SOML Issue Tracking Guide to using the new ETSEDMS server for Issue Tracking

Issue Tracking Purpose Means of tracking problems in need of solutions –Notification and tracking of problems so that everyone is informed and issues are not forgotten –Serves to record details about possibly recurring problems that need to dealt with internally or through manufacturers or suppliers Serves as an archive resource of problems and solutions –Look to see if there is a similar problem in the archive

Issue Tracking Overview Basic Workflow and Notifications At submittal, a notification is sent out to Steve Warner and Jeff Kingsley Steve assigns it someone to work towards a resolution and that person gets a notification When the assignee is finished, he or she sends it back to Steve to close out the issue Steve and Jeff get a notification once the issue is closed

Accessing the Server You will be issued a login and password Once logged in, you will see the “dashboard”. If items are waiting for you in the work queue, they will be listed Access the Issue Tracking archive be clicking on “Go to all Documents & Drawings” and selecting the SOML folder within the “Catalog Browser”. Select the SOML Issue Tracking subfolder and a list of all of the issue tracking documents will open on the right

Searching the Issues Archive Searching for similar problems and solutions or searching for a current issue you would like to comment on or check the status of –Select the “Search” button, then select the “SOML catalog’ and “SOML Issue Tracking” document type. Then use any criteria you would like. –You can also go to SOML Issue Tracking folder by selecting the “Folders” button, select the “SOML” catalog in the catalog browser and navigate to the “SOML Issue Tracking folder”. Items can be sorted or grouped within the listing.

Entering a New Form To enter a new form, select the “capture” button, then capture type “form”, catalog “SOML”, document type “SOML Issue Tracking” Fill in the requested information and select the “continue” button. This will pull up a new pdf form, with the fields that you just filled in already inserted. If you do not know the Issue Number, leave it blank. Leave the “assigned to” blank. Once you filled in the pdf, select “submit” on the pdf form. This will take the form, place it in the SOML Issue Tracking folder and start the workflow for that form.

Modifying an Existing Form Once a form is in the system, you can modify it by selecting the entry, downloading it and re- uploading it. –Select the entry, select “file” and then “download”. Save the file to your computer. Once changes are made or comments are added, save your file, then go back to the webpage and select “modify”, “upload revision” and then browse to the file and select “upload”. To change the fields that are in the headers, select “modify” and then “edit properties”. Make the changes, then select “commit”. The fields on the pdf will update shortly.

Adding An Attachment Once a form is in the system, you can add an attachment to it by selecting the entry, downloading it and re-uploading it. –Select the entry, select “file” and then “download”. Save the file to your computer. Add the attachment to the PDF file by clicking on the paperclip icon or clicking on the attachment tab and using the “add” option to add the attachment, save your file, then go back to the webpage and select “modify”, “upload revision” and then browse to the file and select “upload”.

Closing out a Form To close out the form, the assignee selects “file”, “send to work queue” and selects “add user” to select Steve Warner’s user name. Then select the “assign” button. This will Steve and let him know that a resolution has been reached. If there are more problems or if he needs for you to look further into the problem, he will send it back to your work queue.