Dart KnowledgeWorker™ User Guide Version 4.3

1. What is dartKW?

DartKW is a powerful, scalable content management solution, which can help deliver major cost saving and efficiency
benefits to any organization looking to convert current manual, paper-based processes into electronic, workflow based
processes.

Key Features:

• Securely manages electronic records in encrypted format.
• Highly scalable data architecture – supports millions of records.
• Flexible - Supports a wide range of file and content types.
• Fast, easy access to electronic records.
• Carousel viewer provides easy, intuitive access to multi-page documents.
• Access directly in ‘native’ mode or integrate with existing systems.
• Fully integrated e-form and workflow.
• Easily accessed via a browser where and when needed.
• Full audit trail maintained of all access to electronic records.
• Role-based access control at all levels of the document hierarchy. 

Key functionalities:

• Versatile and simple to use - A wide range of documents from scanned images to word documents can be managed allowing, for example, letters and images to be associated to the relevant file. Existing implementations include customer management, patient records in healthcare and asset/order management in utilities. Document integrity is maintained with full version control and a Check-In Check-Out mechanism.
• Carousel technology - Our unique Carousel technology is able to display patient information in chronological order by discipline or category in a web browser both on PC's and mobile devices with full gesture control. This makes viewing a patients history and case notes as simple as watching a movie. Images can be viewed, zoomed and even annotated, all without having to have any applications other than a web browser installed on your PC, tablet or mobile phone.
• E-Forms - dartKW's e-forms module enables the most complex of data capture forms to be created and deployed in a fraction of the time of traditional e-form systems, all without any programming knowledge. DartKW e-forms can easily and seamlessly interrogate and pull information from other hospital systems to allow validation and auto form filling with patient demographics usually without any programming.
• Archive and Day Forward Scanning - Our high speed scanning and meta tagging solutions allow patient record archives to be digitized and stored electronically into a patient’s record, freeing up valuable hospital space and allowing speedy access to patient information for clinicians and administrators. Paper based documents are turned into archive quality PDF files, thus providing greater security and disaster recovery for valuable patient data. Ideagen are able to supply OPEX scanning technology for highly efficient volume scanning of archive records while also being able to utilize existing desktop or MFD equipment is use at NHS Trusts.
• Workflows and Business Process Management - dartKW has a full blown visual 'drag-n-drop' workflow and business process designer, which allows the most complex of processes to be automated and managed. Although used extensively by our NHS customers to automate and manage clinical processes, the dartKW Workflow system can be used to automate any business process across the organization, such as Expenses Management.
• Security and Control - Controlled access to documents and folders is supported with permissions defined by work-area, folder, sub folder and document level. DartKW also supports customization of permissions for a user or group. For example, some users may not have the permission to even see a document, others may have the permission to only view a document, and others may be able to modify or delete a document. All the user and system activities, as well as transactions, are monitored and logged automatically by the system management tier. Additionally, administrators or users with administrative rights can easily manage document and folder security through various security tools built.
• Audit File - dartKW’s comprehensive audit trail functionality automatically records the date, time and originator of every type of event that can be performed on a document. Events that can be recorded include document creation, renaming, reserving or un-reserving, adding or deleting versions, viewing etc.

2. How to login

Click on the relevant Internet link to display the following screen. Your system administration staff will provide you with a link to your version of dartKW. Please record it here……………………………………….

It should look something like http://yourcompany/dartkw/scripts/login.asp.

If available, the login screen should look similar to the one displayed below.

Your system administrator will provide you with a user name, password and server name. The user name will be in lower case and there will be no spaces. Your password will be unique to you after the first time that you log into the system and change the standard issue password (please refer to the next section for how to change this).

The language field will default to the local language of your machine, or English if the local language is not supported.

To change the language use the drop down to select an appropriate language from the list provided.

Note: the server name will not necessarily be the same as the machine name of the dartKW server as each dartKW server can support more than one repository.

When the details have been completed (as shown below), click on the  button.

Why do I need a login?

All the items in the system form part of a security model which allows or precludes access to individual users and/or groups of users. These permissions can be applied or amended by the system administrator and will be discussed in greater detail later in this document. Login is also used to provide an audit trail of dartKW usage.

3. How to change your password

DartKW may be accessible by persons external to your organisation’s internal network and therefore some thought should be given to the choice of a non-trivial password. The system administrator issues everyone with a standard password. This password must be changed upon initial log into the system. The following section will guide you through this procedure.

A couple of tips for passwords that are not easily guessable may be of some help. Perhaps you could use words which have letters substituted by numbers (e.g. the word campaign would become campa1gn) or the initial letters of the words from a favourite song (e.g. somewhere over the rainbow…… would give SWOTR).

A menu bar is displayed along the top of all screens in dartKW (see below) and this menu bar allows you to jump between the primary areas in dartKW.

Click on the option to display the options available to you for customising your login. The following screen will be displayed.

Click on the Update My Personal Details option , or click Update My Password, on the menu bar and a further screen will display your details.

Click the Change Password check box and enter your standard password in the Old Password text box. Enter your new password in the New Password text box and enter the new password once more into the Confirm New Password text box.

The screen should now look similar to this:

When you have completed this information, click on the Update button. If there are any discrepancies between the text field entries the system will show a relevant error message and the data should be entered again.

If the original password was typed incorrectly, the system will display an error message.

If the new password and the new password confirmation fields did not match, an error message is displayed. Click OK and enter the details again.

If there were no typing errors then the Admin page will be displayed again and the next time the dartKW instance is entered the new password will be required.

Note – The other items on the Administration screen are discussed later in this document.

Confirm that you have remembered the new password by selecting logout from the menu bar and then logging back in again.

Note – It is a best practice to use the menu bar when you are logging out of a dartKW instance rather than clicking on the browsers close cross in the top right hand corner. Logout from the menu bar will clear down your session license immediately. Closing the browser window will not release the session until the time out set on the server comes into force. This will reduce the number of license sessions available to other users.

4. A grand tour of dartKW: The Home page

Upon successful entry into a repository through the logon screen the home page/workspace is presented.

This screen provides the main access to all work related areas for the repository providing a one-click entry to specific entities or complete areas. The screen provides a menu bar, which is present on all screens to navigate between the main areas of the repository. The title pane to describe the functional area, plus an additional set of function buttons where appropriate.

The home page is subdivided into a number of subdivision bars that are detailed below. Each section within the main area has a small arrow before the name of the section. Each section can show under it a list of the items in the section or just the section title. An arrow pointing to the right signifies that only the section title is visible. By clicking on the right facing arrow the screen will redraw and a list of the items in the section will be displayed beneath the title.

To enable the user to access a full list of items in an individual section an additional link has been provided. This is particularly useful when the number of items exceeds the number items that have been defined for display in the section of the home page. Where the number of items in a section is greater than zero, then the text of the section becomes a link that will display the items in a full screen. For example for ‘My Workspace’.

Clicking on the text My Workspace will cause the screen below to be displayed.

4.1 My Workspace

This is an area where you can place files that are not going to be shared with other users of the dartKW instance. Although it is possible to give permissions to other users to specific files that are placed in this area it is strongly suggested that you do not. Instead place the file to be shared in either a relevant project area or the library area, dependent upon whom you wish to make the information available to. How to put files in the library or project areas is detailed further on in this article.

It is also possible to view the items in ‘My Workspace’ by clicking on the:

• text portion of the section bar on the homepage
• button from the navigation bar

Each of these options will display the contents of ‘My Workspace’ in full screen.

Items may be added to ‘My Workspace’ by clicking on one of the options displayed on the menu bar.

Or by clicking on one of the following from within My Workspace.

Depending on which item you choose to add, a different form will be displayed, for example, below is the ‘Add New File’ form.

Complete the details, using the Browse button to locate the file to add last. Click the Add button to add the file to your personal workspace.

4.2 Checked out documents

Files inside the repository are available to any user who has the correct permissions. This means that multiple users can access a single file at the same time. This freedom can also create problems if two or more users attempt to update a file at the same time. To overcome this problem dartKW has a ‘check out’ concept.

If you wish to update a file, and have the permissions, you can check a document out by right clicking the relevant item and selecting Check Out from the menu.

When a file is checked out other users can still display the file but they are unable to update the item whilst it remains checked out. Any items checked out to you are listed in the home page area and additionally the icon for checked out items changes to provide visibility to others that it is being edited by another user.

The file details will remain in the ‘Checked Out Documents’ section until the file is checked back in as a new version. It is worth noting that file versions are all stored in the system and provide a readily accessible history of their evolution.

4.3 Workflow Maps

DartKW provides the capability to automate working processes in the form of routing or workflow processes. Like all entities inside dartKW, these processes have permissions and only those users with the relevant permissions are able to run or access them. Workflows for which you have permission to activate are displayed in this area.

4.4 Recently added items

All items that have been added to the system in the last two days, for which you have permission to see, are listed in this section.

Note – System administrators are advised to turn this off if bulk upload functionality has recently been used as it can make the home page slow to load.

4.5 Tasks

Tasks given to you as an individual or as a member of a group are shown in this area. These tasks can be initiated as part of workflows or may be initiated as standalone single step processes from a project.

Tasks are listed in the order that they are due to be completed. The task is displayed by clicking on the relevant task title. Instructions for the task and its required completion date are supplied within the task page. Tasks will usually have a 'send on' button to send the task to the next stage in the process. Some tasks will require explicit actions or attributes set to proceed to the next stage, so please read the task instructions carefully. Should you be unable to complete the task immediately, you can use the Update button to save the available information and then return to complete the task later. It will remain in your task list until completed.

Note - any tasks with a date in red are indicating that the task is overdue and needs urgent attention.

4.6 Workflows I Have Initiated

When you initiate a workflow, a link appears in this section. If you click on the link you will load a map that shows the current status of the workflow. It also provides access to administrative functions for the specific workflow instance. As the workflows are developed, separate papers will be produced explaining how they work.

4.7 Tasks I Have Assigned

Any tasks that you have assigned to others are listed here. The links, when clicked, will show the details of the process that you have allocated. These are stand-alone processes you have initiated from within a project.

4.8 Unread Discussions

Projects have a section for discussions between the project members. Once the item has been read the link will disappear. When you have a membership of one or more projects then you can expect to see unread discussion items here. Clicking on the link in the discussion item will display the discussion item in full.

4.9 Recent News

Any unread news from projects sent to project members will be listed here. Once the item has been read the link will disappear. When you have a membership of one or more projects then you can expect to see unread items here. Clicking on the link in the news item will display the news item in full.

4.10 Unread Tasks / Workflow Comments

Tasks and workflows may have comments attached to them by users who have received the task. Until you have read the comments they are listed here. The comments from all workflows initiated by you or by other members of the groups in which you have a membership are included in this section.

4.11 Projects

All projects in which you are a member will be displayed in this list. Clicking on the link for a project will take you to the relevant project area. A detailed view of projects is provided later in this document.

4.12 Favourites

A user with access to a number of URL’s stored in repository can elect to make some of them 'Favourites'. The favourite URLs will be listed in this section on the home page for the user’s convenient access.

4.13 Scanned Items to be processed

The Scanned items to be processed tab show list of all the items in the scan queue, configured by the system administrator. Clicking on one of the items in this list will open it directly from the Scan queue, rather than the user browsing the entire Library. Scanned items to be processed will only be visible on the homepage for those who have the relevant permissions via the Manage Reports screen. These permissions are controlled by the system administrator.

5. A grand tour of the dartKW system: The Library Area

The Library might initially contain all the items that were previously on a file server. These items being transferred across to take benefit of the increased power of the searches, particularly the opportunity to search the contents of files including those PDF format files that have been produced for vector graphics formats. The Library is reached by clicking on the Library link on the menu bar. When this is clicked the following screen will be displayed.

Items are accessed by double clicking the title, which conceals a relevant link to opening the item. The icons provide a visual indication of the type of content in the item. In the image above the icons indicate if the entity is a folder or an item. Typically familiar icons are displayed for items from applications such as Microsoft Word, Microsoft Excel and Adobe Acrobat.

Double clicking an item will display or download the relevant file (dependent upon your response when you are asked how you wish to handle the document). In the case of folders (signified by the folder icons as shown in the illustration above) the screen will be redrawn to display the contents of the folder.

Note: you should consult your system administrator if you require additional icons for other commonly used applications.

5.1 How to add items - Files

At the top of the main page there is a menu bar which allows you to select the type of item you wish to add.

There are also two buttons within the Library that allow you to add files or folders.

To add a file, select File from the menu or click the Add File button from within the Library view.

The screen will be redrawn and a form will appear requesting the relevant details for the file you wish to put into the Library area. Please note that although the file name box is displayed at the bottom of this screen, the relevant details should be entered as the last action before adding the item. This is because other information selected from the drop down selection boxes may cause the screen to be redrawn and data in the file name field to be lost.

Add an appropriate title in the Title field and any description that you wish to be displayed with the file details.

Note – If no title is supplied then the file name will be used.

A drop down list provides the opportunity to add a category to the item that is being loaded.

Note that the dartKW system administrator will make categories available and you should liaise with the
nominated system administrator if you believe that a new category should be introduced into the repository.

Categories are used to associate user-defined meta-data with any object (or file) within the repository. If you select a category, the screen is re-displayed with the appropriate additional fields.

When all the relevant fields have been completed, click on the Choose File button to enter the location details for the file that you wish to upload. The standard windows browse screen is displayed and you can add a file by navigating to any directory available to you i.e. from your local machine or mapped network drives.

Highlight the relevant file, which will cause the file name to show in the file name field. Where the correct file name is showing click on Open.

The details of the file’s location will be displayed in the File Name field.

Click Add File to complete the upload and add the file information to the repository. When the file has been uploaded the screen will be redrawn showing the Library.

It is important to add the correct file extension when adding an item to the repository e.g. Word documents should have .doc as a suffix. If no file extension is entered then the appropriate system icons will not be displayed when search results are shown.

5.2 How to add items – Folders

The Library area can contain folders and can be arranged in a similar fashion to that used on ordinary file servers. To add a folder, select Folder from the menu or click the Add Folder button from within the Library view.

Enter the information relating to the new folder and then click the Add button.

Note that it is not essential to add a category to the folder but if a category is added then all the items
subsequently added to the folder will automatically have that category attached to them. Therefore some caution in using categories with folders is advised. In the same way, any permissions placed on the folder will be inherited by any items subsequently placed inside the folder.

5.3 How to add items – Notes

Notes are plain text files that can carry a category.

To add a note, select Note from the menu. A screen will be loaded which allows you to add the note, a meaningful title, a description and if required a category. The note will have permissions and these can be adjusted if required. Details of how to do this are given later in this article.

To enter a note into the repository, click on the Add button. The note will be displayed in the list of files. The contents of the note are displayed when the note name is double clicked.

If the content of the note is HTML then it is important that any links or images have absolute references to ensure accurate display of the content in future.

5.4 How to add items – Record

DartKW is able to accept data records into any part of the library structure. The types of records are user-defined categories that can be added to the KnowledgeWorker instance by your system administrator.

To add a record, select Record from the menu. For the record, select the category holding the relevant fields.

Depending upon the category (record type) selected, the screen will be re-displayed to show the appropriate data fields for completion. For example see the data fields for supplier below.

After completing the fields click on the Add button to add the record.

5.5 How to add items – URL

To add URL, select URL from the menu.

Selecting URL as the item type will cause the following form to be displayed.

Enter the details about the URL and the URL, remembering to prefix it with http://. When complete, click on the Add button. The URL will be displayed in the library in the format shown below.

When the URL name is double clicked, the relevant web site will be displayed in a new window. When folder URLs are double clicked, they will display within the current window.

To make the URL a Favourite that is displayed on your home page, right click the relevant URL and select Favourite from the context menu.

In common with all the items in the repository when you right click, the context menu is displayed.

Note: the items displayed in the file context menu will vary depending upon your permissions on the file, and the files status (checked in or out). The following table describes the action performed by each function on the menu.

5.6 How to associate documents

Associations can be formed between documents in order to create a set of linked documents. An example of use might be where a research report is produced and it makes reference to source materials held in the repository or a meeting agenda that makes reference to minutes held in repository.

To associate other documents with a particular document i.e. ‘the prime document’, first identify the prime document by navigating through the Library and/or Project area, or locate the document through one of the search features.

Right click the prime document and select Associations from the document context menu.

The image above depicts the information display for a prime document with no associations. Click the Add Associations link to browse for documents to be associated.

Click the icon to choose whether to browse the Library, or Projects.

Tick the check boxes in the Action column adjacent to the document you wish to associate and click the Associate button to add the selected documents to the Items 'To Associate' list.

The image above shows the selected documents ready to be associated to the prime document. Select further documents to associate by clicking the Add Associations link. When all relevant documents have been selected, click the Associate link to associate the selected documents.

The selected document names will be transferred to the list of Associated Items as shown above.

Selecting an associated document name will cause the content of the document to be displayed, much the same as selecting a link in the Library. This feature makes it easy to gain access to the content of the associated documents without the need to navigate or search.

All associations and associated document will be listed irrespective of the users’ permissions. A user will only be permitted to see the content of the associated document if the permissions defined for the associated item grant them access to see its content.

To remove an association made in error, select the document by placing a tick in its adjacent box and clicking the Disassociate link.

Clicking Associations from the document menu of one of the documents that has been associated with our prime document will display the associations relevant to that document. In this example the Associated Items list will show the document is associated with the prime document.

Note: It is also possible to associate other documents with this document so that a document may be associated and have other associations. This document in turn may feature as a prime document with other associated documents.

6. A grand tour of the dartKW system: Projects

6.1 What are projects?

Projects provide the facility of virtual workgroups and allow collaborative working. This section explains how projects work. All projects for which you have permission will be displayed in the projects section of the home page. Although projects can have permissions to allow or disallow access to their contents, the permission model differs from those of the Library. Each project has three levels of permissions or 'roles', a coordinator, a member or a guest. The coordinator has full control for the project and its membership, the member is a contributor to project and the guest can only observe project content.

In times to come external clients and/or suppliers may be granted access to specific projects. It cannot be stressed enough that the permission model for projects should be rigidly adhered to thus ensuring there is no bleed of sensitive information.

The system administrator or specific nominate user(s) will create projects, in a dartKW instance, and if you require a new project you should initially approach the system administrator. To enter the projects section click on the link in the menu bar or the text in the project section of the home page. You will be taken to the following page.

Using the drop down menu option at the top of the main page a user can change the projects listed. The options available are 'Active' projects, 'Inactive' projects or 'All' projects. Note the project status (active or inactive) is defined by anyone who has the correct permissions to do so.

Highlight the relevant option and then click on the Find button. The project list will then reflect the projects you have access to in the status that you defined.

The project list can be further refined using the entry field next to the status drop down menu. Enter a partial project name in the search text field and then click on the Find button. The project list will then reflect the projects that you have access to that match the criteria that you have defined.

6.2 How projects are accessed

To enter a project, click on the relevant project title. The project will be displayed in one of two ways, according to the role that you have been allocated within the project. The image below shows the view that would be seen by a coordinator where each of the separate areas of the project is shown in a similar format to the library list. A coordinator is able to click on the folder link to display the contents.

6.3 Tasks

The tasks area is entered by opening the ‘tasks’ folder . Initially, there will be no tasks showing in a new project’s task area. Once project tasks have been invoked then the project tasks area will show all project tasks and their current state making it easy to track the state of project tasks.

Project tasks are typically small processes, such as telephone messages, action request and sign-off. Typically the processes for project tasks are not so well defined as workflow processes and more ad-hoc. The coordinator or member of a project allocates a task/activity to a person(s), the person(s) undertakes the requested activity based upon the information provided and the task originator receives a task to indicate that the task/activity has been completed.

Tasks can be allocated to specified users, whether they are members of the project or not, or to a group of users, either an existing dartKW group of users or a list of users selected ad-hoc. The procedure for adding a new task is shown below.

Click on the add button context menu in the top of the main page. This will display the initial screen that will provide an option to add a specific type of task.

Select the task type and the click on the  Next Page button to display the screen that allows you to assign the task.

Note that you should consult the system administrator to have new task types added or additional attributes displayed in the project task.

Enter the task title, the instructions for the user(s) who receive the task and any pertinent comments in the respective fields.

Using the calendar, select the due date of the task.

Determine a specific user or group to receive the task by clicking on the Select button. This will display a separate window that allows you to select user(s) that have an account in this repository.

To assist in locating user(s) the dropdown list allows you to list all the dartKW users by the user’s last name, given name or login name. The drop down list also offers the option to select from the dartKW system groups. By leaving the entry field blank and clicking on the Find button all users or groups will be displayed.

To define the task assignee click on the relevant radio button beside the users name and confirm the selection by clicking on OK.

The users and groups window will disappear and the actioned user(s) or group(s) will be shown in the dialogue box.

Note – multiple users can be selected by using the same process multiple times.

To attach an item to a task, select the Add Attachment button.

The following window allows the user to determine the source of the attachment that can be from the Library, a Project or the upload of a new file. The selection of the Library or a Project will allow you browse the items already in the repository. Or Upload File permits you to browse your local hard disk or a network drive.

Once all the details for the task have been entered click on OK to trigger the process. The details of each of the tasks in the process will be displayed in the project task area. For the example, the project task area would list two tasks, one for the task assignee and the sign off task for the originator.

During the life of a project more tasks will be allocated, tasks will be completed and some tasks will be waiting for their due date. It becomes important to be able to filter the displayed tasks for a project, click on the filter icon in the top tasks page for the project.

The options available to filter tasks are shown below. Typically Active, Ready and Waiting tasks are of interest as these indicate work in progress.

6.4 News

The news area of a project will carry any information that project participants will find useful. News can have effective and expiry dates and by default the project members will only see news items that are current and have not yet been read.

The news area is entered by opening the News folder of the project.

By clicking on the Add button the screen used to create a new news item is displayed.

The News Item Title provides the name that will be shown for the news item.

Next, enter the content in the relevant field.

Using the calendars, enter an Effective Date i.e. the date when the news item will appear to the project membership and the Expiry Date i.e. the date when the news item will stop being displayed (even if there are those in the project membership who have not read the item).

If any attachment is required for the news item use the Add Attachment button. From the Add Attachment button it is possible to navigate to the relevant item inside the repository or to add a new item.

When the details have all been entered click on Add. The news item will be shown between the effective and expiry dates, or until you have read the item by clicking on the link.

News items may be filtered, click on the binoculars icon at the top of the news page for the project and the following context menu will be displayed. The filter options available in the context menu will depend upon your role in the project, the context menu below is for a coordinator.

Note that all new news items that have not been read will appear in the relevant section of the home page. Also note that if you add a news item, then it will not be shown as unread to you on the home page or in project news, it will only be shown as unread to rest of the project membership.

6.5 Discussions / Forums

Discussions between project members provide an open forum for ideas and brainstorming. Discussions can by augmented by other project members with the correct permissions, by adding topics and replies to specified topics. To enter the discussions area open the Forums folder of the project

To add a new discussion click on the Add  button at the top of the page and this will display the following screen.

Enter a name for the forum and a description. The description should help the project membership understand the type of topics that you would expect in the forum.

Click on the Add Forum button and the discussion forum(s) for the project will be listed.

To enter a discussion forum click on the relevant forum name, this is a link to open the forum and display its topics.

Additional topics can be added by clicking on the Add button at the top of the page.

Details of the topic should be entered in the relevant fields and an opportunity to attach an item can be used by clicking on the Add Attachment button. From the Add Attachment button it is possible to navigate to the relevant item inside the repository or to add a new item.

Click on the Add button to add the topic to the discussion.

Note that the topic is showing as part of the forum folder.

The detail of the topic is displayed by selecting the relevant topic name from the forum folder.

Use the menu button displayed at the top of the page to Add Reply to the topic content.

The screen for adding a new reply to a topic is displayed below. It has similar fields to a new topic and should be completed in the same way.

Click on Add to append the reply to the topic. The reply and the original topic are displayed in the image below.

Note that all replies to a topic are displayed.

6.6 Items

The items area of a project behaves like a small discrete version of the Library and provided that you have membership in the project then any search results will reflect any items in the project. Please refer to the ‘Adding an item to the dartKW system’ section for instructions on how to add an item.

6.7 Members

The permission model for projects in the repository defines three groups for each project that is created. These three groups represent three roles in the project and are used to control access to information stored in individual project.

The roles and access rights in the project are:

• Members, who have only rights to read and write to items in the project.
• Guests, who have read only rights to items in the project.

To view the membership of a project, locate it from the projects home screen and click the corresponding to display the action menu.

Select Members from the menu. Each user participating in the project will be listed along with their role in the project.

If you are a coordinator in a project, you have permission to add or remove project members by clicking on the add button at the top of the page and selecting the appropriate option.

As a coordinator you can remove members by selecting the checkbox beside the users name and then selecting Remove Selected Members from the context menu at the top of the page. Please note that you can remove any user including yourself from the project. The addition of users to the individual roles of the project is offered as a separate option for each role on the context menu. For each addition the user will be presented with a search screen for users.

Select the users that you wish to add to the role and then click OK button. The users will then be added to the project and displayed in the membership screen.

6.8 Creation of new projects

Users can only create Projects if they have been given the correct level of security access. If you do not have permission to create a project please request the project creation via your system administrator or one of their nominees.

The following section presumes that you have the security access.

To add a new project, navigate to the projects page before clicking on the Add button at the top of the page, or by clicking Add Project from the menu bar.

The New Project form is displayed.

Enter a meaningful name and description. Click on the Select button in order to select a further coordinator (if required) for the project.

Note that dartKW requires at least one coordinator per project and it assumes that the project creator is to be a coordinator.

Click on the Find button to list the users. When you have selected the required user click OK and the
selected user will show in the New Project screen. Click on Add Project and the project will be created.

The newly created project will only have the project creator, and if selected the additional user, in its membership. The coordinator(s) will then be responsible for extending the project membership to the relevant users and assigning the
users to the relevant roles.

7. A grand tour of the dartKW system: Search

DartKW offers five different types of search; these searches are explained in detail in this section. The search area is loaded by clicking on Search in the menu bar.

The search area is displayed with the screen for a category search appearing as default. This document details the searches in the order that they appear in the title bar of the search pages.

7.1 Users and groups

To access the user and group search screen, click on the title bar of the page. DartKW administrators mainly use the user and group search screen.

There are options by which you can search for users that are available in a drop down list.

By leaving the input field blank and just clicking on Find, a complete list of the users will be displayed. This technique can be used wherever a user list is requested in dartKW and will save you time and effort.

The search results, for users who have the relevant permissions, will provide an option to edit the details of the users. To edit a users’ details click on the Edit link. This will display the details for the user. Note that user privileges and any information category information are only shown to the system administrator.

The first section of the User Information screen (above) shows the user’s name, base group and offers the
opportunity to change the user’s password.

The later section details the user’s privileges, whether they will be receiving notifications by e-mail of tasks, and project discussions and news.

Note – the user privileges are only available to the system user login.

The Users & Groups screen also offers an entry point to adding either a new user or a new group, from the Add button at the top of the page.

Careful thought should be given to the base group to be allocated to the user. You should allocate a group that provides the most restrictive access to documents that the user is going to create. Documents that a user may want to generate which need to be accessible by users of other groups can be created and made available through membership of other groups.

7.2 Item search

The item search has more value as an administrative tool for managing the dartKW system but details about it have been included for the sake of completeness. The search form is displayed by clicking Item Search in the title bar displayed at the top page.

The item search screen allows users to search for items according to many of their properties, such as title, description, the dates the items were created or modified, the category allocated to the item or the owner.

Selecting the item type(s) and whether the search should include or exclude aliases or whether the item has been checked out can also narrow the search.

There are two areas on the screen where you can browse for users that either are the owner of the item or who have checked out the item. To select a user click on the Browse button and the following screen will be displayed.

To display the complete list of system users leave the entry field blank and click on Find to display the list of users. Click on the radio button against the relevant user.

Then click OK to return to the item search screen.

To initiate the search, click on Search . The results are shown in a directory listing style.

To display an item click on the item name that conceals a relevant link.

7.3 Category Search

Items in the repository may have categories and their associated attributes assigned to them. Items in the Library can receive a single category and items that are referred to as “Media” items can have multiple categories. Note - 'Media' items will only be seen when listed from a category search they do not appear in the library structure at all.

The assignment of categories allows powerful analysis of the repository items by the search facilities, as you will see in this section. However overuse of categories can dilute the focus and so in addition to the mandatory system categories it is recommended that limited and focused use is made of customised categories.

To enter a category search, click Category in the title bar of the search page. The category search is also the search displayed by default when search is selected from the menu bar.

If you wish to search only media or library items select the relevant radio button. However we suggest that you leave the default of all items clicked.

The category dropdown list shows all the dartKW categories including the system categories, these categories are used for administrative purposes and cannot be hidden. In this example a single category has been used as an example, which is selected by clicking on File from the dropdown list.

This will cause the screen to be redrawn with a dropdown box allowing you to refine the category selection. The action buttons are also shown in full at this stage and will be described fully later in this section.

Where there are multiple categories in the repository, this search will allow you to select the attributes of more than one. For this reason, in this example, the selection of 'File' is shown again.

The screen will display a dropdown list of the attributes available in the category.

By selecting Name the screen is redrawn to display a drop down list of conditions to search with, and a text box to enter the search. For the purposes of this example, it has been set up so the Name ‘contains’ the letter 'f'.

If you wish to check how many items will be found click Hit Count and a window, titled Hit Count, will appear showing the number of items that the search will return.

To  dismiss the window, click Close. The category search results can be displayed in two ways, if you wish to view the results in a directory listing style click Search [List].

The results are listed, by default, in alphabetic sequence. The sequence can be reordered to display in reverse alphabetic sequence by clicking on Title.

The ordering on search results can also be achieved by clicking on Type , which for example will show all word documents grouped together. Clicking Size will order the items from the smallest size to the largest. Another click on Size will show the largest sized items first. Similarly, clicking Modified once will order the items in ascending date order. Another click and it will display the results in descending date of last modification.

There is a count and place marker displayed at the bottom of each search result screen. To navigate forward in the results (where more than a page of hits is encountered) use the video style buttons on the top right and bottom right of the screen.

The alternative way to display the category results is requested by clicking Search [cols] at the search request screen.

The results are displayed showing a thumbnail for each item. The system administrator will be able to tell you if the feature to automatically create thumbnails has been installed. If thumbnail options have been activated, any jpeg files added to dartKW will create a thumbnail and the members of the system group can manually add thumbnails for pdfs, movie files etc. Microsoft Office files will show with a relevant thumbnail, but when items are added without a file extension e.g. .doc the icon will show with a question mark. When you click on the thumbnail picture the item is downloaded.

Note that where this is a Microsoft Office file and you have the relevant application on your local computer the file will be displayed inside your browser. You will be able to edit the file BUT when you leave the page you will be prompted to save the amended file to your local hard disk. It will NOT change the version inside dartKW.

Clicking on the title of the item displays the category details for the item.

In the top left hand corner of the frame is the add button that currently allows you to add another category to the item or to delete the item. Future developments will provide other options and these will be explained as they are introduced.

This screen also allows you, if you have the permissions, to amend the existing category data using the dropdown lists for each category.

If you have made changes click on the button to save the changes and use the Back to Search Results button to redisplay the search results again.

7.4 Saved Searches

To save you the trouble of constructing category searches each time you require them, there is the ability to save category searches that are then accessed by clicking Saved Searches . The saved search screen is displayed either by selecting Saved Search from the title bar on the search or home pages.

A drop down list allows you to select the specific searches for which you have permission. The buttons for Use Data Search and Use Workflow Search allow the contents of the drop down list to be refined to the Data or Workflow search. The drop down list below shows a large number of searches.

After selecting the search you require, click Use this Search and the screen will redraw, displaying the details of the categories and attributes previously saved.

Use the drop down list (where available) to select the attributes you require and follow the procedure as detailed above for category searches.

Note that system administrators create Data and Workflow searches and normal users are granted the ability to run these searches. For Data and Workflow searches the user is offered the choice to see the results in the display or to receive them in XML format. The XML format is useful to export information into another application. It is also worth noting that a facility to rename, delete or change permissions on the saved search is available in the context menu displayed at the top of the saved search page.

8 A grand tour of the dartKW system: Admin

The administrative functions are available to all users and are accessed by clicking on in the menu bar. The administration screen will be displayed as shown below.

Note that the section System Administration will only appear to users with the security access to manage elements of the repository, such as creating users or managing categories.

8.1 Workflow and Task Template Instances

When dartKW contains workflows it is useful to be able to examine the instances that have been fired off. Workflow managers, and typically initiator, may access instances by clicking on Workflow and Task Template Instances, or from the menu bar. A list similar to that shown below will be displayed.

The Workflow Instances listed are by default the Active instances. You can display workflow instances in other states by using the filter .

The filter context menu for workflow instances offers the ability to see workflows in all or one of the predefined states.

The state of a workflow determines the actions that are available to the workflow manager. For example,
Active workflows can only be stopped or suspended. If you are a workflow manager you can use the context menu on the relevant item to manage the instance, including changing its current state and from the list tasks you are able to change the performer / due dates for uncompleted tasks in the workflow.

List Tasks is used to show all the tasks in the workflow and a user with the workflow manager permissions can change the performer and due dates for uncompleted tasks.

Show Status Map displays a graphical view of the workflow instance.

Show Audit Details presents the details of the audit information gathered to date on the individual workflow instance.

Suspend Workflow Instance and Stop Workflow Instance both will change the state of the workflow instance. Changing the state to stopped or suspended will remove the tasks associated with the workflow instance from users’ task lists. To view stopped or suspended workflows use the filter option from the binoculars context menu at the top of the page.
Note that only stopped workflow instances can be deleted by the workflow manager.

8.2 Registered Interests

Registered Interest allows you to list the items in the dartKW instance for which you have asked for notifications if changes occur. This is like a subscription service that tells you when the contents of a document of folder change. You can see a list of your registered interests when you are no longer interested in notifications for a document or folder either by clicking Registered Interests from the system admin screen or by clicking on the option from the menu bar.

Use the check box beside the items to select the items that you no longer have an interest in and the click on the Unregister link. You can use the menu button shown on the right hand side of the item to provide you with additional information to ensure that you have the correct item.

Note - dartKW administrators do not have a mass unregister action; it is responsibility of the individual user.

8.3 Update my personal details

Clicking the Update My Personal Details link , or selecting the option from the menu bar offers the facility to change some of your details. Changing your password is described in the initial section of this manual.

Note – user and system group members cannot change privileges or category information associated with the user. System group users can change the base groups.

8.4 Customise home page

You can customise your homepage to reflect the way that you want to display the sections that make it up. These changes will only effect your home page they are not system wide. Click Customise Homepage to display the screen below.

The Show column, when checked will show the relevant section on the home page, when unchecked will hide that section from the home page. This may be useful when setting up an account for an external user.

Checking the Expanded tick box will cause the respective section to show all the items in list format beneath. Unchecking the tick box will just show the section title. See the start of this manual for illustrations of expanded and unexpanded sections.

The other columns dictate where the sections are displayed and how many items are displayed within the sections.

The position number ranks the display of the sections, position 1 being displayed at the top of the list followed by position 2 etc. If there are two sections with the same position number they are displayed in alphabetical order.

The max. Items are the number of items which appear in an expanded list. If you are a member of 300 projects, but have max. Items set as 10, then only the first 10 in alpha-numeric sequence will appear in the home page list. In the same way if you have 500 in the max. Items but there are only 300 in total the list will contain just the 300 projects and will not show another 200 blank lines.

The display format radio buttons decide which side of the home page the section will be shown. Sections deemed to be 'Reports' are listed in the right hand section of the home page whereas sections deemed to be “Mini List” are listed on the left hand side.

9 How to add new data to a category or an attribute

DartKW is the front end to a large database and changing parameters can cause problems unless they are thought through carefully. Therefore adding data regarding categories or their attributes will usually be done with reference to your system administrator or their nominee to ensure these items are added safely.

10 Adding an item to the dartKW system.

DartKW provides a readily accessible and easily searchable repository for work items that need to be shared amongst the team. This section will show you how to add items to the system. In this illustration we will add an item to a project. However, the principle is exactly the same when you add items to
the Library or to your Personal Work space area.

In the top left hand corner of the main frame of the application is the Add button . Click once to select the type of item that you wish to add.

In this example we will add a file, remember that files can be in many different formats, not just documents or spreadsheets. When you select file the following screen is displayed.

Note - Do not browse and select the actual file for upload yet.

Complete the Title input box.

Enter a meaningful description.

If applicable, select whether the categories you allocate are library, media or all categories. In dartKW you can leave this as the default All.

In the Category dropdown list you will see system categories as well any customised categories. In this example we will select the category File.

This will cause the screen to redraw to display input fields. The redraw blanks the file name field that was input; this is the reason why you were told not to browse for the file as the first action on completing this form.

When you have entered the required input fields you can select the file that you want. Click on Browse. A new window will be displayed allowing you to browse your local hard disk or any area of the network that you have permissions to see.

When you find the relevant file click on it and it will be listed in the File name input box.

Click on Open. The file name, including the path to its location, is now shown in the File name input field.

Click Add File to add the file to the dartKW instance. The file will be displayed in the area you initiated the upload from.

11 Checking out an item from the dartKW system.

Whilst multiple users can read the same item in dartKW at the same time it is not possible to let two people edit an item at the same time. In order to preserve the integrity of items when they are being edited, the user wishing to edit the item checks out the item from dartKW. This means that no one else can edit the item but everyone, who has the permission to the item can still see it, either by browsing the system or within search results. The file will remain read only until the user editing it checks the item back in or releases the edit lock with the option unreserved. Checking in a document is described in the next section of this manual.

To checkout an item right click it to open the actions menu. If checkout is not shown, either the document is already checked out or you do not have permissions to modify the document.

A dialog box will appear asking if you wish to open the item or save the item to disk. Click on the Save button. A window will appear allowing you to navigate to a suitable area on your hard disk or on a network drive.

The File name shown will be the original file name from the dartKW instance but you may rename it by entering the new name in the File Name input box.

Click Save when you are ready.

In the main frame of the dartKW screen right click and select Refresh.

This will redraw the dartKW screen. Right clicking the item will now show the action Check In, ready for the edited version to be uploaded. The refresh is required because the browser dialog cannot communicate its action to dartKW.

Please note that check-out has all caused the option for reserve to change to unreserved, showing that the edit lock is in use.

12 Checking in an item to the dartKW system.

To check in an item, click on the menu button shown on the right hand side of the item. Files that have been checked out have a check in action link against them. You can also tell if a file has been checked out from the type  icon. Your own checked out files are listed in the Checked out Documents section on your home page.

 

Checking a file back in is initiated by clicking on the document/item menu button which causes the following screen to be displayed.

Selecting Check In will cause the following form to be displayed.

You will notice that the Title of the item cannot be changed here, however you can, if you wish change the Version Name using the input field provided.

It is good practice to add comments to help other users who will be viewing the item.

When all the input fields are completed, click Choose File to display a new window for choosing a file.

This window allows you to navigate your local drives or any network drives for which you have permission.

Click on the file that you wish to check back in and it will be displayed in the File Name input box.

When you have selected the file, click Open and the file name and its location path will appear in the File
Name field.

When the file name input is shown click on Check-In File. If the check-in was invoked from the home page then the home page is redisplayed. If the file was checked back in at its 'original location' then the screen will be redrawn for the original location.

To check if all is ok select General from the right click menu.

The General screen will be displayed for the file.

You will notice that the version has been incremented by 1.

Select Versions from the menu button located at the top left hand corner of the main frame.

This will display the File Versions screen for the item you have just checked in.

The file name that you just checked back in is shown together with the file names of files uploaded as previous versions of the item.

Notice the file names listed reflect the name of the file that was uploaded - it is possible to load not only files with different names under the same dartKW item name but even files from different applications.

13 I checked out an item from dartKW by mistake.

You can tell by right clicking, if a file has been checked out as shown in the previous section. You can also tell if a file has been checked out from the type icon as it will have a small red tick in the bottom left hand corner of the icon.

Your own checked out files are listed in the Checked out Documents section on your home page.

If you have checked out a document by mistake, go to your Checked out Documents area in your home page, click on the relevant menu button and select Unreserve.

The screen will be redrawn with the checked out item now restored to a checked in state.

Note that if the document is not checked out then the option will be reserve instead of unreserved. The options reserve and unreserve are used to set and release the edit lock respectively. Using the option unreserve does not ask for a file or change the document version.

14 How do I register an interest on a file?

To register an interest in an item, right click the item. You can only register an interest on items for which you have permission; items for which you have no permissions will be excluded from your notification.

A screen will appear offering you the ability to choose the types of you require to be notified about. There are two types of change:

Content changes - states that you are interest in notifications if new versions of the document have been added.

All changes - states that you have an interest in any changes including version, property, permission and category changes. In essence this will report any event that happens to this document.

The screen would be presented to a normal user and illustrates interest registration for a document. Interest Registration for a folder includes an additional checkbox to permit you to register the same interest on items and subfolders, including their content.

Interest notifications are sent via email so if you do not have a valid email with you user account you
will not receive notifications.

Note - the dartKW administrator is permitted to register an interest on behalf of other users, either individually or in multiples, as shown in the screen below. The users and groups listed for the item are the users and groups who have permissions on the item; it would not be sensible for the system administrator to register a user interest on an item for which they do not have access.

The dartKW administrator can select the type of change, if it is a folder whether sub-folders and their contents are of interest and the users to be registered. Selecting will then make an interest registration for each user for this item.

15 How do I make a shortcut to a file?

In each company there are times when you need to refer to a document more than once but from different locations. The danger is that the same document will be added to the separate locations and this will make document maintenance difficult. DartKW provides a feature called shortcuts that can allow a document to be visible in multiple locations and remove the need to maintain the whole document in multiple locations.

There are two types of shortcut in dartKW, one that references the item and one that references an individual version of the item, called a version reference.

15.1 To create a shortcut to an item

To create a shortcut, first locate the item upon which you wish to place the shortcut. Locate the item, by navigating to the item or finding it using the search functionality described earlier in this document. Right click the item and select Create Shortcut from the context menu.

The create shortcut screen will be displayed for the user to select the name of the shortcut and the location in which it is to be created.

Click the Browse button to select the area in which to create the shortcut. The available areas are the projects that you have access to and the library.

Once the area has been selected then the folders are displayed so that you can navigate to the location that is relevant for the shortcut. Illustrated below is the library area.

Upon navigating to the correct folder press the Select link for the folder. The screen will gather the information for the location and place it in the field on the create shortcut screen.

The last remaining decision before creating the shortcut is to decide if you wish the permissions and category of the target folder to be inherited by the shortcut. Any users included in the target folder permissions but not on the original item, will see the shortcut but not have access to original file.

Click Create and the shortcut will be created and a listing of the target folder will be displayed.

The icon of the item will indicate that it is a shortcut and right clicking will display a different set of features, depending upon your permissions.

Category - allows you to view the category and assign it another, if you have permissions. This is typically how an item may be defined under multiple categories.

General - provides details on the shortcut.

Move -  permits the shortcut to be moved to a more relevant location and does not affect the original item.

Move to Recycle Bin - permits the deletion of the shortcut and not the original item.

Original Info - provides the general details for the original item that the shortcut is linked to. From the general information you can access other options that you have permission to on the original item, including versions, category and shortcuts and links.

Permissions -  permits the permissions on the shortcut to be changed. Please note that granting wider access to the shortcut than on the original item is not recommended, as users without permissions on the original item will receive an error message.

View in Carousel - opens the item in Carousel view.

15.2 To create a version reference

Creating a version reference is similar to creating a shortcut. First you must locate the original item, either through navigation to the item or via search. Right click the item and select Versions from the context menu.

The version information for the item will be displayed.

Click on the menu button for the version and the select Create a Version Reference.

The screen to create the version reference will be displayed. It is similar to the create shortcut screen.

Click the Browse button to select the area in which to create the shortcut. The available areas are the projects that you have access to and the library.

Once the area has been selected then the folders are displayed so that you can navigate to the location that is relevant for the version reference. Shown below is the library area.

Upon navigating to the correct folder press the select link for the folder. The screen will gather the information for the location and place it in the field on the screen.

The last remaining decision before creating the version reference is to decide if you wish the permissions and category of the target folder to be inherited by the shortcut. Any users included in the target folder permissions but not on the original item, will see the shortcut but not have access to original file.

Click Create and the version reference will be created and a listing of the target folder will be displayed.

The icon of the item will indicate that it is a version reference, note this is the same icon as used for a shortcut. Right clicking will display a different set of features, depending upon your permissions.

This menu is almost the same as that provided for a shortcut except that it includes access to the version information of the original. See the descriptions provided for the shortcut for more details.

16 How do I make sure only certain people can see my files?

DartKW uses a permissions model that is accessed by right clicking on the item name.

Right clicking will cause a context menu to appear. Select Permissions. If you do not have the right to change permission on the item it will not be shown in the context menu.

In projects, if you are only a member you will lose the right to change permission on an item you have created, the coordinators for the project take on the management of permissions.

The current permissions for the item in a project are shown below.

Notice that the owner of the item has permissions to do anything they wish with the item, except change permissions.
The current permissions for the item in a library are shown below.

Notice that the owner of the item has permissions to do anything they wish with the item. The only other level of permission that is granted automatically is to the owner’s base group colleagues and that is only the right to see and see the contents i.e. to load and view the item. This is the default for a document added to the library.

Note – in ‘My Workplace’ only the owner will have permissions by default. In the case of projects the document owner has less permissions but the coordinator of the project gains full permissions on the document.

Should you wish to extend these default permissions, click on the Grant Access To button. This will display the user selection page.

You can select either individual users or groups by making the relevant selection. In this instance the permission will be given to an individual user.

To display the complete list of system users leave the entry field blank and click on Find to display the list of users.

Click on the relevant check box or boxes. Then click on OK to return to the permissions screen.

The screen now shows the person selected but they still have no permissions to access the item. No permission would actually deny this user any access to the document, including if they are in a group that already has access.

To allocate the required permissions click on the user or group name. This will display the screen in which to assign rights.

Check the required boxes to allow the user the permissions that you want.

Then click on the Update button and the screen will be redrawn showing the new permissions for the item.

Note – providing extra permissions to a file in a folder structure to which the user cannot navigate will allow the user search access but will not change the permissions on the folder structure.

17 What to do if things don’t work as you expect them to.

You will have a nominated representative who will act as the liaison between your organisation and Ideagen PLC. If you encounter a problem in accessing the dartKW server and/or instance, or any parts of dartKW do not appear to behave in the way described in this document you should initially refer to your nominated representative. Subject to no immediate solution being available they will contact Ideagen PLC Support for a solution. Please do not contact Ideagen PLC Support directly as all errors are being monitored, and direct access to the developers may mean that an error remains unrecorded.