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SFC Interface Extranet User Manual Introduction ........................................................................................................... 2 How to access SFC Interface Extranet ............................................................... 2 Management of SFC Interface Extranet ............................................................. 3 Management of information in LINKS .............................................................. 3 Records Management ............................................................................................ 3 Presentation of information ................................................................................. 4 Working with files .................................................................................................. 5

Function menu .................................................................................................. 5 Edit files.............................................................................................................. 8

Versions .................................................................................................................. 9 View versions ..................................................................................................... 9 Add versions .................................................................................................... 11 Add version tool .............................................................................................. 11 Version management ...................................................................................... 12 Lock versions ................................................................................................... 13

Promote a file to record status ........................................................................... 14 Why change the status of information from draft to record? ............ Error! Bookmark not defined. Examples of Records in SFC ......................................................................... 14 What happens when you declare a file a record? ........................................ 14 Checks to make before you declare a file a record...................................... 14 How to declare a record ................................................................................. 15 How to declare multiple records ................................................................... 16

How to email a file URL ..................................................................................... 17 Reserve files .......................................................................................................... 19

How to reserve file .......................................................................................... 19 Move files .............................................................................................................. 20 Delete files ............................................................................................................ 22 Help and support ................................................................................................. 23

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Introduction

1 The SFC Interface Extranet is a secure space where SFC can collaborate with Interface colleagues on shared documents.

2 Using the extranet, Interface and SFC staff can work together to track, approve, and record funding decisions to administer the Innovation Voucher scheme.

3 This manual explains how information is managed on the SFC Interface Extranet, and how authorised Interface staff can access, add, edit, delete, and make files records.

How to access SFC Interface Extranet

4 When logged into the SFC website, click Extranet link at top of page:

5 Next, click on Interface extranet option, and log in:

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Management of SFC Interface Extranet

6 The extranet is managed by the Communications and Information Systems teams, with input from Research and Knowledge Transfer colleagues.

7 All SFC staff will be able to access the extranet on a ‘read-only’ basis.

8 Relevant staff in Research and Knowledge Transfer, and Interface will be able to access the extranet on an ‘edit-basis’.

Management of information

9 Information is records managed to meet operational business needs, and statutory and legal requirements E.g. FOI requests.

10 Documents are clearly defined as either drafts or official records.

Therefore users can be confident of what is a final version and that they have reliable information to support business activities and provide evidence.

Records Management

11 Records managing information, ensures that it is kept for the correct length of time and thereby demonstrates compliance to information management legislation.

12 In order to records manage our files, retention schedules (RSIs) have been applied to folders. Retention schedules are inherited by files as they are added to folders.

13 Retention schedules inform the system as to how long a file should be kept and when it should be disposed of. The length of time a file is kept is determined by business need and legal requirements.

14 For further information about creating official records, see section ‘Promote a file to record status’.

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Presentation of information

15 Tabs under the banner give quick access to all Innovation and Follow On voucher files, and to other useful areas such as SFC and Interface websites, and contact information for technical help:

16 Click on a folder name to open:

17 Click on folder name in breadcrumb trail to navigate folders, and Home tab to navigate back to homepage:

18 Note. If you click on the LINKS home page folder within the breadcrumb trail you will get an error message. To return to the SFC Extranet homepage, use Home tab.

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Working with files

19 A user’s access to functionality is dependent on the permissions they have been granted.

20 Authorised Interface and SFC staff have permissions to open, download, edit, move and delete draft files, and declare draft files official records.

Add files

21 Files can be easily added to folders using Drag and Drop.

Open the folder you want to save files into and click Drag and Drop icon:

Restore down the page and drag items into folder:

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22 Your file will be saved into the LINKS Extranet.

23 Return to the Detail folder view to access the function menu tools.

Function menu

24 Each file in LINKS has a function menu that contains the actions that can be carried out on the file:

25 Some of the functionality in the function menu is also available in shortcuts alongside the file name:

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26 Some functions can be carried out on multiple files at one time using batch tools in the batch tool bar. For example Declare Record:

27 The Properties menu contains information about the file such as creator, date created, number of versions, and audit log:

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Edit files

Select Edit file. While the file is opening up you will see the following message:

Click OK. The application, eg Word or Excel, and file will open up:

28 When Edit is selected, the system automatically reserves the file to you. Other users will be able to read your reserved file, as they can open and download it. However they will be unable to edit it.

29 A reserved file has a red tick attached to it.

30 The General tab in Properties, shows the name of the user who has reserved the file:

31 Once your file has opened, use the application’s regular features to edit the file. You can save changes as you edit using the regular MS Office save feature:

32 When you have finished editing, close the file using the MS Office feature. The MS Office message box will appear:

Select Yes. You will be returned to the browser view of the folder you were in.

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33 Note. After closing an Excel file you may notice another file named

‘Object’ is open. This can happen by default. If it does, close the file in the normal way.

Versions

34 LINKS has a version management functionality which allows for the latest 20 versions of a file created to be saved with the latest version on top.

View versions

35 You can view a file’s versions by opening the function menu and selecting Properties >Versions:

36 A new window will open showing the last 20 versions created of the file.

37 The top version is the latest version. This is the version you access when you edit, open, download, or click on the file name in the browser view.

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38 Information alongside each version shows the size of the file, the date and time the version was created, and the name of the person who created the version.

39 It is possible to download an earlier version.

40 To download a version follow the steps below:

Select Download from the function menu of the version you wish to edit:

download the version to your desktop or another drive:

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when you have finished working on the desktop copy, you can save it as a new file in the LINKS Extranet, or save it as the latest version of a an existing file in the LINKS Extranet.

41 Use the Add Version tool to save a file as a latest version of a file in

LINKS Extranet.

Add versions

42 There are two ways to add a version to a file:

• Edit (Note. each time the Save tool is selected, a new version is added)

• Use Add Version tool to save a file as the latest version of an existing file.

Add version tool

43 To add an existing file as the latest version of a LINKS file:

Select Add Version in the Function Menu.

44 The Add Version window will appear:

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click Browse button to browse to file

45 The Choose file window will open:

Double click on the file that you want to add to populate the file field

click Add Version.

46 You will be returned to the folder you were in.

Version management

47 The number of versions of a file that are kept at any one time is 20.

48 If you have no reason to keep earlier versions, you should purge them. It is good practice to delete unnecessary files from an IT system. Also should the Council receive an FOI request all information that is available, including old drafts of files, would have to be considered for submission. This would create unnecessary work.

49 By default, the purge limit is set to one. This will remove all but the latest version of the file and locked versions.

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50 If you want to ensure a version is not automatically deleted when the limit of 20 versions is exceeded, or purged by you or another user, you can lock the version.

Lock versions

51 To lock a version:

Open the function menu of the version Select Lock:

52 A padlock will appear beside the locked version of the file.

53 Other users can open or download a locked version.

54 Once you (or other users) are ready to purge the versions again, any locked versions will be retained, along with the latest version of the file. Note. All old versions, including locked versions, are deleted when a file is declared a record.

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Promote a file to record status

55 When you are certain that you have the final version of a file, or captured the business activity, it should be made into a record.

Examples of Records in SFC

• Letters to institutions confirming funding arrangements;

• Statistical returns from colleges, and

• Final agendas, papers, and minutes of meetings.

What happens when you declare a file a record?

56 Declaring a file a record will:

• delete all but the latest version. Locked versions will also be deleted;

• make the file read only, and

• freeze the Official Date.

57 Important Note: once a file becomes a record, its content and metadata cannot be edited. Therefore, you need to be sure that the latest version is the version you want to become the record.

58 Also, once a file is declared a record it cannot be moved or deleted.

Checks to make before you declare a file a record

59 Does your file have the correct Name and Official Date? You can change these values in Rename, and Properties>Categories which can be accessed from the Function Menu.

60 Did you use the Word automatic date and time update tool? If so, you need to turn it off before you declare your file a record.

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How to declare a record

61 Once you are sure that the latest version should be the official record, change the file’s status to record.

62 Note. If you want to declare more than one file an official record, you can use the Declare Record batch button. For information on how to do this, see How to Declare Multiple Records section.

63 To change the status of one file:

select Declare Record from the Function Menu::

64 The Declare Record window will open:

65 The warning message is a reminder that the latest version will be made the official record, all earlier versions (including locked versions) will be deleted, and once it is declared a record no modifications can be made to it.

Select Declare and you will be returned to the folder.

66 The file name will have the official icon alongside it.

67 The Edit function will no longer be available.

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How to declare multiple records

68 It is possible to change the status of up to 50 files at a time by using the Declare Record batch button.

69 To do this:

Click in the multi select boxes alongside the files you wish to declare records. This will generate a tick:

Select the Declare Record batch button.

70 A new window will open:

Click Declare.

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How to email a file URL

71 It is possible to email the URL of a file(s).

72 To email a URL:

click Shortlink :

73 A window will open showing three link options:

• Open link opens the document overview page • Download link opens a downloaded copy • Properties link opens the Properties tabs page

Select appropriate link Click Done.

74 An email will open with the URL embedded:

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75 If you wish to email more than one URL, use the batch Email Link button.

76 To do this:

Click in the multi select boxes alongside the files and select Email Link button:

77 An email will open with the URLs embedded :

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Reserve files

78 You don’t have to be editing a file to reserve it. If you want to make sure no one edits a file, reserve it.

79 Reserved files have red ticks alongside their file names:

80 To see who has reserved a file, select Properties>General tab:

81 To check which files are currently reserved to you, select My Workspace>Reserved Items:

How to reserve file

82 To reserve a file:

select Reserve on function menu.

83 A window will open where you will see your user name highlighted. Note. Do not edit the Reserve By field.

Select Submit:

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Move files

84 You can move only draft files that you created.

Select Move on function menu:

85 The move window will appear:

click on the Browse Livelink button to select the new folder. Note. There is no need to amend the Add Version box on the right hand side of the window, the Categories section or the RM Classification section.

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86 Once you have selected a folder, click the move button. Your file will now appear in the new folder.

87 If you wish to move more than one file, use the batch move button:

88 To do this:

Click in the multi select boxes alongside the items you wish to move. This will generate a tick.

Select the Move button. The move item window will open:

Complete the Move To section. Note. There is no need to amend the Add Version box on the right hand side of the window, the Categories section or the RM Classification section.

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Select the Move button at the bottom of the window. Your files will now appear in the new folder.

89 Moving files will affect their modification date.

Delete files

90 You can delete only draft files that you created.

Click on the function menu of the file you wish to move Select Delete. The file will be deleted from the file plan.

91 You can delete more than one file at a time by using the delete batch

button:

92 To do this:

Click in the multi select boxes alongside the file you wish to move. This will generate a tick.

Select the Delete batch button. The Items to be Deleted window will appear:

Select the Delete button. A new window will open:

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Click OK.

Help and support

93 For on-going support and help in using LINKS Extranet, contact SFC colleagues. See details in Contact Us tab on homepage.