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Narrator: Today we are going to look at the Shared Documents section of your client site within ACOA Direct. Thank you for taking time to listen to this video as it is intended to better prepare you in understanding the use and practicality of ACOA Direct.
Onscreen shows an Internet Explorer webpage entitled “Client Summary”. The narrator highlights the “Shared Documents” hyperlink located on the left-hand side toolbar of the web page.
Narrator: Site members with ‘Edit’ and ‘Admin’ access rights can add, delete, edit and archive shared documents. Those with ‘Read’ access rights can only open and view the shared documents.
Onscreen, the narrator clicks on the “Help” link on the page top menu.
Narrator: For further information on the definitions of the access rights, please consult the help file for Managing Site Members.
Onscreen, the narrator returns to the “Client Summary” web page. From here, she clicks on the “Shared Documents” which is located on the left-hand side toolbar.
Narrator: This feature, shared documents, can be used by you to upload financial statements, business plans, client-specific documents, etc. A document is uploaded by clicking on ‘Add document’ link. The system will display when and by whom the document has been added.
Onscreen, the narrator clicks on the “Add document” hyperlink located at the bottom of the document list. A search window appears and she clicks on the “Browse” button. This prompts another window which provides a list of documents available for selection. She clicks on the appropriate document and then clicks on the “OK” button for confirmation.
Narrator: So you simply click on 'Add document', you then click 'Browse', and then you retrieve the document of interest and click 'OK', and the document is added to the list.
Onscreen, the narrator returns to the “Shared Documents” web page. From here, she clicks on the ‘New’ document from the ‘Name’ column list to edit.
Narrator: When editing a document, you must first open it, edit the contents, then click ‘Save As’ to your desktop and upload again, using the same name. The system will then replace existing version with the new one.
Onscreen, the narrator demonstrates how to move a document to the Archives folder. She clicks the document which needs to be moved, saves it to her desktop and clicks on the Archive folder located on the “Shared Documents” web page.
Narrator: You will notice an ‘Archives’ folder is available, when a document will not require further editing and is considered as ‘final’ Once a document is put in the Archives folder, it can no longer be edited or deleted. To move a document to the Archives folder, you must first open the document, ‘save as’ to your desktop, click on the ‘Archives’ folder and upload the document to the list.
Onscreen, the narrator clicks on the Internet Explorer back arrow at the top of the page to return to the “Shared Documents” web page.
Narrator: Then you proceed to go back to the original list and you delete the document from there.
Onscreen, the narrator demonstrates how to delete an archived document. She clicks at the right of the document and a drop menu appears. She clicks on ‘Delete’.
Narrator: In order to delete the document from the list on the Shared Documents web page, you go to the right of the document name, click on the down arrow, and then click on ‘Delete’.
Onscreen, the narrator highlights the “Projects” hyperlink located on the left-hand side toolbar.
Narrator: A shared document added at the ‘client’ level will not be displayed within the ‘project’ shared document library and vice versa. Therefore it is important to upload a shared document in its proper location.
An email alert is sent overnight to all the ‘site members’ when a document is uploaded or edited. A link is provided in the email for the recipient to access the client site via Access Key.
Onscreen, the narrator demonstrates how someone can receive an alert. She clicks on the “Library” tab at the top of the web page ribbon. Then she clicks on the “Alert me” button within the ribbon and selects the “Manage My Alerts” option.
Narrator: If a site member wants to manually configure a manual alert so they get an immediate notification of every change, this can be done by going to the 'Library' tab and clicking on ‘Alert Me and Manage My Alerts’ from the top toolbar.
Onscreen the narrator clicks on the “Help” link on the page top menu.
Narrator: It is recommended that you go to the Help link and view the Navigation tips Video within this Help file. As well, the Client View, Project View, Submit a Package, Message Centre and Site Members sections are covered in separate videos for your perusal.
This concludes our session on Shared Documents. Thank you again for taking the time to listen to this video. We trust it has been useful in addressing any questions you may have. If required, please feel free to contact your ACOA representative for further assistance, or as well to communicate with ACOA’s Help Desk at 1-888-322-2482 during regular office hours between 8 a.m. and 6 p.m. (Eastern Time). Please note the Help Desk is not available on weekends or statutory and civic holidays. Thank you.