IBM TRIRIGA Version Getting Started User Guide

Transcription

1 IBM TRIRIGA Version Getting Started User Guide

2 Note Before using this information and the product it supports, read the information in Notices on page 82. This edition applies to version 10, release 3, modification 1 of IBM TRIRIGA and to all subsequent releases and modifications until otherwise indicated in new editions. Copyright International Business Machines Corporation 2011, All rights reserved. US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

3 Contents ABOUT THIS GUIDE... 1 Conventions... 1 Support GETTING STARTED IBM TRIRIGA HOME PAGE & PORTALS... 3 Application Components... 3 Portal Sections... 5 Chart Portal Section 6 Form Portal Section 7 Last Visited Portal Section 8 Performance Metrics Portal Section 8 Related Links Portal Section 9 Reminders Portal Section 9 Report Portal Section 11 Request Service Portal Section 12 Example Portals MY PROFILE Accessing My Profile Managing My Profile Entering and Reviewing My Profile Information MY BOOKMARKS Adding to My Bookmarks Accessing My Bookmarks Managing My Bookmarks Adding, Renaming, and Deleting My Bookmark Folders 18 Editing, Renaming, Deleting, and Moving My Bookmarks MY REPORTS Accessing My Reports... 20

4 Managing My Reports Copying a Community Report as My Report 21 Creating a New Report within My Reports PERSONALIZE Accessing Personalize Managing Personalize Personalizing Portal Sections & Portal Layout BUSINESS OBJECTS AND FORMS Form Components Form Tabs Common Tabs 29 Form Sections Common Section Actions 33 Common Section Types 34 Form Fields Common Field Types 36 By using the Autocomplete Function 40 Form Actions Common Actions 41 Form Icons Common Icons 43 APPENDIX A ROLES AND PORTALS: EXAMPLES I. Application Roles and Portals Application Administrator 47 Application Builder 48 II. Enterprise Roles and Portals Workplace Executive 49 Finance Executive 50 Business Unit Manager 51 III. Request Central Roles and Portals Request Central User 52 IV. Real Estate Environmental Sustainability Roles and Portals Environmental Manager/Planner 53 V. Operations Roles and Portals Operations Executive 54 Facility Assessment Manager 55 Contact Center Manager 56

5 Contact Center Agent 57 Contract/Purchasing Manager 58 Inventory Manager 59 Reservation Coordinator 60 Service Manager 61 Service Technician 62 External Service Provider 63 VI. Facilities Roles and Portals Facilities Executive 64 Asset Manager 65 Space Manager/Planner 66 Move Manager/Planner 67 VII. Real Estate Roles and Portals Real Estate Executive 68 Real Estate Abstractor Manager 70 Real Estate Abstractor 71 Real Estate Contract Manager 72 Real Estate Transaction Manager 73 Real Estate Project Team Member 74 Lease Accounting Manager 75 VIII. Projects Roles and Portals Projects Executive 76 Program Manager 77 Project Manager 78 Capital Project Team Member 79 INDEX NOTICES Privacy Policy Considerations Trademarks... 84

6 About This Guide This section explains how this guide can help you to use maintenance and service management in IBM TRIRIGA Enterprise Workplace Management. It also provides information about other IBM Corporation resources available to you, such as additional documentation and support. This guide describes the procedures for getting started with the IBM TRIRIGA 10 application. The guide contains descriptions of the various forms, tabs, sections, and their functions. Conventions This document uses the following conventions to ensure that it is as easy to read and understand as possible: Note A Note provides important information that you must know in addition to the standard details. Often, notes are used to make you aware of the results of actions. Tip A Tip adds insightful information that can help you use the system better. Attention An Attention notice indicates the possibility of damage to a program, device, system, or data. Support IBM Software Support provides assistance with product defects, answering FAQs, and performing rediscovery. View the IBM Software Support site at Copyright IBM Corporation 2011,

7 1. Getting Started This Getting Started user guide provides the information you need to begin with the IBM TRIRIGA applications. In particular, this document provides the basics of navigating through the IBM TRIRIGA system and covers most of the system basic user interface features, forms, fields, naming conventions, icons, and more. The IBM TRIRIGA application is a Web-based application, so all you need to access the system is a standard Internet browser. Your company application administrator must provide you with the following: URL Address: You must have a URL address to specify in your browser address field. The URL looks something like where yourappaddress is the address used in your environment to access the IBM TRIRIGA application. IBM TRIRIGA User Account: You must be an IBM TRIRIGA user to access the functionality in the IBM TRIRIGA applications. When you are an active IBM TRIRIGA user, you must have the following: User Name and Password: Use your username and password to sign in to the IBM TRIRIGA application. My Profile record: Your My Profile record is specific to you. You can use the My Profile record to personalize how different aspects of the IBM TRIRIGA system look and act, such as your contact information, how fields are displayed, your default currency and time zone, chart color preferences, your notification preferences, and your favorite meeting rooms and work spaces. Note Your application administrator can configure your login page to include a link to retrieve your password information in case you forget it. Copyright IBM Corporation 2011,

8 2. IBM TRIRIGA Home Page & Portals After you sign in, your IBM TRIRIGA Home page is your entrance into the IBM TRIRIGA application. From your Home page, you can review your Home portal or use the menu system to navigate to process portals available to your role. All IBM TRIRIGA functionality is accessed through the menus and portals. Application administrators tailor these menus and portals to meet the needs of various groups and individuals. With a standard Portal Builder, Site Style Manager and Navigation Builder, administrators can easily tailor views, including logos, images, announcements, floor plans, links, and more. Configuring the application makes IBM TRIRIGA easier to understand and facilitates the work of people with specific job functions that require only a subset of the total application functionality - such as facility managers, maintenance technicians, maintenance managers, portfolio managers, real estate managers, project managers, contract managers, and self-service employees. The menus and portals work with security to ensure that individual users have access only to those functions they need. This chapter includes the following discussions. Application Components Portal Sections Example Portals Application Components When you sign into the IBM TRIRIGA application, you are taken to your Home portal. From your Home portal, you have access to application components such as your Welcome Bar, Menu Bar, and Portal. Use your Menu Bar to navigate to other available portals. Based on your role, your IBM TRIRIGA application can consist of many portals. In turn, each portal consists of portal sections. Application Component Page Description Your IBM TRIRIGA Home portal and every other standard (non-pop-up) page in your application, consists of the following application components. Welcome Bar Company Logo, Company Project Toggle & Project Selector Menu Bar Page Title Bar Portal and Portal Sections Copyright IBM Corporation 2011,

9 Application Component Welcome Bar Description The Welcome Bar displays a greeting and your User Name. If you have access, click the Welcome, <User Name> action to open your My Profile record. Additional links allow you to access specific items or perform certain actions. These actions allow you to Sign Out of the system, and to access your Sitemap, Support, and online Help. For more information on the My Profile record, see the My Profile chapter. Company Logo, Company Project Toggle & Project Selector Menu Bar On the far left, beneath the Welcome Bar, you can see the Company Logo. Click the Company Logo to return to your Home page. If you have an IBM TRIRIGA Project license and are a team member of a Project, you can see several options on the far right, beneath the Welcome Bar. You can use the Project Selector icon (on the farthest right) to select or clear a project. Once a project is selected, you can use the Company Project Toggle to switch between the company-level and project-level views. Note The Menu Bar might change when you are in a Project, in order to reflect the options available for Projects. The Menu Bar is used to navigate to the various parts of the application. The Menu Bar consists of a first-level menu, second-level menu, and a third-level mega-menu. By hovering over a first-level menu item, you can reveal its second-level menu items (if available). By clicking the downarrow (if available) of a second-level menu item, you can reveal its thirdlevel menu items. All users have a first-level Home menu item which returns you to your Home portal. Note System Administrators can configure the menu items and the options within each menu to reflect your company processes. Copyright IBM Corporation 2011,

10 Application Component Page Title Bar Description The Page Title Bar displays the title of the current page. As you navigate deeper into the application, the Page Title Bar displays a breadcrumb of your hierarchical location as links to the left of the title. On the right side of the bar, additional links allow you to access specific items or perform certain actions. Depending upon your user access and the specific portal, page or form, one or more of these actions appear and allow you to: View Reports, Print, Personalize, Add to Bookmarks, and/or to access My Bookmarks. For more information on Personalize, see the Personalize chapter. For more information on My Bookmarks, see the My Bookmarks chapter. Tip The content on your screen is too wide to print, so to print a page, click the Print action, right-click anywhere on the new window displayed, and select Print Preview. At the top of the page, change As laid out on screen to Only the selected frame and select Shrink to fit. Portal & Portal Sections Below the Page Title Bar, you can see your Portal. Use your Menu Bar to navigate to other available portals. Based on your role, your IBM TRIRIGA application can consist of many portals. Portal Sections In turn, each portal consists of Portal Sections. Each portal section performs a specific function and/or displays data pertinent to your business role. Portal sections are configured by your application administrator for your role in the system. For more information on typical portal sections, see the Portal Sections subchapter. Tip On search windows, at the top of a list in a section, you can use wildcard character in runtime filters. Each IBM TRIRIGA portal consists of Portal Sections. Each portal section performs a specific function and/or displays data pertinent to your business role. The portal sections you have in your portal have been configured by your application administrator for your role in the system. Copyright IBM Corporation 2011,

11 Note Based on your role in the company and your security and license access, the appearance of your Home page or other portals can vary. However, they will contain a combination of the components and section types described in this discussion. Tip If a chart has many details or a list is longer than the available space, you can expand the portal section as follows: Maximize You can maximize the section in the current window by clicking the Maximize icon on the section bar. Open in New Window You can open the section in a new window by clicking the Context Menu icon on the section bar, and selecting Open in New Window. This discussion covers the typical portal sections. Chart Portal Section Form Portal Section Last Visited Portal Section Performance Metrics Portal Section Related Links Portal Section Reminders Portal Section Report Portal Section Request Service Portal Section Chart Portal Section Based on your user role in the system, your IBM TRIRIGA portal can have one or more Chart portal sections. The Chart portal section can display key performance indicators and other information that are dynamic in nature. Tip If a chart has many details, you can expand the portal section as follows. Maximize You can maximize the section in the current window by clicking the Maximize icon on the section bar. Open in New Window You can open the section in a new window by clicking the Context Menu icon on the section bar, and selecting Open in New Window. Note On portals with multiple portal sections, chart legends do not appear in Chart portal sections. To view the legend, maximize or open the section in its own window. To View Charts IBM TRIRIGA Portal > Chart Portal Section Step 1 Review the Chart portal section. Copyright IBM Corporation 2011,

12 To View Charts Step 2 To view information about a section in the chart, hover your cursor over that section of the chart. Step 3 To print the chart, move your cursor over the chart, then right click. Select Print chart. Step 4 To save an image of the chart, move your cursor over the chart and right click it. Select Save as image and specify the location and file name. Form Portal Section Based on your user role in the system, your IBM TRIRIGA portal can have a Form portal section. The Form portal section presents an IBM TRIRIGA form in the context of a portal section. For more information on forms, see the Business Objects and Forms chapter. Examples of Form portal sections include Contact Center, Locate/Find Space, Move Planner, My Time, and Time Sheet Manager. Locate/Find Space Portal Section Based on your user role in the system, your IBM TRIRIGA portal can have the Locate/Find Space portal section. You can use the Locate/Find Space portal section to locate: (1) People, Rooms, and Equipment on Floor Plans, and (2) Buildings, Structures, and Retail Locations on a GIS map. To Locate/Find Spaces IBM TRIRIGA Portal > Locate/Find Space Portal Section Step 1 Review the Locate/Find Space portal section. Step 2 Select an option as follows: Person To search for a person, select the Person option. An additional field appears. Enter or select the name of the Person. Room To search for a room, select the Room option. Additional fields appear. Enter or select the Room, Building and/or Room Type. Equipment To search for equipment, select the Equipment option. Additional fields appear. Enter or select the Equipment, Floor and/or Equipment Type. Building To search for a building, select the Building option. Additional fields appear. Enter or select the Building and/or City. Step 3 Click Locate. Copyright IBM Corporation 2011,

13 Last Visited Portal Section Based on your user role in the system, your IBM TRIRIGA portal can have the Last Visited portal section. The Last Visited portal section tracks the last several records you viewed in the system. The section also provides links to these records so you can easily return to them. Note Only primary records are tracked in your Last Visited portal section. A record is a primary record if the IBM TRIRIGA application allows you to bookmark it. For more information on My Bookmarks, see the My Bookmarks chapter. To Access the Last Visited Records IBM TRIRIGA Portal > Last Visited Portal Section Step 1 To view the details of a record you recently viewed, click the record link. Performance Metrics Portal Section Based on your user role in the system, your IBM TRIRIGA portal can have the Performance Metrics portal section. The Performance Metrics portal section provides quick links to the various tactical and Workplace Performance Management metrics of your role. Note See the IBM TRIRIGA 10 Workplace Performance Management User Guide for a complete description of the Workplace Performance Management product. To Access the Performance Metrics IBM TRIRIGA Portal > Performance Metrics Portal Section Step 1 To view the details of a performance metric, select the link for the metric you want to view. Step 2 Review the metric. If the metric is a Workplace Performance Management metric, your selected metric appears highlighted in yellow in the left-frame Workplace Performance Management scorecard, and the chart for your selected metric appears in the upper-right frame. Step 3 Return to the Performance Metrics portal section to select another metric. Or select another metric from your Workplace Performance Management scorecard (in the left frame). This metric is highlighted in yellow in your Workplace Performance Management scorecard. Step 4 Review your Workplace Performance Management scorecard (in the left frame) for other available metrics and their related data. Copyright IBM Corporation 2011,

14 Related Links Portal Section Based on your user role in the system, your IBM TRIRIGA portal can have the Related Links portal section. The Related Links portal section provides quick links to the various functions, projects, tasks, requests, and other records of your role. To Access the Related Links IBM TRIRIGA Portal > Related Links Portal Section Step 1 To open a related link, select the Expand icon or Collapse icon to show or hide branches in the hierarchy. Step 2 Click the related link you want to open. Reminders Portal Section Based on your user role in the system, your IBM TRIRIGA portal can have the Reminders portal section. The Reminders portal section provides a count and quick link to each of the various notices (including Action Items and Notifications) and reports (including Active Requests, Pending Requests, Tasks Due This Week, and others) of your role. To Access the Reminders IBM TRIRIGA Portal > Reminders Portal Section Step 1 To view the details of a reminder, select the Expand icon or Collapse icon to show or hide branches in the hierarchy. Step 2 Click the reminder you want to open. If you selected a query: Step 3 To export the query contents to Microsoft Excel, select Export in the upper-left or upper-right corner and follow the instructions. If you selected Action Items or Notifications: Step 4 See the Action Items or Notifications topics. Action Items The Action Items link of your IBM TRIRIGA portal opens your most recently received action items. From the Action Items section, you can accept and access action items directly. Actions need to be accepted only if they are sent to you and another person in parallel. If an action item is sent only to you, the system automatically updates the status of the action item to Accepted. Copyright IBM Corporation 2011,

15 For items that are sent to you plus another person, use the Accept action to indicate that you are beginning to act on the action item. This updates the status of the action item from Assigned to Accepted and removes the item from the other user Action Items section until you have completed the action requested of you. Depending on the process defined for the action item, the record can or cannot return to the other user Action Items section when you have completed the action requested. One example of an action item that must be accepted is when the system sends an action item for a record, where the approval rules defined for that record require sending many users an approval request in parallel. When such a scenario happens, you must accept the approval while working on the approval. When you Approve or Return the record, the system moves the record to the next step in the approval process. If only one person is required to approve a record, the system accepts the action item without requiring the user to click the Accept action. Tip If you open an item and do not see any actions for the record, it indicates that you need to Accept the action item to proceed. Close the record and follow the Action Items instructions to continue. To Respond to Action Items IBM TRIRIGA Portal > Action Items Portal Section Step 1 To respond to an action item, if the status of the record is Assigned, select the check box next to the record and click the Accept action in the upper-right corner. The system updates the record status to Accepted and removes the action item from any other user Action Items section until you have completed the action. Step 2 Click the action item you want to open. Step 3 Take the requested action on the form. This particular action varies based on the type of action item. The record closes and the action item is removed from your Action Items section. Notifications Note Action Items issued by the IBM TRIRIGA system can also be sent to you by . To get Action Items by , make sure that you have your address in your My Profile record and your company application administrator has configured IBM TRIRIGA to work with your corporate system. The Notifications link of your IBM TRIRIGA portal opens your notifications from the IBM TRIRIGA system. The internal messaging system of IBM TRIRIGA applications notifies you of certain activities, completions, and other events. Notifications can be reminders, alerts, or messages and are tied to workflow processes. Copyright IBM Corporation 2011,

16 To Access Notifications IBM TRIRIGA Portal > Notifications Portal Section Step 1 To view the details of a notification, click the notification you want to open. Note Notifications issued by the IBM TRIRIGA system can also be sent to you by . To get Notifications by , make sure that you have your address in your My Profile record and your company application administrator has configured IBM TRIRIGA to work with your corporate system. Step 2 To delete a notification, select the checkbox beside the notification you want to delete. Click the Delete action in the upper-right corner. Report Portal Section Based on your user role in the system, your IBM TRIRIGA portal can have Report portal sections. The Report portal sections display the results of a report. In turn, these reports are created in the IBM TRIRIGA Report Manager. Such Report portal sections can be used for many purposes, including the display of: General information such as building or employee directories, system alerts, or company news. User-specific information such as your Active Requests, your Assigned Work Tasks, Contracts that you manage, or Preventive Maintenance Tasks due this month. Tip If a report is longer than the available space, you can expand the portal section. Maximize You can maximize the section in the current window by clicking the Maximize icon on the section bar. Open in New Window You can open the section in a new window by clicking the Context Menu icon on the section bar, and selecting Open in New Window. Tip If a report is longer than the available space, the More> option also appears in the lower-right corner of the portal section. Click More> to maximize the section. To Access the Report Results IBM TRIRIGA Portal > Report Portal Section Step 1 To view the details of a record, select the link for the record you want to open. Step 2 If available, review any actions (for example, Add, Approve, Submit Comment) in the upper-right corner. Copyright IBM Corporation 2011,

17 To Access the Report Results Step 3 To export the report contents to Microsoft Excel, click the Maximize icon on the section bar. When the portal section expands, select Export in the upper-left corner and follow the instructions. Request Service Portal Section Based on your user role in the system, your IBM TRIRIGA portal can have the Request Central portal section. The Request Central portal section provides a simple drill-down hierarchy and gives you the ability to make online requests for services, repairs, or products. To Make Service Requests IBM TRIRIGA Portal > Request Central Portal Section Step 1 To make a service request, select the Expand icon or Collapse icon to show or hide branches in the hierarchy. Step 2 Click the specific request. When you select an option that has a Request form (lowest level of the option hierarchy), the selected Request form opens. Step 3 Review the Request form. Step 4 Fill in the form, and then proceed to click Create Draft or Submit. Example Portals For examples of the various role-based portals, refer to Appendix A Roles and Portals later in this user guide. Copyright IBM Corporation 2011,

18 3. My Profile In the IBM TRIRIGA system, all active IBM TRIRIGA users have a My Profile record. The My Profile record personalizes aspects of the system such as the formatting of date and time fields, your default time zone and currency, display colors for charts, notification preferences, reservation preferences, and more. Note The system synchronizes changes to fields that are common between your My Profile record and your Employee, Consultant, or External Contact record. Note Based on your role in the company and your security and license access, you can or cannot be able to access your My Profile record from the Welcome Bar. In addition, you can see all or a subset of the tabs and sections. This chapter includes the following discussions. Accessing My Profile Managing My Profile Accessing My Profile Use the following procedure to access My Profile. To Access My Profile Home Page > Welcome Bar Step 1 Go to the Welcome Bar, and click the Welcome, <User Name> action. Managing My Profile Use the following procedure to manage My Profile, which includes entering and reviewing your information in the various tabs. Entering and Reviewing My Profile Information To Enter and Review My Profile Information My Profile > General Tab Step 1 Review the General tab. The General tab contains general information about your user profile in the system. Enter or edit any additional information. Copyright IBM Corporation 2011,

19 To Enter and Review My Profile Information Step 2 Click the My Profile tab. My Profile > My Profile Tab Step 3 Review the IBM TRIRIGA Account section. You can change your sign-in password from the IBM TRIRIGA Account section. Step 4 Review the Default Portal section. The Default Portal section defines your Home Page and Menu options. Note Typically, the Default Portal section is not visible to end users. It is controlled by the application administrator. Step 5 Review the Preferences section. The Preferences section is used to manage your specific system preferences. Select the appropriate values. Step 6 Review the Graph Color Preferences section. Use the Graph Color Preferences section to define your graph color preferences. Step 7 To add a color, click Quick Add, then use the Select icon to choose the color. Step 8 Click the User Access tab. My Profile > User Access Tab Step 9 Review the Group Details and License Details sections. The Group Details section displays the security groups of which you are a member. The License Details section displays the type of licenses you have for IBM TRIRIGA. Step 10 Click the My Location tab. My Profile > My Location Tab Note Typically, the User Access tab is not visible to end users. It is controlled by the application administrator. Step 11 Review the Graphics section. The Graphics section displays the floor plan associated with your Primary Location. Your Primary Location (Space) is highlighted on the floor plan. Step 12 Click the My Notifications tab. Copyright IBM Corporation 2011,

20 To Enter and Review My Profile Information My Profile > My Notifications Tab Step 13 Review the Approval Preferences section. Approval Amount: Displays your current approval limit. Delegate To: If a person name is selected, all new approvals assigned to you are redirected to your delegate. Tip Use the Delegate To option if you are out of the office or not able to respond to incoming Approvals for a period. If you already have approvals in your Action Items, be sure to respond or reassign them before you are out of the office. Step 14 Review the Notification Preferences section. Depending on your role in the company, you can receive notifications from the IBM TRIRIGA system as the status of records change. Select the No Notification check box to suspend notifications. Step 15 Review the Notification Exclusions and Notification Subscriptions sections. Use the Notification Subscriptions and Notification Exclusions sections to subscribe to and unsubscribe from various Notifications in the system. Step 16 Click the Preferences tab. My Profile > Preferences Tab Step 17 Review the Preferences tab. Most of the preferences on the Preferences tab pertain to the IBM TRIRIGA Workplace Reservation Manager product. They allow you to define your favorites. In turn, the IBM TRIRIGA Workplace Reservation Manager product presents your favorites as the first options when making reservations. For more information, go to the IBM TRIRIGA 10 Information Center and select Managing reservations and reservable resources. Step 18 Review the Preferred Buildings, Preferred Vehicles, Preferred Meeting Spaces, and Preferred Work Spaces tabs and their sections. Use these sections to click Find and specify your favorites. Note When you click Find, a dialog box opens. To use the Smart Filter, click in the text box showing Contains, enter your filter criteria, and press the [Enter] key or click Apply Filters. The system displays the choices that match the filter criteria. Click Clear Filters to remove any information entered in the Smart Filter text boxes. Step 19 Review the Reservation Delegates tab and its section. Use the Reservation Delegates section to click Find and specify people who can make reservations on your behalf. Copyright IBM Corporation 2011,

21 To Enter and Review My Profile Information Step 20 Review the Credit Card Information tab and its section. Enter your default Credit Card information. Step 21 Review the Default Account Codes tab and its section. Enter your default Account Codes for the services listed. Step 22 When you are ready, click Save & Close in the upper-right corner. Copyright IBM Corporation 2011,

22 4. My Bookmarks In the IBM TRIRIGA system, My Bookmarks gives you the ability to access your favorite or often-used pages with one click. When you add a new bookmark for a page, a new bookmark entry is placed in your selected My Bookmarks folder. Select that folder and click the bookmark to navigate to the corresponding bookmarked page. Note Based on your role in the company and your security and license access, you can or cannot have access to Add to Bookmarks or My Bookmarks. Also, depending on the portal, page or form, these bookmark options appear on the right side of the current Page Title Bar. This chapter includes the following discussions. Adding to My Bookmarks Accessing My Bookmarks Managing My Bookmarks Adding to My Bookmarks Use the following procedure to add a bookmark (for the current page) to My Bookmarks. To Add a Bookmark to My Bookmarks Step 1 To add a bookmark entry for the current page, click Add to Bookmarks. The Add Bookmark dialog box appears, showing a text box and a list of available bookmark folders (for example, My Favorites). Step 2 In the text box, enter or edit the bookmark name (for example, Space). Step 3 Click the Show Folders icon or Hide Folders icon to show or hide your bookmark folders. If preferred, click the Add New Folder icon to create a folder. Select the bookmark folder (for example, My Favorites). Step 4 Click the Add button to add a new bookmark entry for the current page. Copyright IBM Corporation 2011,

23 Accessing My Bookmarks Use the following procedure to access My Bookmarks. To Access My Bookmarks Step 1 To access your bookmarks, click My Bookmarks. The My Bookmarks panel appears on the right side, showing a list of available bookmark folders (for example, People) and their respective bookmarks (for example, Consultants, Employees). Managing My Bookmarks Use the following procedures to manage My Bookmarks, which includes the abilities to add, rename and delete bookmark folders, as well as the ability to edit, rename, delete, and move individual bookmark entries. Adding, Renaming, and Deleting My Bookmark Folders Editing, Renaming, Deleting, and Moving My Bookmarks Adding, Renaming, and Deleting My Bookmark Folders To Add, Rename and Delete My Bookmark Folders Step 1 In the My Bookmarks panel, click the Bookmark Folders Drop Down icon the drop-down menu. to display Step 2 Review the menu options which appear: Add New Folder: Click this option to display a text box in which to name your new folder. Enter the new folder name. Rename Folder: Click this option to edit and rename the selected folder. Delete Folder: Click this option to delete the selected folder. Click OK to confirm the deletion. Editing, Renaming, Deleting, and Moving My Bookmarks To Edit, Rename, Delete, and Move My Bookmarks Step 1 In the My Bookmarks panel, select the bookmark folder, and select the specific bookmark you want to edit. Click the Bookmarks Drop Down icon to display the drop-down menu. Copyright IBM Corporation 2011,

24 To Edit, Rename, Delete, and Move My Bookmarks Step 2 Review the menu options which appear: Edit Bookmark: Click this option to toggle the list to Edit mode, wherein you can rename or delete the bookmark. Rename Bookmark: When in Edit mode, click this option to rename the selected bookmark. Delete Bookmark: When in Edit mode, click this option to delete the selected bookmark. Click OK to confirm the deletion. Move Bookmark: When in Edit mode, click this option to move the selected bookmark. In the Move Bookmark dialog box, click the Show Folders icon or Hide Folders icon to show or hide your bookmark folders. If preferred, click the Add New Folder icon to create a folder. Select the destination bookmark folder (for example, My Favorites, People). Click the Move button. Copyright IBM Corporation 2011,

25 5. My Reports In the IBM TRIRIGA system, My Reports gives you the ability to create reports for your own purpose or access reports that were shared with you. With the appropriate security permissions, you can share a report in My Reports with groups of users. Consequently, a report appears in My Reports if you created it or if it was shared with a group of which you are a member. Note Based on your role in the company and your security and license access, you can or cannot have access to My Reports. Also, depending on your portal, the appearance of the My Reports page can vary. This chapter includes the following discussions. Accessing My Reports Managing My Reports Accessing My Reports Use the following procedure to access My Reports. To Access My Reports Home Page > Menu Bar Step 1 From the Menu Bar, click My Reports. Note If your IBM TRIRIGA application has been configured differently, contact your administrator for the exact location of My Reports. Managing My Reports Note For a more complete discussion on My Reports, see the IBM TRIRIGA Application Platform 3 Reporting User Guide. Note Only Graphic reports defined in System Reports can be applied to Graphics sections. My Reports are not intended for use in Graphics sections. For a more complete discussion on Graphic reports, go to the IBM TRIRIGA Application Platform 3 Information Center and select Managing graphics. Use the following procedures to manage the My Reports feature, which includes copying an existing community report into My Reports, as well as creating a brand new report within My Reports. Copying a Community Report as My Report Creating a New Report within My Reports Copyright IBM Corporation 2011,

26 Copying a Community Report as My Report To Copy a Community Report as My Report Step 1 In the My Reports page, click the Community tab. Step 2 Search for and select the community reports you want to copy. Step 3 In the Community tab, click Copy as My Report. Step 4 Return to the My Reports tab. You can now see your copied reports. Notice that the Name is prefixed with Copy Of while the Title remains the same. Creating a New Report within My Reports To Create a New Report within My Reports Step 1 In the My Reports page, My Reports tab, click New. Step 2 Review the Report form that appears. Provide the necessary information. Copyright IBM Corporation 2011,

27 6. Personalize In the IBM TRIRIGA system, while your My Profile record allows you to apply preferences to certain data-related aspects of the system, your Personalize panel gives you the ability to customize your available portal-section content and portal-column layout, for each individual portal displaying the Personalize action. Note Based on your role in the company and your security and license access, you can or cannot have access to Personalize. Also, depending on the portal, page or form, this option appears on the right side of the current Page Title Bar. This chapter includes the following discussions. Accessing Personalize Managing Personalize Accessing Personalize Use the following procedure to access Personalize. To Access Personalize Step 1 To access your portal personalization options, click Personalize. The Personalize overlay panel appears, showing a list of available portal sections, and the current layout of active portal sections. Step 2 Review the Personalize overlay panel. Managing Personalize Note Based on your role in the company and your security and license access, you might see all or a subset of the available portal sections. Use the following procedures to manage Personalize, which includes the abilities to filter portalsection content by type and keyword, to add, rearrange, and remove portal sections, as well as the ability to change your portal-column layout. Copyright IBM Corporation 2011,

28 Personalizing Portal Sections & Portal Layout To Personalize Portal Sections & Portal Layout To Filter Portal Sections by Type and Keyword Step 1 In the Personalize overlay panel, review the Add Content filtering options. Note If this portal is the Home portal, a third filter appears allowing you to select from Home portal sections or all portal sections. This filter is discussed in the subsequent steps. To filter by type, select one of the following: All Select this option to display all available portal sections. Tabular Select this option to display the available table-type portal sections (for example, My Active Requests, My Programs, and Projects). URL Select this option to display GIS-location-type portal sections (for example, GIS, My Project Locations). Chart Select this option to display chart portal sections (for example, Opportunities by Type). Links Select this option to display quick link portal sections (for example, Performance Metrics, Related Links, and Reminders). Form Select this option to display process-form-type portal sections (for example, Contact Center, Find Space, Locate, Move Planner, My Time, and Time Sheet Manager). The filtered results appear in the Available Sections column. Step 2 To filter by keyword, enter a text value to find any available portal sections with that value anywhere in the title. Click Filter. The filtered results appear in the Available Sections column. Tip You can apply both filters by type and keyword at the same time. Copyright IBM Corporation 2011,

29 To Personalize Portal Sections & Portal Layout Step 3 To filter by portal, select one of the following: Home Portal Sections Select this option to display all available portal sections from the Home portal. All Portal Sections Select this option to display all available portal sections from all portals. Note This third filter does not appear outside the Home portal. Tip You can apply any two or all three filters by type, keyword and portal at the same time. Step 4 Review the filtered results in the Available Sections column. To Add, Rearrange and Remove Portal Sections Step 5 In the Personalize overlay panel, filter and find your preferred portal sections as described in the previous procedure. Step 6 In the Available Sections column, click the Add button for each portal section you want to add. The selected content disappears from the Available Sections column and appears in the right-side layout. Step 7 Review your added content at the bottom of the right column. Step 8 To rearrange your content in the layout, hover your cursor over a title bar to dragand-drop the portal section to another location in any column. Step 9 To remove your content, click the X in the upper-right corner of each portal section you want to remove. The selected content disappears from the layout and return to the Available Sections column, when unfiltered. Step 10 Review your revised content. When the content is set the way you want, click Save in the upper-right corner. The Personalize overlay panel closes, and the personalized portal-section content appears in the current page. Copyright IBM Corporation 2011,

30 To Personalize Portal Sections & Portal Layout To Change the Portal Column Layout Step 11 In the Personalize overlay panel, click the Change Column Layout tab. Review the Change Column Layout options. Select one of the following: One Select this option to display one column of 100% width. Two Equal Select this option to display two equal columns of 50% width. Two 30/70 Select this option to display two unequal columns of 30% and 70% width. Three Equal Select this option to display three equal columns of 33.3% width. Three 20/60/20 Select this option to display three unequal columns of 20%, 60%, and 20% width. Step 12 Review your new column layout. If necessary, rearrange your content as described in the previous procedure. Step 13 When the content is set the way you want, click Save in the upper-right corner. The Personalize overlay panel closes, and the personalized portal-column layout appears in the current page. To Restore the Portal Sections & Layout to Default Step 14 In the Personalize overlay panel, click Restore To Default in the lower-right corner. Step 15 Click OK. Note Your portal content and layout selections return to your original default setting before any changes or saves were applied. Consequently, if you saved any changes since the original portal setting, these changes are lost. Copyright IBM Corporation 2011,

31 7. Business Objects and Forms IBM TRIRIGA applications are unique in their ability to create, define, and manage data, relationships, and processes based on the type of object, which IBM TRIRIGA refers to as Business Objects. Each business object can have one or more Forms. A form defines how the data is presented to users. IBM TRIRIGA applications are delivered with a defined set of business objects and forms based on industry best practices. Forms contain Records that have Tabs, Sections, and Fields to capture the relevant information and Actions that make the transition of a record through its life cycle and trigger business processes. Business objects and forms can represent common objects that are used by all processes, such as: People (for example, Employees, Consultants, and External Contacts), Assets (for example, Equipment, Technology, and Furniture) and Locations (for example, Property, Land, Buildings, Structures, Floors, and Spaces). Business objects and forms also can represent objects used in the processes themselves, such as: Projects, Contracts, Requests, and Tasks. In turn, forms contain: Data fields unique to the needs of the object with organized tabs and sections Actions that change a record through its life cycle and perform business processes Associations with other objects (for example, employees can be associated with Spaces and Assets) Unique business processes defined and managed by IBM TRIRIGA workflows Unique reports for a single record or across multiple records Security and user access defined by form. Note The IBM TRIRIGA application enables your System Administrator to modify the business objects and forms to better meet your organization business needs. Therefore, the forms and processes described in this guide can vary based on your implementation. Note Based on your role in the company and your security and license access, you can have access to all or a subset of the various forms in the IBM TRIRIGA product. This chapter includes the following discussions. Form Components Form Tabs Form Sections Form Fields Form Actions Form Icons Copyright IBM Corporation 2011,

32 Form Components When you select a menu option (or Sitemap option) that has a form (lowest level of the option hierarchy), the form opens. Review the form. All forms have the same basic layout and features. Form Component Form Title Bar Description The Form Title Bar displays the title of the current form. On the right side of the bar, additional links allow you to access specific items or perform certain actions. Depending upon your user access and the specific portal or form, one or more of these actions appear and allow you to access: Add to Bookmarks, Print, and Help. For more information on My Bookmarks, see the My Bookmarks chapter. Tip The content on your screen is too wide to print, so to print a page, click the Print action, right-click anywhere on the new window displayed, and select Print Preview. At the top of the page, change As laid out on screen to Only the selected frame and select Shrink to fit. Tabs Tabs are used to navigate through pages of a record. Form tabs are located directly below the Form Title Bar at the top of the window. Think of tabs as pages in the form. Each tab represents a different page with specific sections and fields. If the form contains more tabs than can be displayed along the top of the page, you can see more tabs as follows: Scrollable Tabs You can scroll through the tabs by clicking the backward and forward arrows on either end of the tabs. Drop-down Menu You can display a drop-down menu of all the tabs by clicking the down arrow on the right end of the tabs. Tip If the drop-down menu is not tall enough to display all of the available tabs, you can use the Up Arrow and Down Arrow keys on your keyboard to scroll up and down the available tabs. For more information on tab types, see the Form Tabs subchapter. Instruction The top of each form tab contains an area for a brief instruction or description of the tab. Copyright IBM Corporation 2011,

33 Form Component Sections Description Within a tab, data is grouped into sections that further subdivide the data on the tab with the intent of categorizing and organizing it for easier access and use. Each section begins with a horizontal colored bar (the Section Bar) with the section name on the left and actions on the right side of the bar. Section actions can vary depending on the type of section and the business process being performed. These section actions can be used to add records, find and associate records, clear or remove associated records, or other processes specific to the form and section. For more information on section types, see the Form Sections subchapter. Fields Tabs and sections contain fields. There are several different field types within the IBM TRIRIGA applications. Any field of any type that is preceded by a Red Asterisk icon ( ) is a required field. For more information on field types, see the Form Fields subchapter. Actions Actions are buttons which allow you to access specific items or perform certain actions. Actions move a record through its life cycle, perform a business process, or invoke a business rule specific to the form. Form actions are located directly below the Form Title Bar at the top of the window. These actions can vary depending on the type of form you are viewing, the state of the record, and your security permission. Not all actions are available simultaneously. Some actions are available only after you click a previous action. Actions can include form-specific actions such as Create, Activate, Retire, and Complete or common actions such as: Save: Saves any changes you have made to the record. Save & Close: Saves any changes you have made and closes the record. X (Cancel): Closes the record without performing a Save. If you change information in the record and click X, you are prompted to save your changes. For more information on form actions, see the Form Actions subchapter. Form Tabs While most tabs are specific to the needs and processes of the various business objects and forms, there are several tabs that are common across all forms. For some of these common tabs, the contents are determined entirely by the IBM TRIRIGA Application Platform. Others appear across all forms so that similar processes and functions operate in a similar manner. This discussion provides details pertaining to the common tabs. Copyright IBM Corporation 2011,

34 Note Do not be alarmed if you do not see any or all of these tabs in a particular form. Although these tabs can appear in most forms, your System Administrator can opt to turn them off, or hide them from specific user roles, via security. Several are used for Application Administration purposes. Common Tabs To Access the Common Tabs Step 1 Open a common form, such as a Building or Employee form. Step 2 If available, click the Notifications tab. Notifications Tab Step 3 Review the Notifications tab. The Notifications tab contains basic information relating to the approval and notification process, such as the list of individuals who must review the record, the status of the review process, the date on which the record was sent for review, and comments added by the reviewers while reviewing the record. The Notifications tab also displays all Notifications related to the record. Step 4 Review the Manual Approvers section. Select the Add Person action to add approvers specific to the record. Step 5 Review the Status Change Notification section. Select the Add Status action to add a notification status specific to the record. Note The rules for who must approve a business object/form, the routing order, how escalation occurs, and who must be notified on a status change, are typically set up by the Application Administrator. Step 6 If available, click the Notes & Documents tab. Notes & Documents Tab Step 7 Review the Notes & Documents tab. The Notes & Documents tab associates additional information (as comments) or related documents to the record. Note The IBM TRIRIGA Document Manager manages the documents used within the IBM TRIRIGA system. For more information, see the IBM TRIRIGA 10 Document Management User Guide. Step 8 If available, click the System tab. Copyright IBM Corporation 2011,