using kpmg central · 2020-02-24 · if you interrupt uploading a document, the document might get...

Document Classification - KPMG Confidential

Using KPMG Central The site structure and functions


Contents

1 The site structure 1

1.1 Permissions 2

2 General 2

2.1 Show all content in a list or library 2

2.2 Sorting/filtering/search lists and libraries 2

2.3 The Ribbon 3

2.4 Deleted items 3

2.5 Home 3

3 Upload documents 3

3.1 Libraries without metadata, with or without a folder structure 3

3.2 Libraries with metadata 4

4 Read, update or delete a document 4

4.1 Read a document 4

4.2 Update a document 4

4.3 Rename a document 5

4.4 Delete a document 5

5 Working with folders in libraries 6

5.1 Add a folder 6

5.2 Rename a folder 6

5.3 Delete a folder 6

6 Libraries with a Grouped view 7

7 Prepared by Client Lists and libraries 7

8 Check out / Check in 7


9 Issues log, tasks and timeline 8

9.1 Add tasks to the timeline 8

9.2 Remove tasks from the timeline 9

10 Other content 10

11 Alerts 10

11.1 Create alerts 10

11.2 Change an alert 11

12 Search 12

Document Classification - KPMG Confidential 1

1 The site structure

Observe that he image above does not completely reflect the site you will be invited to, as the KPMG team will most likely adopt the site to the engegament needs.

The basic site contains

1. Document libraries with shared documents and a KPMG library. The KPMG library is only

visible and accessible for KPMG team members. One example of shared documents is

the Prepared by Client documents, needed by KPMG to perform the engagement.

Another example is project documentation and reports from KPMG.

2. The navigation gives you the possibility to view more content than what’s showed on the

page or showed in different ways such as grouped or filtered.

3. Important messages will be announced. The KPMG Site Administrator has the ability to

push e-mail alerts when new messages are added. The latest announcements are

visible, to find older announcements, click the Announcements heading.

4. Important meetings or other events can be added in a calendar. The upcoming events

may be visible on the Home Page or only in the left navigation. If you would like to view

the calendar in an Outlook fashion, click the Calendar heading or the Calendar option in

the left navigation. The team may also use issues logs and task lists to keep track of

tasks and other actions during the engagement.

5. Instructions how to upload documents and other guides are found in User Guide area.

6. The Site Administrator can add useful links for the team.

7. The names (and sometimes pictures) of the central KPMG team can be displayed on the

site. A more comprehensive contact list is found in the left navigation bar.

1 2

3

4

5

6

7


1.1 Permissions

The site has normally the following permission groups.

Permission group Permissions

KPMG Site Owners Full access to everything.

Central Teams KPMG and Client Central teams respectively normally can access all or

almost all content in the site

Members Contribution access (adding content) to all accessible lists

Visitors Read access to all accessible content

Content may have been given special permissions to only dedicated users. Content that is not accessible for a user is normally not visible for that user.

2 General

2.1 Show all content in a list or library

If you have a central team role, you are normally allowed to see all content in a list or library. By clicking the heading, you will see all the items, for example also expired announcements.

2.2 Sorting/filtering/search lists and libraries

In lists and libraries the rows can be filtered or sorted using the column headings.

Click the header to sort ascending or descending and click the drop beside the column name to filter as in Excel.


2.3 The Ribbon

At the left top there is a ribbon containing a number of functions used for items in lists and libraries. For example, by using the ribbon, you can edit items, create alerts and connect a calendar to Outlook.

For example the Files tab for libraries:

2.4 Deleted items

Deleted items, such as libraries and documents are retained in a recycle bin for 30 days and can be restored if deleted in error.

2.5 Home

In all screens you can always return to the start page using the Home-link in the left navigation.

3 Upload documents

3.1 Libraries without metadata, with or without a folder structure

1. Click the folder where to add the document

2. Click the new document

3. Browse to the document and click OK and then Save

3.1.1 Upload multiple documents

You can also drag and drop documents to a library and a specific folder. Folders cannot be dragged and dropped.

1. Open the library and the folder


2. Drag the documents you want to upload and make sure you get the Drop Here

3.2 Libraries with metadata

1. You may be prompted to add information about the document. Enter the information required. Fields marked with * are mandatory. The fields varies depening on the site and the purpose of the library.

In libraries that require metadata, it is not recommended to upload multiple documents or drag/drop documents. See section 8 in this document.

See also the section 6 in this document.

4 Read, update or delete a document

4.1 Read a document

To read a file, just open the folder where the files have been added and click the file name.

4.2 Update a document

If the file is editable (i.e. not a pdf-file) and you have the edit permission you may also edit it. Depending on your application version, the file opens in a web app or in the application. To edit it, you need to click the Edit button. Make the changes and save the file.

You can also update the document outside KPMG Central and upload a new version of it.

If the versioning is activated, the new saved version will be added as a new version, keeping the older version(s). When you upload a document, the Version Comment signals that versioning is activated. The tick, in “Add as a new…” will make the document added as a


new version and not a new document.

4.2.1 Versioning

If a file needs updating you will add a new version of the file the same way as you uploaded it the first time. If you use the same file name, the new version will replace the old version. All metadata (properties) – if there are any - will be kept. If the file has another filename, it will be regarded as a new file and you will need to delete the older version(s).

The older version(s) can be viewed by using the ribbon.

1. Tick the document

2. Select the File tab in the ribbon and select the Version History option. If this option is

grey, versioning has not been activated.

4.3 Rename a document

1. In the library (and the folder where the file reside)

2. Tick the document and select the File tab in the ribbon

3. Click Edit Properties and give it a new name.

If your library presents the documents with an edit icon next to the document, you can use that Edit button to edit the properties.

4.4 Delete a document

4. In the library (and the folder where the file reside)

5. Tick the document and select the File tab in the ribbon

6. Click Delete Document.


5 Working with folders in libraries

This section describes a general folder library. For Prepared by Clients libraries, the steps are described in the next section of this document.

5.1 Add a folder

1. Click the library heading

2. Click the Files tab, and:

- for PBC folders:

Click the arrow beside New Document, and then PBC Folder

- for non-PBC-folders:

Click New Folder

5.2 Rename a folder

1. Tick the checkbox beside the folder icon

2. Click the File tab and select the Edit Properties option.

5.3 Delete a folder

1. Tick the checkbox beside the folder icon

2. Click the File tab and select the Delete Document option


6 Libraries with a Grouped view

A library may also use another technique to organize its content – grouping.

Libraries with a grouped view are normally metadata libraries, i.e. the documents are tagged with document information, such as category, country or similar data.

Grouping can be expanded or collapsed. If collapsed, it saves space and you can expand whatever group you are interested in. Just click the icon.

7 Prepared by Client Lists and libraries

Prepared by Client (PBC) is a term normally used by Audit Teams to describe what documents the team needs in order to perform the audit, for example year end specifications. The PBC library folders are in line with the log lists of what information is requested by client.

PBC library folders contain predefined metadata, for example due date. As a client user you may be requested to change the metadata – the delivery status.

Documents should be added in folders, the folder must be opened before adding the document(s).

The PBC libraries have an edit button for easier metadata update.

1. Click the Edit icon beside the folder to change the metadata

2. Add the information, for example the status “Completed”.

8 Check out / Check in

The check out function can be used if you need to update a document and do not want people to see the update until it is done.

A document that becomes checked out the first time it is uploaded, cannot be seen by anybody except yourself.


If you interrupt uploading a document, the document might get uploaded but in a checked out status. Also, if documents are uploaded using the Upload multiple documents function when the library requires document metadata, will cause documents to get checked out. Checked out documents get a green arrow next to the type icon.

In order to make these documents visible for other people than yourself, you need to add the mandatory metadata (if any) and check in the document(s). This must be done document by document.

1. Tick the checkbox to the left of the document name

2. Select the Files option in the ribbon and click Edit Properties

3. Fill in the metadata required and click Save

4. In the ribbon Files tab, select the Check in option

5. Click OK and keep the No option

9 Issues log, tasks and timeline

Issues log and tasks are both content for actions to take place by someone in the team. A task and an issue item can be assigned to a team member. When assigned and when the due date arrives, an e-mail is sent to the assignee.

9.1 Add tasks to the timeline

Tasks may be presented as a list, in a Gantt Chart or a timeline by your Site Administrator. If you have been given the permission to add tasks in the timeline, this is the way to do this:


1. In the Task list, select the item you would like to add, ticking the checkbox beside the

item

2. Open the item menu (…) from the selected item and select Add to Timeline Web Part

3. Click Add to Timeline.

9.2 Remove tasks from the timeline

1. Click the task in the timeline

2. From the Timeline, select the item you want to remove. When you click on it, a tooltip will

appear

3. Click Remove from Timeline.


10 Other content

If you have the permission to add other content than documents, you will see a link

“ new xxxxx”. Click the link to add your content, for example a link or an announcement.

11 Alerts

11.1 Create alerts

Alerts are used to keep track of new items or changes in the site. You need to create an alert for each item, for example the libraries or lists or even documents you need to be alerted on.

The Site Administrator may push e-mail alerts to all users. If not, you can set e-mail alerts yourself on the list of which you would like to get notified.

1. Click the heading to open the library/list and click the Library/List tab

2. Click the Alert Me option and Set alert on this library/list

3. The Alert title will show as the subject in the e-mails. Change the Alert title so that you know what site is alerting.

4. Select the appropriate settings, i.e. what should trigger the alerts. Click OK.


You will receive an email confirmation of the alert

11.2 Change an alert

To change an alert setting or delete an alert, click the Alert Me option and then Manage my alerts

You can select the options you

prefer. Normally all changes

should be selected. Depending

on the criticality, you can select to

get a daily summary or an

immediate alert.

You should rename the alert so

that it is clear what alert it is, for

example KPMG KC >Site name>

Shared Documents


Tick the checkbox of the alert to delete/change and select the delete function to delete the alert

To change an alert, click the alert name.

You may also add a new alert using the Manage-function.

12 Search

You can search the whole site for content that is accessible for you. You can also search in a specific list/library

Search the site:

Search a list/library:


Contact us

First contact is always your Site Administrator

KPMG AB Knowledge Management T +46 8 723 91 00

E [email protected]

www.kpmg.se

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