eDocS AAQ_900 User Guide 9.0.pdf

eDocS User Guide i

Federal Aviation Administration Office of Acquisition and Business

ELECTRONIC DOCUMENT STORAGE (EDOCS)

USER GUIDE – AAQ900

ii

Version: 9.0

Document Status: Draft

Date: August 2021

Revision History

VERSION REVISION DATE

* A M D

TITLE OR BRIEF DESCRIPTION

1 0 7/15/2020 A DRAFT

2 1 03/25/2021 M DRAFT

3 3 4/7/2021 M DRAFT

4 4 4/9/2021 A/D/M DRAFT

5 1 4/30/2021 A/M DRAFT

6 0 5/5/2021 A/M DRAFT

6 1 5/6/2021 A/M DRAFT

6 2 5/7/2021 M DRAFT

7 0 06/02/2021 A/M DRAFT

8 0 08/02/2021 A/M FINAL

9 0 08/13/2021 A/M FINAL

* Legend: A – Added, M – Modified, D – Deleted iii

TABLE OF CONTENTS

1. Introduction

1.1 Overview of eDocS

1.2 Purpose of this Document

2. Accessing the Application

2.1 Screens and Views

2.2 Lower Section

2.3 Cabinets and Folders

2.4 Setting up columns in the View Pane

3. Creating Lease Folders

3.1 Creating Lease folder

3.2 Creating Non-Checklist Folder

4. Copying Document(s) from KSN site

5. Importing Documents

6. Creating Documents within eDocS

6.1 Steps for Creating Documents

6.2 Checking Documents Out/In

7. Lifecycles

8. Viewing Documents

9. Recycle Bin

9.1 Restoring Files from the Recycle Bin

9.2 Permanently Deleting Files

10. Searching

10.1 Full Text Search

10.2 Advanced Search

10.3 Compound Search

1. INTRODUCTION

The Federal Aviation’s Administration (FAA) Unified Contracting System (UCS) brings on-line a comprehensive, automated contracting system. It is based on the Acquisition Management System (AMS). It incorporates the specific practices and processes in use by various contracting groups throughout the agency. UCS brings together contract process automation, document management for contract files, and workload management under a single system. It also gives the FAA more timely and accurate reporting data about its procurement processes, allowing the FAA to make improvements, as necessary. As a full lifecycle procurement system, UCS automates all contract formulation workflows and execution phases (pre-award planning, award, administration/post-award, and closeout) under one system to improve efficiency, reduce costs and eliminate redundant and paper-based processes.

1.1 OVERVIEW OF EDOCS

What is eDocS? eDocS is a system composed of the Documentum Content Management System (CMS) for document management, storage and retrieval. It replaces the use of “share drives,” various KSN (SharePoint) configurations, and workstation hard drives. It is a standardized file folder structure with appropriate security and advanced search options. The eDocS folder structure is based on contracting checklists and centralizes document storage to improve efficiency in managing contract files. It mirrors the paper-based file folders previously used by FAA Real Estate. Since the system takes care of where the documents are stored, the RECO/Support can focus on document creation and management. Documents can be easily located, because they are always stored in a logical and sequential manner.

The system provides the features and functions to organize and replicate the filing system, checklists and reporting data. The primary functions and features are:

• Content Management – where folders and documents are stored

• Folder Structure - repeatable storage and access

• Secure Storage – backed up

• Security – user-controlled access to folders/documents

• Various Version of Documents – support development

• Lifecycle Management – draft, review, final

• Document Sharing – email or access to documents

• File Plans - based on Lease checklists

1.2 PURPOSE OF THIS DOCUMENT

This document is a reference guide for users. It describes the capabilities of the eDocS application and systematic directions, with examples provided to users with the information needed to use the system.

2. ACCESSING THE APPLICATION

The application is accessed via the link – https://eDocS.faa.gov.

Users may use Chrome or Edge to access eDocS. Click on (I AGREE) to take you to the eDocS dashboard.

This page contains the links to each of the divisions as well as announcements and some general support information. The other tabs, provide documentation, videos, and new user information. Clicking on the AAQ900 link will bring up the Real Estate Repository.

The users will be utilizing this repository to import/create documents. The application will automatically authenticate your username and log you into AAQ900 Repository once your eDocS user account has been created.

https://edocs.faa.gov/

2.1 SCREENS AND VIEWS

The main eDocS screen is composed of a workspace which is divided into three sections.

Each section contains two or more widgets; i.e., Browser and Search are located in the upper left section. The right section contains the widgets: List, Properties and PDF Viewer. The two widgets in the upper left (Browser and Search) section provide access to an eDocS cabinet where the lease folders will be stored. In the right section the List widget displays the contents of the selected folders/documents in AAQ900.

The Properties widget displays the contents of the properties in the folder/document selected in the List widget.

The List panel displays the document in the PDF Viewer.

2.2 LOWER SECTION

The lower section contains four widgets. The Version widget displays all versions of a document selected in the List widget. The Checked-Out widget displays all documents that have been checked out (for editing). The Recycle Bin contains all deleted folders and documents. These can be restored by right clicking on the document or folder and selecting Restore. The Favorites widget displays the folders or documents that a user has marked as a favorite (i.e., right clicked on the folder or document and select Add to Favorites). This provides a shortcut to a working folder or document in the Browser/List widgets.

2.3 CABINETS AND FOLDERS

eDocS is organized by grouping documents into folders, folders into cabinets and cabinets into (eDocS) repositories. The screen shot displays the hierarchy for AAQ900.

Clicking on icons, the view will expand or close. In addition, all contents are available based on your access level; whether you have full or read-only rights.

The system provides you with control of document access. By default, eDocS automatically assigns Full Access rights to the RECO, Specialist, Branch Manager, Front Line Manager and the Division Manager. Beyond this, you decide who has full access (Full Access user list) and who has read only access (Read-Only user list) to your documents. You control how/when versions are created (minor and major versions) when a document is modified. This feature ensures that you can recover previous document contents as needed.

2.4 SETTING UP COLUMNS IN THE VIEW PANE

By right clicking on List Widget, the user can set up the Columns that are displayed or the View pull down. You will also have the option to view Windows and Workspace Settings. By selecting the eDocS cabinet on the left view pane, then selecting the contract folder to which you have access to, the contents will appear on the right panel.

The selections that are shown are useful for sorting folders based on the division, branch, and buyer attributes for reassignment.

Columns displayed are in the Selection panel on the right. You can move the columns by highlighting them and selecting the option to move them right or left.

3. CREATING LEASE FOLDERS

This section explains how to create Lease folders, which will contain all the documents and information associated with the life cycle of that lease. Any AAQ900 user with the appropriate access can create Lease folders. The folder’s creator establishes access permissions to the folder and its document contents for other users.

eDocS also supports a non-checklist folder that can be created anywhere within the folder structure for creating/importing and storing non-checklist documents.

The three steps to create a Lease folder are:

1. Create and name the folder

2. Assign access rights to the contents of the folder, all sub-folders and documents

3. Complete required properties pertaining to the lease

3.1 CREATING LEASE FOLDER

1. Select New, Content and the new content Webpage Dialog appears.

2. On the pull down click on the Folder Creation Profile.

3. Select the Lease Folder option and click “Next”

4. You must select the appropriate and/or enter the correct options for the fields:

• Division

• Fiscal Year

• (Procurement) Type

• Serial Number

5. Finally, select the Specialist and RECO. When the RECO is selected the organization information will automatically populate.

6. The Specialist, Branch Manager, RECO, Front Line Manager, and Division Manager are automatically given full access to the folder and its content. If you are not one of these three, add yourself to the full access rights list. You may also assign full, write-only, and read access rights to other users who may be working on the award. All sub-folders inherit access rights from the lease folder; that is, if someone has full access here, that user will be able to edit, create, and delete any document within the award folder structure.

NOTE: Any user with full access rights to the folder can modify the access list at any time. To change the access list, right click on the folder name within eDocS and select Properties.

Select user(s) from the source panel and click on the right arrow to move them to the selection panel.

3.2 CREATING NON-CHECKLIST FOLDER

A non-checklist folder can be created anywhere in the folder structure and is provided to insert additional non-checklist documents to the lease file. Before clicking on the “New”, click on the folder where the non-checklist folder is to be created. The New Content Webpage Dialog box opens. Select Folder Creation Profile and xFolder (non-checklist) Folder from the drop-downs and click “Next.”

Enter the Folder Name then click “Next” to create the folder. The folder falls directly under the folder that you’ve clicked on before the Create Icon was selected. You can now import or create non-checklist documents in the folder below. The “test” folder is under the lease folder that was selected.

4. COPYING DOCUMENT(S) FROM KSN SITE

Note: If the document(s) you wish to import into eDocs are on your hard drive or shared drive then you are not required to perform these steps.

Copying Documents from KSN:

Due to embedded security regulations you cannot simply drag and drop files/documents directly from the KSN site into the eDocs system. In order to perform this task, you must first copy the document(s) from the KSN site into a folder on your hard drive following the steps below.

Step 1. Create a folder on your hard drive to copy the document(s) in.

Step 2. Rename the folder. (For easy identification purposes, we recommend naming the folder similar to what your eDocs naming structure will be).

Step 3. Open the KSN site, to locate the document(s).

Step 4. Select document(s) you’d like to copy.

Step 5. Click to drag and drop the document(s) into folder. Note: Please be sure to hover over and drag from a section of the document you wish to copy (i.e. pdf, word, excel).

Step 6. When you are dragging to drop document(s) into the folder you will receive a warning message asking is this a trusted site.

Step 7. Click ok to proceed. Once you click ok, the document(s) will copy into the folder you have created. Now you are ready to import your document(s) into eDocs.

5. IMPORTING DOCUMENTS

Importing documents is the process of importing/uploading files/documents into the eDocS system. When importing a document, there are two processes involved:

1. It creates a checklist-based folder where the content is specific to the lease type and document type.

2. It stores the content within document the folder.

There are three different types of data required to store a document in its proper location:

1. eDocS Document Type (lease or non-checklist)

2. Folder path (Contract type, Document sub-type, and Document folder)

3. Contract Name

The Document type, Path, and Contract name combined to establish the storage location and folder name for each document imported. To import a document into a Lease folder, select the folder, select file from the Import drop down at the top of the page.

Select the browse icon (…) and this will bring up an open “Navigation” window.

Navigate to the location your document(s) is stored on your computer or shared drive.

Once the PC download appear select a document from your computer hard drive or shared drive.

Select the document(s) you want to import and then click “Open”.

Once you click open the document name will appear in the Files to Import window as shown below. Click “Next” to move to the Import File creation profile

Select Lease in the eDocS Documents pull down then click “Next”.

The system inherits most of the Metadata from the Lease Folder.

1. Select the Contract name

2. Select Document sub-type and the Document Folder based on the Contract Type

3. Click “Next” import the document

Note: Metadata is data populated from properties previously enter from existing folders.

Based on document path selected, the document is imported into the selected Lease folder.

Click on the Import Option from the eDocS workspace select “File” screen. This will take you to the Import file screen

This will bring up “Import File window. On the import File window select the browse icon (…).

Select the document(s) you want to import from your PC or Shared Drive then click “Open” and select the document to import.

The document will appear in the fill creation profile showing the document has be imported.

Select xDocument (non-checklist), the document will be filed in the (non-checklist folder).

Edit properties allows you to re-name a document, click “Next”.

The document will import into the non-checklist folder.

6. CREATING DOCUMENTS WITHIN EDOCS

eDocS will allow you to create documents directly in the system. Once you’ve created the document, you can check it out to edit, then import the new version back into eDocS folder once the edits have been completed. The following section details the creation of a document and the process for editing and checking-in the document in the proper location within the checklist-based folder structure.

6.1 STEPS FOR CREATING DOCUMENTS

Select the New Content to create a document.

From this screen, select the Creation Profile-> Document Creation Profile -> select the eDocS Documents -> Lease -> click “Next”.

Update all the system required fields with astrisk (*) such as: (Contract Name, Document Sub Type, Documents Folder etc…) click “Next” eDocS provides a set of standard application templates for use in creating documents or other files. Select a template to use and click “Next”. The system will generate the blank template in the location selected in the path above.

6.2 CHECKING DOCUMENTS OUT/IN

To check out a document, you can right click on the document just created and the system will download it to the location specified in your browser. In Chrome this is usually the “Download” folder, in IE you will be prompted for the save location. You can edit the document with the appropriate application and save it. When a document is created or edited in eDocS, a temporary copy of the document is stored in a folder on your computer. This feature ensures that if you lose access to eDocS, a copy of the most current document still exist on your computer. Upon finishing the edits, check-in the document to eDocS. The

Check-in functionality moves the new version of the document into eDocS.

After creating or editing a document, the document name is marked with a small green lock icon. This indicates the document is checked out and locked for editing.

You can right click on the document just created and the system will download it to the location specified in your browser. In Chrome, this is usually the Download folder. In IE, you will be prompted for the save location. You can edit the document with the appropriate application and save it. To check-in, right click on the document and select Check-in, the document is checked-in and the lock is removed.

The document is now stored in the eDocS repository. The document is checked-in as a draft, as shown below.

NOTE: Please be advised that by Selecting Cancel Checkout will cause any changes made to the document to be lost.

7. LIFECYCLES

You control the lifecycle of documents from Draft, Review or Final. You may promote documents to Final from Draft and demote documents from Review to Draft. When a document is promoted to Final, all previous versions are deleted, and the document’s access permissions are changed to Read-Only. You can promote documents to Review or Final through the Lifecycle option by right clicking on the document and selecting Lifecycle/Promote to Review or Promote to Final. You will see the Confirmation Webpage Dialog box when the Promote to Final option is selected. Click “Yes” to continue.

8. VIEWING DOCUMENTS

To view a document, right click on the document, and select “View” – OR – double-click on the document name. The document will download to the browser into the selected download folder.

In Chrome, it’s usually the Download Folder; IE will prompt for the location to save the document.

9. RECYCLE BIN

The eDocS Recycle Bin works very much like the recycle bin on a typical PC system – it provides the user with a means to restore documents deleted in error.

9.1 RESTORING FILES FROM THE RECYCLE BIN

The steps to restore a file are:

1. Locate the Recycle Bin in the lower section. Click the Recycle Bin icon to view the deleted files.

2. Right- click on the file to be restored and select “Restore”.

eDocS restores the document in the location from which it was deleted, rebuilding all necessary parts of the folder structure to maintain the correct location.

NOTE: If all versions of a document were deleted, you must restore the first version(s) before restoring later versions.

NOTE: Please be advised restoring a document may take a considerable amount of time.

9.2 PERMANENTLY DELETING FILES

Deleting files permanently is done by emptying the Recycle Bin.

1. Within the Recycle Bin widget

2. Select Empty Recycle Bin from the dropdown menu. This action will permanently delete all files and folders in the selected Recycle Bin.

NOTE: You may also permanently delete selected files or folders within their Recycle-Bin widget. In order to perform this task, select the desired folder or document;

right-click on the name of the folder or document and select Delete.

10. SEARCHING

You can use a full text search or search based on specific properties of folders or documents such as Full Text Search, Advanced Search by (Document or Folder Properties) and Compound Search by (Document & Folder Properties).

10.1 FULL TEXT SEARCH

Full Text Search - To select full text search widget, click on the widget in the left section. Type the search string and click on the search icon. The results are displayed in the List widget. You can use a “%” as a wild card.

10.2 ADVANCED SEARCH

Document Or Folder Properties Search – To search on specific Lease document or folder, click the Advanced Search Icon

Advanced Search Screen appears click (…) select document or folder

Select the Document ucs_folder in the pull-down and then the right arrow to move it to the selection panel and click “OK”.

Next, select the Property to search on, and then select the Condition and the Value and click “Run”.

The results are displayed under the List widget

10.3 COMPOUND SEARCH

Compound Search by (Document & Folder Properties) – To search on specific Lease document or folder, click on the Advanced Search Icon

Advanced Search Screen appears click (…) select document or folder

Select the Document ucs_doc & Folder ucs_folder in the pull-down and then the right arrow to move it to the selection panel

Click “OK”.

End of Document.