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<h1>
<img src="pic3-vkc-logo.gif" hspace="5" align="middle" alt="VKC-Logo">
VKC Help: Project Collaboration Base (ProCoBa)
</h1>

<h2>
<a name="textual"></a>
Help topics
</h2>


<dl>
<dt><a href="#general"><small>General functions</a></small></dt>
<dd>
<a href="#viewlist">View selection</a>&nbsp;&nbsp;
<a href="#logout">Logout</a>&nbsp;&nbsp;
<a href="#profile">Profile</a>&nbsp;&nbsp;
<a href="#help">Help</a><br>
<a href="#administration">Administration</a>&nbsp;&nbsp;<small>(Administrator)</small>
<br>&nbsp;
</dd>

<dt><a href="#projectview"><small>Project view</a></small></dt>
<dd>
<a href="#projectview1">Introduction</a>&nbsp;&nbsp;
<a href="#categoryview">Project&nbsp;categories&nbsp;and&nbsp;documents</a>&nbsp;&nbsp;
<a href="#categoryfunctions">Functions&nbsp;for&nbsp;project&nbsp;categories</a>
<br>&nbsp;

<dl>
<dt><a href="#projectmgmt">Project management functions</a></dt>
<dd>	
<a href="#projectcontacts">Project&nbsp;contacts</a>&nbsp;&nbsp;
<a href="#projectstatus">Project&nbsp;status</a>&nbsp;&nbsp;
<a href="#projectmessages">News</a><br>
<a href="#createproject">Create&nbsp;project</a>&nbsp;&nbsp;
<a href="#closeproject">Close&nbsp;project</a><br>
<a href="#createprojectroot">
Create&nbsp;project&nbsp;root</a>&nbsp;&nbsp;
<a href="#projecttemplates">
Create&nbsp;project&nbsp;templates</a>&nbsp;&nbsp;<small>(Administrator)</small>
</dd>
</dl>

</dd>

<dt><a href="#functionview"><small>Functional view</a></small></dt>
<dd>
<a href="#functionview1">Introduction</a>&nbsp;&nbsp;
<a href="#functionview2">Categories&nbsp;and&nbsp;documents</a>&nbsp;&nbsp;
<a href="#categoryfunctions-fv">
Category&nbsp;functions&nbsp;for&nbsp;the&nbsp;functional&nbsp;view</a>
<br>
<a href="#createfview">Create&nbsp;functional&nbsp;view</a>&nbsp;<small>(Administrator)</small>
</dd>

</dl>


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<a href="#top">
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</div>



<h2><a name="general"></a>
General functions</h2>

<img src="pic3-view-header.jpg" border="1"
alt="general functions">

<p>
In the page header you will find the following functions:
</p>
<p>
<a href="#viewlist">View&nbsp;selection</a>&nbsp;&nbsp;&nbsp;
<a href="#logout">Logout</a>&nbsp;&nbsp;&nbsp;
<a href="#profile">Profile</a>&nbsp;&nbsp;&nbsp;
<a href="#help">Help</a>
</p>
<p>
Below the page header the <a href="#projectview">project view</a>
or the <a href="#functionview">functional view</a>
will be shown.
</p>

<h3>
<a name="viewlist"></a>
View selection</h3>

<img src="pic3-view-viewlist.gif" hspace="10" border="1" 
alt="view selection">

<p>
This environment supports different kinds of views on the document storage:
</p>
<ul>
<li>
<p>
The Project Collaboration Base offers a project-oriented
<a href="#projectview"><b>project view</b></a>
and a task-oriented
<a href="#functionview"><b>functional view</b></a>.
</p>
</li>
<li>
<p>
If the user has got permission to switch system views by the
administrator, the general VKC document storage that is structured
by categories will be accessible as the <b>category view</b>.
The category view is described in detail on its own help page
which is available after switching to that view.
</p>
</li>
<li>
<p>
Only users with administrative privileges may switch to
the <a href="#administration"><b>administration view</b></a>.
</p>
</li>
</ul>
<p>
After login the view will be loaded that has been predefined
in the user's profile as <b>system view</b>.
<b>Project view</b> is active in the image above.
Besides the active view only those views are represented
that are accessible by the current user.
A different view may be selected by clicking on its name.
</p>


<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h3>
<a name="logout"></a>
Logout</h3>

<img src="pic3-vkc-logout.gif" hspace="10" border="1" 
alt="logout">

<p>
By clicking on <b>Logout</b> your current session will be terminated
<b>immediately</b>. The login form will be loaded.
Before logging out you should finish your work appropriately, for example
save your last changes.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h3>
<a name="profile"></a>
Profile</h4>

<p>
Every user has a <b>personal profile</b> including personal
data, options, and functions for changing the password 
and for disposition of expired documents.
Function "Profile" can be used to access and modify your profile.
</p>
<p>
For details see <a href="helpmod-profile.jsp">help page "Profile"</a>.
</p>


<div align="right">
<a href="#top">
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</div>

<h3>
<a name="help"></a>
Help</h3>

<p>
This function loads this help file into the current browser window.
You may use the usual browser functions to open help in a new tab
or window instead.
</p>


<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h3>
<a name="administration"></a>
Administration</h3>

<p>
The following special tasks pertaining to the Project Collaboration Base
have to be performed by administrative users, partly in the administration
view, partly in the category view (see also <a href="#viewlist">View selection</a>):
</p>
<ul>
<li><a href="#createprojectroot">Create project root</a></li>
<li><a href="#projecttemplates">Create project templates</a></li>
<li><a href="#createfview">Create functional view</a></li>
</ul>

<p>
The general <b>administration view</b> is available only for users with
<b>administrative privileges</b>.
It will be loaded in the current browser window.
The administration functions are described in detail on their own
help page that can be accessed after switching to that view.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>


<h2>
<a name="projectview"></a>
Project view</h2>

<h3><a name="projectview1"></a>
Introduction to the project view</h3>

<p>
After successful login the project view is shown
offering a <b>project-oriented representation</b> with
a number of <b>project management functions</b>.
</p>
<img src="pic3-view-projectview.gif" border="1"
alt="project view (basics)">
<p>
There is a <b>selection list for all projects</b> belonging to your area of work.
By clicking on a different entry you may switch between projects.
A history of recently visited projects is shown at the top of the list.
</p>
<p>
Example for project selection list:
<br>
<img src="pic3-view-projectview-selection.gif" border="1" 
alt="project selection">
</p>

<p>
In case no projects can be seen, there are no projects or none permitting
access.
You might perhaps <a href="#viewlist">switch to the functional view</a>
or contact your administrator.
</p>
<p>
The small tab on the left
<img src="pic3-view-symbol-createproject.gif" border="0" 
alt="Create new project">
can be used to <a href="#createproject">create a new project</a>.
This function is available only if you have permission to create new
subcategories in the project root folder.
The administrator is responsible for assigning this permission.
</p>
<p>
If there are no project tabs and no icon "create new project" at all
even for administrative users, the administrator should ensure
that a <a href="#createprojectroot">project root folder</a> has been established.
</p>
<p>
For the current project the following information
and functions are displayed.
There is a <b>description</b> that has been entered during creation.
The description may be modified later (property of the project's top level folder). 
</p>
<p>
To the right of the project description there are hyperlinks to
<b>project management functions</b>:
</p>
<ul>
<li><a href="#projectcontacts">Project contacts</a>
(list of internal and external project participants),</li>
<li><a href="#projectstatus">Projekt status</a>
(planning and controlling of project steps) and</li>
<li><a href="#projectmessages">News</a>
(reading and writing of short messages for project members).</li>
</ul>
<p>
When you activate one of these functions by clicking on the hyperlink,
the corresponding form will be loaded in the lower part of the page.
</p>
<p>
If no project management function is active,
the main part of the page will be used for navigating and accessing
the categories (folders) and documents of the project.
More detailed information can be found in the next section.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h3>
<a name="categoryview"></a>
Project categories and documents</h3>

<p>
Categories are used to structure the collection of documents in the repository.
They are similar to folders in a conventional archive of documents.
Project leader and project members may create an arbitrary hierarchy
of categories and subcategories according to their access permissions.
Access permissions for new categories can be copied from parent categories
or may be set individually. Documents can be inserted in categories by
publication. These functions are called
<a href="#categoryfunctions">category functions</a>.
</p>
<p>
When you switch to a project,
the top level category of the project will be loaded below the project
description and the project management functions.
The name shown as <b>project category</b> is the project title which is also
used in the project selection list.
</p>
<img src="pic3-view-projectcategory.gif" width="714" height="403" border="1"
alt="category view">
<p>
To the right of the project category name, there are icons for
<a href="#categoryfunctions">category functions</a>.
The range of available functions depends on the access permissions
of the current user.
</p>
<p>
Function "Edit category properties"
<img src="pic3-button-editcat.gif" border="0" align="middle" 
alt="Edit properties of this category">
may be used to change the project description.
</p>
<p>
Below the project category the <b>subcategories</b> one level lower in
the project hierarchy are listed.
These entries can be used for navigation:
by clicking on the name of a subcategory the corresponding category
will be loaded.<br>
For example, clicking on "laboratory data" yields the following result:
</p>
<img src="pic3-view-projectcategorysub.gif" width="717" height="526" border="1"
alt="subcategory view">
<p>
We are now one level lower in the project hierarchy.
Field <b>project category</b> shows the complete path from the top level
category of the project to the current subcategory.
By clicking on a name in the path you may switch to the corresponding
category immediately. This is very helpful for deeply nested hierarchies.
</p>
<p>
Below the category path you will find a link to the category one level
above to navigate to the <b>parent category</b> until you have reached the
top level again.
In the example above you find three <b>subcategories</b> "Lab. 1",
"Lab. 2" and "Lab. 7" that are used to refine category "laboratory data".
</p>

<p>
The <b>documents</b> of the category are listed below the subcategories.
They are sorted according to the selection in list <b>Sort documents</b>.
The document section consists of <b>published documents</b> that have been inserted to
category.
</p>
<p>
There is also an area for <b>virtual documents</b>.
These are dynamical references to documents published in other categories matching
a query that is associated with the current category (see category function
"Edit category properties").
The access permissions for virtual documents are defined in their originating
category.
</p>
<p>
A single <b>document entry</b> shows a selection of document properties
and icons for all functions that may be performed by the current user according
to his access permissions.
A detailed description can be found on
<a href="helpmod-docentry.jsp">help page "Document Entry"</a>.
Please use the <b>back</b> function of your browser to return from that page.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h3>
<a name="categoryfunctions"></a>
Functions for project categories</h3>
<p>
For every project category only those functions are provided that
may be performed by the current user according to his access permissions.
You may activate a function by clicking on its function icon.
The example shows all category functions that are available in the
project view.
</p>
<img src="pic3-view-catfunctions-pv.gif" width="715" height="165" border="1" 
alt="category functions/project view">
<p>
The following list contains hyperlinks to the detailed descriptions of
the functions. You should use the <b>back</b> function of your browser to return.

<table cellspacing="5">
<tr valign="top">
       <td><img src="pic3-button-newdocument.gif" border="0" alt="Insert a new document"></td>
       <td>insert new document, WWW link or note in this category ("publish")<br>
		   <a href="helpmod-catfunctions.jsp#insert">
		   help page "Insert document"</a></td>
</tr>
<tr valign="top">
       <td><img src="pic3-button-editcat.gif" border="0" alt="Edit properties of this category"></td>
       <td>Edit category properties
	       (title, description, keywords)<br>
		   <a href="helpmod-catfunctions.jsp#editcat">
		   help page "Edit category properties"</a><br>
		   In the top level category this function can be used to edit
		   the <b>project description</b> and the <b>external contacts</b>
		   (see also <a href="#projectcontacts">Project contacts</a>)
		   </td>
</tr>
<tr valign="top">
       <td><img src="pic3-button-newcat.gif" border="0" alt="Create new category"></td>
       <td>create new subcategory<br>
		   <a href="helpmod-catfunctions.jsp#createcat">
		   help page "Create new category"</a></td>
</tr>
<tr valign="top">
       <td><img src="pic3-button-deletecat.gif" border="0" alt="Delete this category"></td>
       <td>delete category (incl. subcategories!)<br>
		   <a href="helpmod-catfunctions.jsp#deletecat">
		   help page "Delete category"</a><br>
		   The top level category cannot be deleted by this function.<br>
		   Therefore, the project leader has to use function <b>Close project</b>
		   in project management function <a href="#ps-pl">Project status</a>.
		   </td>
</tr>
<tr valign="top">
       <td><img src="pic3-button-acl.gif" border="0" alt="View permissions"><br>
	       <img src="pic3-button-acl-edit.gif" border="0" alt="Edit permissions"></td>
       <td>view access permissions (only for information)<br>
	       edit access permissions (with authorization for modification)<br>
		   <a href="helpmod-catfunctions.jsp#permissioncat">
		   help page "Permissions"</a>
		   </td>
</tr>
</table>
</p>

<div align="right">
<a href="#top">
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</div>

<h3>
<a name="projectmgmt"></a>
Project management functions</h3>

<h4>
<a name="projectcontacts"></a>
Project contacts</h4>

<p>
You may get information about
the project members and the related external contacts of the chosen project
by clicking on hyperlink <b>Project contacts</b> in the
project management functions area.
</p>

<img src="pic3-view-projectcontacts.gif" width="716" height="370" border="1"
alt="Project contacts">

<p>
The list of project contacts consists of three sections:
</p>

<dl>
<dt><b>Project leader:</b></dt>
<dd>
All users are listed that are recognized as project leaders by VKC.
These are users who have full access permissions for the top level category
of the project.
</dd>

<dt><b>Internal contacts:</b></dt>
<dd>
All users are listed that are recognized as project members by VKC.
These are users who have been given access permissions to the top level
project category, either explicitly or implicitly as member of a group.
Project leaders are not listed again.
</dd>

<dt><b>External contacts:</b></dt>
<dd>
External contacts have to be added by the project leader.
<br>
For <b>inserting external contacts</b> you have to return to the
root category of the project and
click on function icon "Edit category properties"
<img src="pic3-button-editcat.gif" border="0" align="middle" 
alt="Edit properties of this category">.
In the properties form there is a field "External contacts" that can
be edited without specific formatting requirements.
</dd>
</dl>

<p>
The names of the users listed as "project leader" or "internal contacts" are
hyperlinks. If you click on a link, a window with detailed user information
will be opened.
</p>
<p>
If the complete list of contacts is very long, it could be helpful
to go to one of its sections directly. Therefore, you may use the
hyperlinks <b>Project leader</b>, <b>Internal contacts</b>, or <b>External contacts</b>
below hyperlink <b>Project contacts</b>.
</p>
<p>
You may return to the <a href="#categoryview">root category</a>
of the project by clicking on button <b>Back</b>.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h4>
<a name="projectstatus"></a>
Project status</h4>
<p>
The first project steps can be defined during
<a href="#createproject">creation of a project</a>.
Later on function <b>project status</b> can be used for adding <b>new steps</b>,
<b>changing project steps</b>, for documentation and control of the <b>project's progress</b>,
and for <b>closing</b> the project.
</p>
<p>
When you choose a project from the selection list, 
you will find a <b>status overview</b> below hyperlink <b>Project status</b>.
</p>
<img src="pic3-view-projectstate.gif" width="713" height="135" border="1" 
alt="project status overview">
<p>
This overview lists <b>active</b>, <b>processed</b> and <b>checked</b> project steps.
<br>
Details can be obtained by clicking on hyperlink <b>Project status</b>.
There are two different kinds of forms, one for the <a href="#ps-pl">project leader</a>
and one for regular <a href="#ps-nopl">project members</a>. Project leaders have more responsibilities.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<p><a name="ps-nopl"></a><b>Project steps - for regular project members</b></p>

<p>
Regular project members will see an overview of the project steps and status.
They are able to report project steps as processed if they have write permission for
the top level project category.
</p>
<img src="pic3-view-projectstate-nopl.gif" width="715" height="375" border="1" 
alt="project status/project members">
<p>
A list of all <b>project steps</b> with their planned start and end dates is shown.
In our example two steps have been processed already and have been <i>checked</i> by
project leaders.
Steps 3 and 4 are <i>active</i>, i. e. they may be performed.
The last two steps are currently <i>disabled</i>. They cannot be processed. 
</p>
<p>
Only the boxes with white background in column "Processed" may be checked by
the current user when he has completed the associated activities and wants to
report that they have been <b>processed</b>.
After checking the box or boxes in column "Processed" the new status has to be
saved by clicking on <b>Save</b>.
</p>
<p>
Wenn step 3 of our example has been completed, the project member may indicate
the completion in the form and save it. The form now looks like this:
</p>
<img src="pic3-view-projectstate-nopl1.gif" width="717" height="372" border="1"
alt="Project status/processed">
<p>
You may return to the <a href="#categoryview">root category</a>
of the project by clicking on button <b>Back</b>.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<p><a name="ps-pl"></a><b>Project steps - for project leaders</b></p>
<p>
The project representation for project leaders contains more information
and provides more functions.
A list of all project steps is shown.
The example below has been scaled down in size. 
</p>
<img src="pic3-view-projectstate-pl.gif" width="792" height="360" border="1" 
alt="Project status/project leader">
<p>
The contents of columns <b>Enabled</b>, <b>Activity description</b>,
<b>Startdate</b> and <b>Enddate</b> can be modified by the project leader.
<br>
For entering the dates a calendar can be opened by clicking on icon
<img src="pic3-button-calendar.gif" border="0" align="middle" 
alt="Open calendar window">.<br>
Changes become effective by clicking on <b>Save</b>.
</p>
<p>
The columns <b>Processed</b>, <b>Editor</b> and <b>Edited at</b> indicate
which project steps have been reported as completed already and by whom. 
</p>
<p>
The columns <b>Checked</b>, <b>Checker</b> and <b>Checked at</b> show
which completed steps have been reported as checked already and by whom.
</p>
<p>
You may return to the <a href="#categoryview">root category</a>
of the project by clicking on button <b>Back</b>.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<p>
<b>The following functions are available for project leaders:</b>
</p>

<dl>
<dt><b>Report processing of a project step</b></dt>

<dd>
Like other project members, the project leader may report project steps
as processed. The appropriate box in column <b>Processed</b> has to be checked.
The project leader may also reset this indication for an activity.
Changes become effective by clicking on <b>Save</b>.
<br>&nbsp;</dd>

<dt><b>Report checking of a project step</b></dt>

<dd>
When the project leader has checked the results of a project step successfully,
he may indicate this in column <b>Checked</b>. If the results have not been
satisfactory, the project leader may instead reset the indication in
column <b>Processed</b>.
Changes become effective by clicking on <b>Save</b>.
A project step must not be checked by the same user who has reported the processing.
<br>&nbsp;</dd>

<dt><b>Enable or disable project steps</b></dt>

<dd>
The indicator in column <b>Enabled</b> shows that the project step may be performed.
The step is counted for the status overview (x of y processed, x of y checked).
When the indicator is turned off, the activity will be disabled.
Changes become effective by clicking on <b>Save</b>.
<br>&nbsp;</dd>

<dt><b>Insert project step</b></dt>

<dd>
<p>
If there are no project steps defined for a project, the first step can
be added by clicking on <b>New Process Step</b>.
<br>
<img src="pic3-view-nosteps.gif" width="161" height="75" vspace="10" border="1" 
alt="new project step">
</p>
<p>
If there are already project steps defined, a new step can be inserted above
or below an existing project step.
<img src="pic3-view-newstep1.gif" width="235" height="78"  vspace="10" border="1" 
alt="new project step above/below"><br>
The new step will be inserted <b>above</b> or <b>below</b> the old one
depending on the insertion icon that has been used.
</p>
<p>
<img src="pic3-view-newstep2.gif" width="264" height="116" border="1" 
alt="insert above" align="left">
The new step was inserted <b>above</b> activity "measurement B1".
<br clear=all></p>
<p>
<img src="pic3-view-newstep3.gif" width="260" height="116"  border="1" 
alt="insert below" align="left">
The new step was inserted <b>below</b> activity "measurement B1".
<br clear=all></p>
<p>Before saving the new project step, you have to fill in fields
<b>Activity description</b>, <b>Startdate</b> and <b>Enddate</b>.
The operation is finished by clicking on <b>Save</b>.</p>
</dd>

<dt><b>Delete project step(s)</b></dt>

<dd>
For deleting project steps from the project, you have to check their boxes
on the left and click on <b>Delete selected steps</b>.
This will be done without asking for confirmation and cannot be undone.
<br>&nbsp;</dd>

<dt><b>Close project</b></dt>

<dd>
Closing a project is done in two stages.
In the first stage, the project will be marked as "closed".
Only read access is allowed for a closed project.
The project leader has to click on <b>Close project</b> to initiate this process.
The project may now either be activated again or finalized and removed for good.
Details are described in section
<a href="#closeproject">Close project</a>.
</dd>
</dl>
<p>
You may return to the <a href="#categoryview">root category</a>
of the project by clicking on button <b>Back</b>.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h4>
<a name="projectmessages"></a>
News</h4>

<p>
After selecting a project from the selection list you will find a short list of news
from other project members on the right below hyperlink <b>News</b>.
</p>
<img src="pic3-view-messages.gif" width="705" height="123" border="1" 
alt="short list of news">
<p>
By clicking on <b>News</b> the full view of news will be displayed.
For every message <b>date and time</b>, the <b>sender</b>, the <b>message text</b>
and some function icons are shown.
</p>
<img src="pic3-view-messages1.gif" border="1" 
alt="News">

<dl>
<dt><b>Notifications about new documents</b></dt>

<dd>
There will be automatic notification messages about new documents in the project.
The message includes the file name and the author of the document.
<br>
By clicking on icon
<img src="pic3-button-gotofolder.gif" border="0" align="middle" 
alt="Go to corresponding folder of this document">
you may switch to the project category of the published document.
<br>&nbsp;</dd>

<dt><b>Delete message</b></dt>

<dd>
You may delete a message from the list by checking the box on the
left side of the news entry and clicking on button <b>Delete selection</b>.
You will be asked for confirmation before the message
is actually deleted.
By checking the box to the left of <b>Check all</b> all messages can
be selected at once.
<br>&nbsp;</dd>

<dt><b>New message</b></dt> 

<dd>
When you click on <b>New message</b>, a form is loaded for entering a new message.
By clicking on <b>Send</b> the message will be submitted to all project members.
By clicking on <b>Cancel</b> you will return to the message list without sending
a message.
</dd>

</dl>
<p>
You may return to the <a href="#categoryview">root category</a>
of the project by clicking on button <b>Back</b>.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h4>
<a name="createproject"></a>
Create project</h4>

<p>
In the project view, the small tab on the left
<img src="pic3-view-symbol-createproject.gif" border="0" 
alt="Create new project">
can be used to create a new project.
This function is available only for users with permission
to create subcategories in the root category for all projects.
The administrator is responsible for assigning this permission.
</p>
<p>
If there are no projects and no icon "create new project" at all
even for administrative users, the administrator should ensure
that a <a href="#createprojectroot">project root folder</a> has been established.
</p>
<p>
After clicking on the tab for creating a new project a form will be loaded.
</p>
<img src="pic3-view-newproject.gif" border="1" alt="form: new project">
<p>
At least a project <b>name</b> has to be defined for a new project.
It is useful to give a short, concise <b>description</b> also that will be
displayed in the page header for the project. 
You may activate an HTML editor by clicking on the "plus" symbol
<img src="pic3-button-plus-big.gif" alt="plus">
right above the description field.
(See details on help page <a href="helpmod-htmledit.jsp">HTML Editor</a>.)
</p>
<p>
The <b>project template category</b> provides a selection of predefined
<a href="#projecttemplates">project templates</a> for your working environment.
You may select one of them to be copied into the new project
or decide to use no template. In the latter case
an empty project category will be created.
</p>
<p>
Furthermore, you may define <b>project steps</b> by clicking on <b>New Process Step</b>.
They will be inserted in the form.
An <b>activity description</b>, a <b>start date</b> and an <b>end date</b>
are required for defining a project step.
</p>
<img src="pic3-view-newstep.gif" width="673" height="110" border="1" 
alt="project step">
<p>
Later on project steps can be defined or modified by function
<a href="#ps-pl">project status</a>.
</p>
<p>
Finally, you have to decide about the <b>access permissions</b>
for the new project category.
<br>
For every available option you may view the associated permission settings
by clicking on icom
<img src="pic3-button-acl.gif" border="0" 
alt="View permissions">.
When the project has been created, permissions may be modified by
a specific <a href="#categoryfunctions">category function</a>.
</p>
<p>
After completing the form you have to click on <b>Create</b>.
The project category will be created according to the information supplied in the form.
The new project tab will be shown in the page header and the project view of the
top level category of the project will be loaded.
</p>


<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h4>
<a name="closeproject"></a>
Close project</h4>

<p>
Closing a project is done in two steps by the project leader or
by an administrator.
In the first step the project will be marked as <b>closed</b> and it will
be write protected completely.
A closed project can either be <b>activated</b> for work again or be <b>finalized</b>.
Finalizing means that the project hierarchy will be <b>archived</b> and then
<b>deleted</b> from the VKC.
</p>

<p><b>Step 1: Close project</b></p>

<ul>
<li>
Choose the project from the selection list in the <b>project view</b>.
(Projects with their names in light grey are already closed.)
</li>
<li>
Click on function <b>Project status</b>.
</li>
<li>
The list of project steps will be shown. Below the list there are three
buttons: "Save", "Close project", and "Back".
(If there are only buttons "Save" and "Back",
you are not authorized to close the project.)
Click on <b>Close project</b> and confirm the request.
</li>
<p>
The project view now indicates that the project is <b>closed</b>:
</p>
<img src="pic3-view-project-closed.gif" width="674" height="148" border="1" 
alt="closed project">
<p>
When the project leader activates function <b>project status</b> for a closed project,
there will be three buttons below the list of read-only project steps:
"Activate project", "Finalize project", and "Back".
By clicking on <b>Activate project</b> the project can be opened for work again.
</p>
<p>
You may return to the <a href="#categoryview">root category</a>
of the project by clicking on button <b>Back</b>.
</p>
</ul>

<p><b>Step 2: Finalize project</b></p>

<ul>
<p>
When all work on a project has been terminated and the project documents
are no longer required online, a closed project can be finalized, i. e.
archived and deleted from VKC.
</p>
<li>
Choose the project from the selection list in the <b>project view</b>. 
The project has to be closed already.
</li>
<li>
Click on function <b>project status</b>.</li>
<li>
The list of read-only project steps will be shown.
Below the list there are three buttons:
"Activate project", "Finalize project", and "Back".
(If there are no function buttons but "Back", you are not authorized to perform
these functions. Projects with no project steps at all cannot be finalized either.)
Click on <b>Finalize project</b> and confirm the request.
</li>
<p>
The project hierarchy with the documents will be archived and deleted from VKC.
If the project has lots of big documents, this might take some time.
Successful completion will be reported by a message including the name
of the archive. The zip-format archive file can be downloaded for further processing
by clicking on the filename.
</p>
<p>
<b>Please note:</b> There is <b>no permanent storing of archive files</b> by VKC
and no transfer to other media. If such a procedure is required, it has to be
arranged with the VKC administration explicitly.
</p>
<p>
Please inform the administrator if there are group or user accounts that are
no longer required after project termination. They should be disabled or deleted.
</p>
<p>
You may return to the <a href="#categoryview">root category</a>
of the project by clicking on button <b>Back</b>.
</p>
</ul>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h4>
<a name="createprojectroot"></a>
Create project root</h4>

<p>
All projects are stored below one special category in VKC.
This <b>project root category</b> has to be created by an administrator
in the category view (see also <a href="#viewlist">View selection</a>).
The internal ID of the project root (retrievable from the web URL of
the category) has to be entered into the system configuration.
This has to be done in the administration view in function <b>Configuration</b>,
context "Projectmanagement", parameter "ProjectRootCategoryId".
Furthermore, option "EnableProjectManagement" has to be turned on.
The project root will be represented in its parent category by folder icon
<img src="pic3-button-folder-projects-root.gif" border="0" align="middle" 
alt="Project root folder">. 
</p>
<p><b>Access permissions</b></p>
<p>
The project root has to allow <b>read access</b> for all users who shall
access projects.
</p>
<p>
Users who shall be able to <b>create projects</b> need permission
to <b>create subcategories</b> in the project root.
For example, this permission might be assigned to a "project leaders" group and
every new project leader becomes member of this group.
</p>
<p>
All further permissions for projects should be assigned in the project categories
themselves.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h4>
<a name="projecttemplates"></a>
Create project templates</h4>

<p>
A project template in VKC is a category or a hierarchy of categories
optionally with documents that shall be copied into a new project when
it is created.
</p>
<p>
For different project types specific project templates may be created.
During <a href="#createproject">creation of a new project</a>
the appropriate project template may be selected from the list of available templates.
</p>
<p>
As a prerequisite a <b>project template folder</b> has to be created 
once by the administrator in the category view
(see also <a href="#viewlist">View selection</a>).
The internal ID of this category (retrievable from the web URL of
the category) has to be entered in the administration view
in function <b>Configuration</b>, context "Projectmanagement",
parameter "TemplatesRootCategoryID".
The template root will be represented in its parent
category by folder icon
<img src="pic3-button-folder-templates-root.gif" border="0" align="middle"
alt="templates root folder">.
</p>
<p>
For creation of a new project template no administrative privileges
are required but permission to create subcategories in the template folder.
The following steps have to be performed in the category view:
</p>
<ul>
<li>Navigate to the project template root.
</li>
<li>Create a new category with the name that shall be used as the name
of the project template.
</li>
<li>Create all subcategories of the project template.</li>
<li>Publish or copy the template documents in the appropriate categories.</li>
<li>Adjust access permissions.</li>
</ul>

<p><b>Access permissions</b></p>

<p>
All categories of the project template have to allow read access for all users
who shall use the project template during project creation.
</p>
<p>
Furthermore, access permissions may be predefined for projects created
with the template because access permissions can be copied from the template
during project creation. This is optional.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h2>
<a name="functionview"></a>
Functional view</h2>

<h3>
<a name="functionview1"></a>
Introduction to the functional view</h3>

<p>
A <b>functional view</b> provides a view of the document storage that supports
the user's tasks like for example controlling or quality management.
</p>
<img src="pic3-view-functionview.gif" border="1" 
alt="functional view">
<p>
In the page header there is a <b>selection list for all functional views</b>
belonging to the working area of the current user.
You may switch to a view by clicking on the appropriate list entry.
In case there are no functional views, there might be none or
at least none with read permission for the user.
</p>
<p>
Example for functional view selection list:
<br>
<img src="pic3-view-functionview-selection.gif" border="1" 
alt="functional view selection">
</p>

<p>
When you select a functional view,
the top level category of this view with its subcategories and documents
will be loaded. Details can be found in the following section.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h3>
<a name="functionview2"></a>
Categories and documents</h3>

<p>
The purpose of categories is structuring the document storage.
They can be compared with folders of a traditional document archive.
A functional view has a predefined structure corresponding to the associated task.
Nevertheless, authorized users may modify the given structure.
Functions available for dealing with the hierarchy of categories
are called <a href="#categoryfunctions-fv">category functions</a>.
</p>
<p>
After selection of a specific functional view the top level category of this
view will be loaded. The name labeled <b>Functional view</b> is the category name
which is also used in the functional view selection list.
</p>
<img src="pic3-view-functionview1.gif" width="672" height="251" border="1" 
alt="functional view/categories">
<p>
To the right of the category name there are icons for the
<a href="#categoryfunctions-fv">category functions</a>.
It depends on the access permissions of the current user which icons and
thus which functions are provided.
</p>
<p>
The next section of the page shows the list of <b>subcategories</b> one level
below the current category.
These entries may be used for navigation.<br>
You may switch to one of the listed subcategories by clicking on
its name, for example by clicking on "laboratory reports":
</p>
<img src="pic3-view-functionviewsub.gif" width="674" height="323" border="1" 
alt="functional view/subcategories">
<p>
We are now one level lower in the category hierarchy.
The field labeled <b>Functional view</b> shows the complete path
from the top level category of the functional view to the displayed category.
You may switch to a category in the path immediately by clicking on its name.
This is very useful for deeply nested category hierarchies.
</p>
<p>
Below the category path you will find a link to the category one level
above to navigate to the <b>parent category</b> until you have reached the
top level again.
In the example above you find two <b>subcategories</b> "approved reports"
and "work in progress" that are used to refine category "laboratory reports".
</p>

<p>
The <b>documents</b> of the category are listed below the subcategories.
They are sorted according to the selection in list <b>Sort documents</b>.
The document section consists of published documents that have been inserted to
category and virtual documents.
These are dynamical references to documents published in other categories matching
a query that is associated with the current category (see category function
"Edit category properties").
</p>
<p>
A single <b>document entry</b> shows a selection of document properties
and icons for all functions that may be performed by the current user according
to his access permissions.
A detailed description can be found on
<a href="helpmod-docentry.jsp">help page "Document Entry"</a>.
Please use the <b>back</b> function of your browser to return from that page.
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h3>
<a name="categoryfunctions-fv"></a>
Category functions for the functional view</h3>
<p>
For every category of a functional view those functions are provided
that may be performed by the current user according to his access permissions.
You have to click on the function icon to activate the function.
The example below shows all category functions that are available in
a functional view.
</p>
<img src="pic3-view-catfunctions-fv.gif" width="675" height="140" border="1" 
alt="Category functions/functional view">
<p>
The following list contains hyperlinks to the detailed descriptions of the functions. 
You should use the <b>back</b> function of your browser to return.

<table cellspacing="5">
<tr valign="top">
       <td><img src="pic3-button-newdocument.gif" border="0" alt="Insert new document"></td>
       <td>insert new document, WWW link or note in this category ("publish")<br>
		   <a href="helpmod-catfunctions.jsp#insert">
		   help page "Insert document"</a></td>
</tr>
<tr valign="top">
       <td><img src="pic3-button-editcat.gif" border="0" alt="Edit properties of this category"></td>
       <td>Edit category properties
	       (title, description, keywords)<br>
		   <a href="helpmod-catfunctions.jsp#editcat">
		   help page "Edit category properties"</a>
		   </td>
</tr>
<tr valign="top">
       <td><img src="pic3-button-newcat.gif" border="0" alt="Create new category"></td>
       <td>create new subcategory<br>
		   <a href="helpmod-catfunctions.jsp#createcat">
		   help page "Create new category"</a></td>
</tr>
<tr valign="top">
       <td><img src="pic3-button-deletecat.gif" border="0" alt="Delete this category"></td>
       <td>delete category (incl. subcategories!)<br>
		   <a href="helpmod-catfunctions.jsp#deletecat">
		   help page "Delete category"</a><br>
		   The top level category cannot be deleted by this function.<br>
		   Functional views can be deleted by an administrator in the document
		   view only (see also button <a href="#administration">Administration</a>).
		   </td>
</tr>
<tr valign="top">
       <td><img src="pic3-button-acl.gif" border="0" alt="View permissions"><br>
	       <img src="pic3-button-acl-edit.gif" border="0" alt="Edit permissions"></td>
       <td>view access permissions (only for information)<br>
	       edit access permissions (with authorization for modification)<br>
		   <a href="helpmod-catfunctions.jsp#permissioncat">
		   help page "Permissions"</a>
		   </td>
</tr>
</table>
</p>

<div align="right">
<a href="#top">
<img src="top-blue.gif" alt="to top of page" border="0"></a>
</div>

<h3>
<a name="createfview"></a>
Create functional view</h3>

<p>
A functional view provides a view of the document storage that supports
the user's tasks like for example controlling or quality management.
The view consists of a predefined category hierarchy appropriate for the supported
task. Furthermore, every category can be associated with a query that is performed
whenever the category is accessed yielding a dynamical collection of documents
matching the query ("virtual documents"). 
</p>
<p>
Before the first functional view can be created and used, the administrator
has to create a <b>root category for functional views</b> in the category view
(see also <a href="#viewlist">View selection</a>).
The internal ID of the category (retrievable from the web URL of
the category) has to be entered in the administration view
in function <b>Configuration</b>, context "Functional view",
parameter "FunctionalViewRootCategoryId".
This category will be represented in its parent category
by icon
<img src="pic3-button-folder-views-root.gif" border="0" align="middle" 
alt="functional views root folder">.
</p>
<p>
For creation of a specific functional view, full administrative privileges
are not required, but permission to create queries for virtual queries
(set in the user's profile) and permission to create subcategories in
the root folder for functional views.
The following steps have to be performed in the category view:
</p>
<ul>
<li>Navigate to the root category for functional views.
</li>
<li>Create a new category with the name that shall be used as the name
of the functional view.
</li>
<li>Create all subcategories for the functional view.
</li>
<li>Define the required queries for virtual documents.
</li>
<li>Publish or copy all documents that shall be part of the functional view.</li>
<li>Adjust access permissions.</li>
</ul>

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