Agnitio iDocs manual

From Agnitio WIKI

Contents 1 What is Agnitio iDocs? 2 Starting out 3 Pivoting iDocs 4 The iDocs Men 5 iDocs Library 6 Document details 7 The shortcuts menu 8 Searching in iDocs 9 Favourites 10 Collections 10.1 How to create a personal collection 10.2 How to add a document to a collection 11 Tags 11.1 How to add a tag to a document 11.2 How to create a personal tag 12 Viewing the iDocs documents 12.1 Open from the thumbnail library 12.2 Open from the list view 12.3 Open from the detail box 12.4 Open the document in Quick Look 12.5 Open the document in iBooks 12.6 Logging out of iDocs

What is Agnitio iDocs?

Agnitio iDocs is designed for Pharmaceutical Representatives who need a flexible,

fast and easy way of finding precisely those reference

documents which support the Reps in their work with KOLs.

The documents in Agnitio iDocs are documents delivered from the customer to Agnitio,

who load these up to the Agnitio iDocs server and distributes them to the appropriate users.

It is not possible for the user to add or delete documents in the iDocs library.

However, the user can add Collections and Tags as well as set documents as Favourites to create a personal overview of documents.

Starting out

Log in using the username and password provided.

If requested to do so, please read and accept the License Agreement.

       Note that there is a setting that allows iDocs to remember your username and password,
       so you do not need to re-enter it each time you access the application.
       However, we encourage you to check with your local IT-department if using this setting 
       is allowed by your company’s IT-security policies

You will now find yourself in the iDocs Library with the iDocs menu on

the left hand side of the screen:

Pivoting iDocs

The iDocs layout adjusts itself, when the user turns the iPad into vertical position.

The iDocs Library now appears like this:

The menu is opened by tapping the “Agnitio iDocs” button at the top left of the screen:

The functionalities in the vertical and horizontal version of Agnitio iDocs are identical.

For the rest of this document, all examples will be in the horizontal layout.

The iDocs Men

• Library gives you an overview of the documents available in iDocs
• Favourites lists the documents which the user indicates as favourites
• Collections are illustrated by the boxes with S and P and gives you an overview of documents under each collection
• Tags gives you an overview of the tags which are given to the documents
• Search takes you to the list view of the library and gives you the possibility to search for the documents you are looking for.

At the bottom of the menu, 3 more icons are found:

• The rotating arrow: Sync updates the library with the newest documents available on the Agnitio iDocs server
• The boxes with the plus-sign: Add collection opens a dialogue box for entering a new, personal collection
• The lock: Log out logs out the user and displays the log-on screen

iDocs Library

The iDocs Library is the core of Agnitio iDocs. By default, the documents are displayed in a thumbnail view.

By clicking on the list view at the bottom right of the screen, the documents are displayed in detail mode:

The list view is identical to the Search view. At the top of the list, a search bar is displayed.

Document details

To see details about an iDocs document, tap the document so that the Details box appears:

The details box displays detailed information such as the name of the author, the size of the document,

latest modification date and time, the file type and a description.

The details box also gives the user the option to manage which

collections the document should belong to, as well as give the document tags for easier search.

The user can open the document from here and select the document as a favourite.

All of these options are explained in more detail later on in this document.

The shortcuts menu

When a document is selected in the list view, the shortcut menu is activated at the top right of the screen:

The shortcuts are:

• Open document
• Select tags
• Add as favourite
• Add to collection

All of these options are explained in more detail later on in this document.

Searching in iDocs

When selecting the Search or List view, a search bar appears above the documents.

When the search bar is tapped, the iPad keyboard appears.

Next to the search bar, the following search options also appear:

• Everything
• Title
• Author
• Keywords

The search engine searches through the documents according to the selected option.

By selecting Title, Author or Keywords, the user is given a shorter result list to choose from,

than when searching with the Everything option.

In addition, the search duration is shorter when Title, Author or Keywords is selected –

especially if the user has a vast library of documents.

The iDocs search engine matches the search precisely compared to what is typed by the user.

This means that if the user types 2 words, the engine will look for documents in which the title,

author name or keywords which contains these 2 words,in the order typed by the user.

It is not possible to search with wildcards (asterisks).

The search result list is dynamic.

This means that the results list is continually updated with every character

which is typed in the search bar.

Favourites

Each iDocs user can select a set of documents as personal favourites.

This gives the user a select few documents, which are always found by a mere tap of the Favourites menu.

To add a document as a favourite, tap a document, so that the details box appears.

A document is indicated as a favourite when tapping the star icon at the top right of the details box.

Once it changes from empty to solid black, the document is registered as a favourite:

The document is now added in the list of favourites:

It is also possible to indicate a document as a favourite by tapping the star icon

in the shortcut bar in the library list view.

Collections

Documents in iDocs are organised in collections. When the iDocs are uploaded to the server by Agnitio,

they are sorted into a set of serverside collections.

Icons indicating serverside collections are indicated by a box with an S, as shown below:

It is possible for the user to create their own, personal collections.

Such collections are only displayed to the user who creates them,

and are indicated with a P, as shown below:

How to create a personal collection

A personal collection is created by simply tapping the Add Collection

button at the bottom of the main menu, which is indicated by the following icon:

When tapped, the iPad keyboard and a dialogue box appear listing the existing collections.

Name the new, personal collection by typing the name in the text field

at the top of the collection list. Tap the Add button to enter:

When the new collection has been entered, it appears in the collection list as shown below:

The user can continue to add more collections, or tap anywhere

outside the collection list to return to the iDocs library.

How to add a document to a collection

To add a document to a collection, tap the document so that the details box appears.

Tap the Collections icon in the Collections area, so that the collection menu appears.

Next, simply tap those collections to which the document belongs,

so that tick-marks appear to the right of each collection name, as shown below:

To finish, tap anywhere outside of the collection menu. The selected

collections now appear in the Collections area of the details box, and

the document can now be found in the given collections in the iDocs library:

Tags

Besides organising the documents in collections, tags can also be given to the documents.

       To differentiate between the concept of tags and collections, it might be helpful to think of collections as folders,
       and tags as keywords.
       The users navigate through a defined set of documents in a limited set of collection to find,
       the one they are looking for. 
       Tags can be thought of as keywords, which are indicated across all documents and collections. 
       The number of tags are often much higher than the number of collections and can be a bit more difficult to
       navigate through to find the right documents.
       By typing the name of the tag in the iDocs search bar, a list of all documents with this tag are displayed.

To open up the list of tags, tap the Tags icon in the main menu:

To find all documents with a specific tag, simply tap on a tag.

The library will then display the documents that belong to this tag:

How to add a tag to a document

In much the same way as collections, tags are added to documents by

navigating to the details box of a given document, and then tapping

the Tags icon. This will display the list of existing tags:

To add a tag to a document, simply tap the selected tag. Click

anywhere outside of the tags list to return to the details box.

It is also possible to add a tag to a document by tapping the tag icon

in the shortcut bar in the library list view.

How to create a personal tag

If none of the existing tags are fitting for the document, the user can

add their own. This is simply done by typing the name of a tag into the

text field, and tapping the Add button. The tag is then automatically

created in the Tags list.

Personal tags are only displayed to the user who creates them, and

are distinguished from the server tags by having a P displayed inside

the tag icon next to the tag name, as shown here:

Server tags are indicated by having an S displayed in the tags, as shown below:

Viewing the iDocs documents

There are 2 ways in which the user can open and view the iDocs.

Open from the thumbnail library

A document can be opened directly from the library thumbnail

overview by long tapping the thumbnail of the document – that is, by

holding a finger over the thumbnail for a second or longer.

This opens a list of the possible programs to view the document:

Open from the list view

By selecting the list view of the library, it is possible to open the

document by selecting the Open Shortcut:

Open from the detail box

It is possible to open a document from the details overview of a document.

Open the details box by tapping the document thumbnail.

Next, tap the grey Open with button to open the viewing programs menu:

By default, Quick Look and iBooks are two viewing programs which are installed on the iPad.

It is possible to open the document in a different viewing program by selecting the “Open In...” option.

Open the document in Quick Look

QuickLook is iPad’s basic, inbuilt viewing program. It very simply

displays the document with a title and the option to open the document in a different viewer.

It is not possible to search through the document text in Quick Look.

To return to iDocs, simply tap the blue Done button at the top left of the screen. This will close the document.

Open the document in iBooks

iBooks is iPad’s inbuilt library. This gives the user the possibility to

save the iDocs document outside of iDocs, as a copy of the document

is automatically created and placed in the iBooks Library.

The document is displayed by tapping the ‘book’ you wish to open.

Once open, it is possible to search within the document, by tapping the icon of the magnifying glass.

To return to iDocs, doubleclick the Home button on the frame of the iPad.

In the menu that appears at the bottom of the screen, tap the iDocs icon.

Logging out of iDocs

To log out of iDocs, navigate to the main screen and tap the lock icon at the bottom of the menu:

This will return you to the login screen.