| version 12.0.x | Download Pending |
Audience
This article is intended for PSIsafe Administrators.
Note
This article covers PSIsafe Web Lite (v.12.x). For the full PSIsafe Web (v.11.x) version, see:
PSIsafe Web User Guide: Overview
Overview
PSIsafe Web Lite allows users to access PSIsafe and PSIsafe Cloud (PSIsafe) via a standard web browser. Using PSIsafe Web Lite makes it easier to deploy and access the PSIsafe document management system by providing access to organizational information when travelling, visiting with customers, or working remotely.
PSIsafe Web Lite is a secure client that honors all rights configured in PSIsafe. PSIsafe Web Lite is easy to use and provides several useful features, including: Viewing and Editing Documents, Creating new folders; and scheduling folders. Users will also have access to search capabilities within the Cabinet, Folder, or Documents, including keyword and full text search options. They will also find a convenient and customizable Dashboard feature for displaying recent folders, recent documents, checked out items, and scheduled items on a single page.
PSIsafe Web users may use existing PSIsafe licenses or choose the economical PSIsafe Webview license if searching, viewing, and organizing content is all that is needed. PSIsafe Web is the most cost-effective approach to making documents and workflow processes available for everyone in the organization and its customers.
Navigation
PSIsafe Web Lite has 3 main tabs. When logging in the first time, an user will be directed to the Dashboard tab. Each subsequent login will recall the last tab the user was using for convenience.
Dashboard (tab):
This tab allows users to quickly access recent folders, documents, and checked out documents. This view also provides a list of scheduled items and workflow summary.
Search (tab):
This tab allows users to search for folders and documents. Locate documents based on title, keyword, or searchable text. Folders may be located based on index values.
Cabinet (tab):
This tab is where users access the primary document storage. Users may view or edit documents and folders, in addition to a variety of other document actions.
The dashboard provides quick access to recent folders, documents, checked out documents, workflow items and scheduled items. The dashboard can be customized based on an user’s needs. Each of the panels can be turned on or off. The size of each panel can also be adjusted by pressing and dragging the splitter between each panel. The size and visibility of each panel is stored as a persistent value in the user’s browser settings.
Menu
Located in upper right of window
- Sign Out: Use this link (instead of simply closing browser) to log out of PSIsafe Web. User licenses are held for 30 minutes if browser window is closed.
- Help: Help documents are available by clicking this link.
- About: Provides information about the version of PSIsafe Web. This information is useful when dealing with support.
- Contact: This link points to a support page where an user can submit a support ticket.
Panel Toggles
Located in upper left of window as icons
- Reset dashboard layout
- Toggle recent folders, recent downloads, checked out documents, workflow, and scheduled items panels
Recent Folders Panel
- Open folder by double-clicking folder icon or selecting folder and clicking the folder icon
- Review folder details by clicking on the information icon
- Minimize the panel by clicking the minimize icon
Recent Downloads Panel
- Open document by double-clicking document icon
- Download the document by highlighting and clicking download icon
- Review document details by clicking on the information icon
- Minimize the panel by clicking the minimize icon
Checked Out Panel
- Open document by double-clicking document icon
- Check-in document by selecting document and clicking check-in icon
- Undo check-out by selecting document and clicking undo check-out icon
- Minimize the panel by clicking the minimize button
Scheduled Items Panel
- Review currently scheduled items using the Active tab
- Review history of scheduled items using the History tab
- Group items by due date by checking group items check box
- Dismiss scheduled items by selecting the documents and clicking the dismiss icon
- Edit a document’s schedule by selecting document and clicking edit icon
- Jump directly to the document by selecting the document and clicking the go to icon
- Refresh the scheduled items view by clicking the refresh icon
- Minimize the panel by clicking the minimize button
Scheduling Documents and Folders
Users may schedule a Folder or Document for a specified date. Users may be reminded by email once an email address is configured in user configuration and notifications are turned on in management settings. Scheduling items may be done for the user himself or herself, or assign this item to other users. Items can also be routed on a scheduled date. Any item can be scheduled multiple times.
If Folder or documents are moved, their corresponding schedule items are updated.
You can access the Schedule Folder command from the Folder Actions menu on the Cabinets tab. The Schedule Document command is available in various locations where documents are listed such as the Cabinets and Search tabs.
Schedule
The default name is set to the sort by folder index or the document title. For quick scheduling, all you need to set is the due date and then click on the “Add Schedule” button. Edit of Due Date, Name and Note will be refreshed on the schedule list. Other options include:
- Initial Status
- Notes
- Category
- Priority
This status is set to the scheduled item for all assigned users. The changes to the status made by the assigned users are independent of each other. The Initial Status is blank.
First, right-click on any item in the "Scheduled Items" list and click the corresponding function:
- Dismiss Schedule Item - Removes the item from the Scheduled Items list.
- Edit Schedule Item - Edits the Schedule of the item, displaying this dialog screen:
Fill out the corresponding changes and hit "Save" to finish. - Go To Schedule Item - Loads the item in a folder view.
Assign
The Assign List in PSIsafe Web Lite is simply a view of the currently assigned users or groups. User assignments cannot be edited from this screen.
Route
Select users and/or groups to route item to. Route will only occur if notification is set in PSIsafe Management. Click save when complete.
If sending an appointment invite to assigned users is checked, a meeting invite will be sent to the assigned users. Email notification subject will have the name of the folder or document. NOTE: This is independent from PSIsafe email notifications.
Status
The status screen shows the status of the item with the user.
The Search tab allows an user to perform various document and folder search operations, and also allows users to pen recent folders and documents.
Document Title Search
The Document Title Search lets you search for document by title and keywords.
- Specify which cabinet to search. PSIsafe Web will search any cabinet with the names containing the string you provide. Specifying cabinets to search will speed your search significantly.
- Check the “All” checkbox to search all repositories and cabinets. This may degrade your search speed.
- Specify title text for the search
- Check the “Keywords” checkbox to search for documents by keywords and document title. Keywords may be added to documents using PSIsafe
Limit the number of documents to display. The maximum value may be configured by the system administrator. Setting a high value may slow the search speed.
Full Text Search
NOTE: There are known issues with Full Text Search in PSIsafe Web Lite 12.1. These fixes are being rolled into the larger PSIsafe Affinity Web project, so stay tuned for updates or reach out to PSIGEN Support for more information.
Full Text Search lets the user search the content of searchable documents for specific words or phrases. Searchable documents are text-oriented such as Microsoft Word, searchable PDF’s, and Microsoft Excel. Image files such as TIF or JPEG are not generally searchable unless your capture software has embedded an OCR layer.
Full text search is easy to use. After selecting the Text tab in the Search window, enter the word or phrase being searched for in the Search Word or Phrase text box and click the Get Results link NOTE: Full Text Search will only return results from Cabinets that have Indexing enabled.
Advanced Search Options
For more advanced searches, adjustments may be made in the Advanced Options section. These settings allow control over search capabilities using different methods such as fuzzy, phonic, and stemming searches.
Fuzzy Search
Fuzzy searches will find a word even if it is misspelled. For example, a fuzzy search for apple will find apply. Fuzzy searching can be useful searching for text that may contain typographical errors, or for text that has been scanned using optical character recognition (OCR). The level of fuzziness can be set from 1 to 10, where 1 is the least fuzzy search.
Phonic Searching
Phonic searches look for words that sounds like the word being searched for and begins with the same letter. For example, a phonic search for Smith will also find Smithe and Smythe. Phonic searching is somewhat slower than other types of searching and tends to make searches over-inclusive.
Stemming Searching
Stemming extends a search to cover grammatical variations on a word. For example, a search for fish would also find fishing. A search for applied would also find applying, applies, and apply.
Document Hits
The documents hits section of the search displays positive matches to the user’s search. This is useful to help a user quickly identify whether a document is relevant without having to open and inspect each document.
Folder Search
Folder Search allows the user to search for folder indexes in the cabinets specified.
Workflow
The Workflow tab was removed in PSIsafe Web Lite. For more information on the Workflow tab of PSIsafe Web 11, see:
PSIsafe Web User Guide: Workflow Tab
Cabinets Tab
The Cabinets tab allows users to browse Cabinets and Folders to which they have permissions.
Cabinet Selection
Users may select the Cabinet displayed in the dropdown by selecting from the Cabinets drop down menu. The cabinet’s sort order can be reversed by clicking the table header. The arrow in the header shows the current sort order.
Folder selection
Users may select the Folder displayed in the dropdown by selecting from the Folders drop down menu. The folder’s sort order can be reversed by clicking the table header. The arrow in the header shows the current sort order.
Adjusting Views
Users may also hide the document preview, and chose to show only the document list view. Conversely, users may elect to only show the document preview, choosing to hide the document list view. To adjust to the desired view, click one of the arrows located on the center divider (between the document preview and document list view).
Additionally, the document preview can be toggled off, while leaving the document preview section displayed. To do so, simply check the Preview check box.
| Document List View | Document Preview |
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Additional Document List Options
NOTE: Import & New have been disabled in PSIsafe Web Lite 12.1, and thus, will not appear. This change lays some of the framework in preparation for the new generation of PSIsafe Affinity Web.
- Document (menu): Contains a variety of commands, including: Delete, Download, Edit Title, Email, Information, Schedule, and Trace.
- Delete: Aside from the Document menu, the delete command may be accessed from the context/right-click menu or actions menu in various locations in the product. A document deleted from PSIsafe Web is always placed in the recycle bin. The recycle bin can be accessed by the system administrator.
- Download: Allows a user to download the document to his or her local computer.
- Edit Title: Aside from the Document menu, the edit command may be access from the context/right-click menu or actions menu in various locations in the product. Editing the document title is not allowed if:
- The document was created using a template with title as read-only.
- The document is locked.
- The document is in workflow with another user.
- The document is currently being accessed for edit.
- Email: Allows a user to email the file to another user.
- Information: Provides information about the document.
- Schedule: Allows a user to schedule the document.
- Trace: Allows the user to review audit information about the document.
- Edit (menu): Allows users to check-in, check-out, and undo check-out options. For security reasons, PSIsafe Web does not allow a user to edit a document from PSIsafe over the network. As such, editing a document is a three-step process:
- Check out document and save to the local computer.
- Edit the document on the local computer.
- Check in the edited document.
Customize Document Display Menu (Gear)
- Grouping (Customize Document Display menu): Allows a user to interactively sort documents based on a user-selected index.
- Column Filters (Customize Document Display menu): Allows a user to interactively filter displayed documents based on values present in the index fields.
- Column Chooser (Customize Document Display menu): Interactive menu that allows users to “drag and drop” which index columns to display.
- Reset to Default (Customize Document Display menu): Rests customized document display to default.
Refresh: Refreshes the view.
Items per Page: Allows users to determine how many documents are displayed per page.
Additional Document Preview Options
- Download: Users may download the document being previewed.
- Page options: These options allow the user to navigate the document being previewed.
- Fit to: User may fit document in view to height of screen or width of screen.
- Rotate: User may rotate document left or right.
- Zoom: User may zoom document in or out.
- Refresh: User may refresh document being viewed.
Folder Options
- Copy: Allows the user to copy a folder
- Edit: Allows the user to edit the index values of the folder.
- Move: Allows the user to move the folder from one Cabinet to another.
- New: Allows the user to create a new folder (Figure 25).
- Schedule: Allows the user to add the folder as a scheduled item.
- Index, Info, Notes, and Trace: Allows the user to view index values and statistics on folder; add, edit, or delete notes; and view audit data on the folder.
- Reload: Allows a user to select a different folder.
Create a Folder
Folder Alerts
An alert flag can be set for a folder note when creating a new note or when editing an existing note. A flag is displayed next to the currently selected folder if the current folder contains a note with an alert. Clicking on the flag brings up a dialog where you can view the notes for the folder.
| Folder Alert Settings |
Folder Alert |
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Keywords: PSIsafe Web Guide, PSIsafe Web End User Guide, How to Use PSIsafe Web
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