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YDSS User Manual

Page 1/31 File : P:\Public_Sheets\Manuals\YDSS_Manual_Vers07.doc Date : Created on 12/7/2010 8:42 AM

User Manual

Yazaki Document Sharing System (YDSS)

Version: 7, Date: 07th of Dec 2010 Author: Dirk Schuler

YDSS User Manual


Contents

1. Introduction..................................................................................................................................................... 3 1.1 Abbreviations and Acronyms ..............................................................................................................4

2. Accessing YDSS............................................................................................................................................. 5 2.1 Getting started......................................................................................................................................6

2.1.1 File and Folder Naming and Text Entry Guidelines.....................................................................6 2.1.2 Basic Screens and Functions ........................................................................................................6

3. Creating a share ............................................................................................................................................ 10 4. Adding members to the share ....................................................................................................................... 11

4.1 Publishing and activating a share ......................................................................................................13 5. Access rights ................................................................................................................................................. 13

5.1 Assigning access rights......................................................................................................................14 6. Creating Sub Folders .................................................................................................................................... 15 7. Deleting Sub Folders .................................................................................................................................... 17 8. Uploading Documents to Folders ................................................................................................................. 18 9. Upload multiple Documents at once............................................................................................................. 20 10. Deleting Documents from Folders.............................................................................................................. 21 11. Viewing Documents ................................................................................................................................... 22 12. Checkout and lock Documents for Editing................................................................................................. 22

12.1 Manually Lock Documents..............................................................................................................24 13. Check in and unlock Documents ................................................................................................................ 24

13.1 Manually Unlock Documents ..........................................................................................................25 14. Versions of Documents............................................................................................................................... 26 15. History ........................................................................................................................................................ 27 16. Subscriptions............................................................................................................................................... 27 17. State of a share............................................................................................................................................ 28 18. Deleting a share .......................................................................................................................................... 29 19 Change Password for external users ............................................................................................................ 30 Change Record.................................................................................................................................................. 31

YDSS User Manual


1. Introduction

The Yazaki Document Sharing System (YDSS) is a file share system to store files which require individual access right management and contain general information like presentations, information exchange data like SAP Project Data, multi location department data (see Guideline for storage of documents).

YDSS is not a place to store development project data (OEM project data) or process related data (Engineering Change Process, Individual Design and Development Order, Sales Project Requests) or personal file data.For further information please also have a look here :

http://it-info.yazaki-europe.com/index.php?id=459&type=1

Within the YDSS it is each user can create its own place to share information within a specified team. This place is called “share”. The share can contain several sub folders which can include multiple files within its content. The access rights of the shares and its folders can be managed individually by the user himself. The user will only see the shares he is a member of.

YDSS User Manual


1.1 Abbreviations and Acronyms YDSS Yazaki Document Sharing System Share space on a file server to share information within a specified team and individual

access right management (workspace) History documentation of the changes that have been made within a share, a folder or a

document Members users who have got access to a share with dedicated access rights Subscription user will get a mail notification about changes on this level of the share (files or

folders added, deleted, etc.) Sub Folders Folder structure within a share to place files for team members Content is the content of a folder including sub folders and documents Version version of a document. A new version will be created if a document has been

checked out modified and checked back in again

YDSS User Manual


2. Accessing YDSS To access YDDS please use the following link: https://ydss.yazaki-europe.com/ydss To login to the system, please enter your windows login and password (the login is not case sensitive). In case you are not a Yazaki Employee or cannot access the system please address this to your Yazaki business contact.

YDSS User Manual


2.1 Getting started

2.1.1 File and Folder Naming and Text Entry Guideli nes Naming Files and folders I you create folders in YDSS or add Documents (check in) to the application these can have long, descriptive names and names with spaces. But please make sure file names of folders do not include any of the following special characters: @, *? [ ] # $ { } / \" < > ä ö ü ß : ’ As a rule of thumb all characters that can not be used in Windows file system can not be used here, too. But there are some additional characters that are a limitation of web applications. If you face any strange behavior after creating a file or document, please check the name for one of these special characters shown above and raise a service request for help. Entering Text When entering text information YDSS application pages, keep in mind the following system behavior and conventions:

• Text fields are case-sensitive and spaces are allowed. • Generally there is no limitation on the length of the data you can enter into fields. • Leading and trailing spaces are ignored. • The system accepts all special characters for descriptions and comments except the following: @

*? [ ] # $ { }

2.1.2 Basic Screens and Functions After the login screen you will see a screen showing all the shares you are currently a member of. If you have not been assigned as a member of a share and have not created a share yourself this page might be blank.

YDSS User Manual


Under YDSS you have the option to search and to show all shares (you are a member of).

When selecting the “Search” you get the option to search for Shares, Folders and Documents. To get a search mask, please select Search Shares, Search Folders or Search Documents. Type in your search criteria (like “Name” or “Description”) and select search.

To logout of YDSS, please select “Logout”.

YDSS User Manual


Under the pull down menu “Actions” you will find the option to perform different operations (described within the manual).

On the left side of the screen (marked red) you have got a tree structure of your share.

YDSS User Manual


Top level is the share itself including the history of the share, the members of the share, subscriptions and the subfolders of the share.

On the level below you will see the folders including the history of the folder, the members of the folder, subscriptions and content. The content could be documents and/ or folders.

On the right side of the screen (marked green) you will see the content of the option you have selected from the tree menu.

If you select this icon the folder or the document will be opened in a separate window.

YDSS User Manual


3. Creating a share To create a new share select actions -> Create new Share

As red fields are mandatory you will have to enter a name and a description and select create.

YDSS User Manual


4. Adding members to the share For adding new members to your share select members -> actions -> add user

Select “User” and enter the last name of the person you are looking in lower case (e.g. you would like to add Mr. Schuler -> type *schuler)

YDSS User Manual


Select search and you will get the following result:

Click the checkbox and select connect.

YDSS User Manual


4.1 Publishing and activating a share As soon as you want to publish the share for all members, please do not forget to activate the share. Otherwise the share will only be visible for you, even though all members have been assigned with the appropriate access rights to the share For this purpose you have to edit the share properties and activate the share state as shown below :

5. Access rights The access rights add on to each other. The following access rights are available: Browse access: the share, its folders and its documents are visible but not editable or readable. Document Read: the documents will be readable but cannot be modified. It is not possible to add or remove documents. Document Read/Write: the documents will be readable and existing documents can be modified (see as well file check in and checkout for versioning). It is not possible to add or remove documents. Document Create: the documents will be readable and can be modified. It is possible to add new documents. Document Create/Delete: the documents will be readable and can be modified. It is possible to add and remove documents. Folder Create: includes document create/delete access and it is possible to create new folders within the share. Folder Create/Delete: includes document create/delete access and it is possible to create and delete folders within the share. Share Holder: all rights within the share.

YDSS User Manual


The access rights will be cascaded through the folder structure. It is possible to enlarge and to restrict the access rights on a subfolder level. But changing the access rights on an upper level wi ll reflect the changes through the folder structure again . Recommendation: This recommendation is applicable if your share members have got different access rights on the different folders. As the access rights will be cascaded top down through all the folders it is recommended to assign “Browse” or “Document Read” Access on the top level and modify the access rights on the folder levels below.

5.1 Assigning access rights To assign access rights select members and check the box in front of the user you would like to modify the access rights for.

Select actions -> Edit Membership

YDSS User Manual


Select the access right you would like to assign and choose update.

6. Creating Sub Folders To create folders within a share select “Sub Folders” -> Actions and choose “Create new subfolder”.

YDSS User Manual


As red fields are mandatory, you will have to type in a name and description and select create.

To create a folder within a folder -> select the folder you would like to create a subfolder -> Content -> Actions and choose “Create new subfolder”

Enter a name and a description in the mandatory fields (same as shown above) and select create.

YDSS User Manual


You will find the new folder within the content of the folder one level above.

7. Deleting Sub Folders To delete folders within a share select the folder which includes the folder you would like to delete -> mark the check box in front of the folder -> select actions -> delete selected sub folder(s) You will be asked if you really would like to delete the selected sub folder(s) and all their/its content for security reasons.

That means if you delete a folder all the files included will be deleted as well.

YDSS User Manual


8. Uploading Documents to Folders To upload a document to a folder -> select the folder you would like to upload the document to -> select content -> Actions -> Upload new document

Type in a description and browse for the file you would like to upload. Multiple file upload will be described within the description of the Web Dav application.

YDSS User Manual


The document name will be set to the filename means the name of the document for this example will be minutes_mx_test_db.doc (see below).

YDSS User Manual


9. Upload multiple Documents at once To upload multiple Documents at once to the same folder -> select the folder you would like to upload the document to -> select content ->Action -> Upload multiple Documents

Type in a description and browse for the file you would like to upload

YDSS User Manual


Please be aware of the following rules for the upload of multiple documents at once :

o Inserting a description to each document is mandatory o Each file will create a new document in the target folder. The multiple upload will not create

several files below one document. o It is not possible to upload two documents with the same name from different folders into the

same target folder in YDSS – Each document name must be unique within one folder o It is not possible to upload multiple documents with at least one document with the same name

already existing in the target folder. o Depending on the size of the documents the upload may take a lot of time, do not interrupt the

upload, please wait until the window will close itself.

10. Deleting Documents from Folders To delete a document from a folder -> select the folder you would like to delete the document -> mark the check box in front of the document you would like to delete

Select actions -> Delete You will be asked if you really would like to delete the selected Element(s) and all their/its content for security reasons.

YDSS User Manual


11. Viewing Documents To view a document -> select the view icon (see screenshot below) -> you will be asked if you would like to open or to save the document If you select “open”, the document will be opened for viewing. If you select “save”, you will save a copy of the file. If you would like to modify the file and check in a new version you should use the checkout and lock functionality (see 2.6.3)

12. Checkout and lock Documents for Editing When you check out a document, it becomes locked for all users until you check it back in again. This will create a new version of the document.

YDSS User Manual


Select the check out and lock icon and save a copy of the file. The file is locked. Other users can view the document and download the document but they cannot check in a new version.

When selecting the document you will see that the document is locked (field “Locked” is set to true) and who has locked the document ( see “Locked by”).

YDSS User Manual


12.1 Manually Lock Documents To manually lock documents select the lock icon.

13. Check in and unlock Documents After the file has been modified select the check in and unlock icon and upload the latest version of the file. Checking in a new file will create a new version .

The file name has to stay the same. In case you try to check in a different file name you will get the following error message:

YDSS User Manual


13.1 Manually Unlock Documents By moving the mouse over the unlock icon the system will display the name of the person who presently locked the document for change. To manually unlock documents select the unlock icon. If the locker is another person, then the person will get a notification about this action

If the locker is another person, then the owner of the lock will get a notification about the other persons action which document has been unlocked by who.

YDSS User Manual


14. Versions of Documents Each file check in will create a new version. All versions can be viewed under “Versions”. It is possible to delete the latest version by selecting actions -> Delete latest version (members with “Document Create/Delete” access on the share).

Note: Presently only a time stamp is shown as creation time (always 12:00). In future the time shown will be GMT.

YDSS User Manual


15. History Within the history information all modifications that have been made within a share, a Sub folder or a document will be tracked. You will be able to see who has made modifications, what has been done and when (time shown is GMT).

16. Subscriptions Within the YDSS it is possible to subscribe for modifications. These subscriptions affect only the folder level. If you would like to get a mail notification if a modification has been made on a level below you will have to subscribe on the next level. Subscriptions can easily be set by selecting Subscriptions -> Actions Subscribe

To remove the subscription mark the check box in front of your name and select ->Actions Unsubscribe.

YDSS User Manual


As soon as a modification has been made you will be notified by mail. Note: It is not possible to push a subscription for somebody else. Each user will have to set a subscription himself for specific folders or documents.

17. State of a share When the share has been created its default state is “Admin”. That means the share is only visible for the creator of the share and the administrator of YDSS.

To make a share visible for the members -> select the name of the share -> choose Actions -> Edit -> and change the state to “Active” -> select update

YDSS User Manual


As soon as the share is in state “Active” it is visible for the members of a share as well.

18. Deleting a share A share can be deleted by members with the access right “share holder” and by the YDSS administrator.

To delete a share select YDSS -> show all shares -> mark the check box in front of the share you would like to delete -> select actions -> delete selected share(s)

YDSS User Manual


You will be asked if you really would like to delete the selected share(s) and all their/its content for security reasons.

19 Change Password for external users All none YEL members (YC,YNA, external employee) can change their Password: Select YDSS -� Change Password

Note:

For a password to be strong and hard to break, it s hould:

• Contain 6 or more characters • Contain characters from each of the following three groups:

1. Letters (uppercase and lowercase) A, B, C,...; a, b, c,... 2. Numerals 0, 1, 2, 3, 4, 5, 6, 7, 8, 9

• Be significantly different from prior passwords. • Different from username

YDSS User Manual


Change Record Date Author Version Change reference 10-May-07 A. Wolff 1 New document 02-Jul-07 D.Schuler 2 Added File Naming and Text Entry Guidelines 13-Mar-08 D. Schuler 3 Removed link to EQOS for guideline YEL-IG-13, added

picture for guideline, inserted activation of shares, function of force unlock and notification mail.

8-Dec-08 L.Menssour 4 Added Change Password for extern users 5-Jan-09 L.Menssour 5 Added multiple file upload 13-May-09 L.Menssour 6 file names do not include any special characters 07-Dec-10 D. Schuler 7 Changed file and folder naming and text entry

guidelines