Records and Information Management IT - Enterprise Content Management

SPIDR II

Global FeaturesReference Guide

April 2013

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Table of Contents

Content Page

SPIDR II New Features 3Document Distribution Flow _________________________________________________4Feature of Distribution _____________________________________________________ 5Document Distribution E-Mail Notification ______________________________________ 6File Distribution Report _____________________________________________________7Outlook Integration _______________________________________________________ 8Address Book Management _________________________________________________ 9E-mail Template Management _______________________________________________11Questions/Feedback/Issue Reporting _________________________________________ 12

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The following new features are being introduced in SPIDR II effective….

1. Document Distribution2. File Distribution Report3. Outlook Integration4. Address Book Management5. E-mail Template Management

SPIDR II - New Features

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Document Distribution Flow

Distributing Documents from SPIDR II

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Process Flow Diagram

1. Enter search criteria to run a

query

2. From Search results, select docs

and click Add to Clipboard

3. Click on the Clipboard icon to view Clipboard

6. System sends email notification to recipient(s) with link

to document(s)

5. From the Distribute page, fill out the email form

and click Send

4. From the Clipboard page, select docs and click Distribute

1. Enter search criteria to run a

query

2. From Search Results, click Apply Watermark to enter text. Click on the

Adobe Icon to preview watermark.

3. Select docs and click Add to Clipboard

4. Click on the Clipboard icon to view Clipboard

5. From the Clipboard page, select docs and click Distribute

6. From the Distribute page, fill out the email form

and click Send

7. System sends email notification to recipient(s) with link

to document(s)

To send documents with different watermark text, repeat steps 1 – 3 until you have added all documents to clipboard. Be sure to toggle between Apply Watermark and Reset Watermark button to apply new watermark text.

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To is a required field CC and BCC are optional To distribute to multiple people, type

in full E-mail addresses, separated by comma, no spaces

To, CC and BCC are integrated with Address Book and Outlook

Subject is required to be entered by user

E-mail Template allows user to auto populate the body of the E-mail using pre-defined E-mail templates. Refer to E-mail Template Management for more information

File Type: Allows user to select web based file or native file uploaded

Password Protected User has option to distribute document with or without password. For Secret Content type, all documents are sent with password.

Expiration Period(Days) defines the expiration period of the hyperlink sent to recipients beyond which document cannot be accessed via the E-mail distributed

Scheduled Distribution Allows user to define date and time recipient should receive E-mail with document url {Note: Only PST Time is acceptable}

Body Free text editor allows user to edit the body of E-mail

Features of Distribution

Click To, CC and BCC to open Address Book and Outlook

Default period is displayed. User can change this period as needed

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Without Password Individual E-mail will be sent

to people included in the distribution list

Document to whom the files were distributed is captured within the body of the E-mail.

E-Mail link to access document is included within the body of the E-mail.

Disclaimer message is included in all E-mail distribution

With Password Each recipient will receive E-

mail link as well as a separate E-mail containing password to access document.

Recipient must enter valid password to successfully access the document link.

Document link and password will only be valid within the expiration period set per distribution

Document Distribution E-Mail Notification

To, CC and BCC listed as part of the E-mail body. Bcc shows up only to user listed in BCC

Disclaimer

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File Distribution Report tracks the files that are distributed from SPIDR II including E-mail Date, Sender E-mail Address, Recipient E-mail Address, Extract Date, Title, File Name and Watermark text.

From the global navigation, select Library -> Reports

Select File Distribution Report tab

Enter search criteria to run the query

Report Results will appear Adjust the divider to view

Search Criteria and Results on the same page

Extract Date tracks the date and time when each and every recipient opens the document url link that was distributed to them

File Distribution Report

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SPIDR II is now integrated with Outlook SPE Address Book.

Integration is available to users in two areas:

– Document Distribution Screen– Add New Member to Group in

Address Book

Document Distribution Screen– Click on To, CC or BCC to open

Contacts selection screen– Select Outlook Contacts Radio

Button– Search by either First Name/Last

Name or Company – Click on Search button to

continue– Pop up requesting Username and

Password appears– Enter your IDM credentials to

retrieve contacts from Outlook

Add New Member to Group in Address Book

– Select Address Book from Utility in Global Navigation

– Select Group Address Book– Select New Group– Select Add Member– Contacts Screen opens up where

user can access Outlook to add contacts

Outlook Integration

Click To, CC and BCC to open Address Book and Outlook

IDM User Name and Password

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Address Book Management allows user to define their address book and leverage it during distribution.

–Address Book can be accessed via the Utility drop down on the Global Navigation

Individual Address Book Search for a contact by either First Name, Last Name or Company Name. Individual Address Book allows user to create, edit, copy, delete and export (to Excel) contacts. Deleting a contact from Individual Address Book deletes that contact from all groups in Group Address Book– Click on New Contact to open New Contact Screen– Within the Individual Contact form, one of the three fields is required: Last Name, First Name or Company.– All other fields are optional

Address Book Management

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Group Address Book Group Address Book allows users to

define Groups that can be leverage during distribution

Users can create, edit, delete and export to Excel group contacts– Click on New Group to create a New group,

pop up allows you to define group name, comments and Add members to a group.

– Add members opens up contacts screen popup allowing users to add from individual contacts, combine groups and import outlook contacts

If E-mail is provided for an Individual contact and added to the group address book, group address book will display E-mail as either

–Last Name <E-mail address>–First Name <E-mail address>–Last Name, First Name <E-mail address> or,–Company <E-mail address>

If E-mail is not provided for an Individual contact and added to the group address book, group address book will display E-mail as either

–Last Name <>–First Name <>–Last Name, First Name <> or,–Company <>

Address Book Management

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E-mail Template Management allows users to define e-mail templates that can be leveraged during distribution.

Two key features of e-mail templates include: 1. Content Owners can set default standard templates that can be utilized by all users of the content type. 2. Individual users can define their own templates From Global Navigation, select Utility > E-Mail Template On the E-mail templates page, templates highlighted in red are default templates defined by Content owner. Templates listed in black ones are user defined templates.

– Select New Template to open Create template screen. User can input name, description and body of the E-mail template– Content owner can flag a default standard template by selecting the check box below the Body . – Only content owner can edit and delete default standard templates

These templates can be used to auto populate the body of the E-mail during document distribution

E-mail Template Management

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If you have any questions regarding the SPIDR II orrequire the SPIDR II team to provide training, please contact:

Global Service Desk (GSD) via E-mail at gsd@spe.sony.com

Calling from the US: (310) 244-2188 or (877) SPE-SONY (773-7669) Calling from Europe: +44(0)20-7533-1439 or +800-SONY-1111

Questions/Training Required