GE Power & Water Documentum Collaboration

Advanced user guide

Revision Last update

A 06/11/2013

Table of Content 1. Forms description

2. Working with Issue form 3. Working with RFI

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Forms description

Issue Form – Definition Can be created by internal/external users to track approvals and/or changes on document.

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Issue Form – Users’ roles & permissions Creator – always has access to Issue, can add comments and documents. Issue Owner – the single user that is responsible for closing Issue, transferring or re-assigning it to another Issue Owner.

Reviewer – responsible for providing information (comments and/or attachments).

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RFI – Definition Can be created by internal/external users to ask “official” questions.

Sent for reply and completion. When completed, RFI comments and responses are part of the project record RFIs are monitored by GE for timely response and accuracy of answers.

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RFI – Users’ roles & permissions Creator – always has access to RFIs, final recipient for reply / completion Resolver – the single user responsible for providing creator with reply / completion. Reviewer – responsible for providing information to Resolver (comments and/or attachments).

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RFI – Cycle

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Working with Issue

Issue Form – Create an Issue 1. Select the folder where the Issue has to be created. 2. Click on « Collaboration »  « Workflow Form »  « Issue Form » and then « Create ».

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Issue Form – Create an Issue 3. Complete all required fields (red asterisks) defined by the project process.

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Issue Form – Create an Issue You can change the category and choose to send it for information, for review or for approval…

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Issue Form – Create an Issue Choose the Issue Owner and secondary reviewers in the Users list.

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Issue Form – Create an Issue 4. Add attachments and comments as required. a. Highlight the chosen files and click on arrows in order to add or remove files. b. Click “OK”.

4 a.

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b.

Issue Form – Create an Issue 5. A notification is sent to all recipients of the issue.

To access directly to the document: click on the Attachement name

To access to the Issue : click on the link below

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Issue Form – Viewing There are different ways to visualize issue form: 1st : select the folder where the issue has been created. In the working space, double-click on the issue to open/visualize it. 2nd : in the folder “00 Workflow Forms”, choose “Issue Forms” to localize your issue. 3rd : click on the link in your notification

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Issue Form – Common actions Edit Issue This option allows the Issue owner and all reviewers to have different changes to the Issue. Changes possibilities are limited according to your role (Issue Owner/Reviewer). • Right-click on the issue form and choose “Edit”.

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Issue Form – Common actions Add attachments / comments. 1. Add your text in the “Comments” field

2. Add attachments by clicking to “Attach files”, 3. Click on “Save & Notify”. 1 All reviewers receive a notification per email (“Notification of Edit Issue Form”).

2 3

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Issue Form – Issue Owner’s action Designate another Issue Owner: • To change issue owner: highlight the user that will be the next “Issue Owner” and click on “Set Issue Owner”. Add other Reviewers:

• To add new reviewers, highlight all names and click on “Add Reviewers”. • All added reviewers will receive a notification per email.

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Issue Form – Issue Owner’s action Close an Issue: • Make your changes, add comments or attachments.

• Then click “Complete & Close” • A window opens, click on Yes to close the Issue.

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Issue Form – Issue Owner’s action A notification is sent to all recipients of the issue.

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Working with RFI

RFI – Create a RFI 1. From the main menu, click on “Collaboration”, select “RFI”, then “Create”, or 2. From the navigation tree, click on the RFI node, then select the “create” icon. 1

2

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RFI – Create a RFI 3. Complete all required fields (red asterisks) defined by the project process. i.

You can explain the reason for your request and define the action you are requested from the recipients.

4. Click on « Route »

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RFI – Create a RFI 5. Add notes and due date. 6. Click on « Next »

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RFI – Create a RFI 7. According to users’ roles and permissions of your project process, choose 1 resolver and reviewer(s). RFI can be sent to users for information only. 8. Click on « Finish »

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RFI – Create a RFI 8. All recipients for action on the RFI receive an email notification. For the “Resolver” or the “Reviewer”, tasks are located in their Documentum inbox.

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RFI – Reviewer’s action

Add comments and attachments. RFI is then resent to resolver for action by clicking OK.

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RFI – Reviewer’s action The Resolver receives an email notification after Reviewer’s action.

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RFI – Resolver’s actions Re-Assign – Resolver may assign responsibility to another user, therefore remove themselves as a performer altogether. Reply – Resolver may reply to a RFI by using the “Reply” function. The Reviewer may add comments and/or attachments. Once the Resolver replies, the RFI is identified as “Closed” indicating the form completion.

Click right for action

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RFI – Resolver’s actions Forward – Resolver may forward a RFI to other users for response.

Complete the mandatory field “Final RFI Notes”.

Attach/link additional files as required. Click “OK”. The RFI then returns to creator.

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RFI – Resolver’s actions Complete and Close When resolver closes the parent RFI, the forwarded RFI is also closed and removed from tasks in the Documentum Inbox. Once the RFI is completed or cancelled, it cannot be reopened and no further action can be taken.

Resolver and the forwarded RFI recipients receive an email notification.

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Advanced Search

Searches – Advanced Search Click “Arrow” (next to upper left search field) to open “Advanced Search” window.

1. Enter key word in “Contains” field. You can use this field to search document content. 2. Select “Object Type” from drop-down. “Other Documents (ge_documents)” will include all documents in the project.

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3. Use “Properties” drop-downs to select other search criteria

3

4. Click “Add Another Property” link to add additional criteria to further refine search

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5

5. Click “Search”

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Preferences

Preferences – Customize Workspace Columns 1 1

1. Click icon in right end of the column area or Click “Tools” menu, select “Preferences” then “Column” tab 2. In the “Preferences” window, add or remove column header attributes to display: highlight attribute; select center arrows to include or remove

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3. Re-order column header attributes: highlight attribute, select right side arrows to move up or down 4. Click “OK”

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Preferences –Checkout and Drag&Drop 1

2

3

1. Click “Tools” menu, select “Preferences” then “General” tab 2. Modify “Checkout location”: click “Change”, then navigate to your personally created folder on local drive to change the default location. 3. Select “Drag and Drop” which when “checked” enables you to drag files from local drive into a Documentum project folder 37 Quick Start Guide 11/6/2013

File History

View File Versions To view all versions of your document:

1.

Select the file

2.

Right-click on it and select « View ». Then click « Versions » The different versions of your file appear on a list.

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View File History 1.Select file, right-click and select “Properties” from menu (or select “View” menu, click “Properties” then “History”) 2.Click “History” tab

1 3.Click “Selected Version” drop down to view each version History

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4.Click “OK” to save

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4

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Thank you for your attention

Any questions or comments can be addressed to [email protected]