ISO Documents Pilot training for CM, Convenor and support teams 1 - - PowerPoint PPT Presentation

ISO Documents

Pilot training for CM, Convenor and support teams

1

Timeline

• 1. Elements to consider during pilot phase
• 2. Planning
• 3. Access

3.1 Access ISO Documents 3.2 Who has access to ISO Documents

• 4. Navigation

4.1 Navigation 4.2 Library & Committee documents 4.3 Document preview 4.4 Member list

• 5. Search

5.1 Committee search 5.2 Global search 5.3 Save search 5.4 Content search

• 6. Manage documents

6.1 Create a document 6.2 Update/delete a document 6.3 Bulk upload 6.4 Notify a document 6.5 Replace/withdraw a document 6.6 Clipboard

• 7. Member upload area & administration folder
• 8. eCommittees vs ISO Documents
• 9. Provide feedback
• 10. Support & help

Project goal

Replace ISO eCommittees ensuring the integrity and traceability of documents Streamline User Experience by

simplifying the access and management of content providing a coherent User Interface reinforcing integration with other ISO Services

• 1. Elements to consider

during the pilot

4

c

Document migration

All pilot committee/working group documents will be found in ISO Documents Non-pilot group documents will have to be accessed via eCommittees

TC A SC a PILOT WG 1 WG 2 WG 1 SC b WG 1 WG 2 WG 2 eCommittees eCommittees eCommittees eCommittees eCommittees eCommittees eCommittees eCommittees

Documents

What content to expect during pilot?

✓ All documents and N-documents ✓ All mail archive (email to members) and N-document notification  Other document types (shortcuts, URLs, forum threads and messages etc…)  Public documents (folder 01)*: these documents remain accessible from eCommittees

*JTC1 folders 2 and 3 are migrated​ but will not be public anymore in ISO Documents

NO integration with eform4 and Post Voting Decision (PVD)

➢ Documents will have to be uploaded manually to ISO Documents at the end of the process

Internet explorer NOT supported during pilot

Other considerations during the pilot…

• 2. Planning

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May Jun Jul Aug Sept Oct

End of ISO Documents Pilot

Nov Dec

ISO Documents available to all ISO committees

Iterative onboarding of all remaining committees

Apr 2020

Onboarding freeze Pilot onboarding

• 3. Access

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Access from eCommittees

During the pilot, ISO documents can be accessed via your eCommittees home page

Who can access ISO Documents from your committee/WG

✓ All people with a direct role (Officers, Committee Members, voters, Document monitors, LRs etc…) ✓ Indirect roles: CM and support team of committees in liaison

• 4. Navigation

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The Dashboard includes the list of all the committees in which you have a role Click on the committee reference to access the documents

The Library allows you to browse your documents through a standard folder structure The Committee documents allows you to view all documents of your committee in a flat view (regardless in which folder they are). This replaces the N document list.

Library folders

ISO Documents eCommittees Administration (restricted)

• 00. Secretariat workspace

General

• 02. General committee

documents Meetings

• 03. Meetings and resolutions

Resolutions NEW Projects

• 04. Projects

Member upload area

• 05. Drop-in box for members

Mail archive NEW

Document types

Improved document classification Document type is automatically assigned according to the folder in which you upload your document

Folder name Document types Administration (restricted) File (non N document) General Ballot, General, Meeting, Project, Resolution documents Meetings Meeting documents Resolutions Resolutions documents Projects Ballot and Project documents Member upload area File (non N document) Mail archive Email (automatically created)

Document types – eCommittees vs ISO Documents

eCommittees types ISO Documents types Public document N/A Draft Project Meeting Meeting Resolution Resolution Ballot Ballot

Breadcrumb

Document/folder name We are in a working group Parent folders Committee home page Parent TC/SC home pages

Breadcrumb: the new navigation menu

Add new document Search for document within the committee Search for document across committees Move documents from clipboard Access ISO Documents Knowledge base Quick search Display information about the committee/WG Search for document within the committee View the structure of the committee

• 5. Search

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Advanced search

Click to

• pen the

search criteria side board Tick the relevant criteria Results Close the side bar

Save a search

Save your search

Quick search

The Quick Search allows you to perform a Full-text search: throughout all your committees’ documents and their metadata, including the body of the documents.

Document download

By default, clicking on a document opens it for online reading To download you can either:

From the folder view: Zip-and-download it From the online reading view click on

QR code: from print to digital

Scan it and you are taken to the online digital version Dynamically generated in your cover pages

• 6. Manage documents

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Create a document

• 1. Open the folder in which you wish to create your document and click on +DOCUMENT
• 2. Select the type of document you wish to create, then fill in the metadata

The type of document you select is important as it will drive the metadata displayed (e.g. a meeting document will allow you to link the document to an existing meeting) Document cannot be added in a folder you don’t have the permissions.

Navigate to related content

New type: Resolutions

Create resolutions with resolution number range and make it searchable!

Bulk upload

• 1. Open the folder in which you wish to add your documents and click on +DOCUMENT
• 2. Select BULK UPLOAD

Document cannot be added in a folder you don’t have the permissions.

• 3. Drag & drop your documents, or just click on the text to select your files

Bulk upload (cont.)

• 4. Select the document type and enter the metadata

Enter the metadata for each document or copy the metadata to all document by clicking on Apply to all

Document lifecycle

To be notified Available Withdrawn

Notify (= publish) Move to available Add version Delete Edit metadata Edit metadata (only references) Withdraw Restart rendition

Only visible to officers Visible to all Not visible

Download original document (officers only)

Document numbering

N-numbers are assigned automatically No longer possible to manually select a N- number When a document is deleted, its number is automatically reassigned to the next document uploaded

PDF rendition

✓ PDF rendition supports PDF, Word, Excel, Powerpoint and images X Protected document, Zip files

Correct rendition error

Edit metadata and at the bottom of the form change the rendition to None

Update/edit/delete a document

To be notified Status: Available Status:

Move documents - clipboard

Documents can be moved from a folder to another using Clipboard

• 1. Select the document(s) you want to move
• 2. Click on Copy to clipboard icon
• 3. Open the destination folder, then click Move

Committee root folder are restricted to certain document types. You cannot move a meeting document within the Projects folder or one of its subfolder and vice versa.

Document Notification

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Notify a document

1 Select the document(s) to be notified 2 Click on the envelope icon from the top right hand-corner 3 Enter the message to be sent and click on Notify

At this stage, it is not possible to select some members of the committee for notification. The message is sent to all the direct audience of the committee by default. Once a document is Notified, it can no longer be edited nor deleted

Mail archive

All emails* sent from ISO Documents are archieved in Mail archive

All the audience of the committee can browse the mail archive *document notifications and email to members

READ ONLY!!

Email to members

Replace a document

In the document creation screen click on Replaces. This field allows you to search and select one document of your committee. This will link these two documents

Withdraw a document

Open the document details page and click on Cross icon

Only documents with status Available can be withdrawn Withdrawn documents can no longer be downloaded nor previewed by anyone, including the CMs

• 7. Member upload area &

Administration folders

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Member upload area

Upload area for members of the committee/working group wishing to share large files with the Managers Managers are not notified of new upload! File is visible by the Managers of the committee and the person who uploaded the file

(other committee members won’t see the file)

Administration (restricted)

Working area for Managers = Secretariat workspace Documents do not have a N- number Managers (CM & Support teams)

• 8. eCommittees vs ISO

Documents

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eCommittees vs ISO Documents pilot

New ISO Documents Knowledge base

• 9. Provide feedback

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Regular surveys throughout the pilot On the spot via helpdesk@iso.org Q&A sessions Join one of our monthly zoom Q&A sessions

• 10. Support & help

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Integrated Knowledge Base

Help: just one click away!

Training environment

Sandbox to practice on the new platform Contact us to get a user account

https://www.iso.org/iso-documents-pilot-0A1B2C

LINK TO RESOURCES FAQ LIST OF COMMITTEES TAKING PART TO THE PILOT LATEST NEWS LINK TO REGISTER TO Q&A SESSIONS KEY COMMUNICATION MESSAGES

What’s next?

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Next steps

• Feedback survey on training session
• Communication 4 days before go-live to send to

your committee members

• ISO Documents live: 28 April!
• Communication to be sent to your committee

members

Thank you