- Feature Guide

1. An Introduction to Causeway Docs

2. Logging in to Causeway Docs

You can log in to Causeway Docs using the credentials provided by your organisational administrator.

Note: You will receive an e-mail from Causeway once your organisation administrator adds an account for you in the Causeway Licence Manager (CLM).

3. Users and Groups

There are four types of user in Causeway Docs and unlimited groups that can be setup to identify different groups of users.

3.1 User Types

The type of user you are will define what areas of the system you can access, what documents you can view, what functions you can use, and what level of configuration you have.

3.2 Groups

By creating groups of users and assigning those groups to folders with specific levels of access, role-based permissions to content can be controlled throughout the system. Group administration is only allowed for Administrators and can be accessed via the overview and administration tiles. See Administration and Overview Tiles.

Groups can be added to a folder and the required permission configured by using the Permissions options menu against the folder See Setting Permissions.

4. Organisational Units

The Causeway Docs application works based on a central administration system for each Organisation or Project.

Note: An Organisation and a Project are both types of Organisational Unit (OU)

The Overview page combines useful OU summary information but also provides access to the Administrative functions if you are an OU Administrator.

4.1 Administration and Overview Tiles

To view the summary of an OU, navigate to the Organisation or Projects page and click the Overview option under the selected OU.

4.2 A complete list of the Administration and Overview Tiles

5. The General Interface

This section describes the general interface of Causeway Docs.

5.1 Navigation Pane

This section gives you details about the different options on the Navigation Pane

5.2 Navigation: Tips and Tricks

5.2.1 Organisational Units

A single click on "Organisations" or "Projects" in the Navigation Pane will navigate to the previous location in the last Organisation or Project accessed.

Clicking twice will navigate to a landing page listing all the available Organisations or Projects.

5.2.2 Admin and Overview Tiles

From the Organisation/Project Page, click Overview of an Organisation or Project

...or, from the Breadcrumb trail, click the shield at the start of the breadcrumb.

5.2.3 Folder Navigation

To browse the folders within an Organisation or Project...



...click the Browse Option on the Organisation or Project Tile

...or, click the Browse Tile in the Overview page.

5.2.4 The Breadcrumb Trail

Once in an Organisation or Project, navigation is via the folder structure and the Breadcrumb Trail.
(An overview icon and an OU navigation page link (e.g. "Projects") have been included to improve quick navigation)

The breadcrumb is used consistently whether browsing an OU or viewing the overview tiles and functionality.

The responsive breadcrumb trail provides a dropdown when space is limited.

5.2.5 Jumping to a new location

There is also a Navigate to option to navigate to anywhere in the current Organisation or Project.

5.2.6 The Detail Panel

The file detail panel displays a summary of key document and folder information including MetaData and also provides quick access to the Audit, Version and Process details.

5.2.7 Favourites and Recents

These allow easy navigation to any items marked as Favourites throughout the system. Recent Items are also listed for quick access to recent work.

5.2.8 Shortcuts

These allow easy navigation to a folder or file in another location. Create a shortcut by selecting Create Shortcut from the options menu of a file or folder. Multiple Shortcuts can be created within the same OU to link to common/central areas and files.

5.2.9 External Links

These allow easy navigation to a external websites via a URL link. Create an external link by selecting Add New External Link from the "+" menu from the Options button

5.2.10 Tasks and Baskets

These are all also accessed from the Navigation Pane but will only appear if you have outstanding items. N.B The Baskets navigation will only show your basket items. To view other users' baskets use the "User Baskets" tile on the Overview page.

5.2.11 Hiding the Navigation Pane, My Settings and Online Help

There are two new icons at the bottom of the Navigation Pane for help and settings. The navigation panel can be hidden or opened by clicking the arrow that appears whilst hovering over it.

My Settings lists all User Settings, i.e. notifications and task delegations.

Help Opens this Help Guide .

Hide/Unhide - this hides or unhides the Navigation Pane to create a larger working area.

5.3 The Working Area

This section highlights the three key control areas of the Work Area in the Causeway Docs application. This area contains the list of all the files and folders of the current OU. For each file or folder, you can see Quick Action Icons, any defined MetaData. When you hover over a line a Detail icon that opens the item detail pane and an Options Menu button appear which lists more actions for the specific line item. In addition, there is a top-level list of Action Icons for filtering, sorting, and performing operations on multiple file selections.

5.3.1 Quick Action Icons

5.3.2 Options Menu

The Options Menu is available for all objects. The list of options in the drop-down menu vary for different object types and the context and state they are in. Availability is also dependant on User Type.

The full list of options that can appear in the options menu are:

5.3.3 Control Bars

The Browse Control Bar has the following functions:

The Project Control Bar has the following functions:

6. MetaTags and MetaGroups

MetaTags are user defined tags that allow documents to be categorised or labeled with bespoke customer data.

6.1 Creating MetaTags

Notes: The facet search is designed to slice and dice information by different "types" so MetaTags should be excluded from Facet Search if they have unique values. Unique values should be included in the Advanced Search to enable specific value searches. See "Search, Facets and Filters" for filtering content based on MetaTag Values and Advanced Searching

6.2 Creating MetaGroups

When added into a MetaGroup you can control certain behaviour for each MetaTag. These settings are specific to each group.

6.3 Applying MetaGroups to folders

You can apply MetaGroups to a folder from the Folder Settings option. Once set, all the MetaTags mapped to that MetaGroup and any default values are applied to any new documents added to the folder - Only Organisational Administrators can access folder settings.

Notes: Changing or removing the MetaGroup on a folder will not lose any MetaTag values.

6.4 Setting Default MetaTag Values

Once a MetaGroup is applied to a folder you have an option to set default values against each MetaTag. These values will be inherited by any new documents added into the folder. New Version MetaTags will not be set with the default value if they flagged as "Version Sticky" and all ready contain a value.

6.5 Editing MetaTags

Any folder with a MetaGroup applied will default to a MetaTag view, surfacing the MetaTag data and allowing you to edit the values as required. Editing MetaTags can be done on an individual file via the pencil icon next to the metatags, via the options menu or on multiple files via the Multi-Select option.

Individual MetaTag Editing

Multi-Select MetaTag Editing via a wizard

Notes: Only MetaTags set for Bulk Update will be allowed to be updated on multiple files.

7. Working with Folders

Only Organisational Administrators can access folder settings, however, an administrator and Users with “Full” permissions can set access permissions at an Organisation level, Project level or Folder level.

7.1 Setting Permissions

The Permissions are accessed from “Permissions” in the Options Menu or Breadcrumb dropdown menu. The Permissions on an object are set by groups and can be “Read”, “Modify”, “Delete” or “Full”. Once set they are inherited by any folders and files created in the parent folder.

Notes: Permissions will only be set on the current object. If you want the same set of Permissions to be applied on all the sub-items below the current location click “Replace permissions on sub-items”.

7.2 Applying MetaGroups

You can apply MetaGroups to a folder from the Folder Settings option. Once set, all the MetaTags mapped to that MetaGroup and any default values are applied to any new documents added to the folder - See Previous section on MetaTags and MetaGroups

7.3 Applying Processes

You can apply Processes to a folder from the Folder Settings option. You can select a Process and apply it to a folder. All the files loaded to that folder automatically go through that process (when all mandatory MetaData is complete).

1. Open folder settings and select a Process from the Processes drop-down list.

2. If required, select a strategy from the MetaTag Extraction Strategy from the drop-down list. (If set, all added files will have an option available to auto-populate the MetaTags before completing the Basket.)

3. Under the MetaTag Mappings section, all the pre-defined Process MetaTags from the selected Process will be listed.

4. Select the MetaTag from the drop-down list to map to each Process MetaTag - this is so the Docs MetaTags will be mapped and passed to and from the process.

5. Under the Variable Mappings Section, if a process variable has been defined you can select a value for each variable that will be specific to this folder and process. The value will be passed to the process as the process is initiated.

6. Under User Mappings and Group Mappings sections, you need to map the Process roles to the Users and Groups maintained in the Causeway Docs administration pages.

7. Click Apply

Note: If you click Remove Process Settings, the settings that are already applied to the folder will be removed

7.4 Default Publishing Folder

A document can be published automatically during a process. This option allows a default publishing location to be set up against a folder.

E.g. A drawing in a specific “BIM Approval folder” (Work in Progress), might need to go to a specific Client accessible folder (Shared) automatically, after it has been approved. This Client folder could have a further Client Approval process against it.

7.5 Uploading and Downloading Folders

Multiple or single folders can be dragged and dropped into Docs and also downloaded - the original folder structure will be maintained.

N.B. There is no restriction for uploads, but there is a limitation due to performance restraints on the amount of content that can be downloaded in one go. This is currently set at 1GB and/or 2000 files

8. Working with Files

8.1 Version Control

The Causeway Docs application supports version management of a document. When you add an existing document with the same file name, the file is uploaded to Causeway Docs with a new version number. The older version of the file is also maintained in the application. You can at any time view and download the older versions. The grey versions quick action icon indicates that there are no other versions of the file in the system. When an updated version of the file is added, the button colour is changed to blue.

N.B If a MES (Metadata Extraction strategy - Filename) is applied to a folder, then you have the ability to flag specific fields in the filename as unique values. This is done within the MES creation screen. This will cause any new files dragged into a folder to be compared with any existing files to check for matching unique field values. If the configured fields match then the files will automatically be added as a new version to the existing file rather than creating a new file.

8.2 Tagging

Any object can be tagged with a reference. This reference can be used for direct access via a fixed URL that specifies the tag value. This can be used in borderless mode for third party applications to access documents directly without going through the UI. The grey tag reference quick action icon indicates that there is no tag on the file. When a Tag Reference is added, the icon colour is changed to blue.

An example URL could be www.docs.causeway.com/content/tag/TAG-REF?borderless=true

8.3 Commenting

Click the Comments button to add and view the comments. A blue coloured icon means comments have already been added to the view. Throughout the life cycle of a document, directly in the browser or via a process, the comments feature allows the history of the document to be documented. Plain text, scribbles (mark-ups), images, and supporting documents are all supported and stored in the comments history. Processes can be defined to add comments automatically.

8.4 Mark-up: Scribbles

Causeway Docs has a built-in viewer for images and PDFs. When in the viewer you have the option to do simple mark-ups called “Scribbles” on the document. These mark-ups will be saved as comments against the original document.

Notes:
When a scribble is made in a document, the original document is not affected and Scribbles cannot be created on a document when it is locked in a process unless you are included in the folder process settings as a user or group member.

To scribble on a file, perform the following steps:

1. Click on a file to view it and the file preview is displayed (PDFs and images only)

2. Click the edit button and the Edit toolbar is displayed

The Edit toolbar has the following options:

3. Make the required changes to the document and click save to save the scribble.

4. In the description field, enter the description of the scribble and click Save. The scribble will be saved as a comment and can be viewed via the comment sidebar.

Note: when a document is updated with a scribble, the Comment button is changed to a blue colour. When you move the cursor over the button, the number of comments is displayed.

8.5 Downloads and File Sharing

Files and folders can be downloaded individually, but when using the multi-select option or downloading folders, the selected files are zipped and stored on the server. When created, an email notification is sent to the initiator with a link to download the files.

Note:
The email can be forwarded to any email address allowing any user (including non-Docs Users), to download the selected files. This enables Docs to be used as document sharing platform ideal for sharing large files.

8.6 Publishing

8.6.1 Publishing to a new Location

A current version of a file can be published to multiple locations as a clean file with no comment or version history - even if the file is locked in a process. For example, this is useful when a final version of a drawing with multiple comments is finally approved and needs publishing to a new location as a “clean” file for client approval. To Publish to multiple locations, select and add the locations to the publish list before clicking OK

Note: Multiple files can be selected using the multi-select option in the control bar to publish multiple documents at once.

8.6.2 Republishing

If a new version of a published file is added, the file can be republished. I.e. the latest version can be re-published to the previously published locations or published to a new one. N.B The publishing icons will be grey if the published documents (the parent and destination) do not match.

8.6.3 Publishing from an Organisation

Files can also be published from a Parent Organisation to locations in its associated projects. This is ideal for creating a standard repository of corporate documents such as Health and Safety and Quality policies. These can be centrally updated and republished to several projects and locations at once.

When publishing a file from an organisation you will have the option to select any Project created in that Organisation, and then select a location within it. The normal publishing rules will apply. To Publish to multiple locations, select and add the locations to the publish list before clicking OK

8.7 Microsoft Office Files

Storing and previewing Office files are supported by default. If you have an Office 365 account then Word, Excel and Powerpoint files can be edited within Docs - you will be prompted to log in to your Office 365 account. N.B. Multi-User concurrent editing is supported.
Once A Docs user begins and edit session additional users may join and leave the edit session, but it is only when the final editor closes the office document that a Docs version is created. (This may not be the person that initiated the edit).

8.8 Previews

Previewing Office, PDF, and image files are all supported with a built in viewer.

8.6.1 Pop-Outs

Note the "Pop-Out" icon in the header. This allows the preview to be displayed in a separate window, useful if you use multiple monitors.

8.8.2 PDF Comparisons

Note the "Compare" selection box in the header. This allows a previous version to be selected and over layed on the current view. A slider will appear and allow the user to vary the transparency of the two versions to highlight any visual differences.

8.9 Document Check Out

A document can be Checked-Out and hence locked to other users if you want to temporarily prevent a file from being updated or if you want to download it to work on it offline.

You can Check In the document at anytime and simply "unlock" it or add a version and unlock simultaneously. Note: Administrators are able to override this feature and check-in a document checked out by another user.

8.10 MFU - Multi File Upload

If a MetaGroup has been applied to a folder, you can drag a number of files into that folder and automatically update the metadata from an excel control file. The first step is to create an excel control file that consists of the columns: File Name, Reference Tag, MetaTag1 Name, MetaTag2 Name, ... , MetatagN Name. A ready made template can be downloaded from the folder details blade or the folder settings blade - see below.

When you drag files into a folder, if a MetaGroup has been applied you will have the option to "Include Control File". If this is selected then you can then drag in, or choose from your device, your excel control file.

During the upload, Docs will attempt to match all the filenames you are dragging in with the filenames specified in the control file; if there is a match then the MetaTags will be updated with the corresponding MetaTag value in the control file. If the number of files don't match, or the MetaTag Values are of the wrong type, then you will be presented with a list of errors so you can correct the data.

9. Working with Projects

9.1 Project Templates

A project template allows an Administrator to save a snapshot of a project to create new replica Projects as and when required.

The current list of projects for an organisation can be listed via the "Projects" tile on the Organisation Overview page. Select "Create Template" from the options menu to take the snapshot and create a template.

A Project Template will store the following Project information;

1. Project Users that are in the parent Organisation

2. User groups

3. MetaTags

4. MetaGroups

5. MetaData extraction strategies

6. Folders and their Settings (Folder Structure, Applied MetaGroups, Processes & Permissions)

7. Virtual folders

8. Organisational Published Files - the template will store any Documents that have been published from the parent Organisation (e.g central Quality or H&S policies) When the project is created from the template, the published file will be created from the current version of the parent file but skipped if it has since been deleted.

Note:
Once created, the template has no relationship with the source project i.e. any changes to the project after the template has been created will NOT be reflected in the template.

Project Templates can be viewed via the Organisation Overview tile. Use the Options Menu to view the template details or delete it.

Use the "+" (Create new Project) option on the Project Navigation screen to add a new project. If you want the new project to be based on a template, then select a template from the drop down option.

9.2 Editing Project Templates

Project Templates cannot be edited directly, however, to "edit", create a new project from the template, configure the new Project, e.g. add or delete groups or MetaTags as required, and then save the project as a new template and delete the old one.

9.3 Archiving Projects

Archiving a Project will remove a project from the live project list for all users and mark it as archived.

To archive a Project go to Project Settings on the Overview page and click "Archive".





All users will be able to see archived projects that they were a member of by clicking the "Archived Projects" button on the Project Navigation Screen.





Administrators can use the "Archived Projects" tile to view all archived projects

9.4 Restoring Archived Projects

9.5 Deleting Projects

Only archived projects can be deleted. Only Organisational Administrators will be able to delete an archived project. This can be done from the "Archived Projects" screen accessed from the "Archived Projects" tile in the Organisation Overview. See diagram above.

Note: Only Archived Projects can be deleted and once deleted they CANNOT be restored.

10. Search, Facets and Filters

10.1 Search

The Search icon in the actions bar allows you to search from the current location or in a specific Organisation or Project. The Filename, Content and MetaTags are all indexed and will be included in the search.

10.2 Advanced Search

The Advanced Search - accessible from the bottom of the expanded standard search - allows you to be more specific on what and where you want to search. You can select Item Type or Created By to narrow the scope of the search. You can also search just the FileName, just the File Content or just selected MetaTags for specific values. (Or all together)

10.3 Saved Search

The Advanced Search can be edited by clicking "Create New Search". Enter a name in the Saved Search name box, remove any fields you are not interested in using th trash can icon and enter any default values you want as part of the search. You can also set the root folder of where you want the search to begin. Clicking "Save New Search" will save these setting for quick access in the future.

You can access the saved search in the future by either clicking the "Saved Search" overview tile or using the drop down menu in the advanced search. A selected Saved Search will remain as your default advanced search until you remove or change the saved search selection.

10.4 Filters

The content filter allows you to do a quick filter on the current folder, filtering on the visible metadata, e.g. Filename containing “030”

10.5 Facets

Facets allow you to search for files in an Organisation or Project Folder (and its sub folders) by selecting specific MetaData values applied to those documents.

The Facets pane is displayed on the left side. All the system MetaData and user defined MetaData applied to the files in the current folder and its sub folders are listed in the Facets pane. The number against the MetaTag, indicates the number of unique MetaTag values that are present. The number against each of the MetaTag values indicates how many documents that are present with that specific value.

Note: The Facet MetaData values will only be listed in the Facets pane if there are multiple MetaTag values present in the current folder or subfolders.

1. On selection of the value, the tick mark is changed to blue colour.

2. It is possible to select multiple values under a different MetaTag.

3. Use the Facet search box to filter the MetaTag values, allowing specific MetaTag values to be located.

4. Click Show Results.

The results are displayed in the Work Area.

10.6 Daily Document Digest

If you are using the facet filter to select documents on a regular basis, this feature allows you to setup an automatic nightly excel extract. From the overview page, click on the Daily Digest tile to get to the maintenance screen. Here you can create, edit, enable and disable the daily digests.

When creating a daily digest you will need to specify a name, an output location of the excel file and a MetaGroup that contains the MetaTags you want to export. You can select one of the MetaTags from the specified MetaGroup to create a filter condition. The output filename is based on the Document Digest name and you can set the output to create a new file each time (time stamped), or add a version to the same file.

Note: The Daily Digest will only output documents that match the MetaTag criteria AND have been modified or created during the previous day. (This is by design to avoid the same data being exported repeatedly)

11. Process Folders and Tasks

11.1 Automated Processes

If a process is assigned to a folder then any document uploaded to that folder will automatically initiate the process, but only if the file is in a Ready state. i.e. all Mandatory MetaData has been updated.

11.2 Using Baskets

Any files in a Process folder that are pending MetaData will delay the process execution and are listed in a Basket. These files (versions of files) are only visible to the current user until the basket is completed. This is to allow the user to update all the required Metadata, before other users can access the files and before the process starts. Baskets allow automatic extraction of MetaData, see below.

To view the items in your own Basket, click on the option in the navigation pane, or user the "User Baskets" tile to view all baskets in the respective OU.

All the Process Documents with pending MetaData are listed under the Baskets menu. If a MetaData Extraction Strategy (MES) has been defined, you can click the Auto Populate MetaTags button if you want to automatically update the data in the MetaTags.

Once all the documents are “Ready” the basket can be completed, and all the documents will initiate the configured process.

11.3 The User Task List

When a process has been initiated, tasks will be generated for pre-defined users and groups as specified in the process configuration on the folder settings. A user might be part of a group task or a specific user task, but all tasks will appear in the user task list (accessible on the Navigation Pane)

The priority of the task and the number of days to complete the task is displayed on the top and there is a filter to find specific tasks. Each task can be expanded to show task details and the document view is displayed on the left pane. With this screen you can add text comments or scribble on the document to highlight any relevant points. Comments and MetaTags can be updated based on the pre-configured process definition.

Note: Click the Task Audit and Diagram buttons to view Process information. If the task document has any linked documents (i.e. other documents that have the same tag reference) a Linked Documents button will appear here to let you browse those documents.

11.4 Process and Task Administration

When a process has been initiated, tasks will be generated for pre-defined users and groups. As well as the User Task list, a user can utilise the Process, Task, and Task Summary tiles, to view, manage, and export processes and task details depending on their permissions. (A standard user will only see documents that they have at least read only access to, but an Administrator will see all). See the Process Administration screen below. Here you can filter the tasks based on status, the initiating folder location, general text, or by specific process age. The latter is useful to report on all processes over a certain age e.g. over 14 days old.

The Task Administration screen shows specific process tasks, who they are assigned to, and their status. On this screen you can filter tasks by text, parent process, assignee, task status, type and parent folder.

Note: On both the Task and Process Administration screens a Multi-Select Abort option and an Export to Excel option are available.

The Task Summary blade displays a count of all open tasks by process for that OU. Each task count is clickable to navigate to a list of those specific tasks.

12. User Settings

Personal settings can be set in the My Settings page.

To access My Settings, click the cogs icon in the bottom left corner of the navigation pane.

12.1 Enabling Notifications

You can enable or disable Email notifications, that are sent when a task is assigned to you or you are set as a delegate by another user.

12.2 Managing Delegates

Causeway Docs allows a user to manage task delegation in the event of a planned absence.

Note: An administrator can also manage (override) these settings in the administration pages via the “Users” administration tile.

All the Organisations and the Projects to which a user belongs are listed in the My Settings page.

1. Click Select User in the Organisation or a Project for which you want to delegate a user.

2. Click Delegate for the user whom you want to delegate your tasks.

3. Enable the delegation settings by selecting the Tick against the Organisation or Project.