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F.A.Q.

   
  Frequently Asked Questions
   
 
  1. How to create a user account?
2. How to create a group account and add users to it?
3. How to make a document?
4. How to update or delete a document? (also update document category/subcat)
5. How to make a new Category/Subcategory?
6. How to Update/Delete Category/Subcategory?
7. How to attach files to a document?
8. How to download the attached file?
9. How to search?
10. How to search keywords in a category or subcategory?


1. How to create a user account?
(1) Click "Sign Up New ID" button on home page
(2) Fill in related information including user name and password, choose "No" on "Is It a Group User Name?", (*) text boxes are required
(3) Click "I Agree and Submit" button, your account is created and your user name and password are ready for login
2. How to create a group account and add users to it?
(1) Click "Sign Up New ID" button on home page
(2) Fill in related information including user name and password, choose "Yes" on "Is It a Group User Name?", (*) text boxes are required
(3) Click "I Agree and Submit" button
(4) Ask your system administrator to add users into the group account so a group of people can manage and search the same data
3. How to make a document?
(1) Click "Make a new document" link on home page
(2) Select document category in the drop down list box and click "Add Category" button (you might need to create a category or subcategory first, see F.A.Q. 5.
(3) Select document subcategory in the drop down list box and click "Add Subcategory" button
(4) Fill out your document information, attach related file(s) to this document, if this is an important document, you can list it on the left side of every page except home page, or list it on the top of that category page, all the information you entered can be searched so you can find this document easily in many ways
(5) Click "I Agree and Submit" button
(6) Attach more files if you want, otherwise click "See your document!" link to see it
(7) After you've seen it, you can click "Update Your Document" link on the top to change the information you just entered including its category and subcategory, or click "Delete Your Document" link on the top to delete it
4. How to update or delete a document? (also update document category/subcat)
(1) Use home page searches to find out your document and open it
(2) Click "Update Your Document" link on the top to update it, you can also change your document's category/subcategory here; or click "Delete Your Document" link on the top to delete it
(3) As a user, you can check data in the group account which is assigned to you. If you are changing the data in the group account, make sure you click "Update Your Document" link first, this will lock the document so other people in the group can not change it at the same time, then download the attached file(s) and change it, then click "I Agree and Submit" button
5. How to make a new Category/Subcategory?
(1) Click "Make a new Category/Subcat" link on home page
(2) Make a new subcategory in section "Add a new Subcategory under existing Category"
(3) Make a new category and subcategory in section "Add a new Category and a new Subcategory"
(4) You can find out all categories and subcategories on home page, or you can search "Cat/Subcat Keyword" on home page to find it
6. How to Update/Delete Category/Subcategory?
(1) Click "Update/Delete Category/Subcat" link on home page
(2) To change category name, under section "Update Category", select the category name you want to change in the drop down list box, then type in the new category name, if it is a brand new one, you just change the old category name to new category name, if it is already existed, you merge the two categories into one, click "Update Category" button to change category name or merge two categories
(3) To delete category, under section "Delete Category", select the category name you want to delete in the drop down list box, then click "Delete Category" button. Note, to avoid deleting all the documents in a category by mistake, you have to delete all documents in the category first, then you can delete the category
(4) To update or delete subcategory, under section "Update or Delete Subcategory", select the category name which the subcategory belongs to and click "Update/Delete Subcategory" button, here you can update a subcategory name, delete a subcategory, or move subcategory to another category:
     (a) To change subcategory name, under section "Update Subcategory", select the subcategory name you want to change in the drop down list box, then type in the new subcategory name, if it is a brand new one, you just change the old subcategory name to new subcategory name, if it is already existed in the same category, you merge the two subcategories into one, click "Update Subcategory" button to change subcategory name or merge two subcategories
     (b) To move a subcategory to another Category, under section "Move Subcategory To Another Category", select the subcategory name you want to move, then select the new category name you want to move to, click "Move Subcategory" button
     (c) To delete a subcategory, under section "Delete Subcategory", select the subcategory name you want to delete in the drop down list box, then click "Delete Subcategory" button. Note, to avoid deleting all the documents in a subcategory by mistake, you have to delete all documents in the subcategory first, then you can delete the subcategory
7. How to attach files to a document?
(1) Use the searches on home page to find out your document and open it
(2) Click "Browse..." button and find out the file you want to attach, then click "Submit" button to attach it
(3) Repeat (1) and (2) to attach more files to a document
(4) Note, you can attach unlimited files to a document at any time, your newly attached file will overwrite the previous attached file if they have the same name, this allow you to update the attached file to make it up-to-date. You can't delete the attached file once you've attached it, the only way you can delete the attached file is to delete the document, then the document and all its attached files are deleted
8. How to download the attached file?
(1) Use the searches on home page to find out your document and open it, you can see all the attached files
(2) Right click the one you would like to download and choose "Save Target As...", then save it to somewhere on your computer
9. How to search?
(1) On home page, in "One Keyword" search, you can search one set of keywords in document name, document content, document category and subcategory, date modified (e.g. 2/20/2006), who created it, creator's email, address, city, province, country, postal code, phone, fax, website etc.
(2) On home page, in "Two Keywords" search, you can search two sets of keywords in document name, document content, document category and subcategory, date modified (e.g. 2/20/2006), who created it, creator's email, address, city, province, country, postal code, phone, fax, website etc.
(3) On home page, in "Doc Name Keyword" search, you can search one set of keywords in document name
(4) On home page, in "Cat/Subcat Keyword" search, you can search one set of keywords in category or subcategory
10. How to search keywords in a category or subcategory?
On home page, in "Two Keywords" search, you can type in keywords in one text box, and type in category name or subcategory name in the other text box to search keywords in a category or subcategory
   

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