Quick Intro to RMS Quick Intro to RMS RMS is a Record Management - - PDF document

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rms UOWD Record Management System Record Management System

Lotus uickr

Project Leader: Rajith Attupurath (Network Administrator) Assisted by: Asma Damankesh (Technical Support engineer )

rms UOWD

Quick Intro to RMS Quick Intro to RMS

• RMS is a Record Management System that :
• Centralizes the department in a manageable folder structure
• Facilitates file sharing process more effectively
• Provides easy file allocation & secure file access
• Offers online access anytime anywhere
• RMS terms:

– Folder Structure: » Place » Room » Folder » File – Access Privileges » Reader Edit » Editor » Author » Manager » Owner – Working with files: » Places » Check Out, Check In » Versioning

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RMS Structure RMS Structure

IBM Lotus Quickr Terminologies

Description

File Documents, audio, video, pictures & other file type Folder An organizing structure for grouping files Room A collection of folders and files with its own security and authentication protection Place A top level repository of rooms and folders

rms UOWD

RMS Access Rights RMS Access Rights

Access rights are also referred to as “Room Security” option

Access Level Description R d C l h d l fil d f ld Reader

• Can only have read only access on files and folders

Author

• Can view files and folders.
• Can create a file and edit that “user created” file

Editor

• Can view, edit, create files and folders

Manager

• Can view, edit and create files & folders
• Can create rooms
• Can add or remove member to/from the room
• Can assign access privileges to members
• Cannot delete owner

Owner

• Similar to Manager access but with full administrative

privileges to place (i.e. can delete owner, manager and

• ther members)

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Rooms & Folders Restrictions Rooms & Folders Restrictions

Read Read Edit

MySpace(Asma Damankesh) Room1 Room1 Room1

• For a user to be able to access a “sub room”, he/she

needs to be granted minimum “Read” access to the

Room1.1 Room1.2

Folder 1 Folder 1

upper rooms

• Access can be granted/revoked only on rooms.

Folders are just simple file repositories

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Lotus Connector: Live Presentation Lotus Connector: Live Presentation

• Add a Place
• Transfer Files
• Working With files

Check out: Open file for editing – Check-out: Open file for editing – Check-in: save the edited file – Read-only: open the file for read only – Save a New File to a Place

• Emailing

– Attach a file – Send a Link to a File Send a Link to a File – Save Email/ Attachment

• Versioning (Next Training)

– Have one document with history of changes

• Set Preferences

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Web Interface Web Interface

• https://rms.uowdubai.ac.ae
• Create/Move/Delete Room
• Create/Move/Delete Folder

Create/Move/Delete New File

• Create/Move/Delete New File
• Create/Move/Delete New Post
• Replay/Move/Delete to a Post
• Send Email Notification
• Copy Files To folder (Drag and Drop from PC to Web)
• Grant/Revoke Access Rights on Rooms
• Add Author/ Restrict Reader on File

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Web Interface Web Interface

• Working with files

– New File – Move Files – Move Files – Send Email Notification – Set Access on file

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This is important!!! This is important!!!

• Finalizing the folder Structure* (useful but optional, for document controllers only)
• Creating Rooms and Folders*
• Transferring Files *

g

– File length limit: avoid long names since the maximum number of words for the file path is 180

• What is file path?

– File size limit: >=50mb

• Second Phase Training

– Versioning Versioning – Customizing Rooms – Searching – And More…

* Please drop me a meeting invitation for one-to one meetings if you require further training or assistance.