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Livelink Quick Start Guide - Creating and Storing Documents
You should use Livelink to store all documents
Click on the icon to enter the CMS
Case documents are stored within the individual Case records - accessed via the View Civil / Criminal Cases (1)
Corporate documents are stored within the Corporate Records area (2)
Personal or draft documents can be stored within My Workspace (3)
Case documents can be read by all users and can be accessed via the relevant case in View Civil Case or View Criminal Case.
The Corporate Records area (except for the Finance folder) can be accessed by all users by clicking on the Corporate Records icon.
The My Workspace area is where you can store personal or draft documents. With the exception of the Livelink Administrator, you are the only user with access to your personal My Workspace. You have full permissions over this Workspace and other users cannot access it directly. However, you can grant users permissions to access or view individual items in your My Workspace area.
Corporate File plan folders:
There are 8 Corporate folders:
The following also have sub-folders:
Corporate -
Communications,
Contracts Procurement and Management,
Economics and Statistics,
Fire Safety,
Health and Safety,
Internal Audit,
Legal,
Memorandum of Understanding,
Performance Management,
Security
Spending Review
Finance - (access to this folder is restricted)
Corporate Governance,
Financial Accounting,
Guidance,
Management Accounting,
Project and Service Management,
Strategy, Planning and Development
Human Resources -
Learning and Development,
Policies and Procedures,
Publications,
Strategy,
Planning and Development
To create a new document in Livelink:
Open the relevant folder and sub folder by clicking on the name in Livelink e.g. Corporate, Legal
Click on the Add Document menu
On the Add Document Page, click on the New button and then click the document type that you want to add in the drop down list.
Or you can select a template such as `top and tail'
Type a name for the document in the Name field
Click the Next button
Click on the Finish button
A blank document of the type you selected opens in its associated desktop programme
Add content to the document and then close the desktop programme In the finish edit dialogue box click the Save the Changes to Livelink radio button and then click the OK button.
To view a Document:
Simply click on the document name and it will open.
To edit a Document:
Navigate to the document you wish to open and click the Edit link for the Microsoft Word, Excel, or PowerPoint Document that you want to edit - do not simply click on the name as any changes will not be saved into Livelink.
The Document opens in its associated desktop program.
Edit the content of the Document, and then close the desktop program.
In the Finish Edit dialog box, click one of the following buttons:
Save the changes to Livelink, which adds the modified Document to Livelink as a version of the original.
Save as a copy on your Desktop, which lets you specify a new name for the document and save it to your computer
Discard the changes, which closes the document without saving it.
To search for a document:
The search facility can be accessed from the top of most screens in the system.
To initiate a search, enter the free text you wish to search for.
The search defaults to a “From Here” type of search i.e. just the folder you are in and any sub folders
If you want to search all folders select Enterprise
The search results will be displayed as shown below:
Saving emails from Outlook into Livelink
Your Outlook profile now has an expandable list of all the Livelink folders displayed at the bottom.
You can drag and drop emails from your inbox into the relevant Livelink folder.
Alternatively, highlight the required email and select the Livelink > Add Items to Livelink option.
Navigate to the correct case file and select the case and folder to add the email to.
Opening Livelink documents whilst in Word
You have a Livelink menu and toolbar in Word.
To open a document from within the case files or other areas of Livelink either click on the Open From Livelink menu icon or click on the Livelink menu item and then Click on the Open From Livelink menu item.
Double click on the SC DEV folder to open.
Navigate to the folder / case file folder that contains the document you wish to open/edit and select
.
Saving documents from Word into Livelink
You can also save newly created documents direct into the Livelink system
To do this select Save as to Livelink so you can navigate to a case file or other system folder to save your document into.
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