DMS Manual

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DOCUMENT MANAGEMENT SYSTEM (DMS) MANUAL

Document Management System (DMS) Manual Version 1.6 – August 2009

Page 1 of 27 © Dept for Education & Child Development 2009

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TABLE OF CONTENTS
1. Introduction .............................................................................................................................................................................. 3 Who will use this manual....................................................................................................................................................... 3 Benefits of the DMS ................................................................................................................................................................ 3 2. 3. 4. 5. DMS Dos and Don’ts .............................................................................................................................................................. 4 DMS Quick Reference Guide ............................................................................................................................................... 5 DMS Checklist .......................................................................................................................................................................... 6 Setting Document Properties ............................................................................................................................................... 7 Set Document Properties in Microsoft Office Programs............................................................................................... 7 Set Document Properties in Adobe Acrobat ................................................................................................................... 8 Set Microsoft Office Programs to automatically prompt for Document Properties .............................................. 9 6. 7. 8. 9. 10. 11. Accessing the DMS ................................................................................................................................................................ 10 DMS Admin............................................................................................................................................................................. 10 Search for existing documents ........................................................................................................................................... 11 Add a document to the DMS.............................................................................................................................................. 12 Authorise a document .......................................................................................................................................................... 14 Edit a document ..................................................................................................................................................................... 15 Review a document ............................................................................................................................................................... 17 DMS Review Process Flowchart ........................................................................................................................................ 17 Locate the DMS document requiring review.................................................................................................................. 18 Update Document Details................................................................................................................................................... 18 Update the Document.......................................................................................................................................................... 19 12. 13. Delete a document ................................................................................................................................................................ 21 Linking to documents in the DMS ..................................................................................................................................... 22 Search for existing DMS documents................................................................................................................................. 22 Determine the Document URL ......................................................................................................................................... 23 Use the Document URL within Link Maintenance ........................................................................................................ 24 Use the Document URL within an In-Text Link ............................................................................................................ 25 14. 15. 16. DMS Topics ............................................................................................................................................................................. 26 DMS Document Types ......................................................................................................................................................... 26 Glossary of Terms ................................................................................................................................................................. 27

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1.

INTRODUCTION

The Document Management System (DMS) is a central repository for uploading and accessing current copies of shared DECD strategic and operational documents. It is not an archiving facility for old DECD documents. This manual will demonstrate how to search, add, edit, authorise, review and delete DMS documents. It also outlines DECD and Government1 standards in relation to documents being uploaded to the web.

WHO WILL USE THIS MANUAL
This manual is intended for use by DECD employees who have undertaken the DECD Gener8 and Writing for the Web Training and use the Document Management System to upload and link documents to DECD websites. Refer to Online Communications website for more information on training: http://www.decd.sa.gov.au/onlineservices/pages/Training/training/

BENEFITS OF THE DMS
The DMS assists in ensuring accurate updating and version control of documents. When documents are uploaded to the DMS a document URL is created. Web Publishers can then link to the DMS document from their website/s using this URL. If needed, the document can be updated via the DMS and the changes will automatically be reflected in websites that contain links to the document URL. Therefore, if the document is linked to from a number of web pages, the updating only need occur once (through the DMS) and all links will automatically be updated to reflect the changes.

1

SA Government Requirements - http://www.cio.sa.gov.au/policies-and-standards/applications-and-internet/index_html
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2.

DMS DOS AND DON’TS

Not all documents are suitable to be uploaded to the Document Management System. Some documents should be uploaded directly to your website (by-passing the DMS). The diagram below outlines which documents belong on the DMS and which documents don’t. A full page version of this diagram can be downloaded from: http://www.decd.sa.gov.au/docs/documents/1/DMSDoandDont.pdf Web Publishers are encouraged to print a copy for quick reference when considering using the DMS.

Note: If your document type appears in the DMS Don’ts list, then you should upload your document directly to your website as an internal link (by-passing the DMS). For further instructions on creating internal links, refer to the Gener8 Web Publishing Manual available at: http://www.decd.sa.gov.au/docs/documents/1/Gener8WebPublishingManual.pdf

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3.

DMS QUICK REFERENCE GUIDE

Not all documents are suitable to be uploaded to the DMS. Some documents must be uploaded directly to your website via Link Maintenance. This quick reference guide outlines where documents belong, and which documents belong on the DMS and which don’t. The ‘Document Type’ column also shows the selection that should be made when uploading a document to the DMS.

TYPE OF DOCUMENT
Acts & Regulations Agendas Awards Brochures Checklists Circulars Conference/Workshop Information Factsheets Flyers Forms Framework Guidelines Hints and Tips Job & Person Specification Learning Materials Lists Manuals Marketing Materials Minutes of Meetings Newsletters Policy Documents Position Information Documents Procedures Publications By Business Unit Registration Forms Reports Site Context Statements Standards Documents Surveys Technical Documents Templates

DMS

WEBSITE
   

DOCUMENT TYPE
(DMS field to be selected)

                          

Procedures/Factsheets

Procedures/Factsheets Forms/Templates Framework Guidelines/Standards Procedures/Factsheets

Procedures/Factsheets

Procedures/Factsheets

Site Context Statements Guidelines/Standards

Forms/Templates

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4.

DMS CHECKLIST

In accordance with Government requirements1 all online documents must be reviewed every 6 months. This checklist should be used when adding, auditing and reviewing documents on the DMS.

 Information is accurate, current, written in an appropriate style for the intended audience/s and
approved by the relevant manager

 Correct DECD logo is used.
 http://in.decd.sa.gov.au/publicrelations/files/links/DECD_Logo_Hor_colour.jpg

 Writing style is direct, written in plain English and appropriate for the intended audience
 Avoid using unnecessary words, jargon, abbreviations, acronyms, clichés and tautologies. Ensure the tone is

appropriate to the content – e.g. casual/formal/personal/authoritative/professional.

 Correct contact names and details are included in the document/document properties
 Refer to Setting Document Properties Factsheet:

http://www.decd.sa.gov.au/docs/documents/1/SettingDocumentProperties.pdf

 Hyperlinks located within documents are correct/current and kept to a minimum to reduce the risk of
broken links.



Permission has been obtained for inclusion of information and images, as necessary  Information sheets available at http://www.copyright.org.au

 Documents and files uploaded are optimised for the web  Before uploading a document ensure document property details are meaningful and correct
 The title assigned in document properties is used by search engines and displayed as the resource title in

search results
 Refer to Setting Document Properties Factsheet:

http://www.decd.sa.gov.au/docs/documents/1/SettingDocumentProperties.pdf

 The file size of the document is as small as possible
 Logos and images should be resized and optimised before adding them to your document  Converting your document to PDF format will reduce file size. Contact the Customer Support Centre at

[email protected] to obtain Adobe Acrobat Writer on your computer.

 Turn off track changes and resave the document
 If track changes are not turned off/publishers are not aware of this, customers will be able to see document

revisions

 Lock forms using the Forms toolbar
 View > Toolbars >Forms

 Original copy retained on relevant network drive for future updating  There is only one version of the document on the DMS. Duplicates should be removed.  Ensure the formatting you use is not confusing and misleading  Text is easy to scan. e.g. use meaningful headings and subheadings, highlighted keywords, bulleted
lists, one idea per paragraph  Do not assume the user has read the previous page or paragraph

 Avoid capitalising entire headings or blocks of text  Blue text should only be used for links and not to highlight or emphasis text
1 SA Government Requirements - http://www.cio.sa.gov.au/policies-and-standards/applications-and-internet/index_html

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5.

SETTING DOCUMENT PROPERTIES

If you are creating a document that will be uploaded to the DMS it is important to enter as much detail in the document properties fields as possible, as a number of Internet search engines (including the one used by DECD) will display the title from document properties rather than the file name in search result summaries/abstracts. If there is no title set in document properties, then instead of a title it shows generic text such as 'msword', ‘Untitled’, ‘Microsoft Word’, 'PowerPoint', ‘Slide1’, etc which isn't likely to be meaningful to the person scanning the search results – and may mean that your document will not be found by the intended audience. This section of the manual will step you through how to set document properties in Microsoft Office programs and in Adobe Acrobat.

SET DOCUMENT PROPERTIES IN MICROSOFT OFFICE PROGRAMS
The process for setting document properties is the same for all Microsoft Office programs e.g. Word, Excel, Publisher etc

With your Word document open, click on ‘File’ within your toolbar and then click ‘Properties’ from the drop down list. The Document Properties pop up box will appear. Click on the ‘Summary tab’. Fill in as many of the fields that you can. It is important to fill in the ‘Title’ field. The more document properties you can fill in, the easier your document will be to find. Select ‘OK’ and save your document.

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SET DOCUMENT PROPERTIES IN ADOBE ACROBAT
OPTION 1: SET PDF DOCUMENT PROPERTIES WITH THE PDF DOCUMENT OPEN With your PDF document open, click on ‘File’ within your toolbar and then click ‘Document Properties’ or ‘Properties’ from the drop down list. The Document Properties pop up box will appear. Click on the ‘Description’ tab. Fill in as many of the fields that you can. It is important to fill in the ‘Title’ field. The more document properties you can fill in, the easier your document will be to find. Select ‘OK’ Save your document.

OPTION 2: SET PDF DOCUMENT PROPERTIES WITH PDF DOCUMENT CLOSED Locate your PDF document within your shared or hard drive. (Do not open the document). Right click on the file name and select ‘Properties’ from the drop down list. Click on the ‘PDF’ tab. Fill in as many of the fields that you can. It is important to fill in the ‘Title’ field. The more document properties you can fill in, the easier your document will be to find. Select ‘Ok’.

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SET MICROSOFT OFFICE PROGRAMS TO AUTOMATICALLY PROMPT FOR DOCUMENT PROPERTIES
To set all MS Office programs (including Word, Excel, Publisher) to automatically prompt you to add file properties (on save) go to the ‘Tools’ menu in your toolbar and select ‘Options’.

Select ‘Save’ options tab in the pop up window. Tick the checkbox saying 'Prompt for file properties'.

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6.

ACCESSING THE DMS

To access the Document Management System log into the /docs/ website at http://www.decd.sa.gov.au/docs/login.htm Enter the Gener8 ‘username’ and ‘password’ you use on the DECD Portal, and then select the ‘Submit’ button to access the main Search page of the DMS. If you don't have a login for the DMS, complete the Publisher Permissions Request Form on the Online Communication Services website at: www.decd.sa.gov.au/onlineservices/pages/publishers/registration/ Let’s take a quick look at each of the navigation menu items before explaining their functions more fully.

Document refers to all electronic documents in the DMS, whether it is a Word document, Excel spreadsheet, PDF document or anything else you may upload in accordance with the DMS Quick Reference Guide.

DMS ADMIN
There are a number of functions available from the DMS Admin screen. Functions include: 1. 2. 3. 4. Search for existing documents Add documents to the DMS Edit documents in the DMS (from search results) Delete documents from the DMS (from search results)

To access these functions, select ‘DMS Admin’ from the left hand navigation menu.

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7.

SEARCH FOR EXISTING DOCUMENTS

When you select DMS Admin from the left-hand navigation menu, the Document Administration screen will appear. To perform a search, fill in as many fields as you want, then select the ‘Search’ button. Document Search Results screen will appear:

Search results are displayed in a table and you can sort the search results by clicking on column headings. If the document can’t be found, search again using less information (e.g. use part of a word/title instead of the full word/title). Remember that the document may not be titled the way you think so more often than not, less is better than more.

AN EXAMPLE OF HOW TO SEARCH
If you are searching for the document called 2008 School Card Application, try searching the ‘all fields’ field for the key words School Card instead of the full document title. The search results will then show you all School Card related documents in the DMS, including the one you’re looking for. Note: The search results return ten documents per page so you may need to check through a few pages of search results. If you did try searching for the full document title, you would need to know exactly how the document title has been entered in the DMS title field (including every comma, full-stop and semi-colon!). Using partial words in the All Fields field is more likely to return the document you are looking for.
All Fields: When searching the DMS, less is best. The more information you enter in the search fields, the more narrow the search, making it less likely to be successful. Widen your search by using fewer words. Terms entered in the ‘all fields’ search box will search all document information fields at once for your search term.

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8.

ADD A DOCUMENT TO THE DMS

Note: Refer to the DMS Checklist for a comprehensive list of criteria to address before uploading documents. http://www.decd.sa.gov.au/docs/documents/1/DMSQuickRefGuide.pdf

Log on to the DMS with your Gener8 username and password. (refer to 6. Accessing the DMS). To add a new document to the DMS select ‘DMS Admin’ from the lefthand navigation menu. Important step: Do a search using the ‘All Fields’ field to see whether the document already exists on the DMS. If you find more than one version of the document, duplicates should be deleted and the remaining document should be updated/edited (not deleted and re-uploaded) with the new document/information. If the document is deleted and then reuploaded all existing links to the document will be broken, therefore it is better to edit the document rather than delete and re-upload. If you must delete a document, send an email to the document owner letting them know you have deleted the document and provide them with the updated URL so that they can update any links they may have made to the deleted document from their website/s.

Before uploading documents:  Search the DMS to make sure the document doesn’t already exist on the DMS.  If the document is already on the DMS, open it to ensure that all the criteria listed on the DMS checklist (Refer to 4. DMS Checklist).  If the document requires updating, refer 10. Edit a Document within this manual. (Do not delete the document and re-upload it to the DMS as any existing links made to this document from websites will be broken.)

If the document does not already exist in the DMS select the ‘Add’ link in the shaded area at the top of the screen to add a new document. Enter as much information as possible for each field on the Add New Document screen (see the table on the next page for an explanation of each field). All fields marked with a red asterisk ( * ) are compulsory. Once you have completed all relevant fields, check your information is correct, then select the ‘Save’ button. When you save, a copy of the document is uploaded to the DMS. You will receive a confirmation message when the upload is complete. Once your document has been uploaded, you need to Authorise the document by clicking on ‘Authorise Document’ before it will appear in any search results and be accessible to the intended audience.

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Field Document Type *

Details Select the type of document you are uploading (e.g. form, policy, checklist). Note: If the document you wish to upload does not fit in one of the types from the drop down list, chances are that is should not be placed on the DMS. Refer to the 2. DMS Do’s and Don’ts at the beginning of this manual. Select the Category which best suits the document you are uploading (e.g. Human Resources, Finance / Accounting etc). Note: If the document you wish to upload does not fit in one of the categories from the drop down list, chances are that it should not be uploaded to the DMS. Refer to 2. DMS Do’s and Don’ts at the beginning of this manual. Always write the whole document title. Do not abbreviate the document title, because this will make it harder for your audience to find. Ensure that the title gives a clear indication of the topic of the document. Use a document title your audience will relate to. The alias appears in the document URL as part of the file name. An alias based on the document title is automatically created when a document title is entered in the Document Information. The alias should not be changed when you edit documents as this will change the document URL and break links to the document from other websites. Enter a meaningful description of the document – this description appears on the ‘Document Information’ screen. The system will use your name by default. If you are not the usual publisher of the information you’re adding to the DMS you will need to type the name of the person responsible into this field otherwise the system will automatically identify you as the submitter. Then you may be deemed responsible for this information and you will be asked to review the document when due for review (at least every 6 months). The system will apply your email address by default to this field. If you are not the owner of the document you’re adding, type the email address of the person responsible for the content or you may be deemed responsible for this information and you will be asked to review the document when due for review (at least every 6 months). Select the checkbox if you would like the public audience searching the DMS to see the contact email address for the submitter. If you do not tick the checkbox, then the submitter’s email address will be hidden from the public view. If a document has a reference number, enter a reference number here. (For example: DECD form number) to help to identify the document. Note: A high proportion of DECD staff search for forms and documents by their reference number. Include form numbers in the keywords field with different spacing e.g. VL 123, VL123. Keywords are a type of metadata used to find your document (e.g. information on Fleet SA may have keywords like car, vehicle, booking, travel). Include acronyms, abbreviations and form numbers in this field. Include common misspellings in your Keywords to help search engines so that your audience who make a spelling mistake can still find the document! Select the ‘Browse’ button and locate the document on your hard drive or network drive. Once you have found the document on your computer/network, Select the ‘Open’ button to upload it. Select whether the document is intended for the public/community or staff/internal or everyone Select the DECD Office responsible for the document. Select the DECD work group responsible for the document.

Category *

Title *

Alias *

Document Description * Submitted by Name *

Submitted by E-mail *

Allow public to view the email address Reference Number

Keywords *

Document *

Audience for Document * DECD Office * DECD Service Group *

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9.

AUTHORISE A DOCUMENT

All documents uploaded to the DMS must first be authorised before they become visible to your audience. Documents need to be re-authorised when any updating occurs.

If you are not already logged in, log on to the DMS with your Gener8 username and password. (Refer to 6. Accessing the DMS). Select ‘DMS Admin’ from the left-hand navigation menu. Search for your document using the ‘All Fields’ field. (Refer to 7. Search for Existing Documents). Look through the search results to find the document you want to authorise. Note: the DMS will present 10 documents per page of search results. If your document is not listed on the first page, you may need to look through other pages by clicking on page numbers located at the top and bottom of the search results.

The DMS saves a copy of your document to the web server. It is not linked to the version on your computer’s hard drive or shared directory. If you make changes to the original document: You will need to update the copy of the document in the DMS. If you have misplaced the original document: You can save a copy of the document from the DMS, make changes, save to your computer hard drive or network drive and update the DMS with the modified version of the document.

Tick the check box in the Select column next to the document/s you want to authorise.

Click the ‘Authorise Documents’ button at the top or bottom of the search results list. The document will now be authorised and the document will be instantly accessible by your audience.

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10. EDIT A DOCUMENT
You can change the information associated with a document or upload a newer version of the document by updating the Document Information. Note: To make changes to the document, you will need to make changes the original version of the document that is stored on your computer or network, and then upload the amended version by editing the Document Information.

To edit a document, login to the DMS (Refer to 6. Accessing the DMS) with your username and password. Select ‘DMS Admin’ from the navigation bar. Search for your document by entering information in one or more search fields and select the ‘Search’ button at the bottom of the search screen. Look through the search results to find the document you want to amend and select the document ‘Title’ or ‘View Details’ in the Action column (highlighted below).

The DMS saves a copy of your document to the web server. It is not linked to the version on your computer’s hard drive or shared directory. If you make changes to the original, you will need to upload the updated version of the document to the DMS.

The Document Information screen will appear. To modify the document or upload a new document, select the ‘Edit’ button at the bottom or top of the page. The Change Document Details screen will appear. This is identical to the Add New Document screen, but shows any information that has been previously entered.

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Edit the document information as required – ensure that the Submitted by Name and email fields contain current details of the person or unit responsible for the document. Note: If you only want to update the document details (and not the actual document) there is no need to click on browse and re-upload the document. If you wish to upload an updated version of the document, use the ‘Browse’ button next to the Document field to locate the new version of the document on your computer or network. Select the updated document from within your drives and click on ‘Open’. Select the ‘Save’ button at the bottom of the screen to save your changes to the information and upload the new document. You will now need to re-authorise the document to make it available to your audience again. Click on ‘Authorise Documents’ at the top or bottom of the Document Information screen.

DMS Checklist Reminder: Before uploading documents – open the document to:  ensure an accurate and meaningful title has been added to the Document Properties (File > Properties > Summary)  accept all changes (reviewing toolbar)  turn off track changes – resave the document  convert the document to PDF (unless this is not appropriate).  lock forms  ensure the correct DECD logo is being used.

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11. REVIEW A DOCUMENT
Documents must be reviewed every six months in accordance with Government standards1. Documents that are not reviewed within this time will automatically be taken offline, and will not be available to your customers until the documents are reviewed and a new review date is set. There are 5 stages to the DMS document review process: 1. 2. 3. 4. 5.
1

Determine if the document should be on the DMS Ensure all the criteria of the DMS checklist is addressed Update document (if required) Update document details within the DMS (if required) Set a new review date

SA Government Requirements - http://www.cio.sa.gov.au/policies-and-standards/applications-and-internet/index_html

DMS REVIEW PROCESS FLOWCHART

Note: If the document is no longer relevant or not required, delete the document when you receive the first review reminder email. The DMS is not an archiving facility and all old content should be deleted. All documents to be deleted should be printed and the hard copy filed before deletion to comply with Records Management protocols. Documents cannot be retrieved from the DMS once deleted.
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LOCATE THE DMS DOCUMENT REQUIRING REVIEW
To review a DMS document, login to the DMS with your username and password.: http://www.decd.sa.gov.au/docs/login.htm Select ‘DMS Admin’ from the left-hand navigation bar. Search for your document by entering information in one or more search fields and select ‘Search’ button at the bottom of the search screen. Look through the search results to find the document you wish to review and select the Document ‘Title’ or ‘View Details’ (highlighted below).

Important Note: Regardless of whether there is a change to the document and/or document details or not, the review date must be updated to reflect that the document has been reviewed, and that this is the current version.

The Document Details screen will then appears.

UPDATE DOCUMENT DETAILS
Ensure that all details are correct in accordance with the DMS Checklist available at the beginning of this factsheet - in particular check that the following fields are still correct, and make changes as required:       Document title Reference number Document Submitter name/email Secondary Contact name/email Keywords DECD Office/Service Group/Unit fields

If you need to make changes to the information select the ‘Edit’ button at the top or bottom of the Document Details screen, make the necessary changes and select the ‘Save’ button at the bottom of the screen.

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UPDATE THE DOCUMENT
The DMS saves a copy of your document to the web server. It is not linked to the version on your computer’s hard drive or shared directory. If you make changes to the original document, you will need to upload the updated version to the DMS.

From the Search Results screen, click on the document ‘Title’ or ‘View Details’ to open the Document Details screen. Click on the ‘File Name’ link to open the document. Check that the document meets the criteria of the DMS Checklist available at the end of this factsheet. If the document requires updating, make the necessary changes and save the updated document to your network drive, then select ‘Edit’ from the Document Details screen and use the ‘Browse’ button to locate and upload the updated version of the document from your computers hard drive or network drive and select ‘Open’ to upload the document. Select ‘Authorise Documents’ at the top or bottom of the Document Details screen.

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SET A NEW REVIEW DATE
Regardless of change/no change to documents a new review date needs to be manually set to reflect that the document has been reviewed and is considered current.

If you are not at the Document Details screen already, search for your document and click on the ‘Document Title’ or the ‘View Details’ link for that document. The Document Details screen will appear: Select the ‘Review Documents’ button at the top or bottom of the screen.

When prompted, select ‘OK’. Another pop-up message will appear telling you your documents have been reviewed (select ‘OK’). The Date Reviewed column will now show the current date and your name will be shown in the administration version of the document information as the reviewer.

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12. DELETE A DOCUMENT
The Document Management System is not and archiving facility. If documents are no longer required they should be saved to disc and deleted from the DMS. If the document is out of date and requires updating, refer to 10. Edit a Document. Do not delete and re-upload as all existing links to the document will then be broken.

To delete a DMS document, login to the DMS (Refer to 6. Accessing the DMS) with your username and password. Select ‘DMS Admin’ from the navigation bar. Search for your document by entering information in one or more fields. Select the ‘Search’ button at the bottom of the search screen. (Refer to 7. Search for Existing Documents). Find the document you wish to delete and select the tick box in the Select column next to the listing (highlighted below).

The DMS saves a copy of your document to the web server. It is not linked to the version on your computer’s hard drive or shared directory. Therefore if you delete the DMS version of the document it will not effect the version you have saved to your network or hard drive.

Select the ‘Delete Documents’ button at the top or bottom of the search results list. A prompt will appear asking you if you wish to delete the selected items, select the ‘OK’ button if you are confident that you want to delete the document. A second prompt will appear asking you again if you are sure you wish to delete the items and advising you that this action cannot be undone. If you are still sure you wish to delete the document select ‘OK’. Note: Once the document has been deleted the document is no longer available in the DMS and cannot be retrieved.

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13. LINKING TO DOCUMENTS IN THE DMS
The DMS generates a URL for documents that can then be used to link to within the Gener8 web publishing system. Refer to the Adding Links to Web Pages factsheet for more information on creating links: http://www.decd.sa.gov.au/docs/documents/1/AddingLinkstoWebPages.pdf

SEARCH FOR EXISTING DMS DOCUMENTS
To search for an existing DMS document, login to the DMS (Refer to 6. Accessing the DMS) with your username and password. Select ‘DMS Admin’ from the left-hand navigation menu, the Document Administration screen will appear. To perform a search, fill in as many fields as you want, then select the ‘Search’ button. (Refer to 7. Search for Existing Documents). Search results are displayed in a table.
When searching the DMS, less is best. The more information you enter in the search fields, the more narrow the search, making it less likely to be successful. Widen your search by using fewer words. Terms entered in the ‘all fields’ search box will search all document information fields at once for your search term.

If you can’t find what you’re looking for, try searching again with less information (e.g. use part of a word/title instead of the full word/title). Remember that the document may not be titled the way you think so more often than not, less is better than more. Note: If the document can’t be found, refer to 8. Add a Document to the DMS. If the document requires updating, refer to 10. Edit a Document.

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DETERMINE THE DOCUMENT URL
In order to create a link to a DMS document from your website you will need to copy the document URL and paste it into Link Maintenance or the In-Text Link Pop Up Box within the Gener8 web publishing system. Refer to the Adding Links to Web Pages factsheet for more information on creating links: http://www.decd.sa.gov.au/docs/documents/1/AddingLinkstoWebPages.pdf

From the Search Results Screen, click on the ‘Title’ of the document you wish to link to. The Document Details screen will appear:

Highlight and copy the URL in the File Details section. Note: You can also right click on the file name link above the URL and select "Copy Shortcut".

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OPTION 1:

USE THE DOCUMENT URL WITHIN LINK MAINTENANCE

Note: you can make a link to this URL/document via Link Maintenance or via an In-Text link. Link maintenance will present the link at the bottom of a section (you must have a section to add a link via link maintenance i.e. you can not add a link directly to a page via link maintenance). In-Text links can be added to text within a page and/or section. The link will appear as an underlined word within a sentence. (Refer to next section Option 2: Use The Document URL Within An In-Text Link.) Refer to the Adding Links to Web Pages factsheet for more information on creating links: http://www.decd.sa.gov.au/docs/documents/1/AddingLinkstoWebPages.pdf

Paste the URL into the External link field (highlighted below) of the Add New Link screen within the Gener8 web publishing system.

Note: Ensure that http:// is only entered once into the external link field.

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OPTION 2: USE THE DOCUMENT URL WITHIN AN IN-TEXT LINK
When creating In-Text links, don’t use ‘Click Here’ or ‘Download’ for your hypertext; your customers know what a hyperlink does and how to use it; using such directive non-contextual language decreases the professionalism of a webpage. Use the title of the document, the subject or name of the process being linked as the hyperlink.

For example: BEFORE
An extended range of Short Courses and Full Qualifications are available. Go to the Developing People website for more information. The next training course for Electrical Portable Appliance Testing is on Monday 27 October. Click here for course information.

AFTER
An extended range of Short Courses and Full Qualifications are available. The next training course for Electrical Portable Appliance Testing is on Monday 27 October.

Within Section Maintenance or Page Maintenance, select the text that you wish to turn into a link. Click on the ‘Insert/Edit Link’ icon (circled in red below) in the toolbar of the text editor.

Paste the URL into the Link URL field of the ‘Insert/Edit Link’ pop up box.

Select ‘New Window’ from the drop down list of the ‘Target’ field. Click on ‘Insert’.

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14. DMS TOPICS
Topics are maintained by Online Communication Services in consultation with the Online Governance Committee. If you believe that additional topics are required, or that changes need to be made to existing topics, contact Online Communication Services ([email protected]) who will then be able to progress the request though the DECD Online Governance Committee if appropriate.

15. DMS DOCUMENT TYPES
Document Types are maintained by Online Communication Services in consultation with the Online Governance Committee. If you believe that additional document types are required, or that changes need to be made to existing document types, contact Online Communication Services ([email protected]) who will then be able to progress the request though the DECD Online Governance Committee if appropriate.

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16. GLOSSARY OF TERMS
TERM
Applications Authorise Content Management System (CMS) DECD Portal DMS Document Field Gener8 Hard Drive Hyperlink Internet Server Link Microsoft Office Programs Navigation Menu Network/Shared Drive PDF Shared Drive Taskbar Toolbar Upload URL

DEFINITION
Software Programs The action of making the DMS document go ‘live’ online. An Application that allows text, images and documents to be displayed on the internet and accessed by web users. The Department for Education and Child Development website: www.decd.sa.gov.au Document Management System Generally a PDF or Word Document A place where you can store data. The field may contain data to be entered as well as data to be displayed. Software used to publish information to DECD websites Often this is your C drive. A hard disk drive for storage of computer files. An electronic link providing direct access from one web page or document to another. A computer that holds information like web pages and documents that is accessible through the internet An electronic hyperlink providing direct access from one web page or document to another. Standard applications installed on your computer. eg. Word, Excel, Access, PowerPoint, Outlook, Publisher, Project etc Also referred to as MS Office Programs. The list of menu items (pages) appearing on the left-hand side of DECD websites. A network that provides a location for the shared storage of computer files. Portable Document Format (PDF) is a file format created by Adobe Systems used to reduce the file size and increase security of the document. A place for storage of shared computer files. The drive that your unit uses to store work related files and folders. The area in Windows Operating Systems displaying open applications Generally located at the top of your screen, provides icons and menu items to perform specific functions such as save, open, copy etc To digitally move a copy of a document from a Desktop Computer or Network to an internet server. Uniform Resource Locator; an address that connects to a web page or online document. ATTENTION: DECD GENER8 WEB PUBLISHERS Department for Education and Child Development Policy Directorate Further Information: Phone Contact: E-mail: Authorised by: Position title: http://www.decd.sa.gov.au/onlineservices (08) 8226 1595 [email protected] Christine Irmler Manager Online Communication Services

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