ASITE EDMS

TRAINING PROGRAM 2014Introduction into the functionality of ASite

(by Karl Gilliatt – DCC at PCO Manens-Tifs KSA Branch, Riyadh)

April 2014

1. Access to ASite – Login 2. Access to ASite – ASite Workspace portal 3. Access to ASite – Manens-Tifs Workspace portal 4. Access to ASite – Folders 5. Team Directory and Web help 6. Document Search – Folders 7. Document Search – Sub-folders 8. Document Search – Sub-sub folders and documents list 9. Document Search – Documents preview 10. Document Search – Comments options 11. Document Search – Comments and markups 12. Document Search – Advanced search 13. Document Search – Possible actions 14. Document Search – Report generation

TABLE OF CONTENTS

Slide 2 Introduction into the functionality of ASite – April 2014

1. ACCESS TO ASITE – Login

Click the login icon to go to the username and password login page.

Introduction into the functionality of ASite – April 2014

Open a browser and type in www.asite.com

Slide 3

Enter your email address and your password to log into ASite.

Introduction into the functionality of ASite – April 2014

1. ACCESS TO ASITE - Login

Slide 4

This is the first screen you will see.Click on the tab “workspaces”

Introduction into the functionality of ASite – April 2014

2. ACCESS TO ASITE – ASite Workspace portal

Slide 5

Next screen popping up is Manens-Tifs workspace, click on the name Manens-Tifs.

Introduction into the functionality of ASite – April 2014

3. ACCESS TO ASITE – Manens-Tifs Workspace portal

Slide 6

After clicking Manens-Tifs it will bring you to a page of parent folders (Riyadh, MOI & Jeddah).

Introduction into the functionality of ASite – April 2014

4. ACCESS TO ASITE – Folders

Slide 7

On the left hand side of the page you can view who has access to ASite by clicking the Team Directory. This gives you an email to contact. This also includes contacting ASite help.

Introduction into the functionality of ASite – April 2014

5. TEAM DIRECTORY AND WEB HELP

Slide 8

This is the page that pops up and has the list of the personnel who has access to ASite, including the contacts for ASite help.

Introduction into the functionality of ASite – April 2014

5. TEAM DIRECTORY AND WEB HELP

Slide 9

Click on the relevant folder which is intended for your manual search

Introduction into the functionality of ASite – April 2014

6. DOCUMENT SEARCH – Folders

Slide 10

On the left side of the page is the project tree for storage of all the different types of communications/documents related to the project.

Introduction into the functionality of ASite – April 2014

7. DOCUMENT SEARCH – Sub-folders

Slide 11

Once in the specific folder. on the left hand side there is the project directory split into different categories. I.E. MOM’s Letters etc.

This is the visual record of the letters, in and out, thatare inside the folder for ABV ROCK.

Introduction into the functionality of ASite – April 2014

8. DOCUMENT SEARCH – Sub-sub-folders and documents list

Slide 12

On every page its standard to show 50 entries, but you can use the drop down list to show up-to 250 entries per page.

By clicking on the pdf or the document number, it will open up a viewer to see the document content with other attributes.

Introduction into the functionality of ASite – April 2014

9. DOCUMENT SEARCH – Documents preview

Slide 13

This is the window that will appear when you click onto the pdf or document number, with the visualization of the document itself.

Introduction into the functionality of ASite – April 2014

9. DOCUMENT SEARCH – Documents preview

Slide 14

The two middle icons of the actions give you the options to make a comment or not.

Introduction into the functionality of ASite – April 2014

10. DOCUMENT SEARCH – Comments options

Slide 15

In this area can be written the subject of the letter and the comment. When the comment is completed, can be distributed selecting from the distribution list.

If needed it is also possible to make markups on the pdf itself to give a clear reference to the comment itself. At the end of the process, scroll down and click send.

Introduction into the functionality of ASite – April 2014

11. DOCUMENT SEARCH – Comments and markups

Slide 16

Introduction into the functionality of ASite – April 2014Slide 17

When comments are overdue they will appear on the folders screen. These actions will need to be completed

11. DOCUMENT SEARCH – Comments and markups

Introduction into the functionality of ASite – April 2014

11. DOCUMENT SEARCH – Comments and markups

This screen will indicate what action is required, how overdue the document is and if there is a comment associated with it.

Slide 18

Introduction into the functionality of ASite – April 2014

By clicking on the bubble (shown on slide 18), this window will appear. Here are shown the comments. Click on each comment to view what has been written.

11. DOCUMENT SEARCH – Comments and markups

Slide 19

Introduction into the functionality of ASite – April 2014

11. DOCUMENT SEARCH – Comments and markups

By clicking on the comments (shown on slide 19), it shows the comments & who has created them. Multiple people can comment on the same document, in this case 2 people have commented.

Slide 20

By clicking on the my actions (shown on slide 18), it shows the window with the associated comments. In this instance it is just for information, so it’s a simple open and close.

11. DOCUMENT SEARCH – Comments and markups

Introduction into the functionality of ASite – April 2014Slide 21

11. DOCUMENT SEARCH – Comments and markups

Introduction into the functionality of ASite – April 2014Slide 22

The action has now been completed. It should no longer show on the workspace (shown on slide 23).

11. DOCUMENT SEARCH – Comments and markups

Introduction into the functionality of ASite – April 2014Slide 23

As shown there are no more pending documents for action.

By clicking the “go to basic search” a less detailed search into the document to retrieve can be performed.

Introduction into the functionality of ASite – April 2014

12. DOCUMENT SEARCH – Basic Search

Slide 24

Basic searching is simple, just type in the doc ref or document title. Then click the search icon.

This area will show the latest documents & superseded.

Detailed searches can be narrowed down by:Filename, document reference, document status & document title

Detailed searches can be also narrowed down by date.

Introduction into the functionality of ASite – April 2014

12. DOCUMENT SEARCH – Advanced Search

Slide 25

This drop down list contains the ability to:- link documents, move documents, compare documents,

deactivate, re-activate documents & associate (although some actions are only under admin privilege).

- Publish standard documents, publish document placeholder & publish paper document (reserved to the DC&Admin)

- edit folders, add sub-folders, move folders, copy folder structures & view folder permissions (only the admin user can modify this section). This prevents accidental loss, deletion.

These icons can be used to:- Download documents- Export results into a generated report- Print the document

Introduction into the functionality of ASite – April 2014

13. DOCUMENT SEARCH – Possible actions

Slide 26

Select documents you want to put into a generated report by ticking boxes next to the pdf icon.

Fill the Report Title and select the format. Then click on the Generate Report button.

Introduction into the functionality of ASite – April 2014

Once you have selected the documents to put into a generated report, click the export results icon and the Report Information window will appear on the screen.

14. DOCUMENT SEARCH – Report generation

Slide 27

When the generate report icon has been clicked (On slide 20), this window will appear. This is an automated summary of the requested documentation defined in a search.

Introduction into the functionality of ASite – April 2014Slide 25

14. DOCUMENT SEARCH – Report generation

GrazieThank you

شكا

Slide 26