This training is for general CogniDox end-users to help introduce them to the tool and its features.
CogniDox is a web-based application for document management. It provides a common location to post project documents, which makes it easy yet secure for all team members to access. Document version control means you are always working with the correct version, and a full-text search engine makes things easier to find. This course will cover the user interface, creating new document part numbers, uploading documents, reviews, approvals, search, document alerts, and other features. The content is aimed at beginners using CogniDox for the first time, and with a standard User role.
The interactive course consists of over 35 short videos and covers 10 topics which have been selected as a good overview of CogniDox features. Each topic can be expanded by clicking on the section title. When the section is expanded you will see links to a number of videos. Select the video by clicking the link. It will display in the video player to the right. Start the video by clicking the Play button. Use the player controls to pause, resume and advance/replay the video. You can also display in full-screen mode (press Esc to return to normal mode) and control the volume.
Topic 1: Getting Started
CogniDox is primarily a web-based application that you access using the web browser of your choice (e.g. Firefox, Chrome, IE). This topic explains how to access the application using company login credentials.
But before we jump in to using the application there is a short (5 minute) introductory video that explains some of the concepts in CogniDox. It's a very good idea to start by watching this to avoid any confusion or misunderstanding creeping in later.
- Introduction to CogniDox
- Logging on to CogniDox
Topic 2: The Homepage
This topic covers the main layout details of the CogniDox homepage and shows how to use the portlets provided. It also covers how the homepage can be customised on a per-user basis to suit individual preferences. Navigation through document categories and the use of the hyperlinks that are present throughout the various pages is covered.
- Homepage Layout
- Personalize Homepage
- Browse Categories
Topic 3: Adding Documents
Once you are familiar with browsing and reading information in CogniDox the next step is to add your own content to the document repository. This section shows you how to do that and explains the different visual cues that tell you the status of a document at a glance. Different ways of using CogniDox and some possible document lifecycles are reviewed as part of an overview of the concepts of drafts, issues, reviews, approvals and publishing.
- Create a Document Part
- Upload a Document
- Drag and Drop a Document
- Document Details
- Actions Menu on Document Details
- Why are Version Numbers Red or Black
- Document Lifecycle in CogniDox
Topic 4: Document Review
Sending documents for review by a peer group is one of the main features of CogniDox. This section shows how to ask others to review a document you have uploaded and how the review process inter-works with email notifications. Users are told how to respond to a review request using one or more of the 3 main ways - review comments, attachments and shared notes. Examples of a reviewed document are shown to illustrate the review history in action.
- Ask for a Document Review
- Respond to Document Review request
- Respond to Document Review request (part 2)
- Email Notifications in Reviews
- Version History and Review Comments
Topic 5: Approval Process
The difference between document review and document approval is covered. Users are shown how to request approval and approve/reject documents (if they have the user rights to do so). There is some discussion of potential issues that can arise from a poorly-designed approval process.
- Approval is stricter than Review
- Request Approval of a Document
- How to Approve a Document
- Only Issued documents can be Approved
- Scheduling Document Reminders
Topic 6: Basic Search
This topic shows how Search can be used to find information quickly in CogniDox. The search techniques of the default search engine (Lucene/Solr) used in CogniDox is briefly covered from the end-user perspective.
- Search - the simple method
- Search - using search operators
- What is the Search Relevance score
Topic 7: Advanced Search
For more structured queries the use of the advanced search feature is recommended and this topic covers how to use it. The advantages of saving queries with complex search parameters are covered.
- How to set up Advanced Search query
- Saving a Search for future use
Topic 8: Shared Notes
This covers the use of the Preview button and shared notes as a way to annotate documents stored in CogniDox. The use of this as a document review method is shown in detail. One other use is to create a set of notes to help with editing a master document, and the fact that this can be done without the need for a network connection to CogniDox is covered.
- Shared Notes and the Preview button
- Shared Notes and Private Notes
- View Notes by Contributor
- Spreadsheet of Notes for off-line editing
Topic 9: Briefcase
Using sets of documents for situations when there is no network connection to CogniDox is explored further in this topic. It covers the two main use cases for a briefcase, firstly as a temporary document listing area for batch commands, and secondly for downloading for off-line use.
- Add Documents to a Briefcase
- Run commands on Briefcase
- Download Briefcase of documents
- Remove documents from Briefcase
Topic 10: Watching Categories
CogniDox is integrated with email for notifications, but there are occasions when a user may want to have more fine-grained visibility over a category or a document. This topic introduces the concept of watching and shows how to set it up. The Analytics portlet is a specific tool for previewing the status of documents in a category, and the way it is used is covered here.
- Watching a category or sub-category
- Using the Category Analytics portlet
- Watching individual documents
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