Document Actions
7.
Quick Start Guide for All Users
Up one level
The steps listed here should be performed by firms using Local or Hosted Solutions.
This provides a quick overview of the minimum steps necessary to configure a Hosted Solution and using it to maintain a firm's documents. Local Solutions are somewhat more involved to get started with than Hosted Solutions, and so will involve some steps not covered here, but which are covered elsewhere in this documentation, particularly in the previous section, Quick Start Guide for Local Solutions.
The first tasks will be administrative tasks performed by the Site Manager.
1. Create the initial users
First, navigate to Site Setup | Portal Settings and specify, under Password Policy if you want to define passwords for the new users or if you want the DMS to generate a random password (which they can change and which only they will ever see). Once this is specified, the user accounts may be created. This is done in the Site Setup | Users and Groups Administration page. Hit the Add New User button. Fill in the name, email and, if necessary, password of the user and hit the Register button. Hitting the button will take you to the Users Overview page, where you may hit the Show All button to ensure the user was created properly. All users will have the Member role by default. To make the setup simple, firms may use only this default role for all users other than the initial user account, created by OpenEngagement, which will have the Site Manager role. Additional site-wide roles may be assigned later if necessary. Repeat this step for each user of the DMS.
2. Specify the collection of default Sections to be created in each Entity
This is done in the Site Setup | OpenEngagement configuration page.
3. Create an Entity for each client company of the firm
The OpenEngagement CMS initially includes one DMS Area and one KMS Area, which should be sufficient for most firms, and most firms can add their Entities to the DMS Area provided. However, firms may create as many additional Areas as they wish. To Create an Area, from the home page, select the Add Item drop-down, and select Area. This will take you to a page where you must specify the Title and optionally a description for the Area. Fill these in and hit the Save button. This will take you to a view page for the new Area. The Area is now created.
To add the Entities, navigate to the DMS Area in which they will be put. Select the Add Item drop-down and select Entity. Fill in the Title and Entity number and optionally description and Short Name. Hit Save. This will take you to a view page for the new Entity. You can also see in the Navigation the Sections created by default within this Entity. Navigate back to the Area and repeat creating an Entity for each client company of the firm.
Some firms may find it preferable to use the Quick Upload's Initialize DMS functionality to create the Entities as well.
4. Create the File and Engagement objects for all documents and client files the firm wishes to store in the DMS
Most documents will be uploaded using the Quick Upload tool. However, it is also possible to upload them using a web browser. To use a web browser, for each file (Word, Excel, Power Point etc.) you wish to upload, navigate to the Section where you wish to keep the file. To create a File object, select the Add Item drop-down and select File. As part of creating the File object, specify the file you wish to upload to the DMS. Do this as well for each Working Papers client file the firm wishes to upload, though these will be placed in Engagement, not File objects. Note, it is not the preferred method to upload content through a web browser as doing this does not delete the copy on the local drive, which can lead to duplicated files. The Go-Between and Quick Upload properly delete the local copy once they confirm it has been properly uploaded.
5. Assign the local roles
Ensure that each Engagement has a Preparer, Engagement Manager, and, where necessary, Reviewer assigned. As roles are inherited down the tree, these roles may be assigned at any level. The Local Roles tab is used to assign local roles. It is also advisable that all Entities have an Entity Manager assigned. These may also be assigned in the Local Roles tab. You may use the Role Map to check for Entities and Engagements that have and do not have the various roles assigned.
6. Install the Go-Between on each client machine where Working Papers is installed
The Go-Between is very quick and easy to install. It simply places a .dll file on the client computer and registers it. Once installed, users will have a few extra menu items available in Working Papers related to OpenEngagement.
7. Email users the information they need to start using the DMS
All users within the firm will need their username & password, the URL they will use to connect to the DMS using a web browser, a copy of the Go-Between installer, and the Go-Between configuration settings which, in the case of Hosted Solutions, were provided by OpenEngagement. All users should log into the DMS using a web browser and change their password once they receive this email.
8. Begin using the DMS through the Go-Between and web browser
At this point, all users in the firm should be ready to use the DMS. There will still be some work from time to time creating new Areas, Entities, and other content types, creating users, assigning roles, and so on. Firms may also wish to look into taking advantage of additional features available for the DMS, such as keywords, events, news, smart folders, quick tips, user groups, and other such features, all described in this documentation.