MitelInfoChannel

Content Preparation Training

Nicole Tuchbreiter Senior Marketing Communications Specialist

November 2015

| ©2015 Mitel

Content

• How to navigate in Preparation view

• Document flow

• Create a new document

• Fill in the sub folder - Document

• Select structure

• Options

• Attribute

• Profile

• Notice board

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• Publish a saved document

• Edit a saved document

• Change editor

• Search for a document

• Compare Profile

• Remove a published document

• Delete documents

• Transfer of documents to other

InfoChannels (from P&S to global)

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How to navigate in Preparation view

• Preparation view gives you access to add,

edit, move and delete a document

• On the left hand bar you can view

information in different ways

• The “go to” drop-down navigates you to

preparation, archive, production

• To find a document

• Navigate in the InfoChannel tree

• Use the search function

• To view the document double-click

• To scroll up and down please use the

scroll list in the system

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Preparation view

• There are four different status of a document

1. Preparation (not published)

2. Preparation (new not published edition)

3. Approved and published

4. Approved and withdrawn published

• The green checkmark indicates that the

document is published and visible

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Document flow

• The editor/product owner creates a document

which receives the status “preparation”

• If editor/product owner is same as the

approver of the document she/he can

publish the document directly.

• If the editor/product owner is not the approver

of the document she/he selects once finished

“send for approval”The Approver can then either Approve the document or Reject the Approval and send the document back to the

Author/Editor together with a comment. If the document is Rejected the document status will be set to "Preparation". If

the document is Approved the status will be set to "Approved" and the document readers can now access the

document. At the same time the document is archived in the Archive database.

• When a document is approved it's not possible to make any changes to it. You will need

to create a new edition and that's when the document flow start all over again.

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Create a new document

1. Click Create document

2. Choose the handbook you want the

document to be created and click Create

document

3. Fill in name of the document and click

Select structure Navigate in the tree to

the destination the document should be

placed (note: chapters are created by the

IC owner/SuperAdmin in administration

mode)

Click Add for each place the document

should be published and proceed with

Continue

4. Enter information in all white fields

5. Fill in the subfolders

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Note: You can only publish documents to the sub chapter level.

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Create a new document

1. Type, paste or import the content in the

field Dokument Text

See separate document InfoChannel

publisher guidelines for further

information

2. Add images to the document text using

the image icon

See separate document InfoChannel

publisher guidelines for further

information on how to create an image

3. Add attachements

4. Add hidden files or links

“Add new URL Attachement”

5. Click Save and once you’ve completed the documents

you can either Send for Approval or Approve

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Fill in the sub folders

• Document name: This will create the

headline of the document

• Select structure: How to select structure is

described in the next page.

• Document number: Type a unique number

for the document, e.g. publishing date.

for collaterals please use doc number

• Approval role: Select the approver

• Document text: Type or paste the content

of the document. Use the toolbar, above

the text, to format the document text.

See publisher guidelines for further

information.

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Document type + product name + additional info e.g. Release

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Select structure

All documents must be included in a structure:

Select Structure for the document

• Select one or several structures for the

document. Choose in the handbook the

chapter

• Add Click on the icon for every destination in

the handbook you want to publish your

document.

• The selected structures will appear in this

pane.

• To remove selected structure from the

document click on Remove.

• Add the selected structure to the document by

pressing Continue

• The selected structure will now appear below

the document name in the sub folder

The blue arrow indicates that the document

has been published towards several places in

the structure9

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Options

• Change document editor: Click here to select another document editor from the editor

group. (optional)

• Publish from: Enter from what date the document is valid. The default setting is the

date when the document is approved (optional). Note! regardless of set value, the

document will be published once the document is published. There is no automatic

recognition of this date.

• Publish until: Enter the date when the document is no longer valid. If a new edition

has been approved the old edition will automatically be removed from InfoChannel.

Default value is “No end date”(optional).

• Date for renewal: Enter the time, for how long after the approval a reminder will be

sent to the editor. You can chose predefined options or state another date (optional).

• Document access: Chose the persons or groups that will be able to read the

document (optional).

• Co-editors: Chose the persons that will have the right to edit the document, i.e. will

have the same right as the editor of the document (optional)

• Document groups: Select qualified groups that will have an e-mail reminder when the

document is approved (optional).

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Attributes

• Document type:

• Select one or several Document types (attributes) for the document. Press CTRL to

select multiple values (compulsory). All document types are defined in the handbook

settings in Admin.

• The selected doc type is creating a sub header. If selected No the document will be

published directly under the heading selected in the structure. Default value is “Yes”.

Note! One can NOT mix these options in a subheading, the system will not understand

and the structure will be messed up.

• Interest Groups: Select one or several Interest Groups. Press CTRL to select multiple values

(compulsory). All Interest Groups are defined in the handbook settings in Admin.

• Send Email to Interest group: Gives the option to select if an email should be sent to users

that has selected certain interest groups. Default value is “No email”.

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Profile

• Depending if you’re creating a document

in IC P&S or in IC global you can select

different user groups should receive

access to the document

• Click to add selected values to the

“Selected profiles” frame for each

combination.

• Click to remove selected values from the

“Selected profiles” frame.

• Selected Profiles: Displays the profile

(group, names and countries)

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Example IC global

Example IC P&S

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Notice Board

• Notice board: Default value is “No”.

Select Yes if the document should be displayed on the notice board (front page) on

InfoChannel. If selected Yes a new field comes up for Notice Board summery to be

filled in. Click on to get the text from the document sub folder automatically or type a

free text alternative. If you don’t want any text to be seen, don’t type any info in this

field. To set a end date of the notice, click on and select date. If you update an existing

doc and want to remove the notice board date, click on the waste basket A Notice

board without date will be placed on top of other news and stay there until removed.

• What’s new in InfoChannel: Default value is “No”.

Select Yes if the document should be displayed in the What’s new section on

InfoChannel.

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Publish a saved document

• Navigate to the document in the structure or

search for the document. Double-click to open

up the document.

• Send for Approval (used by IC Editors): All documents must be approved before they

are published on InfoChannel. The approver of a document can be found in the

Approval role – field in a document. Click on Send for Approval Select OK. The

Approver will find the document under the “by person” view, categorized as “To be

approved”. If a document has been sent for approval but the sender would like to

withdraw the document you can use Cancel Approval.

• An Approver can approve or reject a document sent from the Editor. If Approved the

document is published on InfoChannel. If rejected the document moves back to

preparation status and the Editor must send the document again for approval.

• Direct Approval: If the same person is Editor and Approver then the option Direct

Approval appears and if this is used the document is immediately after pressing

Approved published

• You can also close the document without changes14

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Change editor

• Select the document you’d like to

change. Make sure that you have

Editor rights otherwise change editor

by clicking on the “change editor”

• Select in the QNova window your

name and press “change editor”

• You can now edit the document by

selecting “new edition” and work on

the document.

• Approve the document either by

”Send for Approval” or ”Direct

Approval”. Once the new document

is approved it will automatically

replace the old edition.

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Search for a document

• In Preparation view you can Search for a

document.

• By using search criteria you can narrow

the search. Use *xxx* to search for

everything within the “*”. Use “&” as and-

function.

• The result of the search looks like this.

Double-click on the Doc. Num to enter the

document.

• If you are not the author you need to see

where the document is published in the

tree and then find it in the InfoChannel

navigation tree to be able to edit the

document. However you can remove

published on all documents as long as you

have the rights regardless of author.

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Compare Profile*

• With this function you can compare

different profiles (multi-select) and what is

published towards each profile.

• Click on the each profile to see what

documents are published towards that

profile.

• The search also gives the documents that

are published towards both profiles.

• The function is accessed under the icon

Compare Profile

• To view a document, click on the doc. icon

to the right and the document will open up

in a separate window. Close the window to

continue.

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*This function is only available in IC global

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Remove a published document

• Open the document from the preparation view (only documents in approved status) by

double clicking on the actual document.

• Click on Remove Published. A pop-up box will notify you that the published version has

been removed. Close the notice box.

• Close the document

• Now the document has been removed from InfoChannel (Production)

BUT the status is still viewed as approved in the Preparation view ! The green

checkmark will then disappear in front of the date. A document can remain in the

preparation view as approved but withdrawn (not published).

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Delete a document

• Select the document and click Delete. The document is now moved to ”Deleted

Documents”

• It is possible for editors to delete documents from the Preparations pane. Mark a

document and click Delete. Deleted documents end up in the view “Deleted

Documents”.

• Only Administrators (IC owner and SuperAdmin) can see and open the Deleted

Documents view. Click on the Deleted Documents view. You can sort the view either by

Person or by Date

• A deleted document will remain in this phase for 60* days. During that time the

document can be restored back to preparation view again by clicking on the icon.

(* The parameter for how long a document stays in deleted document pane depends on

settings in the ”Handbook Settings”)

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Transfer of documents: Copy to*

• Select the document to be transferred and

open it in production mode

• Press “Copy to IC”

• Select the IC you’d like to transfer the

document to and press “Copy document”

• Go to new IC destination in preparation

mode (for example IC global)

select in the navigation tree

“Imported documents from another

InfoChannel”

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*You need to have «copy to rights» for being

able to use this function!

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Transfer of documents: Copy to

• Open the document and select “Edit”

• Your first step is to “select structure”

• Select “Imported documents

from another InfoChannel”

• Press “Remove”

• Select where the document

should be placed and press

“Add” and “Continue”

• Now also edit “Approval role”,

Document typ in the Attributes

section as well as the Profile.

• Once you’ve edited all needed

information you can “Save” and

“Approve” the document or “Send for

approval”.

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