The OpenEngagement DMS provides two calendars. One is accessible from most pages on the top navigation bar, using the Calendar link. The other is a smaller calendar, shown on the home page. Both show Events. To add content to the calendars, simply create events. All events will be visible to all users.

The Calendars are intended to show firm events, such as holidays, vacations, staff meetings etc. Future versions will expand this to include due dates and other events related to the engagements managed by the DMS.

News may be viewed by clicking the News link on the top navigation bar. The News page shows all News Items in the Published state. Users may use this feature to publish content that should be viewable by all users. 

The Site Map gives a complete listing of all content in the DMS nd KMS, minus the objects specified not to be shown in the Navigation Settings. The Site Map is similar to the Role Map, though is missing the display of the local role assignments. Users may wish to use the Site Map instead of the Role Map where a site has a very large number of local role assignments and the Role Map is slow to display. As well, while not all users have permission to view the Role Map, all users have permission to view the Site Map. Within the Site Map, though, users will see only the documents or KMS items which they have permission to view.

The Role Map is available to users with a site-wide Site Manager or Manager role.

The Role Map displays in a similar way to the Site Map, except it also shows the local role assignments within the site. The Role Map has two drop down boxes at the top of the page, which allow users to specify a specific user and/or specific role. For example, a user can check where a given user has any role, or where there are any Reviewers assigned. As another example, a Site Manager may wish to check for Engagements where no Preparer is assigned, in order to assign these.

Once the Highlight button is selected, the objects covered by the specified user and role will be coloured red. All other content in the site will be coloured black.

 

This allows any user, even anonymous users, to send an email message to the Manager of the OpenEngagement DMS. The email address for the user to receive this email is configurable in the Site Setup.

Any page where the email link appears in the upper right may be emailed to any specified email address. The email will include a link to the current page. The email recipient must have permission to view the current page in order to follow the link provided in the email they receive.

Any page where the print icon appears in the upper right may be printed. This includes most pages of the OpenEngagement DMS. This is useful particularly to print the reports in the various Documents tabs, listing the documents, their workflow states, period ends etc. Future versions of the DMS will allow user to print CaseWare client files directly from the DMS.

The full screen mode is accessible from most pages, using the icon on the top right of the page, which is located next the email and the print icons. The icon shows a window being expanded to the full size of the screen, with a red arrow pointing diagonally up and right.

The full screen mode removes the portlets to the left and right of the main window, and removes some content at the top of the page. This gives users a larger central area in which to work. 

Quick Tip text may be defined for any object in its Properties page. Once Quick Tip text is defined, any user may hit the question mark icon for that object and view the Quick Tip text. The question mark will not appear if no Quick Tip text is defined. The Quick Tip text will appear in a separate browser. This may be used as a means to append notes or other text to items, along with descriptions, comments and keywords.

The Recent Items portlet appears on the home page, and lists Documents that have been changed recently. It will only list Documents that are viewable by the current user. It provides a link at the bottom of the portlet where users may view the complete list of recently changed Documents.

OpenEngagement DMS does not allow users to assign any random set of words as keywords to Documents. Doing this quickly removes the usefulness of keywords, as it allows inconsistent words and spellings to be used. The OpenEngagement DMS allows Managers to define a vocabulary of keywords which may be applied to documents, thereby keeping their use consistent. The system is flexible though, and users may add new keywords at any time, and may maintain the list using the Keyword Manager.

Managers or Site Managers should define a vocabulary of keywords relatively early. Then as each Document is created, the appropriate subset of these keywords should be applied to the Document.

Keywords are useful for searching. They provide a convenient means to find the Documents with certain properties, or combinations of properties, as defined by their keywords. When used in combination with Smart Folders, Keywords can provide a very powerful mechanism for site organization.

The OpenEngagement DMS provides one WYSIWYG editor, known as the FCK editor. It is named for the three initials of its creator, whom we believe did not know English and was unaware of the appearance of the word in English. Be that as it may, it is an excellent editor, though some of its more obscure features are not available in the OpenEngagement DMS.

Users may install a product called IeSpell if they wish. This may be installed on each computer where users access the DMS through the Internet Explorer (IE) web browser. IeSpell does not work with other web browsers. Once installed, users may click the Spell Check button in the editor to check the spelling of all fields on the current page.

Users with sufficient permissions may modify or simplify the behaviour of the WYSIWYG editor. This is done in Site Setup | FCKeditor configuration.

 

The OpenEngagement DMS maintains a history for all Documents within the DMS. This list is viewable from the View or Edit tabs for each Document. It is normally collapsed, but users may expand it by clicking the plus sign icon next to it.

The history lists the major actions performed on each Document, who performed them, when, and any comments. The username shown will link to the Authors page for that user, where users may see a list of what content this user has created and may send an email to the user.

The history includes:
-Creating objects
-Signing out, signing in and undoing sign-out
-All state changes
-Rename & move operations

There is no specific permission necessary to view the history; any user who may view the Document may also view its history.

The OpenEngagement DMS tracks who created and who last accessed each object, and will show these as links on each object. The links point to the Authors page for that user. The Authors page provides a field allowing other users to email that user, and lists all content created by that user.