UGUIDE-007-1D Sharepoint User Guide
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Transcript of UGUIDE-007-1D Sharepoint User Guide
DBS
Microsoft SharePoint Database
User Guide
Date: 18/10/11 Issue: 1D
DBS SharePoint User Guide
Uguide-007-1d Sharepoint User Guide Page 2 of 24
CONTENTS
INTRODUCTION ........................................................................................................................ 3�
Settings & Alerts ......................................................................................................................... 4�
Customising and setting Alerts .................................................................................................... 5�
Alerts Part 1� Setting your Intranet Alerts ................................................................................... 6�
Alerts Part 2� Setting your Axiom Document Control Alerts ..................................................... 10�
Other Settings – Regional Settings ........................................................................................... 14�
Using the ‘Search’ Feature to Find Documents ......................................................................... 15�
Axiom Rail Document Control ................................................................................................... 17�
Navigating Around Axiom Document Control ............................................................................ 18�
Axiom Document Library ........................................................................................................... 19�
Menu Item 1: Document Library ................................................................................................ 19�
Opening & Printing Documents ................................................................................................. 22�
Menu Item 2: LISTS .................................................................................................................. 23�
Menu Item 3: Discussions ......................................................................................................... 23�
Document Revision Record ....................................................................................................... 24�
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INTRODUCTION
In order to access the DB Schenker SharePoint database, you must either be logged into a computer terminal at Doncaster, with your User ID, or be logged into the DB Schenker Portal from home or an Outstation with Internet access. The DB Schenker SharePoint database can be accessed from your browser by entering the following address into the Address Bar of your WEB Browser: http://portal/en/Pages/default.aspx
To access the Axiom Rail Document Control Area, select ‘Axiom Document Control from the QUICK LINKS area on the right of the screen,
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Settings & Alerts The Main screen you see on entry to the SharePoint site gives to access to all the DB Schenker documents and discussions that are presently available. In order to be informed when new documents have been published on the DB Schenker Intranet, you will need to have your Email Alerts configured.
Settings menu on the
Intranet Homepage. The User Information page will have your User information displayed. The Alert link is shown toward the top of the screen. Select this to turn on your Alerts.
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Customising and setting Alerts There are 2 views that need to be customised. On the left below is the Menu where you customise you INTRANET views. On the right below is the Axiom Rail Menu, which has more items. The default condition is that you will NOT receive any email Alerts when any new Documents, Calendar items, Discussions or Actions to review a document, are added to SharePoint.
A) My Setting from the Intranet page See Page 7
B) My Settings from the Axiom Rail page See Page 10
You must set your Alerts as soon as possible
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Alerts Part 1 Setting your Intranet Alerts When you select Alerts you will see this Alert summary screen. This will show a list of any Alerts that you have see. The screen below shows that no Alerts have been set. Select Add Alert
This page shows all the types of Alert that you can set. Most people will only want to be informed of new documents. The principle will be the same for all the types below.
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Document Alerts To set an Alert for new Documents, select Documents followed by NEXT from the screen shown on the previous page.
When you have set an Alert, you will automatically get an Email via Outlook See next page It is recommended that
you set the frequency of Alerts to: Send daily summary.
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Checking and changing your Alerts When you have set an Alert, you will be taken to your Alerts summary screen (below) where you will see your Alerts as they are set. You can modify the frequency of Alerts at any time by selecting the Alerts below and changing them. You will receive an email notification each time you change an Alert.
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The DB Schenker Alerts page has 4 types of Alerts
• Documents • Images • Pages • Workflow tasks
The first three work exactly the same. Workflow Tasks is slightly different in that it has a different set of options (see blow). The tick box for this section may vary depending on your role. Most Axiom Rail will not need to set this Alert, however, this may be applicable to APM’s and PM’s.
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Alerts Part 2 Setting your Axiom Document Control Alerts The Axiom Document Control: Alert page has more options to configure, to allow for the different types of users, Active team members who participate in discussions and reviews of the documents Viewers – Managers, supervisors and technicians who only require to view; print of download documents.
Remember: Any documents downloaded or printed from this site becomes Uncontrolled when printed, except where they have been issued by the Axiom Document Controller (Lillac front sheet at Stoke) or Stamped controlled for 1 year by a local document controller who will respond to an Alert by printing and controlling the new version. Ref. Axiom procedure: SOP-021 This section will only deal with Alerts for the Axiom Rail Document Library. Descriptions for advanced users of Risk Management team members will be in Appendix 1 When you select Setting, you will see this screen first. Your choices are: Edit item You will probably not need to change this. My Regional Settings You will probably not need to change this. My Alerts You will need to set your Alerts so select this option.
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Set your Alerts for Axiom Rail Document Control in the same way as the Intranet. You will receive confirmation of Alert settings by email.
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Your complete list of Alerts should look like the screen below.
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The following table is an extract from a Daily Summary. This is typical of the email that Users will receive at a set time each day for the daily Alert.
• All Workflow tasks that require action are visible. • Workflow Task that have been complete the previous day are at the bottom.
Axiom Document Control
Tasks - Daily Summary Modify my alert settings | View Tasks | Mobile View�
�
Title Modified Modified by
Please approve SSOW-059 17/10/2011 07:50
Rouse, Paul New!
Title Please approve SSOW-059
Priority (2) Normal
Status Not Started
Assigned To Lait, Richard
Description Hi Rich, Could you review the enclosed SSOW-059 Issue D from Westbury. Changes are notified within the document.
Start Date 17/10/2011
Due Date 19/10/2011
Link SSOW-059
Workflow Name
Approval
Please approve SSOW-035 17/10/2011 08:01
Rouse, Paul New!
Title Please approve SSOW-035
Priority (2) Normal
Status Not Started
Assigned To Rouse, Paul
Description Check and approve this SSOW. Highlight any outstanding issues.
Start Date 17/10/2011
Due Date 18/10/2011
Link SSOW-035
Workflow Name
Approval
Please approve SSOW-035 17/10/2011 08:53
Rouse, Paul Edited
Status Not Started Completed
Please approve SSOW-035 17/10/2011 08:53
System Account
Edited
% Complete
100%
Outcome Approved by Rouse, Paul
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Other Settings – Regional Settings You will also find the following options under your setting menu. Regional settings should have been preconfigured, however they can be changed or corrected in this screen. Select OK to confirm any changes.
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Using the ‘Search’ Feature to Find Documents
Using the search facility it is possible to either search for a document using a description of a key word. The screen below, show a typical return using the key word: ‘wheel’. To return to the main Menu select: Axiom Document Control
A typical search result from using a document number.
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Other Search Features
1) Using ‘View Modified Date’ you can sort the document results by the date the document was loaded, so that the most recently change documents are at the top of the list. 2) Using ‘Alert Me’ feature you can set up an Alert for an individual document. 3) RSS Feed Another way of receiving Alerts for critical documents is using an RSS Feed. By selecting: you can set up a feed directly to you Explorer or mobile phone.
This menu can be use to filter the documents, either by typing the document number under ‘Displaying’ or sorting by: Date, Title or Author.
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Axiom Rail Document Control The screen below is the entry screen when you select Axiom Document Control. (To return to the main Intranet, there is a short-cut in the top left of the screen not shown below: < Back to Portal)
The next pages will describe how to navigate round the Axiom Document Control site.
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Navigating Around Axiom Document Control Left hand menu Right hand menu
Left menu The Left hand Menu will be the most appropriate menu to use to access the Document Library. Most people will be using Axiom Document Control to view and use documents as follows:
• Site Safe Systems of Work • Axiom Maintenance Specifications & Plans • Customer Maintenance Specifications & Plans • Standard Forms • Working Instructions • Welding specification & Guides
Right Menu Another Menu has been provided on the right to access external information. For example a section of the Rule Book may have been updated. The RSSB link on the right would give access to the Rail Safety Standards Board Rule Book library. There is also a facility to add your own short-cuts to information useful for work. Document Library The Document Library is detailed in the next section.
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Axiom Document Library Menu Item 1: Document Library The Axiom Document Library contains over 2000 documents which are maintained for use across the company. The documents have been stored in folders with familiar names (used in the previous document library).
There are two important exceptions. The 2nd folder titled: Axiom Customers, contains 9 sub folders, containing documents for Axiom Rail customers outside of DB Schenker. The 10th folder title: DB Schenker contains 10 sub folders containing DB Schenker maintenance plans, special checks and related technical bulletins.
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SharePoint Database – Axiom Rail Document Section Archive Axiom Customers (See next page) Axiom Safe Systems of Work Bogies Brake Test Manual Calibration Concessions Engineering Instruction Circular Engineering Specifications DB Schenker Human Resources Maintenance Plans Private Owner Circular Letter’s Production Orders Sales Enquiries Standard Forms Standard Operating Procedures Technical Specifications TF25 Bogie Assembly (Stoke) Welding Calibration Records Welding Procedures WPQR Welding Procedures WPS Welding Standard Documents Wheels – Customer Documents Wheelset Specifications Work Instructions The following is a listing of the sub folders under DB Schenker. This has a layout and contents almost exactly the same as the previous Document Control system (previous heading was EWS), for ease of access and finding information.
� EWS (parent folder) � Engineering Alterations (EA) � Engineering Instruction (EI) � Engineering Manual (EM) � Engineering Procedures (EP) � Engineering Report (ER) � Engineering Safety Bulletin � Engineering Special Check (EK) � Engineering Specification (ES) � Engineering Technical Bulletin (TB)
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Main Sub Folder for AXIOM CUSTOMERS The following sub folders contain Maintenance Spec & Working Instructions specifically for Axiom Customers where there are on-going contracts, which require controlled documentation.
� AEE
� EDINBURGH DISTRICT COUNCIL (EDC)
� GE RAIL SERVICES (GERS)
� MENDIP RAIL (MRL)
� MINISTRY OF DEFENCE (MOD)
� NACCO
� NETWORK RAIL (NDS)
� TATA (Corus)
� VTG UK
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Opening & Printing Documents When browsing the folders in the SharePoint Database, you will find that folders and files react in a very similar way to Windows Explorer. Depending weather your computer is Intranet based, (i.e. at Stoke or Doncaster) or Portal based, you will either see screen 1 or 2. 1) File Open dialogue from Intranet computers
2) File Open dialogue from Portal based computers (using Keyfob access)
Select Read Only from this window, followed by OK.
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Menu Item 2: LISTS Selecting LISTS from the left hand menu bring up the following screen with links to:
• Announcements • Calendar • Links • Tasks
The right hand side of the screen indicates if there have been any new entries under any of these headings, and the number of entries.
Calendar This gives a Calendar view for Axiom Rail viewable across Axiom and DB Schenker sites. Tasks This enables the addition and deletion of tasks set at team or Individual level. Menu Item 3: Discussions Team Discussions This section allows the inclusion of documents and discussions used by the team, which can also be viewable across Axiom and DB Schenker sites.
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This document is the confidential property of DB Schenker and shall not be copied in part or in full without the written permission of the Risk Management Manager. Document Revision Record
Revision Revised Page Numbers and Description of Change
Revised By/Date Approved by/Date
1A ORIGINAL ISSUE 18/09/11 18/09/111B Addition of Alerts 03/09/11 1C Addition of Workflow
Change to layout and order 14/10/11
1D Appendix 1 made into separate document for distribution. Name changed to UGUIDE-007.
18/10/11
