[Pansophy] Docushare Training - Basics of Upload and Approval Process

[Allen Samuels]

Anne,

The purpose of this training was to instruct users on how to use Docushare with a focus on what they needed to know to go through the traveler and procedure process. It can be used for other purposes, but they may not be covered in the training's scope. It is also not the design of the training to tell users how to interact with documents outside of the pansophy and traveler areas. The specifics of that are something the process owners are in charge of deciding.
Your point on viewing revision history is a good one and something we can look into adding. We can also add a reminder to make sure you are uploading the right document over the right one in docushare. The last point can be solved by checking out a document when you are editing it, which will lock it from others using it until it is checked back in; something that is brought up in the training.

Thank you for your time,

Allen

From: E. Anne McEwen <mcewen at jlab.org>
Sent: Tuesday, March 14, 2023 2:11 PM
To: Allen Samuels <samuels at jlab.org>
Cc: pansophy <pansophy at jlab.org>
Subject: RE: Docushare Training - Basics of Upload and Approval Process

A few suggestions on how to improve on the Docushare Training slides


  *   You may want to add how to update documents , examples calibration register ( or other registers where users need to do this ) Production schedule is another example of a register that must be down loaded, & uploaded multiple times a day (although Kirk may prefer to limit the number of people trying to do this due to the number of errors that have been made)
  *   How to avoid pit falls such as saving the wrong document - and if you do save the wrong documents how to find the previous version so you can recover The last time this happened , in part due to various people being away, it was 6 hours before we found someone who knew how to do this
  *   Other things I have noticed is where docueshare changes the order based on whoever uploaded  a documents last. (this has cased problems where as an example the safety list has been uploaded instead of the production schedule etc. )

These are just a few ideas - I am sure there are lots of other examples that myself & others  have yet to discover

Best wishes

Anne

From: Allen Samuels <samuels at jlab.org<mailto:samuels at jlab.org>>
Sent: Tuesday, March 14, 2023 11:13 AM
To: E. Anne McEwen <mcewen at jlab.org<mailto:mcewen at jlab.org>>
Cc: pansophy <pansophy at jlab.org<mailto:pansophy at jlab.org>>
Subject: RE: Docushare Training - Basics of Upload and Approval Process

Anne,

That is the pansophy home page. I was referring to the help page. You can find it by going to the dropdown main menu, or using the hyperlink in the previous email.

Allen

From: E. Anne McEwen <mcewen at jlab.org<mailto:mcewen at jlab.org>>
Sent: Tuesday, March 14, 2023 11:10 AM
To: Allen Samuels <samuels at jlab.org<mailto:samuels at jlab.org>>
Subject: RE: Docushare Training - Basics of Upload and Approval Process

Hi Allen - where is the user guides found ?

[cid:image001.png at 01D95B1A.B650DB90]

From: Allen Samuels <samuels at jlab.org<mailto:samuels at jlab.org>>
Sent: Tuesday, March 14, 2023 11:04 AM
To: E. Anne McEwen <mcewen at jlab.org<mailto:mcewen at jlab.org>>
Subject: RE: Docushare Training - Basics of Upload and Approval Process

Anne,

All our trainings are added to the Pansophy help page<https://pansophy.jlab.org/pansophy/Help/help.cfm>. The docushare training slides are under the user guides column.

Allen

From: E. Anne McEwen <mcewen at jlab.org<mailto:mcewen at jlab.org>>
Sent: Tuesday, March 14, 2023 11:01 AM
To: Allen Samuels <samuels at jlab.org<mailto:samuels at jlab.org>>
Subject: FW: Docushare Training - Basics of Upload and Approval Process

Hi Allen

Can you tell me where I would find these slides , or can you send them to me

Thanks Anne

From: Valerie Bookwalter <bookwalt at jlab.org<mailto:bookwalt at jlab.org>>
Sent: Thursday, January 26, 2023 11:44 AM
To: SRFOPS Staff <srfops-staff at jlab.org<mailto:srfops-staff at jlab.org>>
Subject: Docushare Training - Basics of Upload and Approval Process

All are welcome to attend...

We will be doing a training class on the use of Docushare. This is intended both as a refresher and as a training for people who have not previously used Docushare. In light of the new Competence Acknowledgement Forms and their approval process, it is imperative that everyone know the basics of docushare and how to approve documents routed to them. Please forward this meeting to anyone in your group who you feel would benefit from this training.

Allen Samuels

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Valerie Bookwalter
Jefferson Lab, ACCEL
SRF Operations
SROPS Software Systems Group
1-757-269-5802 (OFFICE - currently working offsite)

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