INTUITIVE DOCUMENT MANAGEMENT

USER GUIDE

USER GUIDE
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CONTENTS
INTRODUCTION.......................................................................................................... 3
Help................................................................................................................................3
Feedback ...................................................................................................................3
Logging out....................................................................................................................3
The Administrator .........................................................................................................4
ACCESS TO VIEWPOINT............................................................................................. 4
DOCUMENT MANAGEMENT....................................................................................... 4
ADDING RECORDS TO THE SYSTEM.......................................................................... 5
Field Types.....................................................................................................................5
Attachments..................................................................................................................6
E-mail..........................................................................................................................6
EDITING RECORDS ................................................................................................... 6
VIEWING RECORDS.................................................................................................... 6
Hiding fields...................................................................................................................7
Setting the number of documents displayed..............................................................7
Printing document tables.............................................................................................7
Sorting documents........................................................................................................7
Viewing Attachments....................................................................................................7
SEARCHING & FILTERING DOCUMENTS...................................................................8
The Filters......................................................................................................................8
Search Results..............................................................................................................8
FORUM....................................................................................................................... 9
Adding messages..........................................................................................................9
Message types..............................................................................................................9
Viewing Your Messages..............................................................................................10
Dealing with Action requests.....................................................................................10
RISK REGISTER....................................................................................................... 10
Adding Risks to the Register......................................................................................11
Editing Risks................................................................................................................11
Risk Summary.............................................................................................................11
Document Storage......................................................................................................12
Archives.......................................................................................................................12

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INTRODUCTION
ViewPoint is a web-based document management system designed to assist in
the organisation of correspondence and other documentation, and to permit the
prompt search, retrieval and arrangement of data for various applications.
ViewPoint provides a platform for the collation and dissemination of information,
the exchange of related comment and the implementation and progress tracking
of required actions.
The system also incorporates a Risk Register module, facilitating the development
and maintenance of comprehensive risk registers to suit almost any business
application.
This guide explains the features and operation of ViewPoint and will facilitate its
effective operation. The system is intuitive and while, naturally, it is necessary
that the user has some familiarity with the operation of computers, it does not
impose any extensive demand or require especial expertise in this area. In the
event of any query however, please contact your system Administrator.

Help
An online version of this User Guide can be accessed via the Help link in the
screen banner. Should any further assistance in system operation be required
please contact your system Administrator or e-mail our helpdesk at
help@HambletonViewPoint.com.

Feedback
Your comments regarding the operation and functionality of ViewPoint, and
suggestions as to how the system might be developed, are valuable to us. In this
regard, please send your feedback to info@HambletonViewPoint.com.

Logging out
On completing a session on the system, it is important that all users exit via the
Logout link in the screen banner and, for added security, that they close the
browser window.

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The Administrator
The system Administrator is responsible for overseeing system operation and
security, and for the allocation of usernames and passwords. As a safeguard,
certain system actions (such as deletion of records) are open only to the
Administrator.

ACCESS TO VIEWPOINT
Simply enter the ViewPoint web address for your organisation into the address bar
of your Internet browser and press Enter to access the Project Portfolio screen.
Select your project from the available icons and enter your unique username and
password (provided by the system Administrator) when prompted - then press OK
to open the Project Portal screen.
Click either the Document Management or Risk Register link on the chess-piece
icon to access your chosen module1.

DOCUMENT MANAGEMENT
The Document Summary screen features (at its centre) a list of document types
recorded on the system, together with the numbers thereof - this providing a
snaphot summary of system content. Related records can be viewed by clicking
on any listed document type.
The Menu on the left-hand side of the screen incorporates a series of links to the
various features of the system, namely:

Insert Document2
Documents
Search / Filter
My Messages

Note that greyed modules have not been activated for your system - please contact your
Administrator for further details. This guide deals first with operation of the Document
Management module - the Risk Register module is discussed from page 11.
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Note that this link is available (and visible) only to Users for whom the facility to add new
documents to the system has been activated by the Administrator.

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ADDING RECORDS TO THE SYSTEM

The Insert Document link (for those Users with access to this facility) opens a new
screen via which records are added to the system. This screen displays the
various fields to be populated, and once this operation is complete the record is
added by clicking the Insert this record button.

Field Types
ViewPoint uses a number of different field-types to capture relevant data, and the
form in which fields are to be completed when adding documents to the system
varies between these field-types (which are generally set by the Administrator to
suit the particular nature of information to be captured) - the salient properties of
each being:

The Date Field (in dd/mm/yy format) automatically defaults to todays date,
but can be manually overwritten as required;

Simple Text Fields accept up to 255 freeflow text characters and are appropriate
where simplified data entry is adopted;

Text Areas accept

unlimited text;

Select Boxes provide access to a dropdown list of options designed to speed-up

data entry and to avoid any inadvertent
mis-spelling, abbreviation or the like that
may later inhibit data retrieval.
The various options in a select box are set and modified as required by the
Administrator. Multiple entries can be selected by holding down the
keyboard Ctrl button and clicking the relevant options.

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Attachments
When uploading an attachment, locate the file on your computer via the Browse
button and add a short description in the box provided to help identify it. Once
the first attachment to any record has been uploaded, further attachments can be
input via the edit icon in the Options column of the Documents screen (see
Editing Records below). Any number of attachments (in any electronic format)
can be uploaded to the system.

E-mail
Each ViewPoint system has its own unique e-mail address, which is available from
your Administrator. E-mails copied to this address will be automatically logged on
the system3 together with any attachments thereto.

EDITING RECORDS 4
Clicking the edit icon in the Options column of the Documents screen (see
Viewing Records below) opens a mirror version of the Insert Document screen,
whereby current information relating to a particular document can be added
and/or amended. Changes made are accepted by clicking the Save Changes
button.

VIEWING RECORDS
The Documents link on the Document Summary screen Menu accesses a new
screen, which displays the records on the system in tabular form. As well as
highlighting documents that have not been opened (by displaying them in bold
type), ViewPoint includes a number of functions allowing Users to adjust the
format in which information is viewed; these functions are reviewed below.

Due to the variability of interfaces with available e-mail applications, it may be necessary to edit
e-mail records in order to complete data in certain fields.
4

To preserve adequate system control, the edit function is only available to Users for whom this
particular facility has been activated by the Administrator.

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Hiding fields
Columns (displaying field data) can be hidden by clicking the hide links at the
head of each column; any number of columns can be hidden at one time. Hidden
columns are displayed by selecting them from the Show hidden column dropdown menu at the top left of the screen) and clicking go.

Setting the number of documents displayed

The number of documents displayed on each screen page is set via the Display ...
records at one time drop-down menu (at the top right of the screen) and clicking
go.

Printing document tables

Clicking the Print-Friendly Version link at the top right of the screen brings up a
basic view of the current display that is suitable for printing. Recommended
formats for printing are A4-landscape or A3-portrait.

Sorting documents
Documents can be sorted in ascending or descending order by clicking on any of
the underlined column name headings.
The column by which documents are currently sorted (and whether
this is in ascending or descending order) is indicated by a red arrow
next to the relevant column heading.

Viewing Attachments
Document attachments are viewed by clicking the
icons on the Documents
screen (the number in parentheses indicates the number of related attachments).
The document itself is displayed on the right-hand side of the screen, whilst the
information panel5 on the left-hand side provides (i) details of the document to
which the attachment relates, and (ii) a table listing all attachments associated
with this document - the currently displayed attachment is indicated (with an
arrow) and others can be accessed by clicking on the related links.
Attachments can be scrolled through by way of the
or retreat one attachment at a time.
5

icons, which advance

The information panel can be hidden via the Remove this information panel link, which opens up
more space for display of attachments.

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If you experience difficulties in viewing attachments, these most likely relate to

the settings in your PC or the particular web browser that you are using. If you are
unable to resolve these issues please contact our helpdesk (see Help above)
and we will do all we can to assist.

SEARCHING & FILTERING DOCUMENTS

The Search / Filter link on the Document Summary screen Menu accesses a new
screen whereby records can be isolated and displayed in accordance with a
specified set of parameters. Simply enter the requisite details of documents you
would like to view (the form is almost identical to that featured on the Insert
Document screen - see above) and press the Perform search button at the foot
of the screen.

The Filters
The search/filter function is very versatile, allowing data retrieval parameters to
be set by any number of field filters in combination. Note that fields left blank (or
- in the case of Select Boxes - where ANY is selected) do not play a part in
search/filter operations. The operation and function of the various field filters are
described below:
Date - allows filtering of documents by a
date range. The filter will return documents
between the two dates specified (inclusive).
Select Boxes - filter documents containing the
specified option(s) - multiple options being selected
by holding down the keyboard Ctrl key.

Simple Text Fields and Text Areas - filter documents containing the entered
text.

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Search Results
Records matching your search criteria are displayed in tabular form:

From this screen you can elect to clear the search results and View All Records or
Modify [the existing] Search via the links in blue text. ViewPoint will retain your
specified search criteria until you modify or clear them, even if you leave the
current page.

FORUM
Messages in the form of either a Notification or a request for Action - are
collected via the forum feature, which provides users with a secure platform for
the exchange of views in relation to particular records. Messages pertaining to
particular records are viewed and input by clicking the appropriate
icon in
the Forum column of the Documents screen (the number in parentheses indicates
the number of related messages in the system).

Adding messages
New messages are generated via the Add Notification/Action link (blue text). Type
your message into the dialogue box, and check the appropriate boxes against the
list of system Users - then click the Send button to issue the message6.

Recipients will automatically receive an e-mail confirmation when a message for them is issued
on the ViewPoint system.

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Message types
The following list provides explanations of the form and function of the various
message (and related posting) types:

Actions - can be requested of any system User and will remain highlighted
(coloured background) until marked as actioned (see Dealing with Action
requests below). The
icon is displayed to indicate that a message has
not yet been read by the recipient.

Notifications - can be used to inform Users of the issue of Action requests to

others, and also provide for the exchange of comments and/or concerns in
relation to particular documents.

Replies - quick replies to messages are generated via

icons.

Viewing Your Messages

Your messages can be viewed via the My Messages link in the Document
Summary screen Menu. The drop-down menu at the top of the screen facilitates
the display of all messages, or filtering by messages sent or received.
Details of the record to which a message relates can be accessed via the

icon.

Dealing with Action requests

Action requests are initially displayed (for both recipient and originator) as
unread (as indicated by the
icon) and will remain so until the Mark as Read
link is clicked and the
icon displayed.
When you have completed a requested Action click the Mark as Actioned icon
(in the Forum screen) - this will update the message status.

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RISK REGISTER
The Risk Register module is accessed by clicking the related link on the chesspiece icon (on the Project Portal screen). The module comprises a series of
tabbed Risk Registers (lettered A, B, C, D, etc.), each relating to a particular risk
Category (as defined by the Administrator). Each register features:
Uncontrolled Risk Matrix
A colour-coded heat map matrix depicting the risk exposure profile before
application of control measures;
Mitigated Risk Matrix
A colour-coded heat map matrix depicting the risk exposure profile after review
and introduction of control measures;
Values Table
A table depicting numerical values for both Uncontrolled and Mitigated Risk, and
currency values (in 000s) for the cost of Mitigation Measures and Contingency
Sum for residual risk.
Risk Register
Risk input data is displayed here in tabular form, with particular elements thereof
feeding directly into the two risk matrices.

Adding Risks to the Register

Risks are added to the Register by clicking the Add Risk link on the left side of the
screen - this accesses a secondary screen displaying the various fields to be
populated. Once the fields are completed the risk is added by clicking the Add To
Register button at the bottom of the screen.

Editing Risks
Risks included in the Register can be edited via the edit icon in the far right
column of the main risk table7. Clicking the edit icon opens a mirror version of
the Add Risk screen, whereby information relating to a particular risk can be
added and/or amended. Changes made are accepted by clicking the Update
Risk button at the bottom of the screen.

To preserve adequate system control, the edit function is only available to Users for whom this
particular facility has been activated by the Administrator

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Risk Summary
The Risk Summary tab8 provides a roll-up of the categorised Risk Registers, thus
providing a useful overview of the project risk portfolio. Information can be
collated and displayed in three different formats by way of the links on the left
side of the screen:

All Risks - all risks logged on the system;

Red Risks - only those risks in the red zone (that is, those registering as
potentially disastrous or severe); and

Risks Above Line - only those risks above the acceptability threshold of the
various risk matrices.

Document Storage
The related link in the Risk Register screen banner opens a document storage
facility where key risk-related documents can be preserved for future reference.

Archives
Risk Register data can, at any point, be saved in the Archive facility, accessed via
the related link in the Risk Register screen banner. The ViewPoint system also
incorporates an automatic archive function, which can be set (by the
Administrator) at required time intervals.

This is available only to Users for whom access has been activated by the Administrator.

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