DocuShare

1
DocuShare

• Overview and Training

2
What is DocuShare?

• Content Management System
• Collaboration Tool
• Archive

3
Uses

• Versioning
• Collaborating
• Backing Up
• Sharing
• Archiving
• Viewing

4
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

5
Who Will Use DocuShare?

• Library Staff
• Departments
• Project Groups
• Design Team
• Usability
• Administration and General Staff
• Specified Peers Outside the Library

6
Other Benefits

• Web Interface
• Drag and Drop Windows Interface
• Subscriptions
• Discussion Lists
• Public Service Desk Functions

7
DocuShare

• Using the Web Interface

8
Logging In

• http//docushare.lib.rochester.edu
• Enter Novel login and select LibStaff as the
  Domain
• Username will appear in upper-left after login

9
Understanding the Layout

• Top Level Collections (folders)
• Sub Level Collections (folders)
• Documents (Word, PowerPoint, URLs, etc.)
• Content Map
• Whats New
• Search Box
• Help

10
Adding a Collection

1. Navigate to where you want the collection to live
2. Drop Down - Add - Collection
3. Title the collection
4. Add other metadata now or later
5. Select permissions to start with
6. Click apply

11
Adding a Document

1. Navigate to where you want the document to live
2. Drop Down - Add - Document
3. Browse for the file
4. Title the document
5. Add other metadata now or later
6. Select permissions to start with
7. Click apply

12
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

13
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

14
Properties Menu

• View / edit metadata
• Set permissions
• Add / edit subscriptions
• Add / Remove locations
• View older versions of documents
• Lock and unlock documents
• Create versions

15
Setting Permissions

• Go to Properties menu
• Click on the Permissions tab
• You can change owner and access rights
• Reader
• Writer
• Manager

16
Placing a Document in More Than One Location

• Go to Properties menu
• Click on the Locations tab
• To find other locations, you can search for one
  or click Show All
• Select the additional location to place your
  document in add and click Add
• Click Update Locations to finalize
• Note You can edit your doc from any location

17
DocuShare

• Using the Windows Client

18
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

19
Installing the Windows Client

1. Go to Help gt Downloads tab gt Click Installing
   the Windows Client gt Click Download DocuShare
   Windows Client
2. Follow through prompts
3. Check all Install checkboxes
4. Select No, place the folder
5. Check all checkboxes
6. Finish and restart

20
Mapping the Server

1. Double click DocuShare icon on desktop
2. Double click Map Server
3. Enter http//docushare.lib.rochester.edu/docushar
   e/
4. Select Use existing DocuShare
5. Enter Novel login and click Options and select
   LibStaff as the Domain
6. Finish

21
Change Default Double Click Behavior

1. Right click on the DocuShare icon on the desktop
   and select Properties
2. Click the Documents tab
3. Check Double click checks out a file

22
Configuring Word Documents to Open in Word

1. Double click My Computer icon
2. Go to Tools gt Folder Options gt File Types tab
3. Scroll to Doc Microsoft Word Doc
4. Select it and click Advanced button
5. Make sure that Browse in same window is
   unchecked

23
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.

24
Mapping a Specific Collection

1. Double click DocuShare icon on desktop
2. Double click Map Collection
3. Select DocuShare and click OK
4. Select the Collection and click OK

25
DocuShare

• Consistency and Style Guidelines

26
Naming of Collections

• Unique
• Descriptive yet concise
• Clear from any context (ex Digital Initiates
  Projects instead of Projects)

27
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

28
Document Placement

• Remember to include collections not only in your
  departmental collection but in any applicable
  global ones

29
DocuShare

• Thank You!