Stanley Consultants Enterprise Content Management-ECM · 2015-11-16 · Enterprise Content...

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Stanley Consultants November 16, 2015 Stanley Consultants Enterprise Content Management-ECM ProjectWise Web Server Installation and User Guide

Transcript of Stanley Consultants Enterprise Content Management-ECM · 2015-11-16 · Enterprise Content...

Page 1: Stanley Consultants Enterprise Content Management-ECM · 2015-11-16 · Enterprise Content Management-ECM ProjectWise Web Server Installation and User Guide . Stanley Consultants

Stanley Consultants November 16, 2015

Stanley Consultants Enterprise Content Management-ECM ProjectWise Web Server Installation and User Guide

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Table of Contents

1.1 Introduction ...................................................................................... 2

1.2 Internet Explorer Settings ................................................................ 2

1.3 Accessing the Web Site and Logging into ProjectWise ................ 3

2.1 The ProjectWise Interface ................................................................ 4

3.1 Working with ProjectWise ................................................................ 6

3.2 Creating your Working Directory .................................................... 6

3.3 Creating a Shortcut to a Project or Folder in ProjectWise Web Parts .......................................................................................................... 7

3.4 One Click Document Viewing .......................................................... 7

3.5 Document Commands ..................................................................... 8

Adding or Accessing a Document in ProjectWise ........................................... 8

Downloading a Document from PROJECTWISE to your File System ............ 9

Other Available Document Commands ............................................................ 9

3.6 Folder Commands ......................................................................... 10

3.7 View ................................................................................................. 11

3.8 Document Pane - Full Screen Viewing ......................................... 11

3.9 Tools ................................................................................................ 11

3.10 Help ................................................................................................. 11

4.1 Logging out of ProjectWise ........................................................... 12

5.1 Troubleshooting Access to ProjectWise Web Server .................. 12

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1.1 Introduction

Stanley Consultants has chosen ProjectWise as its document management and collaboration tool. By utilizing ProjectWise it allows for a more secure method of managing and sharing information to project team members, both internal and external to SCI. Stanley Consultants has chosen to use ProjectWise Web Server to access the documents from outside of SCI’s internal network environment because there is no additional software that has to be installed with the exception of a transfer utility “PW WebFileTransfer.cab from Bentley Systems which allows for the transfer of data between you and ProjectWise. Access to ProjectWise Web Server requires Microsoft Internet Explorer 8, 9,10, or 11 32-bit only. This document is designed to show the basics of using ProjectWise based on best practices designed by Information Services and the ProjectWise Team.

1.2 Internet Explorer Settings

Before accessing ProjectWise for the 1st time you will need to add Stanley Consultants ProjectWise to the Trusted Sites and add stanleygroup.com to your Internet Compatibility View Settings in your Internet Explorer. To do add Stanley Consultants ProjectWise to the Trusted Sites, open your Internet Browser; select Tools from the drop down menu, Internet Options. NOTE: This section may be managed by your System Administrator, if this is the case you will need to contact your System Administrator for help on this.

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Select the Security tab, Trusted Sites, Select Sites. Type in https://projectwise.stanleygroup.com and select Add.

To add stanleygroup.com to your Internet Explorer Compatibility View Settings

Open Internet Explorer. Select the Tools pull down menu select Compatibility View Settings.

Enter stanleygroup.com and select add.

1.3 Accessing the Web Site and Logging into ProjectWise

In your Explorer address window type in https://projectwise.stanleygroup.com/ (or select this link) and wait for the home page to load and open.

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Under Location: select the down arrow and select DataSource-1. Enter your user name and password provided to you by the ProjectWise team. User Name: (not case sensitive) Password : (case sensitive) Select login Tip: You can select the enter key on your keyboard also.

Note: The 1st time you login you may be prompted to install “PWFileTransferEN.CAB” FROM BENTLEY SYSTEMS, INC. You may also be asked to install some ACTIVE_X files. You will need to temporarily turn off the POPUP BLOCKER in your browser. Coordinate with the IT department or the person who manages the computers for your firm. Make sure to turn your popup blocker back on.

2.1 The ProjectWise Interface

ProjectWise is made up of folders and subfolders that contain documents very similar to the Windows Explorer Interface.

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Once you are logged into ProjectWise select the “+” next to Documents. Select the “+” next to the Business Unit supplied to you by the SCI ProjectWise Team. At this point you will only be able to see and access the project you are assigned to. To drill down to the document location select the “+” next to the folder. This will display any subfolders or documents under that folder. The folder structure is created by the SCI Project Team Leader for your project and should communicate with you the location to the documents. Your window may look different than below but will be very similar depending on the information you will need to have access to. On the left hand side is the Folder Pane which will contain the project you have access to. By selecting the “+” next to your project it will expand to display the folders you have access to. On the right hand side is the Document Pane which contains information about the documents. Depending on your view setting there are several columns of information. By sliding the scroll bar to the right or left you can see the additional document information.

Folder Pane Document Pane In the Document Pane you will see an icon next to the document name, below is a description of the icons.

Right above the document pane are individual icons to perform some tasks. Above them are 5 drop down menus which contain the same icons plus additional icons for more tasks.

Icon Name Description

Pencil Write access - User can edit content.

Open Book Read-only access - User can only read the document and not make any changes.

Red Check Mark Document is checked out by you so that you can make changes to it.

Lock Document is checked out or has been exported by another user.

Exported Document has been exported by you.

Final Document is locked in Final Status. It is available as read-only.

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Above the menus is the search bar. A general search is the default and works very similar to the windows search. An Advanced Search is also available to allow for a more specific search criteria. Care should be taken in searching as this is a web application and even though you can only search on the information you have access to it can take a lengthy period of time to return the results.

3.1 Working with ProjectWise

Once you have located the project you have access to there are several options for working with your documents. Depending on the permissions assigned to you some of these may not be available to you. One thing to remember is that you are working over the Internet and depending on the speed of your connection some of the functions should not be used because of performance and the possibility of lost data if you would lose your Internet connection.

3.2 Creating your Working Directory The 1st time you open a document you will be prompted to select your working directory. A dialog box will open and ask you to select a directory. ProjectWise will create a new directory. The directory you select is called the working directory for local files – once established, ProjectWise will always use this folder on that computer when opening files.

Note: When opening documents, whether to edit them or as read only, they are copied to your working directory for performance reasons. You should never directly access files in your working directory. You must always access files through ProjectWise or data will be lost.

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3.3 Creating a Shortcut to a Project or Folder in ProjectWise Web Parts You can create a shortcut on your Desktop to access a specific Project or Folder by doing the following:

• Go to the folder that you want to create a shortcut link

• Right click on the folder; select “Copy Link(s)” (you may get a security warning/question, say Yes)

• On your desktop, right click in any open space; select New>Shortcut

• Paste (Cntrl-V) the link that you copied in ProjectWise Web Parts into the location box. Select Next.

• Give the shortcut an appropriate name and select Finish

3.4 One Click Document Viewing You can click a document’s link in the Name column and the document opens for viewing in the associated application. If there is not an associated viewing application installed, you are prompted to save the file locally. NOTE: This feature does not check out a document so that changes can be made and saved into ProjectWise. If you need to view document properties or to download multiple documents from ProjectWise to your PC, click anywhere else in the row, like in the document’s Description or File Name column. To Download files, select from the toolbar Document>Download. Use your Ctrl key to select multiple documents. Alternately, from your toolbar select Tools>Select All and then Document>Download.

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3.5 Document Commands Depending upon your access rights, the following commands are available by right clicking on a document. Alternately, you can select Document from the toolbar.

Adding or Accessing a Document in ProjectWise

Adding a Document to PROJECTWISE New – Create a new document. This process is cumbersome and not recommended. Create the document outside of ProjectWise and then Upload it into ProjectWise. Upload - To copy one or more documents into ProjectWise. Entire folders can be uploaded also (see Folder Commands). When Upload is selected the “Select Files to Upload dialog box opens which allows you to browse to file(s) or folders that you would like to upload into ProjectWise. Navigate to the folder on your file system containing the files you want to upload, select the files, and click Open.

Selecting the arrow next to More…reveals additional commands:

Accessing a Document in PROJECTWISE Open – Allows the document to be opened for modifying. When the document is opened it will be checked out to you (a red check mark will be placed next to the document) and a copy will be placed in your working directory and opened. The document will be locked in ProjectWise so it can only be opened as read only by other users. After the changes have been made, save the changes, close the document and check it back in using the Check In command. Check In – Used to check in document changes. Open as Read Only - Allows you to view the file in the software the file was created in. View- Allows you to view the document. There are some file types that are not able to be viewed. If you don’t see the

contents of the file try using Open as Read Only. Copy Out – Places a copy of the document in your working directory. This method is not recommended. See Download.

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Downloading a Document from PROJECTWISE to your File System

Downloading a Document from PROJECTWISE to your File System Download - Allows you to download one or more documents in ProjectWise. To download multiple documents, click anywhere in the row except the document’s link, like in the document’s Description or File Name column, and then select from the toolbar Document>Download. Use your Ctrl key to select multiple documents. Alternately, from your toolbar select Tools>Select All and then Document>Download. You will receive a prompt to specify a location on your local drive or network drive to place the document. Note: This does not lock a document and changes cannot be saved into ProjectWise. Export – This will export the document to a location you choose on your local drive or network drive. The document will be locked in ProjectWise so it can only be opened as read only by other users. A diskette symbol will be placed next to the document indicating that you have it exported out. Using this command allows you to make changes to the document outside of the ProjectWise environment and then import those changes back into ProjectWise using the Import command. Import – Imports an exported document back into ProjectWise.

Other Available Document Commands New Version – You can make a copy of an existing document in ProjectWise by creating a new version. When New Version is selected, the New Document Version Dialog opens. It will list the current version, you have the option to give the new version a value up to 36 characters or if left blank it will default to the next letter. In the example below, if no value is entered in the version keyin box the version will be B. Version B will now be the current document and Version A will be set to read only. If you try to upload a document with the same name of an existing document from the web access portal you will receive an error message.

Check Out – This will check out the document to you and lock it so it can only be opened as read only by other users (a red check mark will be placed next to the document). A copy will be placed in your working directory but the file will not be opened. This method is not recommended.. Purge Local Copy- Deletes documents from your working directory.

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Move –Allows you to move one or more documents to another folder inside of ProjectWise. This command consist of a copy and delete process. If you do not have delete capabilities you will not be able to move documents. Delete – Used to delete documents. Change State – This command is for work flows and states. Copy Link(s) – Allows for copying a link to this document. Select the Web Link option. In the Internet Explorer dialog box, select Allow access. Once set this will be active for your current login session. The person receiving the link must be able to login to SCI’s ProjectWise Web Server and have access to the project. Note: Your company Internet settings might not allow this type of access. Contact your IT department before considering using this command.

Properties - Allows you to see the size of the document, who has it checked out, the date and time that the document was last updated, etc. 3.6 Folder Commands Depending upon your access rights, the following commands are available by right clicking on a folder. Alternately, you can select Folder from the toolbar, however not all commands are available there. It is recommended to right click on a folder so all commands are available.

New – Create a new folder Upload Folder – Bring in an existing folder into ProjectWise. You must have permissions to create subfolders! Copy Out – Allows you to copy out a file to your working directory. This method is not recommended. See Download. Purge Copies – Deletes files from your working directory. Export – Allows you to export the contents of the folder to a location other than your working directory. The export command locks the files so no one can make modifications to them. Import – Import the files back in to ProjectWise with any changes that were made. Files exported out must be imported back in or all data will be lost. Download – Allows you to download the folder and any files that are in the folder. Note: This does not lock a document and changes cannot be saved into ProjectWise. Copy Link(s) – Allows for copying a link to this folder. See Copy Link(s) under the Document Commands Properties – List the properties of the folder.

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3.7 View

Selecting View from the Toolbar reveals Views, Interfaces, and Refresh. Views – Allows you to change the view of the document attributes displayed in the Document Pane. It is recommended to not change the View displayed. Interfaces – Allows you to change the Interface displayed. It is recommended you select “Standard Interface”. Refresh – Refreshes your screen with the

latest database information.

3.8 Document Pane - Full Screen Viewing You can change between seeing both the Folder Pane and Document Pane, or just the

Document Pane on you computer screen. Select from the toolbar to switch back and forth to display the Folder and Document Pane or Document Pane only.

3.9 Tools

Select All –To select all of the items in the Document Pane. Unselect All – To unselect all of the items in the Document Pane Copy Web Link to this Location – Used to copy a link to the selected Folder or Document. Link only works for other ProjectWise Web Parts Users. Copy ProjectWise Link to this Location – DOES NOT WORK, DO NOT USE Install ProjectWise File Transfer Browser Plugin – DO NOT USE Change Working Directory – Allows you to change your working directory Change Password – Not implemented

3.10 Help

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Additional information can be found in the help.

4.1 Logging out of ProjectWise

When you are done with your task you need to log out of ProjectWise. Make sure all documents that you opened, checked out or Exported are checked back in or imported back in. These are required to insure that any modifications you made to the documents is transferred back into ProjectWise for others to use. Logging Out – To Log Out of ProjectWise, select the Logout button on the upper right hand corner of the Web Page and then Logout.

5.1 Troubleshooting Access to ProjectWise Web Server

Most problems encountered when trying to access ProjectWise Web Server is due to Active X files not downloading. Depending upon your PC and speed of your Internet, it may take about 10 minutes for the Active X files to download. Also, depending upon how your PC is set up, you may not get any prompt to download these files, or you may receive either one of the following prompts:

- Select Install

- Select Click Here

If these files do not download, you will encounter the following error message when trying to open, upload, and/or download files: PW File Transfer Control is required in order to perform the selected task. To Verify Active X files have Downloaded to your Computer

• From Internet Explorer, select Tools>Internet Options>General Tab

• Under the Browse History, select the Settings button

• Select the View Objects button and verify PW WebFile Transfer Control is listed

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• If the Active X files did not download, check your security settings as described next.

Security Settings to Check to Allow the Installation of Active X Files

• From Internet Explorer, select Tools>Internet Options

• Select the Security Tab

• Within the Security level for this Zone, select the Custom level button

• Scroll down to Active X Controls and Plug Ins and verify the following settings: o Allow previously unused Active X controls to run without a prompt –

Enable o Allow Scriplets – Enable o Automatic prompting for Active X controls – Enable o Binary and script behavior – Enable o Display video and animation on a webpage . . . – Disable o Download signed Active X controls – Prompt o Download unsigned Active X controls – Disable o Initialize and script Active X controls . . . –Disable o Run Active X controls and plug ins – Enable o Script Active X controls marked safe for scripting – Enable

• Scroll down to Downloads and verify the following: o Automatic prompting for file downloads – Enable o File Download – Enable o Font Download - Enable

Windows 7, 64bit PCs Check to see if you are using Windows 7 on your PC by right clicking on My Computer>Properties. If it is a Windows 7 64-bit PC, when Internet Explorer is opened you must select Internet Explorer 32-bit and NOT the 64-bit option. User Account Control Settings If you are not a domain administrator on your PC, the User Account Control settings have to be set to the option below, or lower:

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To access your User Account Control Settings, go to your Control Panel>select User Accounts. Select “Change User Account Control Settings”.

Verify they are set as shown.

Other If you are still having problems with installing the Active X files, the issue may be that you do not have administrator rights on your PC. Administrator rights and policies are set by your individual organization. Therefore, you will need to contact your Systems Administrator for assistance. Please contact the Help Desk at [email protected].