1. Central Document Library Quick Reference User Guide View User Guide
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Quick Reference User Guide
View User Guide
This guide will show you step-by-step how to:
Login
Search for Documents
View and Export Documents
View Document History
Run and Print Reports
Get help with SHAREcat
Welcome the WP IIS SHAREcat training for Originators, Reviewers, Consolidators and Approvers.

2. Remember to bookmark this site!
Login to SHAREcat
Remember to bookmark this site!
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You’re logged in!
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Reset your password OR
Request User Access
We will log in today using the access credentials provided on your name placeholder. When you are given access to the live project your user ID will be the same as your BP NTID.
Your password will be system generated so you can change it by accessing the ‘If you have forgotten your password or want to change it’ link on the BP CIS main page.
1. In the address bar, type and press Enter to go to the BP Central Information Store main page.
2. Type Username and Password, click the Login button. A new explorer window will open.
3. Select your project installation. A new browser window will open showing the project. You are now logged on and can start using the system. Your SHAREcat user ID will appear in the top of the Navigation Pane
Note: You can request user access, change your password or request new password from the main page of the BP Central Information Store.

3. Navigating SHAREcat View Pane Navigation Pane/ Tree View
There are two main viewing areas once you’ve logged in.
The Navigation Pane (or Tree View). The Navigation Pane allows you to see information in the system similar to what you experience in Windows Explorer.
The View Pane. The view pane shows details about the selection you made in the Navigation Pane.
Note 1 : The working area is divided into two main frames. The left frame or Navigation pane contains different presentations of the document structure:
Show all: A total view of all documents/requirements. Organised by work process
All by doc-type: All documents/requirements, organised by document category
Search: Search for document number(s) and tags within any part of three structure.
Note 2 : The right frame or View Pane shows details about selection in left frame. Details displayed under each tab will change with drill down level in left frame.
Document List: Document information
Doc. Requirements: Registered requirement details from the SDI document
Approval order: Approval routing per document category, as per defined distribution matrix
Package info: Details on contract that are necessary for ShareCat to perform actions as designed
Tag list: List of tags to be delivered by each contractor. These are available for document to tag links.

4. Searching for Document
Search results appear in the View Pane .
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To most effective way to find documents is by using the ‘Search’ tab in the Navigation Pane. The ‘Search’ tab allows us to enter specific criteria such a document type, discipline, area, and many others.
‘Sector’ Code is now identified as ‘Area’ Code
‘Contractor’ document number is now called ‘Supplier’ document number
Acceptable Wildcards for Searching:
* substitutes for any zero or more characters
? substitutes for any one character
# substitutes for any single numeric character
TIP: If searching by filename, include an asterisk at the start of the filename and end of the filename, before the dot (e.g. *test*.pdf). .
Click the “Search” tab at top of left window.
Select the sub tab “Documents” to search for documents.
Enter a value in any available field or combination of these. You can use wildcards (*) to search for multiple document numbers.
Click “Search” to list documents that match the search criteria.

5. Searching for Document Documents – Additional Features (Continued)
Note 1
The CDL has specific date formatting requirements. It uses European date formats. This slide provides an example of the syntax required when entering dates.
Additional features once search results have been displayed are selecting columns you wish to see; toggle wrapping and the ability to download the list to excel. Note – this does not download the documents, this downloads only the list that is displayed in an excel format. :
Acceptable Date Formats:
SHAREcat uses European date format. When searching by date use the following syntax:
On or after date: >dd.mm.yyyy (e.g. > )
Before date: <dd.mm.yyyy (e.g. < )
Exact date: =dd.mm.yyyy (e.g. = )
Date range: dd.mm.yyyy-dd.mm.yyyy
(e.g ) .
Note 1: Additional features with search results:
Sort – click on the column header you wish to sort on
Select columns – allows you to select additional columns
Toggle wrap - allows you to select a wrap text view or single line list view
Download to Excel

6. Viewing and Exporting
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After you have searched for documents, you are able to view the documents either individually or by downloading multiple documents in a zip file.
Step 1 shows how to view an individual document. In Step 2, by clicking the ‘download basket’ icon next to the document link, the document is added to a download basket.
Click the “Doc” link in the Doc column to view a single document. Document can now be saved or print
Multiple document download, click the button to add document to download basket. The download basket allows users to create a zip file of all the documents in the basket. (See Viewing and Exporting using Download Basket.)
Note 1 : Right click the Doc link to ‘Save target as…’.
Note 2 : The Open link DOES NOT open the file. This will link back to the document in the Navigation Pane, allowing users to view document revision history.

7. Viewing and Exporting Using Download Basket
Step 1
On the previous screen, we selected the documents we want to download.
Now let’s ‘Show basket’ to create a zip file to download.
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Click the “Show Basket” to view the list of document in the basket.
Click ‘Create Zip-file’
Right click and select ‘Save Target As’ to download zip file.

8. View Document History
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Click the ‘open’ link in the view pane of the document you want to view history for. This will launch the document in the navigation pane.
Select the document (open book). The details of the document and current revision history will appear in the view pane.
Click ‘Show full review history’ to view all historical revision of the document.
To download document click:
To view annotations click:
To download mark-up file click:
To view the upload basket this document was sent with:

9. Document List – Show all
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A list view of documents by status
1. Click the “Show all” tab at top of left window to see details of all documents according to work process.
2. Click (+) icons to drill-down to the right document progress folder.
Note: In this tab documents are sorted into the following four folders:
Required documents – Documents not yet submitted to the project.
Document for re-submittal – Documents returned to Supplier at code 2 or 3
Submitted documents – Supplier has submitted to the project for review.
Approved documents – Documents accepted by the project code 1, 4 or 5.
Click one folder that would hold the document you are looking for (depending on document status). This action lists all documents in the right frame.
Optional: Click the “Doc” link to open the current revision of the document submitted by the supplier
Optional: Click the “Mark-up” link to see the official comment file (if any) going back to the supplier after review.
Optional: Click the “Open” link to see the document detail and history screen.

10. A list view of documents by type
All by doc type
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A list view of documents by type
Click the “All by doc-type” tab at top of left window to see details of all documents according to document type/-category.
Click (+) icons to drill-down to the right document category folder.
Click one folder that would hold the document you are looking for (depending on document status). This action lists all documents in the right frame.
Optional: Click the “Doc” link to open the current revision of the document submitted by the supplier
Optional: Click the “Mark-up” link to see the official comment file (if any) going back to the supplier after review.
Optional: Click the “Open” link to see the document detail and history screen. This opens the information structure in the left window, indicating the relevant document with an open book icon. Click on the document number to open the documents revision screen.

11. How to Run Reports
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NOTE: You must click ‘Apply’ after un-ticking to enable selecting categories .
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This is an animated screen that presenter will walk through demonstrating each of the steps in generating a report.
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Select the “Reports” icon in the Navigation pane. This brings up the ‘Options’ for filtering in the View Pane.
Click in these boxes to select criteria. “Show all packages” option will determine if this report will cover this Package only (left blank) or if ‘ticked’ will report on all packages.
Tick this box to report on all document categories. If you only want to report on one or a few categories remove tick from box.
Select “Apply” (only make change for this session) or “Save options”
(keeps changes as default) before you can select document categories
Using normal Windows functionality i.e. clicking on document category, using the ‘Ctrl’ and/or ‘Shift’ keys on the keyboard, make a singular or multiple document category selection(s).
Click (+) icons by “Reports” to show reporting options.
Select report to be generated. Note: A ‘Report’ tab will appear in the right screen , which must be clicked to generate report

12. Icons that are visible to you are based on your user role.

13. Helpdesk Contact Details Telephone Support
How To Get Help
Helpdesk Contact Details
Telephone Support
 07:00 to 17:00 (CST time)
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The IIS support Team has been set-up to help you with any issues you may have in using this Central Document Library.
You can contact them via the helpdesk application by clicking on the button. If the problem is more urgent, telephone or using the contact details below.