Information Technology Services HelpDesk@ ?· information technology services computer literacy skills…

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  • Lotus Notes Document Library

    University Computer Centre University of Windsor

    Computer Classroom: University Computer Centre Information Technology Services

    University of Windsor Ontario

    Telephone: (519) 253-3000 ext. 4440

    http://www.uwindsor.ca/its HelpDesk@uwindsor.ca

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    Table of Contents

    What is a Lotus Notes Document Library Database?...................................................... 3

    Create a Document Library Database............................................................................. 3

    Adding a Category .......................................................................................................... 4

    Adding a Document......................................................................................................... 4

    Responding to a Document............................................................................................. 4

    Marking a Document as Private ...................................................................................... 5

    The Review Cycle ........................................................................................................... 5

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    WHAT IS A LOTUS NOTES DOCUMENT LIBRARY DATABASE? The Document Library Database allows you to capture and track information about documents.

    The Document Library Database application is an electronic filing cabinet that stores reference documents for access by a workgroup making it easy for all members of a workgroup to locate, update, and print desired documents. The database might contain anything from environmental impact statements for a group of engineers to financial statements for a group of loan officers. Anyone who wishes to create a record of a document or review available documents may use this database. Databases can be accessed from either a Web browser or a Notes Client.

    Besides being a repository and point of interaction for documents, the Document Library Database includes other important document management features. These features include archiving and review cycle capabilities. The built-in Review Cycle is used to route a document to a series of recipients. Document archiving feature is used to move expired documents to an archive database.

    Access level should be Author for all users of this database. This will prevent unauthorized editing of documents within the database. The Author fields within the forms govern who will be able to edit/review particular documents. Errors will occur if someone with Editor Access attempts to review a document when they are not an authorized reviewer of that document. For those accessing the database from a Web browser, the database does not accept Anonymous users.

    CREATE A DOCUMENT LIBRARY DATABASE Contact the IT Services HelpDesk at ext 4440 or e-mail at HelpDesk@uwindsor.ca to setup the Document Library Database database for your department/group/team.

    The Document Libary looks like this in Lotus Notes:

    It looks quite similar to your Lotus Notes Mailbox, with views on the left, and documents on the right, except that the documents are displayed in hierarchical, or threaded, format. In threaded format, documents that are posted as responses (a child) to a previous document (the parent) appear below and indented from the previous document. This allows you to follow the flow of the discussion visually.

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    ADDING A CATEGORY 1. Choose New Document from any of the views.

    2. Choose the Category Drop Down option

    3. Enter a new category name under

    ADDING A DOCUMENT Click the New Document action from any of the views.

    RESPONDING TO A DOCUMENT Open a document, and then click the Response action. From a Notes Client, you can also highlight that document in a view, and then click Response from there. For Notes Client users, this creates a response to the main document in the thread. For browser clients, this creates a response to the current document.

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    MARKING A DOCUMENT AS PRIVATE You can use the "Mark Private" and "Mark Public" actions in the template to control whether anyone other than yourself can read a specific document. For example, if you have not completed the writing of a particular document, you can click the "Mark Private" action and others will not be able to see the document. When you complete the document, you can click the "Mark Public" action to make it available for others to read. If a document is marked private after it has been submitted for review, the document author and the reviewers will be able to read the document.

    THE REVIEW CYCLE The Document Library Database includes a basic review cycle. You can create a document and have other individuals review and edit it. When you create a new document the action bar will display a Submit for Review Button, which you can click after entering the names of the reviewers and the review cycle options. You can choose One reviewer at a time or All reviewers simultaneously.

    If you choose One Reviewer at a Time, the following will occur:

    An email message is sent to the first reviewer, and a dialogue box appears indicating that this has occurred.

    Another document is created for review and the original is saved as a response to the new document. Only the originator can edit the original document saved as a Response document.

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    The first reviewer either opens the document to be reviewed by clicking the document link mailed to him/her or by opening the Document Library Database database and selecting the appropriate document.

    The reviewer switches to Edit mode to make changes to the document. At this point, only the current reviewer and the originator have edit capability

    If the originator edits the document, a Clear Review Cycle button is made available on the Form Action bar. Clicking this button will clear the review cycle.

    If the reviewer edits the document, a My Review is Complete button is made available. Clicking on this button will remove the reviewer from the Current Reviewer list, updates the review history on the document and closes the document. At this point, this particular individual cannot edit the document. Notifications are sent via e-mail as follows:

    o If there are more reviewers, the next reviewer is notified. o If Notify Originator After had been selected as an option set to each

    Reviewer, then the originator is notified that this review is completed.

    o If this is the last reviewer, the originator is notified that the review cycle is complete.

    o Notification dialog boxes are displayed indicating which emails were sent. o The next reviewer is listed as the current reviewer. o This continues until all reviewers have completed their review or the

    originator clears the review cycle. In either case, the document returns to a state where only the originator can edit it.

    If you choose the review type All Reviewers Simultaneously, the following will occur:

    An e-mail message is sent to all reviewers, and a dialog box appears for each individual indicating that this has occurred.

    Another new document is created for review, and the original is saved as a response to the new document. Only the originator can edit the original document saved as a Response document.

    All reviewers are listed as current reviewers.

    Any of the reviewers can open the document to be reviewed by clicking the document link mailed to them or by opening the Document Library Database database and selecting the appropriate document.

    The reviewer switches to Edit mode to make changes to the document. At this point, all current reviewers and the originator have edit capability.

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    If the originator edits the document, a Clear Review Cycle button is made available on the Form Action bar. Clicking this button will clear the review cycle.

    If the reviewer edits the document, a My Review Is Complete button is made available on the Form Action bar. Clicking this button will initiate action that removes the reviewer from the Current Reviewer list, updates the review history maintained on the document, and closes the document. At this point, this particular individual cannot edit the document. Notifications are sent via e-mail as follows:

    o If the document had the Notify Originator After option set to Each Reviewer, the originator is notified that this review has been completed.

    o If this is the last reviewer, the originator is notified that the review cycle is complete.

    Notification dialog boxes are displayed, indicating which e-mail notifications were sent.

    This cycle continues until all reviewers have completed their review or the originator clears the review cycle. In either case, the document returns to a state where only the originator can edit it.