jgc project management system jgc correspondence tracking ... · pdf fileusing the current...

JGC PROJECT MANAGEMENT SYSTEM

JGC Correspondence Tracking System FAQ

© JGC Corporation

Revision History

Rev. Date Screen Description Prepared Checked Approved

00 17-Mar-2010 17 First version H. Perdigon S.Yamguchi S.Hamamoto

Index 1 FAQ ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

1.1 General . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 1.1.1 Unexpected Error Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 1.1.2 Password va l id i ty exp i rat ion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 1.1.3 Viewing mult ip le correspondences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

1.2 Creat ion /Update of Correspondence .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 1.2.1 The screen has changed pr ior to saving a draf t . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 1.2.2 Maximum number of f i le at tachment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 1.2.3 Edi t ing /Updat ing the contents o f a correspondence requested for approva l .

3 1.3 Searching for Correspondences .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

1.3.1 Search for correspondence in [PJ Home] . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 1.3.2 Clear search condi t ions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 1.3.3 Search by keyword in correspondence ʼs t i t le , text body and at tachment

f i le ʼs f i l ename。 .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 1.4 Replying to a correspondence .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

1.4.1 I t i s not poss ib le to reply to a correspondence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 1.4.2 Conf i rmat ion of correspondence ʼs “Rep ly Status” . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

1.5 Revis ing a correspondence .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 1.5.1 Revis ing a correspondence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

1.6 Others . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 1.6.1 Change the “Read Status ” of mul t ip le correspondences. . . . . . . . . . . . . . . . . . . . . 11 1.6.2 What i s correspondence “Status "? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 1.6.3 Edi t R ights o f Correspondence Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 1.6.4 Not i fy others o f a correspondence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 1.6.5 View the contents o f a correspondence by c l i ck ing the URL . . . . . . . . . . . . . . . . 14

Copyright© from 2009 JGC CORPORATION All rights reserved.

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1 FAQ

1.1 General

1.1.1 Unexpected Error Message (1) Question: While us ing the system, I encountered the error message below. Why is that?

Unhandled except ion: Nul lPointerExcept ion (1264990223299)

(2) Answer: Such error occurs when you use the [Back] button of the Internet Explorer toolbar to return to the previous screen.

■ Note If you wish to return to the previous screen, do not use the [Back] button of the Internet Explorer. Please use the [Back] link inside the J-COTSi page instead.

1.1.2 Password validity expiration (1) Question: When I logged in the J-COTSi website, I encountered an error message saying that the password I entered is a lready expired. What shal l I do?

Password expired. Please cl ick the fol lowing URL and login to IDEAS.

http://ideas.jgc.co.jp /JGCAPL/IDEAS/

(2) Answer: Cl ick the IDEAS URL in the error message (shown above). By logging in the IDEAS system, you could retr ieve your password again. 1.1.3 Viewing multiple correspondences (1) Question Can I view/open mult ip le correspondences s imultaneously?


http://ideas.jgc.co.jp/JGCAPL/IDEAS/

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(2) Answer Using the current version of Internet Explorer, No, you cannot. However, s ince i t is poss ib le to login your account in the J-COTSi website using several Internet Explorer browsers, in essence, i t is st i l l possib le to v iew mult ip le correspondences at one t ime.


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1.2 Creation/Update of Correspondence

1.2.1 The screen has changed prior to saving a draft (1) Question: The screen has changed even before I was able to save a draf t of the correspondence I was creat ing. What wi l l happen to my data? Is there a way to recover the previously- inputted data? (2) Answer: Unfortunately, your data wi l l be deleted. Please be careful not to go to other screens without saving your data. Press ing the [Save] button is the only way to save a draf t of a correspondence. 1.2.2 Maximum number of file attachment (1) Question: Is there a l imit as to the number of f i les that could be attached to a s ingle correspondence? (2) Answer: Yes, a maximum of 5 f i les could be attached to a s ingle correspondence. Please note that i f you are going to attach mult ip le f i les, z ip them f irst into a s ingle f i le pr ior to attachment. 1.2.3 Editing/Updating the contents of a correspondence requested for approval. (1) Question: Can I st i l l edit the contents of the correspondence that has already been requested for approval by the preparer? (2) Answer: No. Once a correspondence has been requested for approval, the preparer of the correspondence can no longer edit the correspondence. Only users who either have the role as “checker” and /or “approver” or possess administrator r ights can edit the correspondence. P lease contact these personnel i f you wish to do so.


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1.3 Searching for Correspondences 1.3.1 Search for correspondence in [PJ Home] (1) Question: How do I search for correspondences related to me and my group? (2) Answer: For correspondences re lated to your group, please go to the [Correspondences tracking] sect ion of the [PJ Home] screen. For correspondences re lated to you, please refer to [Correspondences re lated to me] sect ion in the same screen.

Figure1. [Correspondence tracking] section in [PJ Home] screen

Table1. Search Conditions for [Correspondence tracking] links

Item Name Search Conditions Correspondence Type If a certain [Correspondence Type] link is clicked, all issued

correspondences of that type are retrieved and displayed. To If [To] link is clicked, all correspondences of a particular [Correspondence

Type] issued to the group where the user belongs as To(Group) are retrieved and displayed.

Cc If [Cc] link is clicked, all correspondences of a particular [Correspondence Type] issued to the group where the user belongs as Cc(Group) are retrieved and displayed.

Show all correspondences. If [Show all correspondences] link is clicked, all project-issued correspondences are retrieved and displayed.


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Figure2. [Correspondences related to me] section in [PJ Home] screen

Table2. Search Conditions for [Correspondence related to me] links

Item Name Search Conditions Inbox If [Inbox] link is clicked, all correspondences issued to user as “Attention”

or “Cc” or “Person in Charge”. Draft If [Draft] link is clicked, all draft correspondences created by the user are

retrieved and displayed. Request for Check If [Request for Check] link is clicked, all correspondences requested to the

user for checking are retrieved and displayed. Request for Approval If [Request for Approval] link is clicked, all correspondences requested to

the user for approval are retrieved and displayed. Denied If [Denied] link is clicked, all correspondences requested by the user for

checking/approval that have been denied are retrieved and displayed. ※ For denied correspondences (i.e. request for check/approval), please re-submit your request for check/approval after applying appropriate changes/revisions.

Issued (Open, Close, Canceled) If [Issued] link is clicked, all correspondences issued by the user (regardless of his/her role as author) are retrieved and displayed.

Action (Attention, Person in Charge) If [Action] link is clicked, all correspondences issued to the user either as “Attention” or “Person in Charge”, where the Reply Status is “Yes” and the correspondenceʼs Status is “Open, are retrieved and displayed. ※. After replying to the correspondence, the “Attention” count is decreased.

Cc If [Cc] link is clicked, all correspondences issued to the user as “Cc” and the correspondenceʼs Status is “Open, are retrieved and displayed.

Show all correspondences. If [Show all correspondences] link is clicked, all correspondences above


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are retrieved and displayed. 1.3.2 Clear search conditions (1) Question: Is there a way to c lear a l l search condit ions set in the [F ind Correspondence] screen in one c l ick? (2) Answer: Yes, by c l ick ing [Advance Search] >> [Clear Condit ions] in the [Find Correspondence] screen, a l l set search condit ions can be cleared at once.

1.3.3 Search by keyword in correspondence’s title, text body and attachment file’s filename。

(1) Question: Can I search for correspondences us ing keywords that match with str ings of characters /text in the correspondence t i t le, text body or attachment f i le ʼs f i lename? (2) Answer: Yes, i t can be done in the [Ful l-text Search] screen.

■ Reference The search method below can be used in the [Full-text Search] screen. (1) Search using “AND” condition

(e.g. to search for correspondence that contains “J-COTSi” and “Sample” string) J-COTSi Sample or J-COTSi & Sample or J-COTSi AND Sample

(2) Search using “OR” condition (e.g. to search for correspondence that contains “J-COTSi” or “Sample” string) J-COTSi | Sample or J-COTSi OR Sample

(3) Search using “ANDNOT” condition (e.g. to search for correspondence that contains “J-COTSi” and not “Sample” string) J-COTSi ! Sample or J-COTSi ANDNOT Sample

(4) Search by phrase ( e.g. to search for correspondence that contains “J-COTSi Sample Correspondence” phrase)


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“J-COTSi Sample Correspondence” ：(words are enclosed in double quotation)


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1.4 Replying to a correspondence

1.4.1 It is not possible to reply to a correspondence (1) Question: How come I could not reply to a correspondence?

(2) Answer: To be able to reply to a correspondence, the user must ei ther be speci f ied in the “Attent ion”, “Cc” or “Person-In-Charge” l ist when the correspondence was issued. When the [Status] of the correspondence is a lready "Closed" or “Canceled", the [Reply] l ink wi l l no longer be vis ib le in the screen, hence, there is no way the user could reply.

1.4.2 Confirmation of correspondence’s “Reply Status” (1) Question: How would I know i f the correspondence that I issued has been repl ied or not? How can I conf irm the content of the correspondence? (2) Answer: A correspondence has been repl ied i f the [Reply Status] is shown as a hyper l ink and has a value of at least 1 (e.g. [Reply Status:1], otherwise, i t is not displayed as hyper l ink and the value of [Reply Status] is 0. By cl ick ing the [Reply Status] l ink of that correspondence, the [Correspondence number] l ink /s wi l l be displayed and the content of a correspondence reply can be conf irmed by cl ick ing the [Correspondence number] l ink /s.


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Figure3. [Reply Status] and [Correspondence number] links in the [Show Correspondence] screen


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1.5 Revising a correspondence 1.5.1 Revising a correspondence (1) Question: How can I revise a correspondence that I have already issued? (2) Answer: To be able to revise an issued correspondence, you need to change the status of the correspondence that you want to revise. In the [Show Correspondence] screen, please cl ick the [Cancel] button at the lower r ight most sect ion of the screen as shown in F igure 4 below.

Figure4. Cancel button of the [Correspondence Status] field of [Show Correspondence] screen

Upon changing the status of the issued correspondence to “Canceled”, the [Revise] l ink wi l l be displayed in both upper and lower r ight port ion of the [Show Correspondence] screen. By c l ick ing the [Revise] button, the correspondence can then be revised, saved and re- issued. However, th is feature is not yet avai lable when edit ing an issued reply correspondence with the current J-COTSi re lease. In such cases, i t is suggested that users compose another reply correspondence using the or iginal correspondence.

Figure5. [Revise] link of [Show Correspondence] screen.


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1.6 Others

1.6.1 Change the “Read Status” of multiple correspondences. (1) Question: How do I change the “Read Status” of mult ip le correspondences? (2) Answer:

In the [F ind Correspondence] screen, just check the checkboxes corresponding to the correspondences that you want to change the “Read Status”. I f you c l ick [Read], then the [Read Status] wi l l become “Read”. I f you c l ick [Unread], [Read Status] wi l l become “Unread”.

Figure6. [Read]/ [Unread] links in the [Find Correspondences] screen

1.6.2 What is correspondence “Status"? (1) Question: What is meant by correspondence “Status” (Open, Close, Canceled)? and which user can edit correspondence status? (2) Answer: When a reply act ion is demanded from the recipient, as a rule, i t is recommended that the status of the correspondence be set to “Open" (default is Open) . An “Open” status means that the request writ ten in a correspondence is st i l l completed and this status remains displayed in the screen unless the preparer of the correspondence changed the status to “Closed” (for example, when the request is a lready f in ished or the correspondence sending s ide is a lready sat isf ied). On the other hand, when a reply act ion is not required, i t is recommended that the status of


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the correspondence be set to “Closed". Af ter the correspondence has been issued, i t can be changed to “Canceled” (for example, when the author decides not to push through with issuing the correspondence anymore) by c l ick ing the [Cancel] button. 1.6.3 Edit Rights of Correspondence Status (1) Question: What does the di f ferent correspondenceʼs Statuses (Open, Closed, Canceled) mean? (2) Answer: Either the preparer, checker or approver of a certain correspondence, as wel l as, other users who have administrator r ights can change the correspondence status of that correspondence. 1.6.4 Notify others of a correspondence (1) Question: How can I not i fy other users of a correspondence? (2) Answer: There are two ways or methods to not i fy other users of a correspondence- depending on whether the user/rec ipient is part of the project (where the correspondence was issued) or not. ■ J-COTSi user/project member -> J-COTSi user/project member As each correspondence has a unique URL equivalent, this information is used to not i fy other users to be able to v iew the contents of a specif ic correspondence. The URL of a correspondence can be sent via e-mai l where the recipient can then access the correspondence by cl ick ing the URL.

Step1. Copy and paste the correspondenceʼs URL in e-mail (Sender)

Go to [Show Correspondence] screen. Open a correspondence that you want to send by c l ick ing the l ink of the correspondence in the [Subject] column. Copy the URL from the Internet Explorer address bar and paste into your e-mai l then send.


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Please copy the URL and paste into your e‐mail.

[Request] Please reply to this correspondence.Subject :

Dear sir,

Please review the following correspondence.

PJ : 0-XXXXX-0

S. XXXXXIT Dept.

Figure7. Copy the correspondenceʼs URL and paste in e-mail. Step2. Copy the URL from e-mail and paste in browser (Recipient)

Copy the URL from emai l . Paste the URL in the Internet Explorer address bar. It should be noted, however, that the rec ip ient cannot view the URL unless he is part of the same project where the correspondence was issued.

Please paste the URL.



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Figure8. Displaying the correspondenceʼs contents from URL

■ J-COTSi user/project member -> J-COTSi user/Non-project member J-COTSi user/project member -> Non-J-COTSi user/Non-project member

Step1. Download the correspondence as HTML f i le

In the [Find Correspondence] screen, check the correspondences you would l ike to send and cl ick [Zip] l ink of [Output format] f ie ld. The correspondences are then saved into a s ingle z ip (*.ZIP) f i le containing the HTML f i les.

Please check the correspondence you’d like

to save.

Please click the [ZIP]link.

The correspondence will be saved as HTML files.

Figure9. Download selected correspondence /s as HTML f i le.

Step2. Send the zip f i le containing HTML f i les via E-mail

Send the downloaded HTML f i les as e-mai l attachment. 1.6.5 View the contents of a correspondence by clicking the URL (1) Question: Can I view the correspondenceʼs page direct ly by c l ick ing the URL in the e-mai l? (2) Answer: Current ly, you cannot. Such feature wi l l be avai lable upon scheduled re lease of J-GATE on August 8, 2010.

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