jgc project management system jgc … project management system . jgc correspondence tracking system...

JGC PROJECT MANAGEMENT SYSTEM

JGC Correspondence Tracking System

Administration User Manual

JGC Corporation

Revision History

Rev. Date Description Prepared Checked Approved

00 29-Oct-2009 Initial Version R.Ericson S.Miyahara S.Hamamoto

01 23-Jan-2010 Item 1.2 modified S.Miyahara - S.Hamamoto

02 01-Mar-2010 Item 1.2 modified. S.Miyahara - S.Hamamoto

03 10-May-2010 Item 1.2 modified. S.Miyahara - S.Hamamoto

04 23-Mar-2011 Item 11 added. S.Miyahara - S.Miyahara

05 09-Mar-2012 Item 11 added

Item 12 modified

Y.Hayashi - Y.Hayashi

06 04-Oct-2012 Items 12.2.1, 9.2.4, &

9.2.2 modified.

C. Boes K.Nonaka

Copyright© from 2009 JGC CORPORATION All rights reserved.

Index

1 Introduction .............................................................................. 1 1.1 Usage Requirement ............................................................... 1 1.2 Screen Layout ...................................................................... 2 1.3 Internal Correspondences ....................................................... 6 1.4 Approval Workf low Pattern ...................................................... 6 1.5 Generation of correspondence numbers ..................................... 8 1.6 Correspondence Privacy .......................................................... 8 1.7 System Access Level .............................................................. 8

2 Project Setup Flow ................................................................... 10 3 Login to the J-COTSi System ....................................................... 11

3.1 Outl ine ............................................................................. 11 3.2 Procedure .......................................................................... 11

4 Setup the Users ....................................................................... 12 4.1 Outl ine ............................................................................. 12 4.2 Procedure .......................................................................... 12

4.2.1 Searching the User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 4.2.2 Updat ing the User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 4.2.3 Downloading the User L i st . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

5 Setup the Companies ................................................................ 14 5.1 Outl ine ............................................................................. 14 5.2 Procedure .......................................................................... 14

5.2.1 Assigning the Company to the Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 5.2.2 Searching the Company . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 5.2.3 Updat ing the Company . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 5.2.4 Delet ing the Company . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 5.2.5 Downloading the Company L is t . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 5.2.6 Register ing the Users in the Company . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

6 Setup the Discip l ines ................................................................ 17 6.1 Outl ine ............................................................................. 17 6.2 Procedure .......................................................................... 17

6.2.1 Creat ing the New Disc ip l ine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 6.2.2 Searching the Disc ip l ine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 6.2.3 Updat ing the Disc ip l ine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18


6.2.4 Delet ing the Disc ip l ine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 6.2.5 Downloading the D isc ip l ine L i st . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

7 Setup the Si tes ........................................................................ 20 7.1 Outl ine ............................................................................. 20 7.2 Procedure .......................................................................... 20

7.2.1 Creat ing the New S ite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 7.2.2 Searching the S i te . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 7.2.3 Updat ing the S i te . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 7.2.4 Delet ing the S i te . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 7.2.5 Downloading the S i te L i s t . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

8 Setup the Groups ..................................................................... 23 8.1 Outl ine ............................................................................. 23 8.2 Procedure .......................................................................... 23

8.2.1 Creat ing the New Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 8.2.2 Delet ing the Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 8.2.3 Downloading the Group L ist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 8.2.4 Register ing the Users in the Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

9 Setup the Correspondence Types ................................................. 25 9.1 Outl ine ............................................................................. 25 9.2 Procedure .......................................................................... 25

9.2.1 Assigning the Correspondence Types in the Project . . . . . . . . . . . . . . . . . . . . . . . . . . 25 9.2.2 Creat ing the New Correspondence Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 9.2.3 Searching the Correspondence Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 9.2.4 Updat ing the Correspondence Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 9.2.5 Delet ing the Correspondence Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 9.2.6 Downloading the Correspondence Type L is t . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

10 Setup the Custom Fields ............................................................ 29 10.1 Outl ine ............................................................................. 29 10.2 Procedure .......................................................................... 29

10.2.1 Assigning the Custom F ie ld in the Projec t . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 10.2.2 Creat ing the New Custom Fie ld . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 10.2.3 Searching the Custom Fie ld . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 10.2.4 Updat ing the Custom F ie ld . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 10.2.5 Delet ing the Custom Fie ld . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 10.2.6 Downloading the Custom Fie ld L i st . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

11 Setup the Distr ibut ion Templates ................................................. 32



11.2.1 Updat ing the Project ’s Custom Sett ings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 12 Setup the Project ’s Custom Settings ............................................. 33


12.2.1 Updat ing the Project ’s Custom Sett ings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33


1 Introduction

1 Introduction

J-COTS Interna l [J-COTSi] is an internal correspondence system that fac i l i ta tes the

central ized management of large sca le, h igh volume, da i ly administrative correspondences.

Moreover, internal control procedures, secured shar ing, document approval workf low,

archiv ing and management of h istor ical data functions are provided, total ly supports

document administration of EPC contractor related correspondences.

1.1 Usage Requirement

Users of the system needs to have Microsoft Internet Explorer 7.0 or 8.0 environment

◇ Additional Notes:

The latest version of Microsoft Internet Explorer 7.0. is recommended

Microsoft Internet Explorer’s other limitation does not support operating the system on multiple

window tabs.

Users have to register his PMS User ID, Access Rights, and Project.


In case users don’t have a system user id and access, application request should be forwarded to

J-COTS Internal

Related Company

JGC

Subcontractor

Joint Venture


2 Introduction

JGC Identity and Access System Group (IDEAS)

In case the user is not registered in the project, please inquire with your respective Project Manager.

1.2 Screen Layout

The system layout is below.

[Login] screen

No Item Explanation

1 User ID Inputs the PMS system user id.

2 Password Inputs the password.

3 Login Logins to the J-COTSi system.


3 Introduction

[System Home] screen

No Item Explanation

1 Help Document Opens the Help Document (including Manual, FAQ, Tips) screen.

2 My Settings Opens the [My/User Settings] screen.

3 Logout Logouts from the J-COTSi system.

4 Project Administration Opens the [Project Administration] screen.

5 Projects Displays the projects where the user is registered.


4 Introduction

[Project Home] screen

No Item Explanation

1 Home Opens the [System Home] screen.

2 Project Home Opens the [Project Home] screen.

3 Correspondence Opens the [Find Correspondences] screen.

4 New Correspondence Opens the [New Correspondence] screen.

5 Full-Text Search Opens the [Full-Text Search] screen.

6 Help Document Opens the Help Document (including Manual, FAQ, Tips) screen.

7 My Settings Opens the [My/User Settings] screen.

8 Logout Logouts from the J-COTSi system.

9 Project Administration Opens the [Project Administration] screen.

10 Correspondence tracking Displays the issued correspondence in the project.

11 My correspondence Displays the correspondence related to login user.

12 Companies Displays the companies related to the project.

13 Users Displays the users related to the project.


5 Introduction

[Project Administration] screen

No Item Explanation

1 Users Opens the [Users] screen.

2 Company Opens the [Companies] screen.

3 Disciplines Opens the [Disciplines] screen.

4 Sites and Groups Opens the [Sites and Groups] screen.

5 Correspondence Types Opens the [Correspondence Types] screen.

6 Custom Fields Opens the [Custom Fields] screen.

7 Project’s Custom Settings Opens the [Project’s Custom Settings] screen.


6 Introduction

1.3 Internal Correspondences

System refers to JGC Off ice’s discip l ines and other JGC and outside of f ices (Joint venture,

consor tium) discip l ine ’s exchange of information as [Internal Correspondence

(Disc ip l ine-wise Correspondence)].


There is an external correspondence (Company-wise correspondence) used between JGC and other

companies (client), in regard to internal correspondence.

[J-COTS External] implements and controls external correspondences.

Moreover, document related to the correspondence are also referred and classi f ied as

correspondence documents.

Correspondence documents have 3 types as fo l lows:

Request documents:

Passes through the necessary approval workf low, and issued to the destination

depar tments as wel l as other destinat ions in the ini t ia l ly created document.

Demands for a reply from the destination department.

Notif ication documents:

Passes through the necessary approval workf low, and issued to the destination

depar tments as wel l as other destinat ions in the ini t ia l ly created document.

Does not demand for a reply f rom the dest ination depar tment.

Reply Documents:

Passes through the necessary approval workf low, and issued to the request

documents ’ destinat ion depar tment as wel l as other destinat ions in reply against

the issued request document.

Other destination groups spec if ied in the request documents cannot create a reply

document.

1.4 Approval Workflow Pattern

Checkers /Approvers can request approva l by sett ing correspondence approval workf low in

the system.

There are 3 types of approval workf low patterns.

Sequential Workflow

Checker as well as the approver can perform approval in according to the workflow sequence.

Correspondences are issued according to the approval of the final approver.


7 Introduction

Sequential Workflow with Escalation

All the checkers can perform approval at the same time.

Approver can perform approval once all the checkers have performed approval.

Correspondences are issued according to the approval of the final approver.

Parallel Workflow

All the checkers as well as the approver can perform approval at the same time.

Correspondences are issued according to the approval of the final approver even if the checker has not

approved it yet.


Approval workflow patterns are associated with the correspondence type.


8 Introduction

1.5 Generation of correspondence numbers

Correspondence numbers are automatical ly generated once the correspondences have been

issued through the fo l lowing rules.

Request Documents/Notification Documents

[Site]: [Discipline]－[5 digit sequence no.]

e.g. YOC:PMT-00001

Reply Document (Response to Request Documents)

[Request Document correspondence no.]－ [3 dig i t sequence no.]

e.g. In response to YOC:PMT-00001 ⇒ YOC:PMT-00001-001

Reply Document (Response to another Reply Document)

[Reply Document Correspondence no.]－[3 digit sequence no.]

e.g. In response to YOC:PMT-00001-001 ⇒ YOC:PMT-00001-002


Correspondence numbers are system generated, thus cannot be edited.

1.6 Correspondence Privacy

Once the correspondences are issued, users reg istered in the project are publ ic ly opened.

Access controls are not establ ished in the company with regards to the correspondence.

1.7 System Access Level

System access level can be conf igured with regards to the users in each respective project

System access levels have 3 types as fo l lows:

Project Administrator（Project Admin.）

Can configure all the master information being used by the project

Can edit any of the created correspondences in the project except if the approval status is [Draft]

Can perform approval in the correspondences that are requesting approval in lieu of the checker and

approver.

Can edit the status of the issued correspondence in the project.

Can revise the issued correspondence in the project.

Group Administrator（Group Admin.）

Can configure the group’s master information being used in the project.

Can edit any of the created correspondences in which the user is assigned as a group administrator

and except if the approval status is [Draft]

Can perform approval in the correspondences where the user is assigned as the group administrator


9 Introduction

and that are requesting approval in lieu of the checker and approver.

Can edit the status of the issued correspondence in the project where the user is assigned as a Group

Administrator.

Can revise the issued correspondence in the project where he is assigned as a Group Administrator

Normal User（Normal User）

Can edit any of the correspondence he created except if the approval status is [Issued]

Can perform approval in the correspondences where he is assigned as a checker or approver.

Can edit the correspondence status of correspondences created by him/her.

Can edit the status of the correspondence where he is assigned as a checker or an approver.

Can revise the correspondences created by himself except if the approval status is [Issued].

Can revise any of the correspondences where he is assigned as checker or an approver except if the

approval status is [Issued].


Users can confirm the system configuration access rights from the [My/User Settings] screen for

each project.


10 Project Setup Flow

2 Project Setup Flow This exp la ins the f low of the project setup of J-COTS Interna l System in each i tem.

1.Setup the Users

Configure the roles of the registered

users in the project.

6.Setup the Groups

Configure the group information to be

added in the project.

3.Setup the Company Members

7.Setup the Group Members

Select the users that belong to each

group.

Select the users that belong to each

company.

4.Setup the Disciplines

Configure the discipline information to be


5.Setup the Sites

Configure the site information to be


2.Setup the Companies

Configure the company information to

be added in the project.

8.Setup the Correspondence Types

Configure the correspondence types to be


9.Setup the Custom Fields

Configure the custom fields to be added in

the project.


11 Login to the J-COTSi System

3 Login to the J-COTSi System

3.1 Outline

Users can login to the J-COTS Internal system.

3.2 Procedure

Users can login to the J-COTS Internal system by fo l lowing the steps below:

Open the browser, and input J-COTS Internal System’s URL address, the system [Login] screen will

be displayed.

URL： http://j-cots.jgc.co.jp

Input your User ID and password and click the Login button

If the login is successful, the [System Home] screen will be displayed.

The projects wherein the user is registered will be displayed in the [System Home] screen as a link.

Click the [Project] link in the [System Home] screen.

The [Project Home] screen will be displayed.

Click the [Project Administration] menu tab in the upper part of the [Project Home] screen.

The [Project Administration] screen will be displayed.

http://j-cots.jgc.co.jp/


12 Setup the Users

4 Setup the Users

4.1 Outline

Users can setup the users who will participate in the project.

Users can download the list of users registered in the project.

4.2 Procedure

4.2.1 Searching the User Users can search the users by fo l lowing the steps below:

1. Click the [Users] link in the [Project Administration] screen.

[Users] screen will be displayed.

Click the [Search] button in the [Users] screen and enter the search conditions.

The search results will be displayed in the [Users] screen.

■ User search items

Item Attribute Description

User ID Input Speci f ies the User ID

Name Input Speci f ies the User name

Company Select Speci f ies the company name

Group Select Speci f ies the group name

Security Level Select Speci f ies the access r ights

◇ Additional Notes

Click the [Clear Conditions] in the search condition input screen to clear the search conditions.

4.2.2 Updating the User Users can update the users by fo l lowing the steps below.

1. Click the [Users] link in the [Project Administration] screen

[Users] screen will be displayed.

Click the [Update] link in the user to be updated in the [Users] screen.

[User Settings] screen will be displayed.


13 Setup the Users

■ User input items

Item Required Description

Default Setting Project Yes Specifies the user’s default project.

Default project is displayed in the uppermost part of the [System

Home] screen.

Role No Specifies the role of the user in each project.

Group Yes Default group is displayed in the group selection input column at

the uppermost part of the screen.

Click the [Save] button in the [User Settings] screen.

A message will be displayed indicating that the process is complete.

4.2.3 Downloading the User List Users can download the user l i st by fo l lowing the steps below:

1. Click the [Users] link in the [Project Administration] screen.

The [Users] screen will be displayed.

Click the [Excel] link in the user to be downloaded at the [Users] screen.

The [File Download] dialog will be displayed.

Click the [Save] button or the [Open] button in the [File Download] dialog.


14 Setup the Companies


5.1 Outline

Users can setup the companies to be added in the project.

Users can download the list of the companies registered in the project.

Users can register users (as a member) in each of the company added.

5.2 Procedure

5.2.1 Assigning the Company to the Project Users can assign the registered company in the master company data to a project by

fo l lowing the procedures below:

1. Click the [Company] link in the Project Home Page.

The [Companies] screen will be displayed.

After selecting the company to be added to, click the [Assign to Project] button in the [Companies]

screen.

A message will be displayed indicating that the assign process is complete.

◇ Additional Note

Company not registered in the Company Master Data cannot be assigned. In case it is really needed

to add the company, please inquire with the JGC Project Information Technology Group.

5.2.2 Searching the Company Users can search for a company by fo l lowing the steps below:

1. Click the [Company] link in the [Project Administration] screen.


Enter the search conditions then click the [Search] button in the [Companies] screen.

The search results will be displayed in the [Companies] screen.

■ Company search items


Code Input Speci f ies the company code.

Name Input Speci f ies the company name.



Role Input Speci f ies the role o f the company in the project.

◇ Additional Note

Click the [Clear Conditions] link in the search input screen to clear the search conditions.

5.2.3 Updating the Company Users can update the company by fo l lowing the steps below:



Click the [Update] link in the [Companies] screen.

The [Update Company] screen will be displayed.

■ Company input items


Role No Specifies the role in each project

Click the [Next] button in the [Update Company] screen

If the input contents are complete, the confirmation message will be displayed.

Click the [Save] button in the [Update Company] screen.

A message will be displayed indicating that the process is complete

5.2.4 Deleting the Company Users can delete a company by fo l lowing the steps below:



2. Click the [Delete] button in the company to be deleted at the [Companies] screen.

A confirmation screen will be displayed.

Click the [OK] button in the confirmation screen.

A message will be displayed indicating that the delete process is completed.

5.2.5 Downloading the Company List Users can download the company l i st by fo l lowing the steps below:





Click the [Excel] link in the company to be downloaded at the [Companies] screen.


Click the [Open] button or [Close] button in the [File Download] dialog.

5.2.6 Registering the Users in the Company Users can register users to a company by fo l lowing the steps below:

1. Click the [Company] link in the Project Home Page.


Click the [Edit Member] link in the company where the user will be registered at the [Companies]

screen.

The [Edit Company Members] screen will be displayed.

After selecting the company where the user will be assigned, click [>>] in the [Edit Company

Members] screen.

Click the [Save] button in the [Edit Company Members] screen.

A message will be displayed indicating that the process is completed.


17 Setup the Disciplines


6.1 Outline

Users can setup the disciplines to be added in the project.

Users can download the list of the disciplines registered in the project.

6.2 Procedure

6.2.1 Creating the New Discipline Users can create a new discip l ine by fo l lowing the steps below:

1. Click the [Disciplines] link in the [Project Administration] screen.

The [Disciplines] screen will be displayed.

Click the [New Discipline] link in the [Disciplines] screen.

The [New Discipline] screen will be displayed

■ Discipline input items


Code Yes Specifies the discipline code.

Name Yes Specifies the discipline name.

Click the [Next] button in the [New Discipline] screen.


Click the [Save] button in the [New Discipline] screen.


6.2.2 Searching the Discipline Users can search a discip l ine by fo l lowing the steps below:



Click the [Search button] in the [Disciplines] screen after entering the search conditions.

The search results will be displayed in the [Disciplines] screen.



■ Discipline search items


Code Input Speci f ies the d iscip l ine code.

Name Input Speci f ies the d iscip l ine name.

◇ Additional Note

Click the [Clear Conditions] link in the search input screen to clear the search conditions.

6.2.3 Updating the Discipline Users can update a d iscip l ine by fo l lowing the steps below:

1. Click the [Discipline] link in the [Project Administration] screen.


Click the [Update] link in the discipline that will be edited at the [Disciplines] screen.

The [Update Discipline] screen will be displayed.

■ Discipline input items


Code Yes Specifies the discipline code.

Name Yes Specifies the discipline name.

Click the [Next] button in the [Update Discipline] screen.


Click the [Save] button in the [Update Discipline] screen.




6.2.4 Deleting the Discipline Users can delete a d iscip l ine by fo l lowing the steps below:



Click the [Delete] button of the discipline to be deleted in the [Disciplines] screen.

A confirmation message will be displayed.


A message will be displayed indicating that the delete process is completed.

6.2.5 Downloading the Discipline List Users can download the d iscip l ine l i st by fo l lowing the steps below:



Click the [Excel] link in the discipline to be downloaded at the [Disciplines] screen.


Click the [Open] button or [Save] button in the [File Download] dialog.


20 Setup the Sites

7 Setup the Sites

7.1 Outline

Users can setup the sites to be added in the project.

Users can download the list of the sites registered in the project.

7.2 Procedure

7.2.1 Creating the New Site Users can create a new s ite by fo l lowing the steps below:

1. Click the [Sites and Groups] link in the [Project Administration] screen.

The [Sites and Groups] screen will be displayed.

Click the [New Site] link in the [Sites and Groups] screen.

The [New Site] screen will be displayed.

■ Site input items


Code Yes Specifies the site code.

Name Yes Specifies the site name.

Click the [Next] button in the [New Site] screen


Click the [Save] button in the [New Site] screen.

A message will be displayed indicating the process is complete.

7.2.2 Searching the Site Users can search a si te by fo l lowing the steps below:



Click the [Search] button after entering the search conditions in the [Sites and Groups] screen.

The search results will be displayed in the [Sites and Groups] screen.


21 Setup the Sites

■ Site search items


Code Input Speci f ies the si te code.

Name Input Speci f ies the si te name.

◇ Additional Note

Click the [Clear Conditions] in the search condition input screen to clear the search conditions.

7.2.3 Updating the Site Users can update a si te by fo l lowing the steps below:



Click the [Update] link in the site to be updated in the [Sites and Groups] screen.

The [Update Site] screen will be displayed.

■ Site input items


Code Yes Specifies the site code.

Name Yes Specifies the site name.

Click the [Next] button in the [Update Site] screen.


Click the [Save] button in the [Update Site] screen.



22 Setup the Sites

7.2.4 Deleting the Site Users can delete a si te by fo l lowing the steps below:



Click the [Delete] button in the site to be deleted in the [Sites and Groups] screen.



A message will be displayed indicating that the delete process is complete.

7.2.5 Downloading the Site List Users can download the s ite l i st by fo l lowing the steps below:



Click the [Excel] link in the site to be downloaded in the [Sites and Groups] screen.


Click the [Save] button or [Open] button in the [File Download] dialog.


23 Setup the Groups

8 Setup the Groups

8.1 Outline

Users can setup the groups to be added in the project.

Users can download the list of the groups registered in the project.

Users can register users (as members) in the groups added in the project.

8.2 Procedure

8.2.1 Creating the New Group Users can create a new group by fo l lowing the steps below:



Click the [Group] link in the [Sites and Groups] screen.

The [Groups] screen will be displayed.

Click the [Add] button after selecting the site and the associated discipline in the [Groups] screen.


8.2.2 Deleting the Group Users can delete a group by fo l lowing the steps below:





Click the [Delete] button in the group to be deleted in the [Groups] screen.

The confirmation screen will be displayed.



8.2.3 Downloading the Group List Users can download the group l ist by fo l lowing the steps below:


24 Setup the Groups





Click the [Excel] link in the group to be downloaded in the [Groups] screen.



8.2.4 Registering the Users in the Group Users can register the users (as members) in the group by fo l lowing the steps below:





Click the [Edit Member] in the [Groups] screen.

The [Edit Group Members] screen will be displayed.

Click the [>>] after selecting the user to be assigned as a group member in the [Edit Group

Members] screen.

Click the [Save] button in the [Edit Group Members] screen.



25 Setup the Correspondence Types


9.1 Outline

Users can setup the correspondence types to be added in the project.

Users can download the list of the correspondence types registered in the project.

9.2 Procedure

9.2.1 Assigning the Correspondence Types in the Project Users can assign correspondence type registered in the company master data to the project

by fo l lowing the steps below:

1. Click the [Correspondence Types] link in the [Project Administration] screen.

The [Correspondence Types] screen will be displayed.

Click the [Assign to Project] button after selecting the correspondence type to be assigned in the

[Correspondence Types] screen.



Please refer to 「9.2.2 Creating a new Correspondence Type」 if the correspondence type to be

assigned does not exist in the company master data.

9.2.2 Creating the New Correspondence Type Users can create a new correspondence type by fo l lowing the steps below:



Click the [New Correspondence Type] link in the [Correspondence Types] screen.

The [New Correspondence Type] screen will be displayed.

■ Correspondence type input items


Type Yes Specifies the correspondence type.

Name Yes Specifies the correspondence type name.

Pattern Yes Specifies the approval workflow pattern.



Allow Approver to

browse

No Specifies if the approver can or cannot browse the

correspondence while it is being verified or approved.

Force to use workflow No Specifies if the correspondence will or will not go through the

approval workflow before issuing.

Access Control No Specifies which types of users can create the correspondence

(Must be enabled from Project’s Custom Settings)

Click the [Next] button in the [New Correspondence Type] screen.


Click the [Save] button in the [New Correspondence Type] screen.


9.2.3 Searching the Correspondence Type Users can search a correspondence type by fo l lowing the steps below:



Click the [Search] button after entering the search conditions in the [Correspondence Types]

screen.

The search results will be displayed in the [Correspondence Types] screen.

■ Correspondence type search items


Type Input Speci f ies the correspondence type.

Name Input Speci f ies the correspondence type name.

◇ Additional Note

Click the [Clear Conditions] link in the search condition input screen to clear the search conditions.

9.2.4 Updating the Correspondence Type Users can update a correspondence type by fo l lowing the steps below:



Click the [Update] link in the [Correspondence Types] screen.



The [Update Correspondence Type] screen will be displayed.

■ Correspondence type input items


Type Yes Specifies the correspondence type.

Name Yes Specifies the correspondence type name.

Pattern Yes Specifies the approval workflow pattern.

Allow Approver to

browse

No Specifies if the approver can or cannot browse the

correspondence while it is being verified or approved.

Force to use workflow No Specifies if the correspondence will or will not go through the

approval workflow before issuing.

Access Control No Specifies which types of users can create the correspondence

(Must be enabled from Project’s Custom Settings)

Click the [Next] button in the [Update Correspondence Type] screen.


Click the [Save] button in the [Update Correspondence Type] screen.


◇ Additional Note

Users can edit only the newly created correspondence type in the project.

9.2.5 Deleting the Correspondence Type Users can delete a correspondence type by fo l lowing the steps below:



Click the [Delete] button in the correspondence type to be deleted in the [Correspondence Types]

screen.




9.2.6 Downloading the Correspondence Type List Users can download the correspondence type l ist by fo l lowing the steps below:




[Correspondence Types] screen will be displayed.

Click the [Excel] link in the [Correspondence Types] screen.




29 Setup the Custom Fields


10.1 Outline

Users can setup the custom fields to be added in the project.

Users can download the list of the custom fields registered in the project.

10.2 Procedure

10.2.1 Assigning the Custom Field in the Project Users can assign custom f ields that are reg istered in the company master data in the project

by fo l lowing the steps below:

1. Click the [Custom Fields] link in the [Project Administration] screen.

The [Custom Fields] screen will be displayed.

Click the [Assign to Project] button after selecting the custom field to be assigned in the [Custom

Fields] screen.


◇Additional Note

Refer to 「10.2.2 Creating a New Custom Field」 if the custom field to be registered does not exist

in the company master data.

10.2.2 Creating the New Custom Field Users can create a new custom f ield by fo l lowing the steps below:



Click the [New Custom Field] link in the [Custom Fields] screen.

The [New Custom Field] screen will be displayed.

■ Custom field input items


Label Yes Specifies the custom field’s item name when the correspondence

related screen is displayed.

Order No Yes Specifies the custom field’s sort order when the correspondence




Values No Specifies the displayed value as choice input in the [New

Correspondence] screen.

Click the [Next] button in the [New Custom Field] screen.


Click the [Save] button in the [New Custom Field] screen.


10.2.3 Searching the Custom Field Users can search for a custom f ield by fo l lowing the steps below:



Click the [Search] button after entering the search conditions in the [Custom Fields] screen.

The search results will be displayed in the [Custom Fields] screen.

■ Custom field search items


Label Input Specifies the custom field’s item name when the correspondence


◇ Additional Note

Click the [Clear Conditions] link in the search condition search screen to clear the search conditions.

10.2.4 Updating the Custom Field Users can edi t a custom f ield by fo l lowing the steps below:



Click the [Update] link in the [Custom Fields] screen.

The [Update Custom Field] screen will be displayed.

■ Custom field input items




Label Yes Specifies the custom field’s item name when the correspondence


Order No Yes Specifies the custom field’s sort order when the correspondence


Values No Specifies the displayed value as choice input in the [New

Correspondence] screen.

Click the [Next] button in the [Update Custom Field] screen.


Click the [Save] button in the [Update Custom Field] screen.


◇ Additional Note

User can edit only the newly created custom field in the project.

10.2.5 Deleting the Custom Field Users can delete a custom f ie ld by fo l lowing the steps below:



Click the [Delete] button in the custom field to be deleted in the [Custom Fields] screen.

The confirmation screen will be displayed.

Click the [OK] button


10.2.6 Downloading the Custom Field List Users can download the custom f ie ld l i st by fo l lowing the steps below:



Click the [Excel] link in the custom field to be downloaded in the [Custom Fields] screen.




32 Setup the Distribution Templates

11 Setup the Distribution Templates

11.1 Outline

Users can setup the Distribution Template to be added in the project.

11.2 Procedure

11.2.1 Updating the Project’s Custom Settings Users can edi t a Distr ibut ion Templates by fo l lowing the steps below:

1. Click the [Distribution Templates] link in the [Project Administration] screen.

The [Project’s Custom Settings] screen will be displayed.

2. [Add_Template] is clicked when you want to create a new template.

Also [Edit] is clicked to edit the existing template.

■ Distribution Template input items


Name Yes Specifies the default status(Open/Closed) of the correspondence.

To(Group) Yes Specifies a member as "To" of the correspondence.

Cc(Group) No Specifies a member as "Cc" of the correspondence.

Click the [Save] button in the [Distribution Templates] screen.



33 Setup the Project’s Custom Settings

12 Setup the Project’s Custom Settings

12.1 Outline

Users can setup the project’s custom settings to be added in the project.

12.2 Procedure

12.2.1 Updating the Project’s Custom Settings Users can edi t a project ’s custom sett ings by fo l lowing the steps below:

3. Click the [Project’s Custom Settings] link in the [Project Administration] screen.

The [Project’s Custom Settings] screen will be displayed.

■ Project’s custom settings input items

Item Description

Default Status Specifies the default status(Open/Closed) of the correspondence.

Use Person in Charge Specifies whether the PIC(Person in Charge) function is used.

Use Import function from

J-COTSe

Specifies whether the import function from J-COTSe is used.

Use Access Control function

for Correspondence Type

Specifies whether the access control function for correspondence type is

used.

Click the [Save] button in the [Project’s Custom Settings] screen.
