Mitel InfoChannel · | ©2015 Mitel Content •How to navigate in Preparation view •Document flow...
Transcript of Mitel InfoChannel · | ©2015 Mitel Content •How to navigate in Preparation view •Document flow...
MitelInfoChannel
Content Preparation Training
Nicole Tuchbreiter Senior Marketing Communications Specialist
November 2015
| ©2015 Mitel
Content
• How to navigate in Preparation view
• Document flow
• Create a new document
• Fill in the sub folder - Document
• Select structure
• Options
• Attribute
• Profile
• Notice board
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• Publish a saved document
• Edit a saved document
• Change editor
• Search for a document
• Compare Profile
• Remove a published document
• Delete documents
• Transfer of documents to other
InfoChannels (from P&S to global)
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How to navigate in Preparation view
• Preparation view gives you access to add,
edit, move and delete a document
• On the left hand bar you can view
information in different ways
• The “go to” drop-down navigates you to
preparation, archive, production
• To find a document
• Navigate in the InfoChannel tree
• Use the search function
• To view the document double-click
• To scroll up and down please use the
scroll list in the system
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Preparation view
• There are four different status of a document
1. Preparation (not published)
2. Preparation (new not published edition)
3. Approved and published
4. Approved and withdrawn published
• The green checkmark indicates that the
document is published and visible
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Document flow
• The editor/product owner creates a document
which receives the status “preparation”
• If editor/product owner is same as the
approver of the document she/he can
publish the document directly.
• If the editor/product owner is not the approver
of the document she/he selects once finished
“send for approval”The Approver can then either Approve the document or Reject the Approval and send the document back to the
Author/Editor together with a comment. If the document is Rejected the document status will be set to "Preparation". If
the document is Approved the status will be set to "Approved" and the document readers can now access the
document. At the same time the document is archived in the Archive database.
• When a document is approved it's not possible to make any changes to it. You will need
to create a new edition and that's when the document flow start all over again.
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Create a new document
1. Click Create document
2. Choose the handbook you want the
document to be created and click Create
document
3. Fill in name of the document and click
Select structure Navigate in the tree to
the destination the document should be
placed (note: chapters are created by the
IC owner/SuperAdmin in administration
mode)
Click Add for each place the document
should be published and proceed with
Continue
4. Enter information in all white fields
5. Fill in the subfolders
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Note: You can only publish documents to the sub chapter level.
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Create a new document
1. Type, paste or import the content in the
field Dokument Text
See separate document InfoChannel
publisher guidelines for further
information
2. Add images to the document text using
the image icon
See separate document InfoChannel
publisher guidelines for further
information on how to create an image
3. Add attachements
4. Add hidden files or links
“Add new URL Attachement”
5. Click Save and once you’ve completed the documents
you can either Send for Approval or Approve
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Fill in the sub folders
• Document name: This will create the
headline of the document
• Select structure: How to select structure is
described in the next page.
• Document number: Type a unique number
for the document, e.g. publishing date.
for collaterals please use doc number
• Approval role: Select the approver
• Document text: Type or paste the content
of the document. Use the toolbar, above
the text, to format the document text.
See publisher guidelines for further
information.
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Document type + product name + additional info e.g. Release
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Select structure
All documents must be included in a structure:
Select Structure for the document
• Select one or several structures for the
document. Choose in the handbook the
chapter
• Add Click on the icon for every destination in
the handbook you want to publish your
document.
• The selected structures will appear in this
pane.
• To remove selected structure from the
document click on Remove.
• Add the selected structure to the document by
pressing Continue
• The selected structure will now appear below
the document name in the sub folder
The blue arrow indicates that the document
has been published towards several places in
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Options
• Change document editor: Click here to select another document editor from the editor
group. (optional)
• Publish from: Enter from what date the document is valid. The default setting is the
date when the document is approved (optional). Note! regardless of set value, the
document will be published once the document is published. There is no automatic
recognition of this date.
• Publish until: Enter the date when the document is no longer valid. If a new edition
has been approved the old edition will automatically be removed from InfoChannel.
Default value is “No end date”(optional).
• Date for renewal: Enter the time, for how long after the approval a reminder will be
sent to the editor. You can chose predefined options or state another date (optional).
• Document access: Chose the persons or groups that will be able to read the
document (optional).
• Co-editors: Chose the persons that will have the right to edit the document, i.e. will
have the same right as the editor of the document (optional)
• Document groups: Select qualified groups that will have an e-mail reminder when the
document is approved (optional).
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Attributes
• Document type:
• Select one or several Document types (attributes) for the document. Press CTRL to
select multiple values (compulsory). All document types are defined in the handbook
settings in Admin.
• The selected doc type is creating a sub header. If selected No the document will be
published directly under the heading selected in the structure. Default value is “Yes”.
Note! One can NOT mix these options in a subheading, the system will not understand
and the structure will be messed up.
• Interest Groups: Select one or several Interest Groups. Press CTRL to select multiple values
(compulsory). All Interest Groups are defined in the handbook settings in Admin.
• Send Email to Interest group: Gives the option to select if an email should be sent to users
that has selected certain interest groups. Default value is “No email”.
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Profile
• Depending if you’re creating a document
in IC P&S or in IC global you can select
different user groups should receive
access to the document
• Click to add selected values to the
“Selected profiles” frame for each
combination.
• Click to remove selected values from the
“Selected profiles” frame.
• Selected Profiles: Displays the profile
(group, names and countries)
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Example IC global
Example IC P&S
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Notice Board
• Notice board: Default value is “No”.
Select Yes if the document should be displayed on the notice board (front page) on
InfoChannel. If selected Yes a new field comes up for Notice Board summery to be
filled in. Click on to get the text from the document sub folder automatically or type a
free text alternative. If you don’t want any text to be seen, don’t type any info in this
field. To set a end date of the notice, click on and select date. If you update an existing
doc and want to remove the notice board date, click on the waste basket A Notice
board without date will be placed on top of other news and stay there until removed.
• What’s new in InfoChannel: Default value is “No”.
Select Yes if the document should be displayed in the What’s new section on
InfoChannel.
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Publish a saved document
• Navigate to the document in the structure or
search for the document. Double-click to open
up the document.
• Send for Approval (used by IC Editors): All documents must be approved before they
are published on InfoChannel. The approver of a document can be found in the
Approval role – field in a document. Click on Send for Approval Select OK. The
Approver will find the document under the “by person” view, categorized as “To be
approved”. If a document has been sent for approval but the sender would like to
withdraw the document you can use Cancel Approval.
• An Approver can approve or reject a document sent from the Editor. If Approved the
document is published on InfoChannel. If rejected the document moves back to
preparation status and the Editor must send the document again for approval.
• Direct Approval: If the same person is Editor and Approver then the option Direct
Approval appears and if this is used the document is immediately after pressing
Approved published
• You can also close the document without changes14
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Change editor
• Select the document you’d like to
change. Make sure that you have
Editor rights otherwise change editor
by clicking on the “change editor”
• Select in the QNova window your
name and press “change editor”
• You can now edit the document by
selecting “new edition” and work on
the document.
• Approve the document either by
”Send for Approval” or ”Direct
Approval”. Once the new document
is approved it will automatically
replace the old edition.
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Search for a document
• In Preparation view you can Search for a
document.
• By using search criteria you can narrow
the search. Use *xxx* to search for
everything within the “*”. Use “&” as and-
function.
• The result of the search looks like this.
Double-click on the Doc. Num to enter the
document.
• If you are not the author you need to see
where the document is published in the
tree and then find it in the InfoChannel
navigation tree to be able to edit the
document. However you can remove
published on all documents as long as you
have the rights regardless of author.
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Compare Profile*
• With this function you can compare
different profiles (multi-select) and what is
published towards each profile.
• Click on the each profile to see what
documents are published towards that
profile.
• The search also gives the documents that
are published towards both profiles.
• The function is accessed under the icon
Compare Profile
• To view a document, click on the doc. icon
to the right and the document will open up
in a separate window. Close the window to
continue.
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*This function is only available in IC global
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Remove a published document
• Open the document from the preparation view (only documents in approved status) by
double clicking on the actual document.
• Click on Remove Published. A pop-up box will notify you that the published version has
been removed. Close the notice box.
• Close the document
• Now the document has been removed from InfoChannel (Production)
BUT the status is still viewed as approved in the Preparation view ! The green
checkmark will then disappear in front of the date. A document can remain in the
preparation view as approved but withdrawn (not published).
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Delete a document
• Select the document and click Delete. The document is now moved to ”Deleted
Documents”
• It is possible for editors to delete documents from the Preparations pane. Mark a
document and click Delete. Deleted documents end up in the view “Deleted
Documents”.
• Only Administrators (IC owner and SuperAdmin) can see and open the Deleted
Documents view. Click on the Deleted Documents view. You can sort the view either by
Person or by Date
• A deleted document will remain in this phase for 60* days. During that time the
document can be restored back to preparation view again by clicking on the icon.
(* The parameter for how long a document stays in deleted document pane depends on
settings in the ”Handbook Settings”)
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Transfer of documents: Copy to*
• Select the document to be transferred and
open it in production mode
• Press “Copy to IC”
• Select the IC you’d like to transfer the
document to and press “Copy document”
• Go to new IC destination in preparation
mode (for example IC global)
select in the navigation tree
“Imported documents from another
InfoChannel”
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*You need to have «copy to rights» for being
able to use this function!
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Transfer of documents: Copy to
• Open the document and select “Edit”
• Your first step is to “select structure”
• Select “Imported documents
from another InfoChannel”
• Press “Remove”
• Select where the document
should be placed and press
“Add” and “Continue”
• Now also edit “Approval role”,
Document typ in the Attributes
section as well as the Profile.
• Once you’ve edited all needed
information you can “Save” and
“Approve” the document or “Send for
approval”.
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