Michael Donovan, River Campus Libraries – 12/03 DocuShare Overview and Training.
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Transcript of Michael Donovan, River Campus Libraries – 12/03 DocuShare Overview and Training.
Michael Donovan, River Campus Libraries – 12/03
DocuShare
Overview and Training
Michael Donovan, River Campus Libraries – 12/03 DocuShare
What is DocuShare?
Content Management System Collaboration Tool Archive
Michael Donovan, River Campus Libraries – 12/03 DocuShare
Uses
Versioning Collaborating Backing Up Sharing Archiving Viewing
Michael Donovan, River Campus Libraries – 12/03 DocuShare
What Will Live in DocuShare?
Departmental Content Project Groups’ Documents, Meeting
Minutes, Worksheets, URLs, etc. Sharedir and Intranet Content Designs and Accompanying Notes Usability Tests and Results Forms
Michael Donovan, River Campus Libraries – 12/03 DocuShare
Who Will Use DocuShare?
Library Staff Departments Project Groups Design Team Usability Administration and General Staff
Specified Peers Outside the Library
Michael Donovan, River Campus Libraries – 12/03 DocuShare
Other Benefits
Web Interface Drag and Drop Windows Interface Subscriptions Discussion Lists Public Service Desk Functions
Michael Donovan, River Campus Libraries – 12/03
DocuShare
Using the Web Interface
Michael Donovan, River Campus Libraries – 12/03 DocuShare
Logging In
http://docushare.lib.rochester.edu Enter Novel login and select LibStaff as
the Domain Username will appear in upper-left after
login
Michael Donovan, River Campus Libraries – 12/03 DocuShare
Understanding the Layout
Top Level Collections (folders) Sub Level Collections (folders)
Documents (Word, PowerPoint, URLs, etc.)
Content Map What’s New Search Box Help
Michael Donovan, River Campus Libraries – 12/03 DocuShare
Adding a Collection
1. Navigate to where you want the collection to live
2. Drop Down - “Add…” - Collection3. Title the collection4. Add other metadata now or later5. Select permissions to start with6. Click apply
Michael Donovan, River Campus Libraries – 12/03 DocuShare
Adding a Document
1. Navigate to where you want the document to live
2. Drop Down - “Add…” - Document3. Browse for the file4. Title the document5. Add other metadata now or later6. Select permissions to start with7. Click apply
Michael Donovan, River Campus Libraries – 12/03 DocuShare
Editing a Document
1. Click on the “Checkout” icon next to a document that you have permission to edit
2. This will “check it out” so others cannot write to it while you are
3. Make changes and save the document to put it back to normal “not checked out”
Michael Donovan, River Campus Libraries – 12/03 DocuShare
Viewing a Document
1. Click the tile of the document or the “View” icon
2. This creates a simple, read-only version of the document in HTML so you do not need the have the application installed to view it
Michael Donovan, River Campus Libraries – 12/03 DocuShare
Properties Menu
View / edit metadata Set permissions Add / edit subscriptions Add / Remove locations View older versions of documents Lock and unlock documents Create versions
Michael Donovan, River Campus Libraries – 12/03 DocuShare
Setting Permissions
1. Go to Properties menu2. Click on the Permissions tab3. You can change owner and access
rights: Reader Writer Manager
Michael Donovan, River Campus Libraries – 12/03 DocuShare
1. Placing a Document in More Than One Location
1. Go to Properties menu2. Click on the Locations tab3. To find other locations, you can search
for one or click “Show All”4. Select the additional location to place
your document in add and click “Add”5. Click “Update Locations” to finalize
Note: You can edit your doc from any location
Michael Donovan, River Campus Libraries – 12/03
DocuShare
Using the Windows Client
Michael Donovan, River Campus Libraries – 12/03 DocuShare
What is the Windows Client
The windows client work seamlessly with your windows explorer to provide quick and familiar access to DocuShare
Carries same functionality and features as the web interface
Uses simple drag and drop Easy to install and easy to use
Michael Donovan, River Campus Libraries – 12/03 DocuShare
Installing the Windows Client
1. Go to Help > Downloads tab > Click “Installing the Windows Client” > Click “Download DocuShare Windows Client”
2. Follow through prompts3. Check all “Install” checkboxes4. Select “No, place the folder …”5. Check all checkboxes6. Finish and restart
Michael Donovan, River Campus Libraries – 12/03 DocuShare
Mapping the Server
1. Double click DocuShare icon on desktop2. Double click “Map Server”3. Enter:
http://docushare.lib.rochester.edu/docushare/
4. Select “Use existing DocuShare …”5. Enter Novel login and click “Options”
and select LibStaff as the Domain6. Finish
Michael Donovan, River Campus Libraries – 12/03 DocuShare
Change Default Double Click Behavior
1. Right click on the DocuShare icon on the desktop and select “Properties”
2. Click the Documents tab3. Check “Double click checks out a file”
Michael Donovan, River Campus Libraries – 12/03 DocuShare
Configuring Word Documents to Open in Word
1. Double click “My Computer” icon2. Go to Tools > Folder Options > File
Types tab3. Scroll to Doc – Microsoft Word Doc4. Select it and click “Advanced” button5. Make sure that “Browse in same
window” is unchecked
Michael Donovan, River Campus Libraries – 12/03 DocuShare
Managing Files
Right click on any file to view all the actions that can be done: Check Out / Edit Lock / Unlock View in the Web Interface View / Create Versions Copy, Rename, Delete, etc.
Michael Donovan, River Campus Libraries – 12/03 DocuShare
Mapping a Specific Collection
1. Double click DocuShare icon on desktop2. Double click “Map Collection”3. Select DocuShare and click “OK”4. Select the Collection and click “OK”
Michael Donovan, River Campus Libraries – 12/03
DocuShare
Consistency and Style Guidelines
Michael Donovan, River Campus Libraries – 12/03 DocuShare
Naming of Collections
Unique Descriptive yet concise Clear from any context (ex: “Digital
Initiates Projects” instead of “Projects”)
Michael Donovan, River Campus Libraries – 12/03 DocuShare
Filling Out Summary Field
Use regular “Title Capitalization” for titles
Use sentence capitalization for descriptions
Filling out metadata is important to do for documents without text so users can still search for them
Michael Donovan, River Campus Libraries – 12/03 DocuShare
Document Placement
Remember to include collections not only in your departmental collection but in any applicable global ones
Michael Donovan, River Campus Libraries – 12/03
DocuShare
Thank You!