Alert is configured on a Folder an email is issued to amp RN each of the selected users in response to activity being carried out on the folder in the same way as Folder Watches Alerts for the file ST10538P01 ACD see 7 8 Highlight the users that you want to move then click the direction button to move the selected users
38. n uncontrolled copy of a file if the user s access rights permit After making the modification to the document the user must check it back in again providing information about the changes made An associated Revision letter and other relevant data is maintained by the system This data is used to build the file s History and can be viewed at any time by any user with suitable access rights There are also many other features which have been designed to make document Revision control easier and to improve system transparency 2011 Saftronics Limited All Rights Reserved 4 Accessing Safsource 4 1 Logging On to Safsource In order to gain access to your safsource server you must have a valid Account User Name and Password These logon details should have already been issued to you either when the account was initially created or by your Account Administrator Once you have these details and provided that your account remains activated you will now be able to gain access to the safsource service To access the safsource application simply log onto your internet account and use your web browser to navigate to the web site where the application is installed For example type www safsource co uk into the address box of Internet Explorer as shown below Web Based Change Management Windows Internets Go KI z http www safsource co uk E Web Based Change Management If you are not able to access the site 1 Check
39. ne neret 32 File Alerts iosesii ena vite vta c eta ka e QR Ca ala Fo aa a pra ARA 35 File Properties 26 27 29 30 31 32 33 34 35 36 File Shortcuts 36 File Watches nine rina de e Era as FER AER 35 Get COPY M 31 elle EE 32 Take an Old Copy ento a 33 Jg o fel SERE ETE EE OL 34 Version Control 26 Version Numbering esee 26 Folder Explorer Pane Recent links ann 16 Folder Explorer Pane eene 16 Expanding folders seen 16 Folder Flags tete ete EE 49 Edit Hags tenete nennen 49 FOLDERS oie ete trites Ee gies el 19 Add a New Folder 20 Allocating Groups to Folderz 20 Delete a Folder 23 Edita TE 21 Folder A10 i e 24 Folder Comments 22 le 23 Foldet Shortcuts siete ee cio eto eter e aa 25 Folder Watches cccccssccssecsssecsssessseecseecseessseessnes 24 normal folder eese 20 Normal Foldet aper aan aa red 19 Priority Folder eie reete 19 20 Template Folder sssssssesseeseessersssserrsenrrerrernsns 19 20 Types of Folder 19 Forgotten Password 10 G Global een EE 13 Group Enable rtt eterni ttr 44 cs Limitec GROUPS ET See User Groups H Help b tton siete tee nme aaa aia ter 15 HOW IE WOFKS seet H I Inactive ACCOUNT ii oie tenente noa Ri i reden 10 J LEV E PR PR 6 K Knowbase e e ER PE ies 14 BI
40. nfigured by the Account Administrator 5 1 1 Search This control allows the user to search for folders and files which contain a particular piece of text To use the control type some text into the box then click the Search button The system will return all results which contain the text either in the Name or Description of the folder or file In order to avoid a large number of inaccurate results the text being searched for must be at least 4 characters long 5 1 2 Admin This button is only available to users with Account Administration rights If you have access to this button then clicking it will bring up a separate pop up window which will present a menu of administrative functions Saftronics Limited All Rights Reserved 5 1 3 Templates This button gives access to the system s Template Folders Users with appropriate rights can open a separate window where they can edit the contents of each Template Folder These templates can then be used by other Account Users to create new folders with pre defined contents 5 1 4 Reports This button is used to access system reports If you have access to this button then clicking it will bring up a separate pop up window which will present a menu of available reports 5 1 5 Knowbase The Knowledgebase abbreviated to Knowbase is an area where users can share experiences and ideas through a forum style page Entries are arranged into categories on three levels as follows e
41. nge the rights and other settings of User Groups Add Newsflash add a newsflash Edit Templates configure system Template Folders If a user holds membership of multiple User Groups which are granted access to a given folder the access rights for that user will be combined and applied for each User Group granted access to that folder 2011 Saftronics Limited All Rights Reserved 12 2 2 Groups and Rights Examples Here are some simplified examples of how User Groups are applied to folders within the account The Account Administrator creates a few User Groups and Users within the account User Group Rights ReadOnly View Files and Folders ReadWrite View Files and Folders Add Check Out Check In Full View Files and Folders Add Check Out Check In Delete Lock Rollback Audit View Files and Folders Watch and Reports External View Files and Folders Add Check Out Check In Delete Lock Rollback User Group s John ReadOnly and External Paul ReadWrite George Full and Audit In these examples we will show how each of the above user s rights are assessed for a given folder with group rights based on the above Example 1 A folder Drawings has access granted for ReadOnly ReadWrite and Audit groups User Interpreted rights Resulting from membership of John View Files and Folders ReadOnly Paul View Files and Folders Add Ch
42. nics Limited All Rights Reserved You may now open the file on your computer and make the required changes It is important that you do not change the file s name in any way since a file with a different name will be deemed to be a different file by safsource Whilst the file is Checked Out to you none of the other users will be able to take a controlled copy from the system although uncontrolled copies will still be available When you have completed the modifications to the document it must be returned back into safsource control to allow others to access it This is done by checking the file in 8 4 2 Check In Once you have modified the file it must be checked back into __ check the File Templates User Details pdf back in safsource in order to return control of the documents Revision In EVI uniti ic order to check a document in navigate to the folder which contains Please note that ther imum file size of 100Mb the document and click the file s name in the list to display the File em EEE Properties page Click on the Check In button on the File Properties Fie Changes page The system will display the File Check In page prompting for EECH 1 you to upload the file and confirm the details about the changes which you have made checkin Back Click on the Browse button and navigate to the location of the modified file on your computer The name of the file you select must exactly match th
43. op up ads and other threats from the internet We would advise that you continue to protect your system against these threats however please check that your internet security software settings allow you to use safsource The safsource application has been designed to eliminate the need to download any ActiveX components applets or other specialist executable files It is not necessary to install any additional software onto your computer to use safsource Safsource does not install any spyware onto your computer For details of our Privacy Policy please see www safsource co uk privacypolicy html 2011 Saftronics Limited All Rights Reserved 3 How lt Works Automatic Revision control is applied to all files controlled by safsource Virtually any type of electronic document can be placed into safsource control ual File history for ICA Hardware Catalogue sl In order to modify a document it has to be Checked Out of the system When checking out the file the user is required to give a descriptive reason of the changes they intend to perform Whilst a file is checked out to a user none of the other users on the same account may Check Out that file This means that only one user may modify the file at any given time Enforcing this rule ensures that changes made by one user will not be overwritten with changes made by another However whilst a file is checked out it is still possible for another user to take a
44. ored in safsource are allocated a Revision number This does not correspond to any external number which your file may have been given or any Revision numbering within it unless they were matched up at the initial File Add function by selecting the initial revision letter 2011 Saftronics Limited All Rights Reserved When a new file is added to safsource the revision letter can be chosen to match the document being Each time the file is Checked Out and subsequently Checked In this Revision letter is incremented If a Check Out is cancelled the Revision letter retains the existing number If a file s Revision is Rolled Back the Revision letter will revert to the applicable number for that Revision of the file This rigid internal control of Revision letter means that users may continue to use safsource whilst developing documents without having to rely on any native change control within the document It also means that since the Revision letter is incremented automatically there is no scope for human errors with typing and so on 8 2 File Properties The system maintains information about all of the files stored within it which can be viewed by users who have suitable access rights File properties for Templates User Details pdf In order to view the properties of a file navigate to the containing folder and click on the name of the file within the list dem displayed in the Detailed Contents Area This will cause the Fi
45. ou return control to safsource by checking the document back in 8 4 1 Check Out In order to check out a document navigate to the relevant folder a Check Out the file Templates User Details pdf and click the file s name in the list to display the File Properties ai page Click on the Check Out button on the File Properties page ene to check the file out The system will display the File Check Out Description Templates Training Information for Users page prompting for some details about the reasons for the file Check Out comment being checked out This is often a description of the changes ae re which are intended to be carried out on the document but you Checkout Back may need to add other details which are required by your organisation Once the details are completed the Check Out is confirmed by clicking the Check Out button at the e bottom of the page The system will then display a page which la Vili lp did offers you the file for download Control of the document at the current Revision is now exclusively transferred to you so it is important that you take the file from the system by downloading it as described on the confirmation page When you have successfully saved the document onto your computer click the Back button to return to the File Properties page You will notice that the Checked In Out icon changes to show that the file has been checked out Checked In Out fou 2011 Saftro
46. password the option to set their password is not provided ege when editing their details n There is an additional check box labelled Monitor This feature if enabled provides the Account Administrator with L Save changes ResetPasswors Goen sendoetais Cancel an email each time the user logs onto safsource This can be useful when verifying that a particular user has logged on successfully or in monitoring external users e g subcontractors access This feature can be switched on or off at any time but will only initiate the email at the point that the user logs on Once changes are made they can be saved by clicking Save Changes The Reset Password button at the bottom of the page is used to reset the user s password Clicking this will change the user s logon password to their user name This is useful when a user has forgotten their password or to force a user to reset their password If a user s System Username and or Password are changed it is recommended that the revised logon details are issued to the user This can be done simply by clicking the Send Details button which will send the current user logon details to the user at the email address specified Finally the Delete User button can be used to delete the user This has the same effect as clicking the Delete button adjacent to the user in the list on the User Configuration page see earlier 2011 Saftronics Limited All Rights Reserved
47. plete the following form for the new user Please complete all fields in order to add the new user First Name Last Name System Username Email Password T Us m ESS Ada Cancel To add a new user to the account click the Add User button at the bottom of the page This will open the Add User page where you will be able to enter the new user s initial details and configure their membership of existing User Groups If the user is not a member of any User Groups they will not be able to use the system This page also contains a check box which is used to enable the new user s access to the system This checkbox should initially be ticked to grant logon access to the user but can be un ticked at any point in the future via the Edit User page to disable the user s logon access Click the Add button at the bottom of the page to add the new user 2011 Saftronics Limited All Rights Reserved 12 1 2 Edit a User An existing user s details logon access or User Group membership can be changed at any time using the Edit User page This page is available by clicking the A ai Edit button adjacent to the user in the list shown on the ET User Configuration page This page is slightly different Pease edle users dl os apport from the New User page as follows First tame i Since an existing user should have changed their initial M 3
48. rties page On this page click the Rollback button on the toolbar The system will then display the Rollback page detailing each Revision of the file along with 2011 Saftronics Limited All Rights Reserved the date amp time that the Revision was created and the associated comment which was made upon check in From the list of Revisions on this page select the Revision to which you would like the file to rollback to by checking the option button alongside it To confirm the rollback click the Roll Back button at the bottom of the page To cancel the rollback click the Back button When the file is rolled back all data relating to the Revisions following the selected rollback point is permanently removed from the system This cannot be undone Important Rolling back a file is permanent and cannot be undone For this reason it is recommended that users access rights are carefully considered to avoid accidental or unintended loss of data 8 8 Take an Old Copy of a File As we saw earlier uncontrolled copies of a file can be M Take a copy of a selected version of ST10885P01 PLC ACD taken from the system provided that you have been given suitable access rights by the Account Administrator However if you need a copy of the file at a previous Revision it is also possible to take an old copy Please select the version of the file that you would like 8 54 v1 Initial Version 28 01 2011 15 48 11 v5
49. s set system wide on the Edit Flags page which is accessed from the Administrators Configuration page There can be up to four coloured flags each with a specific status On the Edit Flags page you can select which of the flags to make available to users and what the meanings of those flags should be 2011 Saftronics Limited All Rights Reserved Index A Acceptable Usage Policy 10 Accessing Safsource eene 8 Account Administration Apc User Groups Account Administration 41 Adda NeWiUSeris sciences 41 Delete Us r scuce eter 43 Edita SG EE 42 ceo rc 44 include by default ume 44 Monitor Use hante 42 Reset Password ccccccssssccesssscecesssseeesseeeeesseecessaees 42 SPACIUM PH 42 Administrator Configuration page 41 anti virus software ssessssessssssssissiesisrierrsrsrisersrreresreee 6 appletS a HEURE ei Td 6 Application Layout hare ln m 12 Application Layout 12 main page layout 12 iouis rs 37 C Check OU MES 7 checkbox ir 37 Comments See Folder Comments COOKIOS ege Ee 6 D Detailed Contents Area 17 Sorting Columns 17 E External link Files unia pensadas nada db rece tupra ictu a pra radin ten int 36 Folders e 25 External resources sseeeeeeeenee eene 38 F Scr 26 Adding a New File 28 Check il LER 30 Check Out 29 Check Out amp Check In Files 29 Delete a File eese ee
50. ser Group the Edit User Group Group name serie page will be displayed This page contains a set of check boxes which must be carefully configured according to the Include by default py required access levels for the User Group User Group Rights F View File Folder F Add File Vv View File History Iv Check Out Ge steen Geo P The first check box labelled Enable is used to enable disable pesos ei gue ws the User Group If this is un ticked users will not be able to Su ie wr cae use the rights associated with this User Group They may gosse pm User Group embers pow rn X however be a member of other User Groups with alternative right configurations Save Changes Cancel The second check box called Include by default is used to 2011 Saftronics Limited All Rights Reserved select the User Group for automatic inclusion in new folders which are created Folders created by any user who is a member of a User Group with the Folder Groups right will still be able to deselect the default User Groups The last block of check boxes is used to allow or deny individual rights for the User Group This is explained below 12 2 1 Rights A Right is the ability to perform a specific action within the Account Each individual User Group is configured with the activities which those users will be allowed to perform The rights available within User Group configuration are as follows
51. simply copy the URL from your browser s address box and paste it into the box on the New Link page Finally click the Edit button at the bottom of the page to save the changes you have made 11 3 Delete a Link To delete an existing link navigate to the folder which contains the link and click the Links button in the toolbar to view the links list page On this page click the Edit button which adjacent to the link which you would like to delete The system will then display the link s details page To confirm deletion of the link click the Delete button at the bottom of the page 2011 Saftronics Limited All Rights Reserved 12 Account Administration A safsource Account Administrator is a user who has special rights on the system enabling them to configure User Groups users and other system wide settings Account Administrators are able to access the Administrator Configuration page by clicking on the Admin button on the Global Controls toolbar at the top of the main page The Administrator Configuration page provides a menu of further pages from which system settings can be made 12 1 Users The Users Configuration page is accessed by clicking the Users button on the main Administrator Configuration page This page provides a summary of the existing users within the account and also provides the ability to add new users edit existing users or delete users 12 1 1 Add a New User A Add User Please com
52. that your internet account is operational by visiting a different site e g www google co uk If that site doesn t appear contact your IT support team to enable your internet access 2 If other web sites do appear contact your Account Administrator The site s server may be undergoing routine maintenance 2011 Saftronics Limited All Rights Reserved Once the safsource site is open you may be required to click a Logon link to take you to the logon page but in most cases this page will be opened by default On the logon page you will be presented with three text boxes in the centre of the page You must now enter the Account name User Name and Password exactly as they were provided to you because all the fields are case sensitive Please complete all fields to log on If you are already a member of this service please logon below If you would like to know how to become a member please email administrator safsource co uk Please enter your account name user name and password below Forgot password Logon saftronics limited poweredby Ssafsouce v2 0 When you are sure that the data you have entered into these text boxes is correct click on the Logon button If the logon does not work this may be because your account has been disabled for some reason The system will tell you why the logon did not work Try the following 1 Try re entering your account details in case there was a typing mistake 2 Report the
53. us Revision An uncontrolled copy of the file is taken An uncontrolled copy of the file is taken as part of an archive An old copy of the file is taken The file is Locked or Unlocked A new File Watch is set by clicking on the Watch button on the toolbar This toolbar button will toggle to Unwatch for a file which currently has a Watch configured for the logged on user Clicking the Unwatch button will cancel the File Watch on the file Only the user who set the File Watch may cancel the Watch 8 11 File Alerts An Alert operates in the same way as a Watch in that it causes the system to issue an email to a user each time there is activity on the item However an Alert is configured by a user on behalf of one or more other users with a common interest in a particular File When an Alert is configured on a File an email is issued to each of the selected users in response to activity being carried out on the file in the same way as File Watches see 8 10 To configure a new Alert on a File navigate to the required file s File Properties page and click the Alerts button on the toolbar The Alert Users page will be displayed and will prompt you to select which users you would like to start receiving the Alerts To select the required users highlight their 2011 Saftronics Limited All Rights Reserved name in the Users who will not receive alerts list on the left and click the Add gt button to move them into t
54. where you will be prompted to add a Headline quem and Story for the Newsflash Once the information has been entered click the OK button to save the newsflash Fees The newly created Newsflash will be displayed with immediate effect for every user logging onto safsource od wa 4 4 3 Deleting a Newsflash Once a Newsflash is no longer valid it should be deleted Only the user who created the Newsflash may delete it and this is done by clicking the Del delete button in the top right corner of the Newsflash box 2011 Saftronics Limited All Rights Reserved 5 Application Layout The main page layout is as shown below there may be some differences in the colour scheme This page will be the main interface with the system and gives you access to all of the main functions Some of the functions may require a separate pop up window to be displayed The layout of safsource is divided into three main panes Title amp Global Controls 0000 Super User Folder 0000 Useful Links 8888 User Only Folder 17 files in 33 folders Usage 1 6196 Recent Links p000 E New Folder X User Only Folder D MH12NOP bmp My Folder MH12P bmp My Folder H MH3 bmp Test MH3NOP bmp Maps DU MH3P bmp D MHSNOP bmp H MH8 bmp H MH8P bmp H Mitsi bmp Mitsicomms bmp D MitsiCPU bmp DH MitsiDI16 bmp MitsiDO16 bmp Admin Folder This folder should only be accessible by Administrators Root Admin Folder ae We
55. will then display the logon page 5 2 Folder Explorer Pane The pane on the left displays the Root of the safsource account which is the top most level and any sub folders which are contained within the Root Each of these folders can contain further sub folders and the system does not impose any limitation on the number of folders inside other folders The system will initially present only the first level of folders but each folder can be expanded to display its sub folders by clicking on the folder icon In order to view the contents of a folder you can click the folder s name within the Explorer Pane Doing this will cause the system to display the folder s contents in the detailed contents pane Sub folders can then be viewed either by clicking their name within the Explorer Pane or within the detailed contents area Root 8008 Admin Folder 80008 DD Maps 8008 M Normal Folder 0000 E Super User Folder 0000 Useful Links 8808 User Only Folder 0000 E Sub Folder 0000 9 Sub Folder 2 UUUU p test2 UUUU 2 test2 17 files in 33 folders Usage 1 6196 EE Uinke The Folder Explorer pane also gives each user links to the last 5 folders a Maps that they accessed Sub Folder 2 E ie The explorer pane also displays the total number of files folders and My Folder storage capacity used Note that only the folders to which you have access rights will be displayed within the Folder Explorer pane or the detailed contents are
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