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DraftSpace Admin Guide


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5.6 Bidder Affiliates..............................................................................................................19

5.6.1 Create Bidder Affiliates.........................................................................................195.7 Archive Project ...............................................................................................................20

5.7.1 Re-Open Project.....................................................................................................20

5.7.2 Project Audits.........................................................................................................215.7.3 Download Project...................................................................................................21

5.8 Alerter .............................................................................................................................215.9 Project Audits..................................................................................................................21

6. REPORTING........................................................................................................................226.1 Logins .............................................................................................................................23

6.1.1 Exporting Information ...........................................................................................23

7. PDF SECURITY...................................................................................................................24

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W ELCOME TO DRAFT SPACE

Welcome to DraftSpace. Your DraftSpace Dealroom is an online portal that allows you toaccess documents and files securely and efficiently. This document will guide you through theinitial setup and basic file features available to a user with administrative rights. If you everhave any questions please call or email DraftSpace at:EUROPE: +44 207 099 2152AMERICAS: +1 415 596 3581ASIA: +91 124 461 [email protected]

1. INITIAL SETUP

1.1 Email InvitationYou will receive an email invitation from the system. This email will contain a link to a pageprompting you to enter your contact details along with a password.

1.2 Initial LoginWith your contact details entered, you will receive an email containing a link to the projectlogin site. Here you can enter your email along with your new DraftSpace password.

2. H OME P AGEThe home button can be clicked at any point whilst using DraftSpace to return you to the

Projects list.

2.1 Projects List

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Location: Home > Projects

Once you have logged in successfully, the home page will display a list of the projects youhave access to. Clicking the column headings will sort the projects. Click on the name toaccess a project.

2.1.1 Create New ProjectLocated directly above the project list

2.1.2 Standard and Bidder ExtranetsYou need to choose between a standard or bidder extranet.

Project Type:Standard Extranet

Bidder Extranet
mailto:[email protected]:[email protected]:[email protected]

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A standard extranet has all added users automatically visible on the Parties list. Mostprojects are on standard extranets.

A bidder extranet is for those projects with multiple parties (bidders) who need to be hiddenfrom the Parties list.

Choosing bidder extranet means all added organisations can then be set to either bidder ornon-bidder.

Bidder users can only see members of their own organisation, the bidder team or any bidderaffiliates on the Parties list. They will not see other bidder organisations.

Only users from non-bidder organisations can be members of the bidder team and thismeans they are visible to everyone in bidder projects. You can choose whether users are in thebidder team when you add them to the project or at any time in the Project roles section of the Admin Console.

Bidders cannot see any documents that other bidders have uploaded. Non-bidderorganisations can see everyone on the Parties list.

You can change a project at any time from a standard to bidder extranet (or vice-versa) inthe Project details section of the Admin Console.

Click Next to move through the remaining 3 steps in the process. Click the links below fordetailed instructions for each step:

Step 2 : Add project users

Step 3 : Set user permissions

Step 4 : Edit project properties

You can add additional users; change their roles and other project details at any time throughthe Admin Console.

2.1.3 Tips for Creating New Projects

PLAN YOUR FOLDER AND USER STRUCTURE

If you need to give restrictions to access certain documents and folders you may want to planyour folders according to who will be able to access them.

You can create Groups of users, so think about how you might apply group permissions toparticular folders or sections of the project.

INHERITING PERMISSIONS

By default, all new folders will inherit their access permissions from their parent folder. This

can be overridden when you create a new folder by un-ticking the Inherit Parent FolderPermissions tick box or at anytime going into folder properties.

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SEND OUT INVITATIONS AT THE END

When setting up a project, you will have to invite users to access it. It is recommended thatyou delay sending out the invitations until you have completed setting the project up and

setting the users permissions.

By default if you are following the create new project workflow, this option should alreadybe deselected so you can send the invitations at a later stage.

If you are adding a new user to an existing project, you will need to deselect this option whenadding the new user by un-ticking the Send invitation option on the add users screen.

SPELLING, NAMING, NUMBERS AND CONSISTENCY

Always take care to spell, capitalise and format names and numbers correctly in the system.Remember that the details you enter in your Profile will be viewable by everyone on theParties List.

2.2. Profile

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Location: Home > Profile

You can amend your personal details (name, email, telephone etc) at anytime by going intothe Profile section from the home page. You can also change your password here as well.

If you change your email address or password in your profile, you will need to enter the newdetails next time you want to login to DraftSpace.

2.3 New ItemsLocation: Home > New Items

Displays a list of the documents that have been uploaded to DraftSpace across all of theprojects you have access to. This list will also show you which documents you have not yetread and which ones you have read with a date stamp. Select a project from the dropdown box.Select the date range. The default date range is the previous 7 days. You can also select acheckbox to display unread documents only.

2.4 Archived ProjectsLocation: Home > Archived Projects

This section lists projects that are no longer active and have been moved out of the mainprojects list. Archived projects are not deleted or removed from the system but are simplystored and no longer editable.

To archive or re-open a project, see the instructions in the Admin Console chapter.

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3. NAVIGATIONLocation: Home > Project

Once you have selected a project, there are various ways to navigate around the projects,folders and documents.

3.1 DirectThe centre of the screen contains the main contents of the project. You can click on foldernames here, just like in the folder tree, to move around the project. Use the up arrow to moveback up one folder level.

TIP : If you need to quickly jump back to another section of the project, its easiest to use thefolder tree on the left.

3.2 Folder TreeOn the left is a windows explorer-like navigation panethat enables you to expand and collapse the folder tree.Click on the items in the tree to view. The number inbrackets after a folder name indicates how many

documents are contained.

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Use the drop-down box above the folder tree toquickly jump from one project to another (if you haveaccess to more than one).

You can also apply automatic indexing to the folders and documents. This indexing isdynamic so it automatically updates index numbers of folders or documents as you add ordelete folders and documents to your project, thereby eliminating the need to manuallyrename files with index numbers.

3.3 SearchYou can type in search terms into the search box right above the folder tree view in order tosearch through your entire project. You can search the title and content details as long asdocuments have been natively created or have been through the OCR process.

3.4 Site MapLocation: Home > Project > Project Sitemap

The project sitemap can be accessed from within a project to show you an expanded view of the entire project, including every folder and document. You can go directly to a particularfolder by clicking on the folder name or open a document by clicking on the document name.

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Large projects with many folders and documents may take a little while to load the sitemap,so please be patient.

4. PROJECT

4.1 Setup

4.1.1 Add FolderLocation: Home > Project > Add Folder

To add a new folder, click the Add Folder icon. You will need to enter a name for the folder.

If you do not want the folder to inherit permissions from its parent, un-tick the Inherit ParentFolder Permissions tick box. You will then be able to select the appropriate users that shouldhave access to the folder in the list.

Note : Admin users have access to all folders and cannot be removed.

4.1.2 Adding a Folder StructureLocation: Home > Project > Add Folder

When adding a normal folder you can optionally choose to add an entire folder structure andmultiple documents at the same time. Follow this process:

1. On your computer, create a Zip file that contains your folder structure and documents.To do this on a PC:

i. Open Windows Explorer and navigate to the folder that contains your structureand documents.

ii. Right click on the folder and select Send to > WinZip/ Compressed (zipped)Folder.

iii. Make sure 'Save full path info' in the WinZip dialogue is NOT ticked.

2. In DraftSpace, click Add folder and then select the Add folder structure button.You will see a Browse button appears. Click this to browse your computer and selectthe Zip file to upload.

The system will then upload and unzip the file, building out the entire folder structure.

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Because a folder structure can contain both folders and documents, it is a good way of uploading many documents and sections at once. Bear in mind that large folders anddocuments could take some time to upload.

4.1.3 Batch Upload Documents

The add folder structure tool can also be used simply to upload several documents in onebatch, without the need for a folder structure.

In Windows Explorer select the files you want to batch together (hold Shift or Ctrl and click),right click and select Send to > WinZip.

This will create a Zip file that simply contains the documents which you can then upload in.

4.1.4 Add Document

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Location: Home > Project > Add Document

Click the Add document icon, then click the Browse button to locate the document on yourcomputer. To batch upload multiple documents at the same time, see Adding a folderstructure.

Once selected, enter a name for the document as you want it to appear in the document listonce uploaded. You can also optionally enter any comments or additional information.

If you want to alert users that it has been uploaded, tick the Send email notification boxlocated at the row end. The email will only be sent to those users that have access to thedocument.

By default the document will inherit its permissions from the folder that it is in. You canoptionally override the access permissions for a document by ticking or unticking users butbefore you are able to do this you must first make sure the folder is not inheriting permissions(see Folder properties).

Generally, it is best to use folder permissions to control access, making the management of sites much easier. Use individual document permissions in special cases.

Remember that if you do override the permissions you will need to set them for thatindividual document each time you want to add a new user, as it will no longer inherit itspermissions from the folder.

Note : Admin users have access to all folders and documents and cannot be removed.

4.1.5 Document VersionsDraftSpace has the ability to store multiple versions of the same document with commentsand marked up copies.

The number of versions a document has is indicated in the main document and folder listunder the Versions link. The red or green dot indicates whether or not you have read thelatest version.

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To add a new version of an existing document, click the Versions link atthe end of each document row. Then click the Add New Version icon tobrowse and then upload the new document from your computer.

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You can also optionally upload an additional marked up copy of the new

version so people can see the changes and add any comments associatedwith the new version.

If you want to alert users that it has been uploaded, tick the Send email notification box. Theemail will only be sent to those users that have access to the document.

Click the Add New Version button to complete the process.

On the version info page, you can also see the documents details and history. This allows youto see any previous versions, their comments and marked up copies.

Click the Who has reviewed link to seewhich users have read each version of the document. This will open up a small window asshown on the right detailing all users and their status regarding the document being read orunread.

From the project documents page, you can send a document link by email to users by clickingon the Send email notification? icon. You can select the email recipients from those usersthat have access to the document.

4.1.6 Delete ItemLocation: Home > Project > Delete Item

To delete a document or folder, simply select items from the list and then click the Deleteitem icon.

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4.1.7 Move ItemLocation: Home > Project > Move Item

To move a document , simply select as many as you like from the list and then click the

Move item icon. You will then need to select the destination from the list of folders thatappears with a similar interface to the sitemap, and then click the Move button.

You can also move entire folders and their contents at once by following the same process asfor documents above.

It is important to note that the permissions of the folders you are moving must match thepermissions in the new destination. Make sure the permissions of the destination folderinclude everyone that has permission to the folder you are trying to move.

If the permissions do not match, the system will not let you move the folder. This is to avoid

accidentally giving users access to the wrong documents.

4.1.8 Sort ItemLocation: Home > Project > Sort Items

You are able to manually set the order of folders and documents in the list. To do this, click the Sort items icon.

You can then drag and drop the folders and documents into the correct order. Click Donewhen you have finished to save the new order. There is also the option to sort them in

chronological or alphabetical order.

4.2 DownloadLocation: Home > Project > Download

It is possible to download multiple files at once in a bulk process. First the function needs to

be activated in the admin console under project details (explained in 5.1). This can be useful

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when backing-up files to disk. Simply select the download icon building out the whole projectfor you to manually select which folders and documents to download.

4.3 Parties ListLocation: Home > Project > Parties List

Each project automatically produces and maintains a Parties list, containing all of the usersthat are members of the project. The list will show you each users name, email address andtelephone details. If you dont want a particular user or organisation to appear on the Partieslist, you need to switch the project to a bidder extranet.

If you notice in the Parties list that your details are incorrect, you can amend them in theProfile section available from the home page. These changes will be reflected across all

projects that you are a member of.

5. ADMIN C ONSOLELocation: Home > Project > Admin Console

As an Admin user, you will have access to the Admin Console, this is the icon located onthe far right of the home page.

Admin users automatically have access to all documents and folders in the project, cancontrol who else has access to the project and can change the project details.

5.1 Changing Project DetailsLocation: Home > Project > Admin Console > Project Details

This page allows you to change the project name, project type, date, description and owner. Aproject owner must be an administrator.

You can switch the project between a standard and bidder extranet.

You can also turn on/off the PDF Security function. (See PDF Security)

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PDF Security:

You can also turn on/off the secure emails function. This means that users will not be able toopen documents directly from the links in the email alerts, but instead will have to enter theirlogin details to view the list of new documents and open these documents. This is intended forhighly confidential projects only.

Secure Document Emails

You can also attach a project logo. Click the Browse button to locate the GIF image(dimensions 145 x 40) on your computer. You can remove the project logo by selecting theRemove Logo checkbox.

Here you can also apply automatic indexing as mentioned earlier making it even easier tonavigate but also allows clear communication with numerous users.

To activate the download function as mentioned earlier, you need to tick the Allow Bulk Download allowing you to see the Download icon when navigating through DraftSpace.

5.2 Manage UsersLocation: Home > Project > Admin Console > Manage Users

Click the Manage Users icon in the Admin Console. You will see a list with a similarinterface to the parties list, of all the users currently in the project and have the ability to addand remove users, send project invitations and set project roles.

5.2.1 Add New UserLocation: Home > Project > Admin Console > Manage Users > Add Users

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To add a new user to the project, simply click the Add Users icon in the Manage Userssection of the Admin Console. If you are adding users as part of the Create new projectprocess, you will already see this screen in step 2.

You will see a list of any existing companies you have created that contain all of the users

created in the system.

The quickest way to find an existing user is to use the Quick Search field to start typingeither a first or last name. The results will start to appear as you type.

Use the arrows on the keyboard to move up and down the results list and press either theenter or tab key to select the one you want. That user will be highlighted in the list belowand you can then click the Add arrow to move them to the right-hand Users to add panel.

You can also browse the main user directory list to find users -expand and collapse companiesusing the plus and minus symbols. To select more than one user at a time, hold down CTRLon your keyboard to select multiple non-sequential users or SHIFT to select multiplesequential users. You can even add entire companies in one go by selecting the companyname and clicking the Add arrow.

If you want to add a completely new user to the system, click the Addnew user to your directory button and enter their name and email address in the pop-up

window.

The system will search to see if that user and company already exists. It will automaticallyadd new users to existing companies based on their email address e.g. everyone with [email protected] email address will be added to the company Bank ABC.

If it is a new company that no-one has added before, it will ask you to enter a company name.Please take care to enter the name correctly and remember that anyone with the same endingto their email address will also be added to that company from then on.

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Once you have added your new user, they should appear in Your user directory list, you canthen select them and click the Add arrow to move them to the right-hand Users to addpanel.

Once all the users you want to add are in the Users to add panel, click Next.

On the following screen you need to assign either an Admin or User role to each user. Inthe case of bidder projects, you will also have the option of the Bidder role and whenadding Bank ABC users, you will optionally be able to make them part of the bidder team.

Each time you add a new organisation to a bidder project you will have to choose whether itis a bidder or non-bidder (this can be changed later).

IMPORTANT : Admin users have access to all documents and full control over a project andits users. You must only assign the Admin role to those people you want to have this highaccess level.

Click Next to continue. For all non-admin users you will need to set their default projectpermissions on the final screen e.g. View all documents, Update all documents, Adddocuments, Add sub folders and Edit folder properties.

Remember that these permissions will cascade down through the project.

Click Finish to complete the process.

5.2.2 Bulk User UploadLocation: Home > Project > Admin Console > Manage Users > Bulk User Upload

To upload bulk user list, copy all the email addresses and paste it on the Bulk User Uploadscreen. Choose Return Carriage from pull-down menu up on the screen. It follows the sameprocedure as 5.2.1 Add New User.

5.2.3 Remove UserLocation: Home > Project > Admin Console > Manage Users > Remove Users

To remove someone from a project, on the Manage Users page select the user(s) you wish toremove and click the Remove users icon.

5.2.4 Sending Project InvitationsLocation: Home > Project > Admin Console > Manage Users > Send Invitations

If you didnt send a project invitation when you added a new user or you want to send areminder, on the Manage Users page select the user(s) you want to invite and click the Sendinvitations icon.

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5.2.5 Changing Project RolesLocation: Home > Project > Admin Console > Manage Users > Project Roles

To change the role of a user go to the Manage Users page click the Project roles icon. You

can then select a role for each user in the project.

In bidder projects you will have the option of making the user part of the bidder team. Thismeans the user will be visible to everyone in the project and is meant for the main contacts orbid evaluation team members.

IMPORTANT : Admin users have access to all documents and full control over a project andits users. You must only assign the Admin role to those people you want to have this highaccess level.

5.2.6 View PermissionsLocation: Home > Project > Admin Console > Manage Users > View Permissions

Here you can view whole project permissions for organisations, users and groups by selectingyour preferences through the drop down box.

The whole project will be broken down with a similar interface to the sitemap, alongside thetypes of permissions applied on the user.

5.2.7 Changing PermissionsTo change permissions, firstly you can click on Project properties located at the end row of the main directory. Here you can view an overview of all users and their permission levels.You will be shown all the groups and users in the project.

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To give access to groups and users throughout the whole project, tick the box accordingly andset the permissions you want by ticking the relevant boxes on the right pane. To finalise, click done. Any permission set here will cascade through the whole project and inherit the projectpermissions.

Alternatively, if you want to set folder by folder or document by document permissions, click on the folder or document properties at the end of the row and carry out the same steps asabove for the project properties.

Remember to untick the inherit parent folder permissions when changing permissions onfolder and document levels.

5.3 Manage GroupsLocation: Home > Project > Admin Console > Manage Groups

Here you can create, edit, delete and manage groups.

5.3.1 Create GroupLocation: Home > Project > Admin Console > Manage Groups > Create Group

Click on the Create Group icon on the top row to take you to another screen.

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First, you need to give the group a name, e.g. Bank A. Next you need to choose the membersfor the group and add them to the group members section. Once decided on the members click the Create New Group icon above to finalize the creation of the group.

Once completed, this group can be found and edited at the Manage Groups section locatedin Admin.

To Delete Group, all you have to do is select the group you want to be deleted and click onthe Delete Group icon above.

At anytime, if you want to find out the members of the group click the members link at the

end of the group row. Alternatively, if you want to edit members click on the Edit Grouplink at the end of the group row.

5.4 Manage OrganisationsLocation: Home > Project > Admin Console > Manage Organisations

Here you can add descriptions for your organisations and for a bidder extranet, update bidderstatuses. To add or update any descriptions or statuses, click on the description link at theend of the organisation row.

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5.5 QA AdminLocation: Home > Project > Admin Console > QA Admin

Here you can manage QA forum permissions and topics.

To edit permissions for question and answers click the Edit QA Permissions icon above.

Here you can select individuals or groups and select what permissions they can have whendealing with QA.

You have four options for forum permissions giving the ability to ask questions, submitquestions, view all questions and reply to questions.

You also have the option to allow external attachments. In addition to the response, userscan upload content. Secure QA Email limits the notification content. For example, if it isselected, when being notified of a question or response, you will only be told of a newquestion/response. However, if it is not selected, then you will be notified detailing the wholequestion.

5.6 Bidder AffiliatesLocation: Home > Project > Admin Console > Bidder Affiliates

Here you can create Bidder Affiliates. If there is more than one bidder working together on aproject, it is best to produce a Bidder Affiliation detailing to the project host who are workingtogether.

5.6.1 Create Bidder AffiliatesLocation: Home > Project > Admin Console > Create Bidder Affiliates

To create a bidder affiliation, you need to click the Create Bidder Affiliates icon which willtake you to a similar interface as seen when adding users to a project.

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You need to click on the bidder affiliates you want to be part of the affiliation and then click Add. Once you have decided on your affiliate members, you finalise by clicking CreateBidder Affiliates.

To delete an affiliation simply select the affiliation and click the Delete Bidder Affiliationicon.

5.7 Archive ProjectLocation: Home > Project > Admin Console > Archive Project

Clicking this icon will prompt you with a question are you sure you want to archive this

project. If so click yes. Archiving the project does not delete the project; however it storesit as inactive.

When archiving the project, you are taken to the screen on the right giving you three options.

5.7.1 Re-Open ProjectTo resume the project, click Re-Open Project again prompting you with the question areyou sure.

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5.7.2 Project AuditsHere you can view records of the project. You can view actions performed by all users andalso using the drop down box, choose individual users.

5.7.3 Download Project

By clicking this icon you can download the whole project to the computer or disk. On theright of the admin console screen, it gives you a project summary detailing all the documentsand folders as well as the size of the project.

5.8 AlerterLocation: Home > Project > Admin Console > Alerter

Here you can choose to update users of content and QA updates through none, daily andweekly intervals.

If you have bidders as well as standard users, they are colour coded ensuring that you do notupdate the wrong people on content.

Once you have chosen who to update, click Done to finalize. At anytime you wish to changethe intervals, just return to the Alerter section and reselect.

5.9 Project AuditsProject Audit gives the admin the ability to track all or specific users and trailing interactionsin DraftSpace.

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You can further specify the interactions by document downloads, folders moved or evenproject logins. You have a wide host of options to trail all or individual users.

Once you have selected your specifications for the audit, click search audit showing a screenas below detailing the action, user name, time and target of action. To follow this individual

action, click on the + button

Then, you will be shown a similar screen detailing the trail of actions.

6. R EPORTINGLocation: Home > Project > Admin Console > Reporting

This section shows you a summary activity report as well as a detailed activity report.

You have the option to find specific information by clicking on the appropriate link. Forexample, if you want to find out the specific usage of a user in regards to a document, click under Document Downloads, the By User link taking you to another screen where you can

pick users as well as organizations as a whole via a dropdown box.

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You can choose what dates to use for the report changing the dates located above the usersbox. Once you have decided on your specifications, click run report.

It will then produce a report highlighting their document download amounts as well as a barchart diagram detailing for example how many times a document has been downloaded by Mr.X.

In addition to standard reports, you can use the Tailored Report (Pivot Table). This willprovide the information for a graph where you can select the different axis to produce acustomized report, e.g. using the users name against a specific folder or document findingviewing and downloading times.

6.1 LoginsBy clicking on By User or By Organization under logins, you can view the amount of times the user or organization as a whole has logged in the project. Under Logins, you havethe option of filtering the users or organization by bidders only making it easier to identifyusers in them specific organizations.

6.1.1 Exporting InformationIf you want to keep a hard copy of the information, it would be best to click on the ExportScreen View taking the data on screen and converting it to Microsoft Excel and Export RawData taking all data and converting it also into Microsoft Excel.

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7. PDF SECURITYLocation: Home > Project > Admin Console > Project Details

To implement PDF security, you need to go to the Admin console and select Project detailswhere you can select or deselect the PDF security box. This will give the ability to applywatermark and print disabling when setting permissions for users.

To change permissions click on the project properties link to take you to another screenwhere you can individually or as groups apply PDF security. To apply PDF security onindividual documents or folders, follow the same steps as above.

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