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Document Management Training

Document Management Training. December 16, 2016. Overview. The Document Management project is the culmination of a three-month development effort and had the following objectives: Split the legacy Central ECF functionality into standalone search and contract file pages

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Document Management Training

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  1. Document Management Training December 16, 2016

  2. Overview • The Document Management project is the culmination of a three-month development effort and had the following objectives: • Split the legacy Central ECF functionality into standalone search and contract file pages • Split the Contract File into View Only and Edit pages • Update the user interface. • Make the new search page accessible from the portal and make the standalone contract file page accessible from search and from the ordering systems. • Normalize roles across RBA and NBA for managing the contract file • The new Document Management functionality essentially mimics what users have been familiar with in Central ECF, but with a new user interface and a couple of role-based changes. • The Document Management project DID NOT change how files are added to the contract file from TOS, ITSS and CIS.

  3. Reviewing Legacy Central ECF • Central ECF was accessed from the ASSIST Acquisition Menu or from the Shared Services portlet.

  4. Document Management • Both links have been renamed to Contract File Search.

  5. Reviewing Legacy Central ECF • When a user navigated to Central ECF, they landed on a dual-purpose page with two tabs. • You first searched for an Order, and then • You navigated to the Contract File Contents page • Under Document Management, the premise is the same, but the two tabs have been split into two standalone pages.

  6. Contract File Search • When a user clicks on the Contract File Search link from the portal, the system will navigate them to a standalone Contract File Search page.

  7. Contract File Search • Searching is the same as it has been in Central ECF. • Users can still perform a ‘simple’ search by typing in the search box. • The NBA/RBA check box functionality remains unchanged.

  8. Contract File Search • Users can still perform an advanced search.

  9. Contract File Search • The search results table has been updated, but largely functions the same. • Clicking on a column header re-sorts the table. • Users can still export to Excel and PDF • Users can also do a secondary search within search results. • Clicking on the Order ID will navigate the user to the Contract File

  10. Contract File • Document Management has kept the same restrictions that exist today with respect to navigating to the contract file. • Any user can search for any order, but you need to have a role for that region in order to get to the contract file. • The Contract File is also separated into two separate pages for viewing and editing. • Edit Mode replaces Manage Attachments.

  11. Contract File – View Only • Items of note: • Sliding navigator has been replaced with a fixed-width navigator. • Edit button will only be enabled if the order is not closed/cancelled.

  12. Contract File – View Only • The files that show in the data table are ALL of the files that have been uploaded for the Order ID. • Uploaded through TOS/ITSS Workflow • Uploaded through CAS PDF • Uploaded through CIS • Uploaded through Central ECF. • You can still click on a filename to open the attachment. • You will notice a new column – Uploaded By

  13. Contract File - Editing • The Document Management project began the process of normalizing what user can do what level of editing. • In Central ECF, virtually any RBA user and any NBA CO could add files and categorize by selecting any tab and category. NBA PMs were restricted to post award attachments. • Document Management opens up all tabs and categories to all users when adding a new file attachment.

  14. Contract File - Editing • Central ECF allowed an authorized user to edit a file attachment tab and category. • Document Management expands this to include the description. • Central ECF allowed any RBA user to delete an attachment from the Contract File while this was restricted to CO users for the NBA. • Document Management restricts deleting attachments to CO users only for both RBA and NBA.

  15. Contract File - Editing • When the Contract File is placed in Edit mode, the user will only see files uploaded through Central ECF. This is the population of files that can be edited and deleted. • As with legacy Central ECF Manage attachments, files added through the ordering systems or through CIS were not able to be edited.

  16. Contract File - Editing • Users will notice three buttons corresponding to: • Adding an attachment • Editing an attachment • Deleting an Attachment.

  17. Add an Attachment • When adding an attachment a new page displays. • User still cannot: • Duplicate a filename • Upload a file > 50mb • Upload an executable

  18. Add an Attachment • Users will get a success banner after pressing save provided they have met all mandatory requirements. • The page will redraw allowing them to add another file, or cancel to return to the Contract File edit page.

  19. Add Multiple Attachments • Users can still upload up to six (6) attachments at a time by clicking on the Add Another Attachment link. When you get to six, the link disappears.

  20. Editing an Attachment • Users can only edit one attachment at a time. • Selecting a single record enables the Edit and Delete buttons. • If multiple records are selected, Edit becomes disabled. If the user clicks…

  21. Editing an Attachment • The user: • Cannot select a new attachment • Can edit the description • Can edit the tab • Can edit the category • All field validations remain in force.

  22. Deleting an Attachment • Contracting Officer users can delete one, or more attachments. • If two, or more, records are selected, only the Delete button is enabled.

  23. Deleting an Attachment • Contracting Officer must confirm that this is what they want to do. • Attachment names are listed in the confirmation pop up.

  24. Deleting an Attachment • If a non-CO user attempts to delete file, they will get an error message. • This will be a change for some RBA users who have had this capability for years.

  25. Navigating from ordering systems

  26. Navigating to the Contract File - ITSS • Clicking on the Electronic Contract File (ECF) link will navigate the user to the View Only Contract File.

  27. Navigating to the Contract File - TOS • Clicking on the Electronic Contract File page header link will navigate the user to the View Only Contract File.

  28. General correspondence category

  29. New General Correspondence Category • A new General Correspondence category has been added to the Contract Modifications tab in both TOS and ITSS.

  30. demonstration

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