Icms - User contributions [en]

Document Automation

2021-04-16T02:35:11Z

Trajput: /* Adding ICMS metadata to an Office document */

==Overview==

Document Automation allows the user to insert ICMS metadata, such as Content ID, in a Microsoft Word or Excel document. This feature leverages the "Document Properties" feature in Microsoft Office. When the document is checked in, the specified properties are replaced with the actual ICMS values.

==Examples==

* Including the Content ID as part of a report lets everyone know that the document is in ICMS, how to find it, and how to reference it in other documents.

* Including the ICMS revision number and revision status of a procedure helps a technician know if her printed copy is current.

==Adding ICMS metadata to an Office document==

# '''Access the document's custom properties.'''
#* Office 365 and Office 2010 (Windows): Click File > Info (in left bar). On "Properties" in right half of screen, click drop-down menu and select "Advanced Properties." Click the "Custom" tab.
# '''Enter the name of the ICMS field you want to add to your document.'''
## See Word and Excel instructions below for supported fields.
## You must use the exact field names as indicated.
# '''Click OK to close the Document Properties window.'''
# (Word Only) '''Add the ICMS field code to the document.'''
##Place your cursor at the point in the document you want the ICMS field code to appear.
##Browse the Document Properties list:
###Word 365 and Word 2010 (Windows): Click on Insert > Quick Parts > Field. Under "Categories", select "Document Information." Under "Field Names", select "DocProperty."
##Select the field property to be placed in your document. A placeholder value is inserted in your document. This value will be replaced with the actual value at check in time.
# '''Save the document and check it into ICMS.'''

==Word==

You may use any of the following document properties to insert the relevant ICMS value into a Word document. You should fill in the ''Name'' and ''Value'' fields, as shown below for each property you wish to include.

{| border="1"
! Name
! Value
|-
|ICMSContentID
|APS_XXXXXXX
|-
|ICMSRevision
|Rev
|-
|ICMSRevisionStatus
|Status
|-
|ICMSContributor
|Contributor
|-
|ICMSComments
|Comments
|-
|ICMSDocumentDate
|Doc Date
|}

==Excel==

Content ID and Revision number are the supported properties that can be added to Excel documents:

* ICMSContentIDLoc
* ICMSRevisionLoc

these can be set to a specific cell value (i.e. A2) or ''footer''. If you enter ''footer'', the value(s) will be placed in the printer margins at the bottom of the page.

You must also indicate which sheet in your workbook will contain these values. To do so, add the following document property:

* ICMSSheetLoc

this must be an integer that equates to a specific sheet (i.e. 1). If you want it to print the values on all sheets, set it to -1. If the property is not specified, it will print on the first sheet only.

Searching For Documents

2021-04-16T02:14:58Z

Trajput: /* Quick Search */

=General Notes=
*Searches are limited to your permission level. If you don't have permission to view a document you don't have permission to see it in your search results.

*A high-level distinction is made between Documents and Drawings at many points in the interface. By default the system assumes you want to see documents. Ways to override these defaults will be demonstrated below and include among other options creating your own saved searches, targeted quick searches and home pages.

*There is a known issue with using the hyphen '-' character in full text searches. If you need to specify this character in a quick search, you are going to need to use a backslash as an escape character before it. For example, to search for 'sub-zero' you would need to specify 'sub\-zero' wherever you are specifying the text for your fulltext search.

*Matches, either fulltext or against metadata, are performed again without considering if a character is upper case or lower case. so Boron and boron return the same results.

*Anywhere you specify text to match against in a search, you can use either of two wildcards. The percent symbol '%'matches any string of characters, and the underscore symbol '_' matches any one character. So '%eter' matches meter and Multimeter, and 'car_on' matches Carbon and carton.

*Anywhere you specify text to match against in a search, if you specify some words with double quotes around the entire phrase the system will only return matches against that entire phrase as quote. If you search on title matching "Engineering Report" you would get 'Annual Engineering Report' but not the one for 'Special Report on Engineering'

*If you specify words to search against without double quotes around them the system will only return results which match against all the words you specified. For example, if you do a metadata search with Engineering Report as the text to compare against title, you will get results with titles including 'Annual Engineering Report' and 'Special Report on Engineering', but not 'Report Log' or 'Mechanical Engineering'.

=Quick Search=

[[Image:Quick_Search_12c.png|frame|right]]

Quick Search provides a simple way to find information based on common metadata criteria, such as Content ID, Title, and Author (Contributor). The Quick Search box is always available in the upper-right corner of the ICMS interface. To use Quick Search, enter one or more words in the box and select the '''Quick Search''' button.

==Using Targeted Quick Searches==
You can refine the Quick Search criteria by selecting the target icon to the left of the Search box. Then pick a criteria.

You will see that a number of Targeted Quick Searches are provided for you to use.

The way the system is set up, unless you select a Targeted Quick Search, your quick search will look for documents only (not CAD Models or Drawings). The quick search will try and match the string of text you have supplied against Author, Title and Name. ''If you want to search the text that is inside the documents as well you must specify the 'Full Text' Targeted Quick Search.''

[[Image:Tqs_dropdown.png|frame|center]]

==Building Your Own Targeted Quick Search==
You are not restricted to the Targeted Quick Search (TQS) options that the ICMS staff have defined for you. If you wish to created your own type of TQS select the 'Edit' option from the TQS dropdown list.

This brings you to the 'List Targeted Quick Search' page. From here you can view the queries that define the current TQS options. You can define and modify your own list of TQS types by means of the 'Create New' link.

[[Image:Tqs_list.png|thumb|center|650px]]

Selecting 'Create New' brings you to a Targeted Quick Search builder form. It should look a lot like an Advanced Search form, with some more options. You'll need to give the quick search a Key and Label which are not currently being used by any of the quick searches that are on the 'List Targeted Quick Search' page. Aside from that you are allowed to build a query which matches any criteria you wish. The form allows you to build the TQS using either the Expanded Search Form or the Query Builder form. You are also given a way to select the Search Result Template of your choice, meaning you can display just those columns that are meaningful to you in the search results for your custom TQS.

One more tip on building Targeted Quick Searches: The character sequence #s is special. If you specify it in the 'Full Text Search' area or in any other area where you're comparing it to a field, the system will compare it against the words that were entered into the TQS search box. An example should clarify this. Say you created a new TQS, and you specified:
*Full-Text Search: #s
*Contributor: dcaulton
*Comments/Keywords: #s

When this quick search is performed with the word 'Ultraviolet' it will return all documents where dcaulton is the contributor and the word 'Ultraviolet' (in any combination of upper and lower case letters) appears either in the text inside the document or in the Comments/Keywords metadata for that document

You will notice that on the 'List Targeted Quick Searches page', the Query as specified in the table has field names like dDocName and xProject. This is one of the few places in the interface where the actual names of the fields are they exist in the database are specified. It is likely to cause confusion for most users because there is nowhere where you can find out that dDocTitle is the same thing as 'Title' on all the other pages. Please bear in mind that this is a screen that is intended for intermediate to expert users and that it is an unavoidable consequence of offering this extended 'Build your own TQS' functionality.

=Home Page Search=
After logging in to ICMS the first page you see is your Home Page. You can also access this through the top-level Home link in your page navigation area.

[[Image:Home_page_with_search_results.png|thumb|center|650px]]

This page is divided into a top and bottom half. At the top is a very simple Search profile. If you have configured a Default Search in your profile those search results will be displayed in the bottom part of your Home Page. The process of configuring your Default Search is described later in this same document.

=Metadata Search Profiles=
The easiest way to perform ad hoc searches on the ICMS is to use one of the Search Profiles which have been provided. These can be accessed via the top level dropdown menu titled 'Search'.
[[Image:Search_profile_dropdown.png|frame|center]]
Be aware that as you do a regular metadata search (not a query builder metadata search), if you have specified multiple fields to match against, all of those conditions must be met in order for a result to be returned. In other words, all your conditions are joined by ANDs in the underlying query.

==Simple Search==
This provides about 20 of the most commonly used metadata items.
==Advanced Search==
Advanced search allows the user to search on all but a few administrative-only fields.
==APS-U Documents==
This search limits the results to documents which are flagged as related to the APS Upgrade. These documents were flagged by the system as they were checked in via the 'New Check In for APS U documents'

=Two search forms available in Metadata Search Profiles: Extended Form and Query Builder=
From any of the three metadata search profiles you are allowed to specify if you want to use the Extended Form, or the Query Builder interface. This is done by means of a dropdown list on the right edge of the gray title bar of the search form - it is labeled 'Search Forms'.

[[Image:Search_expanded_querybuilder_dropdown.png|thumb|center|650px]]

The extended form is another name for the regular metadata search profile form. It has one line for each of the search parameters which are enabled for that profile. The Query Form is something different. It allows you to specify any of the search parameters enabled for that profile as well, but it allows you much more control over how the actual database query looks.

==Query Builder interface gives the Highest Level of Control==
If you select Query Builder you will see the middle part of the search form with the header labeled 'Metadata Search' will be replaced by a Query Builder area.

[[Image:Querybuilder.png|thumb|center|650px]]

The example above has been partially completed to illustrate the features of the Query Builder. You will start with one uncompleted row containing only a drop down list of metadata field names. As you select a field name a couple more fields are displayed. These are:
* a comparison operator giving you options like Matches, Substring, begins with and ends with.
* a value field where you can key in the value you want to compare to. Alternately, you might have blank value field followed by a drop down list of values. For that case you can either specify a value from the dropdown list (which automatically populates the blank text box for value, or you can key in your own value in the text box.
* a red 'X' and green '+' at the end of the row. Selecting the red 'X' deletes this row, and the green '+' adds another row.

For all rows after the first one there is an additional field at the beginning of the row. It is a dropdown value giving you the option of 'AND'/'OR'. This allows you to apply conditional logic in the query you are building. Used in this manner it only allows you to apply these kinds of rules on the rows as you see them. For example your SQL will end up looking like WHERE (A=B OR C=D AND E=F). You need to use the advanced query builder to express more complex, nested conditions like WHERE ((A=B AND C=D) OR (E=F AND (G=H OR J=K)))

==Advanced Options for Query Builder gives you full control over the Query Builder==
For those comfortable with SQL there is one more level of control possible using the Query Builder interface. If you select the 'show advanced options' link at the right of the Query Builder section and then check the 'Modify Query Text' box, you will be editing the exact query that runs against the Oracle database.

[[Image:Querybuilder_advanced_options.png|frame|center]]

On this page as on the 'List Targeted Quick Searches page', note that the Query as specified in the text area has field names like dDocName and xProject. This is one of the few places in the interface where the actual names of the fields are they exist in the database are specified. If you wish to determine what database-field-name that 'Comments/Keywords' maps to for example, this is a good place to do that by specifying 'Comments/Keywords' in the dropdown in Query Builder mode, then switching over to the Advanced Options mode and noting the changes in the generated SQL. It should be clear that this is a screen that is intended for expert users. If this screen is giving you problems please contact the ICMS management team and we will do our best to help (and improve this documentation).

=Full-text Search=
A Full-text Search means a search that is based on the contents of the file that was checked in. The other type of search is a metadata search a search based on the fields specified on the check in form as the document was added to the system. These two types of search are not mutually exclusive it may help to know that they are different and work differently with the system.

As documents are checked in they are processed into a web-viewable version (a PDF). At the same time the system extracts all the text from the document and adds it to an index - which is a cross reference between words and phrases and the documents where they are found. This index is done without respect to case, so a fulltext search for Yttrium would yield the same results as a fulltext search for yTTrIuM, or any other combination of upper and lower case. Spaces may or not matter depending on the circumstances, but dashes, underscores and other characters do matter, so be heedful as you assemble your criteria.

There are several ways of performing a Full-text search:
# From any of the Metadata Search Profiles, specify text in the box near the top of the page labeled Full-Text Search. This can be done in either the Query Builder or the standard 'Expanded Form' page format.
# Do a Quick Search, selecting a Quick Search Type of FullText, or any custom type you might have made yourself which includes a Full-Text search.

=Managing Search Results=
After you have specified your search criteria and performed a search, you will see a Search Results screen with the first page of documents which match your criteria. From this point you have the ability to view these items, change the way the items are listed (by setting your Search Results View) or further narrow your search without needing to specify your search criteria all over again.

==Changing Search Results Views to display additional metadata==
On the Search Results page, there is a dropdown menu on the silver header near the top of the page. It offers you the option of displaying the results in any Search Results View which is provided with the system, or which you have developed yourself.

[[Image:Save_change_view.png|thumb|center|650px]]

The three views provided are the Classic, thumbnail and headline views. Selecting 'Customize' will direct you to a page where you can build and name a view using any of the fields available.

==Customizing Search Results Views==
In the Change View dropdown on Search Results View is the Customize option. If you select that option, you will be directed to the main screen for Customized Search Results Views.
[[Image:Customize_view_main.png|thumb|center|650px]]

On this page you see the three main default views for the system: Classic, Thumbnail and Headline. Selecting the green '+' next to any of those brings you to a screen where you can build and name your own view. In the example below I select the + next to the Classic View.

[[Image:Customize_view_create_classic.png|thumb|center|650px]]

From this screen I can select the fields of importance to me. When I finish I save it with a new name. That name will now appear as a subcategory of Custom Views on the Change View dropdown from the Search Results page. The ID and Label fields should be a unique name so that it is not confused with the default Custom View.

==Saving Searches with My Saved Queries==
Saving searches is performed from the Search Results page.
[[Image:Search_post_dropdown.png|thumb|center|650px]]

Selecting Save Search from this dropdown will bring up a dialog box which prompts you for a Title. After saving the search with a name, it will appear in your list at My Content Server -> My Saved Queries.

If you wish to edit this query in the future, go to My Content Server -> My Saved Queries and select Edit Saved Queries

==Using Search Within==
From the Query Actions dropdown on the Search Results page, there is an option named Search Within. Selecting this will bring up the Search Within page:
[[Image:Search_within.png|thumb|center|650px]]
This preserves the parameters of the search as it was specified but allows you to further refine the search using Full Text Search, an Expanded Search Form or the Query Builder interface as you wish. The Search Forms dropdown is used to specify either the Expanded Form or the Query Builder form.

The Search Within will perform your new search, and the Save button will allow you to save the search.

==Setting up a default search on your home page via My Profile==

If you select the My Profile link at the top of any page you will be directed to your Profile Page.

On this page select the square button at the bottom of the page labeled 'Portal Design for <your username>'

On the Portal Design page you will see a list of your saved queries with a button above them labeled 'Edit Saved Queries'. Press this button.

You will now be on the page listing all of your Saved Queries. Each one will have its own row, and there will be an icon in the rightmost column under the heading of Actions. If you click on this icon it will give you a dropdown list of options. One of these options is 'Set As Default'. This is the manner by which you can create a default query. After selecting one as a default, verify that the 'Show Default Query' box is checked, then press the Update button at the bottom of the page. The results of your custom query will now show at the bottom of your Home Page in ICMS.

==Getting Your Search Results into a Spreadsheet==
If you have a need to get your search results into a Microsoft Excel spreadsheet, you currently have two options.

*On the search results page, use your mouse to highlight all the rows you are interested in. Copy these rows to your clipboard. You can use Edit-Copy through your web browsers menu, or Control-C, Apple/Command-C if you use a PC/Linux or Mac respectively. Then open up Excel and paste the contents of the clipboard into your document, either using Edit-Paste on the menu for Excel, or by using Control-V, Apple/Command-V if you are using a PC/Linux or Mac respectively. After you have completed these steps you will need to clean up the spreadsheet, as some things you probably didn't want will get pasted into your document as well.
*If your result set is too large to clean up or you have other reasons for not wanting to use the cut-and-paste method, contact the ICMS administration staff and they will prepare a document for you based on your search.

=Library Folders=
The top level navigation for ICMS includes a menu item labeled Browse Content. There are two menu options under Browse Content, the one of interest here is Library Folders

[[Image:Browse_content_dropdown.png|frame|center]]

You can think of Library Folders as saved searches which are available to everyone in ICMS. They have one more important feature -Library Folders can hold content items as well as other Library Folders. This allows ICMS users and administrators one method for organizing their data hierarchically without much concern for the way the metadata on each content item looks. As long as they can craft a query which would gather all the items they can assemble them into a set of Library Folders.

At the top level, the library folders for ICMS are displayed as a list on a single page.

[[Image:Library_folders.png|frame|center]]

As the user selects a folder, then a child of that folder, etc. she will eventually get to a point where the folder contains only documents. At this point it will look like a Search Result page, except that the description above the silver header bar for the page will indicate that these documents are grouped in a Library Folder.

[[Image:One_library_folder.png|frame|center]]

File:Quick Search 12c.png

2021-04-16T02:11:55Z

Trajput:

Security

2021-04-16T02:08:28Z

Trajput: /* Specifying Security For a Document */

=Overview=
Security on the ICMS is accomplished by a combination of two fields which are carried in the information for a document, your Accounts and your Security Groups.

When you add a document you are given two ways to limit access to it. There is a required field - Security Group - and an optional field labeled Secure To. The security on the document is the intersection of the two settings. That is, imagine that Security Group specifies one group of people and Secure To specifies another. If you specify both on a document then only those people who are in both the Security Group and Secure To you specified will be able to access the document.

=Security Group=
Security Group is required for all documents. We have made our best effort at giving the security groups meaningful names - knowing acronyms like APS, ANL, DOE and CNM should be all that is required of system users. You will only see values in the Secure To and Security Group dropdowns which you have access to.

==List of Security Groups==
The following Security Groups are relevant to nearly all ICMS users:

#World - This security group is for all content intended for viewing outside of Argonne. This group is intended for Internet content. World will be used only by users contributing content that is published to the Internet.
#ANL - This security group is for content intended for anyone who has access to the Argonne network, including Argonne employees. This group will be used for Argonne Intranet content. ICMS Guest Users (including Argonne employees) will be able to view documents in this group. Documents previously in the Public group will be migrated to the ANL group.
#APSCNM – This security group will be used for both documents and drawings to be shared with both APS and CNM. This will be the target group for all Models and Drawings checked in from Intralink; links to these drawings will require the user to sign into ICMS in order to view them. Argonne Guests will not have access to this security group.
#APS - This security group will continue to be used for all content that is intended to be viewed solely by APS personnel.

Most documents contributed by APS staff use the APS group.

A number of other Security Groups exist, but are designed to be used by smaller subsets of ICMS users.

Here is the list of Security Groups as it appears on the content check in form:
[[Image:Security_group_dropdown.png|thumb|center|650px]]
''Note: The list of Security Groups you have access to may not include all the items specified in this screen shot.''

=Secure To=
The 'Secure To' dropdown list specifies the Account you have specified for this document. This allows you a way to specify who can read a document as well as which groups of users can edit it.

Accounts that you have access to are specified near the top of your 'My Profile' screen.

[[Image:user_profile_accounts.png|thumb|center|650px]]

==Secure To Is Hierarchical==
There is some nuance involved with the Secure To field due to its hierarchical properties. For example, if you set a document to:

APSShare/ALD

this means any APS person can read the document, but only people with Read Write access to APSShare/ALD can edit it. This behavior is why all APS people are granted read access to APSShare by default.

Same goes for PublicShare/*, but documents secured to those accounts are also readable/editable by CNM people.

=Specifying Security For a Document=
When specifying access to a document you are adding or modifying it is your task to balance the conflicting goals. On the one hand you will wish to limit access to only those people which need to see or change this document - there is clearly a lot of intellectual property, administrative and other documents which should not be exposed to the population at large. On the other hand this is a centralized repository of documents for all users and staff of the APS and as such it's important for users to be able to find documents which relate to them. We ask you to exercise your best judgement, if you have any questions feel free to open up a help desk ticket or email us at icms_mgrs@aps.anl.gov.

==Securing Documents to Be Viewable by APS Users Only==
If you have a document that has been migrated from the Public security group to the ANL security group and do not want it viewable outside of APS, you will need to open the Content Information page for the document, select the Update option in the Actions box, change the security group to either APSCNM or APS, and submit the update.

==Guest Users and What They are Permitted to See in ICMS==
Most documents contributed to ICMS use the APS security group. In order to access these documents, a user must have an ICMS User ID and Password. However, from the ICMS Log In page a Guest User can search ICMS without logging in; this is a Guest—or non-authenticated—User.

Guest Users are permitted to view any document in the Public and World security groups. If you want to contribute a document that can be viewed by anyone in the Argonne Network, you should choose the Public security group.

=Examples=
==Viewable by APS Users Only==
Group=APS, Account=APSShare (or APSShare/*anything*)
==Group=Public,Account=APSShare/IT==
*No ICMS Login required to see
*Everyone can read
*IT users can modify
==Group=APS,Account=APSShare/Controls==
*Only APS staff who can log in can see
*Only Controls can modify
==Group=APS,Account=PowerSystems==
*Only Power Systems staff can see
*Only Power Systems staff can modify

Quick Start Guide

2021-04-16T02:03:00Z

Trajput: /* APS-U Documents */

=Introduction=
The ICMS helps to centralize and simplify document management, as it supports the diverse set of document types used in the operation of the APS facility. This includes routine office files, CAD models and drawings, and web content. You can access the ICMS at [https://icmsdocs.aps.anl.gov/docs https://icmsdocs.aps.anl.gov/docs] from any computer on the Argonne domain. VPN is required for off-site access.

This guide describes the most common tasks and provides tips to reduce repetitive work.

=Checking In (Uploading) New Documents=
Check In is the process of submitting a document to ICMS. During the check in process, you will assign metadata, which is the labeling, cataloging and descriptive information that helps you and others locate the item in the future. Metadata defines what the content is, who can access it, and how it will be used.

[[Image:Newcheckin.jpg|frame|none]]

To perform a check in, Select ''New Check In'' and choose a check in form: '''Simple''', '''Advanced''', or '''APS Upgrade'''. Most fields are optional — only a few are required. Some commonly used fields:

#'''Type''': select the closest match for your document.
#'''Title''' (the name of your document): be as descriptive as possible!
#'''Security Group''': Use ANL, APS or CNM if you have no specific security requirements. Otherwise select a relevant specialized group, such as CDR or UpgradeTeam.
#'''Primary File''': upload your file (Word .doc, PDF, etc.) here.
#'''Alternate File''': if you have a secondary rendition of your document (such as a PDF), you can upload it here.
#'''Comments/Keywords''': optionally enter comments or other freeform text.
#'''Document Date''': optionally indicate the date the document was created.
#'''Authors''': optionally select the person(s) responsible for the document’s creation. You may search for APS people using the Find button.

===Simple Check In===
Simple Check In provides the most frequently used metadata fields. Use this option for general purpose check-in.

[[Image:Simple_Checkin_V2.png|frame|none]]

===Advanced Check In===

If you need to use workflow or have very specific metadata needs related to drawings, etc, you must use Advanced Check In. Advanced Check In provides numerous additional fields to support specialized documents. For more information about how to use workflow, see the [[Workflow]] guide.

[[Image:Advanced_checkin.png|frame|none]]

===APS-U Documents===

The APS Upgrade Project uses a custom check in form that provides some specific metadata options for the project:

#'''Folder''': select a subfolder of the APS Upgrade folder.
#'''Category''': optionally select an applicable Category to complement the document type.

[[Image:APSU_Checkin.png|frame|none]]

====Check In an APS-U document within a Contribution Folder====
If you are already browsing a Contribution Folder and would like to add a new document, select '''Actions''' > '''New Content'''. You will be presented with the APS-U Check In Form, but some fields are pre-set. You may adjust any fields as necessary.
[[Image:apsu-contrib-checkin.png|left|500px|thumb]]

 

===Check In a Similar Document===

[[Image:checkin-similar-query.png|left|frame]]

If you have several documents that are mostly identical, using the Check In Similar feature is a good time saver. Within any search results or Content Information page, click the '''Actions''' or '''Content Actions''' menu and select '''Check In Similar'''. You will be presented with a Check In Form that is pre-set with metadata values from the original document. Adjust the values as necessary and select Check In.

 

=Searching for Documents=

The ICMS provides several search methods. These include:

* Quick Search (basic keyword searching)
* Complete Metadata Search (searching by metadata criteria)
* Full Text Search (search the actual content of documents)

Complete instructions for search are available in [[Searching For Documents]]. The most common type of search is a Quick Search.

==Using Quick Search==
[[Image:quick-search.png|frame|right]]

Quick Search provides a simple way to find information based on common metadata criteria, such as Content ID, Title, and Contributor. The Quick Search box is always available in the upper-right corner of the ICMS interface. To use Quick Search, enter one or more words in the box and select the '''Quick Search''' button.

By default, Quick Search will look for documents only (not CAD Models or Drawings). You can refine the Quick Search criteria by selecting the target icon to the left of the Search box. Then pick a criteria.

[[Image:quick-search-targets.png|thumb|center|300px]]

=Revising (Checking Out) Existing Documents=

One of the key features for document management is revision control. We recommend that you check in your original source document(s) and use revision control to track changes thereafter. Check Out is the way to start the revision process, and prevent others from revising a document while you are working on it.

==Example==
You are responsible for maintaining the APS Cyber Security Procedure. This document must be reviewed yearly. First, check in the original version of the procedure. When the procedure review is scheduled, you would search for the document in ICMS, check it out, revise it, and then check in the new revision.

When someone searches for the APS Cyber Security Procedure, the most current version is listed in the Search Results. Older revisions of the document are listed on the Content Information page.

==How to Check Out a Document==
# [[Searching For Documents|Search for]] and locate the document that you want to revise.
# In the search results, click the actions icon and select the “Check Out” action. You may also do this from the Content Information screen. [[Image:Checkout.jpg|none|none]]
# The Check Out Confirmation page is displayed. It is strongly recommended that you save the file on your PC before editing it. ICMS does not automatically download the file. [[Image:Checkout_confirm.png|frame|none]]
# Edit the file.
# Check in the file as a new revision. You can do this two ways:
#* If you make all the changes to the file while the Check Out Confirmation page is still displayed, you can check the file in by clicking on the Check In button.
#* If you no longer have the Check Out Confirmation page available, click My Content Server and choose My Checked-Out Content. [[Image:Mycheckedout.png|none|none]] Click the Action icon for the appropriate content item to display a contextual menu and select Check In. [[Image:Checkin_checkedout.png|frame|none]] You can now check in the revised file using the standard procedure to check in a file.

Quick Start Guide

2021-04-16T01:41:36Z

Trajput: /* Simple Check In */

=Introduction=
The ICMS helps to centralize and simplify document management, as it supports the diverse set of document types used in the operation of the APS facility. This includes routine office files, CAD models and drawings, and web content. You can access the ICMS at [https://icmsdocs.aps.anl.gov/docs https://icmsdocs.aps.anl.gov/docs] from any computer on the Argonne domain. VPN is required for off-site access.

This guide describes the most common tasks and provides tips to reduce repetitive work.

=Checking In (Uploading) New Documents=
Check In is the process of submitting a document to ICMS. During the check in process, you will assign metadata, which is the labeling, cataloging and descriptive information that helps you and others locate the item in the future. Metadata defines what the content is, who can access it, and how it will be used.

[[Image:Newcheckin.jpg|frame|none]]

To perform a check in, Select ''New Check In'' and choose a check in form: '''Simple''', '''Advanced''', or '''APS Upgrade'''. Most fields are optional — only a few are required. Some commonly used fields:

#'''Type''': select the closest match for your document.
#'''Title''' (the name of your document): be as descriptive as possible!
#'''Security Group''': Use ANL, APS or CNM if you have no specific security requirements. Otherwise select a relevant specialized group, such as CDR or UpgradeTeam.
#'''Primary File''': upload your file (Word .doc, PDF, etc.) here.
#'''Alternate File''': if you have a secondary rendition of your document (such as a PDF), you can upload it here.
#'''Comments/Keywords''': optionally enter comments or other freeform text.
#'''Document Date''': optionally indicate the date the document was created.
#'''Authors''': optionally select the person(s) responsible for the document’s creation. You may search for APS people using the Find button.

===Simple Check In===
Simple Check In provides the most frequently used metadata fields. Use this option for general purpose check-in.

[[Image:Simple_Checkin_V2.png|frame|none]]

===Advanced Check In===

If you need to use workflow or have very specific metadata needs related to drawings, etc, you must use Advanced Check In. Advanced Check In provides numerous additional fields to support specialized documents. For more information about how to use workflow, see the [[Workflow]] guide.

[[Image:Advanced_checkin.png|frame|none]]

===APS-U Documents===

The APS Upgrade Project uses a custom check in form that provides some specific metadata options for the project:

#'''Contribution Folder''': select a subfolder of the APS Upgrade folder.
#'''Category''': optionally select an applicable Category to complement the document type.

[[Image:APSU_Checkin.png|frame|none]]

====Check In an APS-U document within a Contribution Folder====
If you are already browsing a Contribution Folder and would like to add a new document, select '''Actions''' > '''New Content'''. You will be presented with the APS-U Check In Form, but some fields are pre-set. You may adjust any fields as necessary.
[[Image:apsu-contrib-checkin.png|left|500px|thumb]]

 

===Check In a Similar Document===

[[Image:checkin-similar-query.png|left|frame]]

If you have several documents that are mostly identical, using the Check In Similar feature is a good time saver. Within any search results or Content Information page, click the '''Actions''' or '''Content Actions''' menu and select '''Check In Similar'''. You will be presented with a Check In Form that is pre-set with metadata values from the original document. Adjust the values as necessary and select Check In.

 

=Searching for Documents=

The ICMS provides several search methods. These include:

* Quick Search (basic keyword searching)
* Complete Metadata Search (searching by metadata criteria)
* Full Text Search (search the actual content of documents)

Complete instructions for search are available in [[Searching For Documents]]. The most common type of search is a Quick Search.

==Using Quick Search==
[[Image:quick-search.png|frame|right]]

Quick Search provides a simple way to find information based on common metadata criteria, such as Content ID, Title, and Contributor. The Quick Search box is always available in the upper-right corner of the ICMS interface. To use Quick Search, enter one or more words in the box and select the '''Quick Search''' button.

By default, Quick Search will look for documents only (not CAD Models or Drawings). You can refine the Quick Search criteria by selecting the target icon to the left of the Search box. Then pick a criteria.

[[Image:quick-search-targets.png|thumb|center|300px]]

=Revising (Checking Out) Existing Documents=

One of the key features for document management is revision control. We recommend that you check in your original source document(s) and use revision control to track changes thereafter. Check Out is the way to start the revision process, and prevent others from revising a document while you are working on it.

==Example==
You are responsible for maintaining the APS Cyber Security Procedure. This document must be reviewed yearly. First, check in the original version of the procedure. When the procedure review is scheduled, you would search for the document in ICMS, check it out, revise it, and then check in the new revision.

When someone searches for the APS Cyber Security Procedure, the most current version is listed in the Search Results. Older revisions of the document are listed on the Content Information page.

==How to Check Out a Document==
# [[Searching For Documents|Search for]] and locate the document that you want to revise.
# In the search results, click the actions icon and select the “Check Out” action. You may also do this from the Content Information screen. [[Image:Checkout.jpg|none|none]]
# The Check Out Confirmation page is displayed. It is strongly recommended that you save the file on your PC before editing it. ICMS does not automatically download the file. [[Image:Checkout_confirm.png|frame|none]]
# Edit the file.
# Check in the file as a new revision. You can do this two ways:
#* If you make all the changes to the file while the Check Out Confirmation page is still displayed, you can check the file in by clicking on the Check In button.
#* If you no longer have the Check Out Confirmation page available, click My Content Server and choose My Checked-Out Content. [[Image:Mycheckedout.png|none|none]] Click the Action icon for the appropriate content item to display a contextual menu and select Check In. [[Image:Checkin_checkedout.png|frame|none]] You can now check in the revised file using the standard procedure to check in a file.

File:Simple Checkin V2.png

2021-04-16T01:40:05Z

Trajput:

Quick Start Guide

2021-04-16T01:25:57Z

Trajput: /* Simple Check In */

=Introduction=
The ICMS helps to centralize and simplify document management, as it supports the diverse set of document types used in the operation of the APS facility. This includes routine office files, CAD models and drawings, and web content. You can access the ICMS at [https://icmsdocs.aps.anl.gov/docs https://icmsdocs.aps.anl.gov/docs] from any computer on the Argonne domain. VPN is required for off-site access.

This guide describes the most common tasks and provides tips to reduce repetitive work.

=Checking In (Uploading) New Documents=
Check In is the process of submitting a document to ICMS. During the check in process, you will assign metadata, which is the labeling, cataloging and descriptive information that helps you and others locate the item in the future. Metadata defines what the content is, who can access it, and how it will be used.

[[Image:Newcheckin.jpg|frame|none]]

To perform a check in, Select ''New Check In'' and choose a check in form: '''Simple''', '''Advanced''', or '''APS Upgrade'''. Most fields are optional — only a few are required. Some commonly used fields:

#'''Type''': select the closest match for your document.
#'''Title''' (the name of your document): be as descriptive as possible!
#'''Security Group''': Use ANL, APS or CNM if you have no specific security requirements. Otherwise select a relevant specialized group, such as CDR or UpgradeTeam.
#'''Primary File''': upload your file (Word .doc, PDF, etc.) here.
#'''Alternate File''': if you have a secondary rendition of your document (such as a PDF), you can upload it here.
#'''Comments/Keywords''': optionally enter comments or other freeform text.
#'''Document Date''': optionally indicate the date the document was created.
#'''Authors''': optionally select the person(s) responsible for the document’s creation. You may search for APS people using the Find button.

===Simple Check In===
Simple Check In provides the most frequently used metadata fields. Use this option for general purpose check-in.

[[Image:Simple_checkin.png|frame|none]]

===Advanced Check In===

If you need to use workflow or have very specific metadata needs related to drawings, etc, you must use Advanced Check In. Advanced Check In provides numerous additional fields to support specialized documents. For more information about how to use workflow, see the [[Workflow]] guide.

[[Image:Advanced_checkin.png|frame|none]]

===APS-U Documents===

The APS Upgrade Project uses a custom check in form that provides some specific metadata options for the project:

#'''Contribution Folder''': select a subfolder of the APS Upgrade folder.
#'''Category''': optionally select an applicable Category to complement the document type.

[[Image:APSU_Checkin.png|frame|none]]

====Check In an APS-U document within a Contribution Folder====
If you are already browsing a Contribution Folder and would like to add a new document, select '''Actions''' > '''New Content'''. You will be presented with the APS-U Check In Form, but some fields are pre-set. You may adjust any fields as necessary.
[[Image:apsu-contrib-checkin.png|left|500px|thumb]]

 

===Check In a Similar Document===

[[Image:checkin-similar-query.png|left|frame]]

If you have several documents that are mostly identical, using the Check In Similar feature is a good time saver. Within any search results or Content Information page, click the '''Actions''' or '''Content Actions''' menu and select '''Check In Similar'''. You will be presented with a Check In Form that is pre-set with metadata values from the original document. Adjust the values as necessary and select Check In.

 

=Searching for Documents=

The ICMS provides several search methods. These include:

* Quick Search (basic keyword searching)
* Complete Metadata Search (searching by metadata criteria)
* Full Text Search (search the actual content of documents)

Complete instructions for search are available in [[Searching For Documents]]. The most common type of search is a Quick Search.

==Using Quick Search==
[[Image:quick-search.png|frame|right]]

Quick Search provides a simple way to find information based on common metadata criteria, such as Content ID, Title, and Contributor. The Quick Search box is always available in the upper-right corner of the ICMS interface. To use Quick Search, enter one or more words in the box and select the '''Quick Search''' button.

By default, Quick Search will look for documents only (not CAD Models or Drawings). You can refine the Quick Search criteria by selecting the target icon to the left of the Search box. Then pick a criteria.

[[Image:quick-search-targets.png|thumb|center|300px]]

=Revising (Checking Out) Existing Documents=

One of the key features for document management is revision control. We recommend that you check in your original source document(s) and use revision control to track changes thereafter. Check Out is the way to start the revision process, and prevent others from revising a document while you are working on it.

==Example==
You are responsible for maintaining the APS Cyber Security Procedure. This document must be reviewed yearly. First, check in the original version of the procedure. When the procedure review is scheduled, you would search for the document in ICMS, check it out, revise it, and then check in the new revision.

When someone searches for the APS Cyber Security Procedure, the most current version is listed in the Search Results. Older revisions of the document are listed on the Content Information page.

==How to Check Out a Document==
# [[Searching For Documents|Search for]] and locate the document that you want to revise.
# In the search results, click the actions icon and select the “Check Out” action. You may also do this from the Content Information screen. [[Image:Checkout.jpg|none|none]]
# The Check Out Confirmation page is displayed. It is strongly recommended that you save the file on your PC before editing it. ICMS does not automatically download the file. [[Image:Checkout_confirm.png|frame|none]]
# Edit the file.
# Check in the file as a new revision. You can do this two ways:
#* If you make all the changes to the file while the Check Out Confirmation page is still displayed, you can check the file in by clicking on the Check In button.
#* If you no longer have the Check Out Confirmation page available, click My Content Server and choose My Checked-Out Content. [[Image:Mycheckedout.png|none|none]] Click the Action icon for the appropriate content item to display a contextual menu and select Check In. [[Image:Checkin_checkedout.png|frame|none]] You can now check in the revised file using the standard procedure to check in a file.

File:Simple checkin.png

2021-04-16T01:23:53Z

Trajput: Trajput uploaded a new version of File:Simple checkin.png

Quick Start Guide

2021-04-16T00:57:35Z

Trajput: /* Introduction */

=Introduction=
The ICMS helps to centralize and simplify document management, as it supports the diverse set of document types used in the operation of the APS facility. This includes routine office files, CAD models and drawings, and web content. You can access the ICMS at [https://icmsdocs.aps.anl.gov/docs https://icmsdocs.aps.anl.gov/docs] from any computer on the Argonne domain. VPN is required for off-site access.

This guide describes the most common tasks and provides tips to reduce repetitive work.

=Checking In (Uploading) New Documents=
Check In is the process of submitting a document to ICMS. During the check in process, you will assign metadata, which is the labeling, cataloging and descriptive information that helps you and others locate the item in the future. Metadata defines what the content is, who can access it, and how it will be used.

[[Image:Newcheckin.jpg|frame|none]]

To perform a check in, Select ''New Check In'' and choose a check in form: '''Simple''', '''Advanced''', or '''APS Upgrade'''. Most fields are optional — only a few are required. Some commonly used fields:

#'''Type''': select the closest match for your document.
#'''Title''' (the name of your document): be as descriptive as possible!
#'''Security Group''': Use ANL, APS or CNM if you have no specific security requirements. Otherwise select a relevant specialized group, such as CDR or UpgradeTeam.
#'''Primary File''': upload your file (Word .doc, PDF, etc.) here.
#'''Alternate File''': if you have a secondary rendition of your document (such as a PDF), you can upload it here.
#'''Comments/Keywords''': optionally enter comments or other freeform text.
#'''Document Date''': optionally indicate the date the document was created.
#'''Authors''': optionally select the person(s) responsible for the document’s creation. You may search for APS people using the Find button.

===Simple Check In===
Simple Check In provides the most frequently used metadata fields. Use this option for general purpose check in.

[[Image:Simple_checkin.png|frame|none]]

===Advanced Check In===

If you need to use workflow or have very specific metadata needs related to drawings, etc, you must use Advanced Check In. Advanced Check In provides numerous additional fields to support specialized documents. For more information about how to use workflow, see the [[Workflow]] guide.

[[Image:Advanced_checkin.png|frame|none]]

===APS-U Documents===

The APS Upgrade Project uses a custom check in form that provides some specific metadata options for the project:

#'''Contribution Folder''': select a subfolder of the APS Upgrade folder.
#'''Category''': optionally select an applicable Category to complement the document type.

[[Image:APSU_Checkin.png|frame|none]]

====Check In an APS-U document within a Contribution Folder====
If you are already browsing a Contribution Folder and would like to add a new document, select '''Actions''' > '''New Content'''. You will be presented with the APS-U Check In Form, but some fields are pre-set. You may adjust any fields as necessary.
[[Image:apsu-contrib-checkin.png|left|500px|thumb]]

 

===Check In a Similar Document===

[[Image:checkin-similar-query.png|left|frame]]

If you have several documents that are mostly identical, using the Check In Similar feature is a good time saver. Within any search results or Content Information page, click the '''Actions''' or '''Content Actions''' menu and select '''Check In Similar'''. You will be presented with a Check In Form that is pre-set with metadata values from the original document. Adjust the values as necessary and select Check In.

 

=Searching for Documents=

The ICMS provides several search methods. These include:

* Quick Search (basic keyword searching)
* Complete Metadata Search (searching by metadata criteria)
* Full Text Search (search the actual content of documents)

Complete instructions for search are available in [[Searching For Documents]]. The most common type of search is a Quick Search.

==Using Quick Search==
[[Image:quick-search.png|frame|right]]

Quick Search provides a simple way to find information based on common metadata criteria, such as Content ID, Title, and Contributor. The Quick Search box is always available in the upper-right corner of the ICMS interface. To use Quick Search, enter one or more words in the box and select the '''Quick Search''' button.

By default, Quick Search will look for documents only (not CAD Models or Drawings). You can refine the Quick Search criteria by selecting the target icon to the left of the Search box. Then pick a criteria.

[[Image:quick-search-targets.png|thumb|center|300px]]

=Revising (Checking Out) Existing Documents=

One of the key features for document management is revision control. We recommend that you check in your original source document(s) and use revision control to track changes thereafter. Check Out is the way to start the revision process, and prevent others from revising a document while you are working on it.

==Example==
You are responsible for maintaining the APS Cyber Security Procedure. This document must be reviewed yearly. First, check in the original version of the procedure. When the procedure review is scheduled, you would search for the document in ICMS, check it out, revise it, and then check in the new revision.

When someone searches for the APS Cyber Security Procedure, the most current version is listed in the Search Results. Older revisions of the document are listed on the Content Information page.

==How to Check Out a Document==
# [[Searching For Documents|Search for]] and locate the document that you want to revise.
# In the search results, click the actions icon and select the “Check Out” action. You may also do this from the Content Information screen. [[Image:Checkout.jpg|none|none]]
# The Check Out Confirmation page is displayed. It is strongly recommended that you save the file on your PC before editing it. ICMS does not automatically download the file. [[Image:Checkout_confirm.png|frame|none]]
# Edit the file.
# Check in the file as a new revision. You can do this two ways:
#* If you make all the changes to the file while the Check Out Confirmation page is still displayed, you can check the file in by clicking on the Check In button.
#* If you no longer have the Check Out Confirmation page available, click My Content Server and choose My Checked-Out Content. [[Image:Mycheckedout.png|none|none]] Click the Action icon for the appropriate content item to display a contextual menu and select Check In. [[Image:Checkin_checkedout.png|frame|none]] You can now check in the revised file using the standard procedure to check in a file.

Integrated Content Management System (ICMS)

2021-04-16T00:19:11Z

Trajput:

==User Guide==
# [[Quick Start Guide]]
# [[Security]]
# [[Searching For Documents]]
# [[Workflow]]
# [[Contribution Guidelines]]
# [[Document Automation]]
# [[Folios]]
# [[Tips and Tricks]]
# [[Known Issues]]

File:Simple checkin.png

2021-04-02T19:26:15Z

Trajput: Trajput uploaded a new version of File:Simple checkin.png

Integrated Content Management System (ICMS)

2021-04-02T19:15:09Z

Trajput:

==News & Notes==
* [[ICMS Change Log]]

==User Guide==
# [[Quick Start Guide]]
# [[Security]]
# [[Searching For Documents]]
# [[Workflow]]
# [[Contribution Guidelines]]
# [[Document Automation]]
# [[Folios]]
# [[Tips and Tricks]]
# [[Known Issues]]