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!