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David Widegren, CERN, TS/CSE

Using the CERN EDMS in the EGEE-II project. David Widegren, CERN, TS/CSE. Agenda. 1. EDMS – General introduction. 2. EDMS for EGEE – The basics. 3. Working with the EDMS. 4. Approval & Versioning. 5. Access rights & Notifications. 6. Demonstration & Questions.

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David Widegren, CERN, TS/CSE

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  1. Using the CERN EDMS in the EGEE-II project David Widegren, CERN, TS/CSE

  2. Agenda 1 EDMS – General introduction 2 EDMS for EGEE – The basics 3 Working with the EDMS 4 Approval & Versioning 5 Access rights & Notifications 6 Demonstration & Questions

  3. EDMS – General introduction

  4. Design Manufacturing Installation Installation Operation Dismantling Main functionality: Document & Drawing Management Equipment & Maintenance Management Approved Nov. 2nd 2005 Smith HCQRLAB100-TB001234 What is the CERN EDMS? The CERN EDMS is the organization’s official tool to store, organize and control administrative and technical data throughout the different phases of a project.

  5. The EDMS Service at CERN • General info: • The EDMS is a CERN wide service provided by the EDMS team. The service is free of charge for all officially approved projects, experiments and collaborations. • CERN EDMS in numbers: • ~5000 registered users • ~700.000 documents & drawings • ~10.000 new documents / month~140.000 file downloads / month~500.000 equipment~20.000 new equipment registered/month

  6. AxalantDesign dataDrawings & Documents Other DBsParametersProduction data Datastream7iAsset trackingWork management Overview of the CERN EDMS EDMS Web MTF - Travellers EDMS Common Layer

  7. EDMS for EGEE – The basics

  8. EDMS for the EGEE-II project Scope of EDMS in the EGEE-II project: The EDMS will be used for document management and will serve as a centrally safeguarded repository for EGEE-II documentation. • Two main types of documents: • EGEE Documents • EU Deliverables

  9. A document in the EDMS A document in the EDMS consists of meta data + one or several files.Example: EDMS identifier Version Title Status Author(s) File(s) Document type Date

  10. Searching for documents

  11. Project structure in EDMS

  12. Working with the EDMS

  13. Alternative 2: http://www.cern.ch/egee-intranet/ How to access the EGEE EDMS Alternative 1: https://edms.cern.ch Alternative 3: Create your own bookmark! (http://edms.cern.ch/nav/CERN-0000066375)

  14. The EGEE-II structure

  15. The EGEE-II structure The EGEE structure is divided into “Activities”, “Boards” and “Related Projects”. For all activities and related projects a standard structure has been prepared. This structure can naturally be updated with additional project folders if needed. Please note that documents created in the “Deliverables” folders are following special procedures! Activities Boards Rel. projects

  16. EDMS logins and access rights are managed by the local EDMS administrator in EGEE. The EDMS login It is required to login in order to use active actions and to retrieve documents with restricted access.

  17. Creating a new document

  18. Creating a new document • In EGEE there are three levels of initial access right to select from: • Public (default) • Activity/Board members only • EGEE members only • Additional people can be granted access later on.

  19. Creating a new document Finally the document meta data needs to be filled in. The title is the only mandatory field but adding more information facilitates obviously the searching afterwards.

  20. Up to three files can be uploaded at a time. Maximum recommended file size is 100 MB per file. Creating a new document Once the meta data is stored, one or several files can be uploaded into the EDMS document.

  21. An EGEE document in EDMS The document information page of a complete document!

  22. Approval & Versioning

  23. EGEE-II release procedures Example 1: EGEE-II Documents Red Green Grey Yellow

  24. EGEE-II release procedures Example 2: EU Deliverables Red Yellow Orange Green Grey

  25. Changing document status

  26. Versioning Once a document is either in the “Released” or “Obsolete” state, it is frozen and cannot be changed. In order to modify it a new version must be created!

  27. Versioning At a given moment in time there can only be oneversion of a document in the “Released” state. Version n Version n-1 Parallel actions

  28. Access rights & Notifications

  29. Access rights & Visibility All information about access rights, visibility and approval privileges can be found under the “Access Rights” tab. To get help modifying your privileges, please contact your EDMS administrator in the EGEE-II project.

  30. Such email notifications also automatically grant read access to the concerned document(s). Sending notifications The “Notify” function allows you to send email notifications about documents to individual users or lists/groups.

  31. Demonstration & Questions • Demonstration of EDMSAccessing & Browsing the EDMS. Searching for documents. Creating a document. Approving & Versioning of doc. Sending notifications. • 2) Questions! • Technical questions later on: • EDMS.Support@cern.ch

  32. Local admin. EDMS Support EDMS Course How to get more help? Central Support: - Hotline: EDMS.support@cern.ch- General EDMS courses Local Support & Administration EGEE EDMS administrators help with creation of accounts, management of groups, approval privileges, etc.Email:Marie-Laure.Bourgeois-Schutz@cern.ch

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