360° User Guide

360° User Guide
360°
User Guide
Copyright  2015 Software Innovation AS.
Windows is a trademark of Microsoft Corporation.
Information in this document is subject to change without notice and does not represent a commitment on the part
of Software Innovation AS. Companies, names, and data used in examples herein are fictitious unless otherwise
noted. No part of this document may be reproduced or transmitted in any form or by any means, electronic or
mechanical, for any purpose, without the express written permission of Software Innovation AS.
Software version: 4.1 SP8
Print date: 20.05.2015
Po.box 156
N-1325 Lysaker, Norway
Phone: + 47 23 89 90 00
Fax: + 47 23 89 90 01
Support
Phone: +47 23 89 99 00
E-mail: [email protected]
http://www.software-innovation.com
Contents
Welcome to Public 360°
1
Windows in Public 360° ................................................................................ 2
Common functions
5
General fields and functions .......................................................................... 6
About tabs and counters .............................................................................. 8
Using the keyboard ...................................................................................... 9
Create reminders .......................................................................................12
Create reminder ...............................................................................12
Register reminder as complete ...........................................................13
Create checklists ........................................................................................14
Create a checklist .............................................................................14
Edit a checklist .................................................................................15
Copy hyperlink to an item to the clipboard.....................................................16
Subscribe to a RSS feed ..............................................................................17
Send documents to OneNote ........................................................................18
Work lists in Public 360°..............................................................................20
Subscribe to responsibility alerts ..................................................................25
Edit elements .............................................................................................27
Create a private desktop .............................................................................28
Select default desktop .......................................................................29
Add a favorite or generic Web part to your desktop ..............................30
Connect web parts ............................................................................31
Finding information
33
Pin and Share ............................................................................................34
Using hashtags ..........................................................................................38
File finder ..................................................................................................41
Quick Search .............................................................................................42
Global Quick Search ....................................................................................43
Fields indexed for Quick Search ..........................................................45
Search tips for Quick Search and Global Quick Search ...........................47
Extended Search ........................................................................................49
Add search fields in Extended Search ............................................................51
Working in a search result ...........................................................................53
Create new search result views ....................................................................56
Search in file contents.................................................................................58
Search using favourites ...............................................................................60
Save criteria as favourite .............................................................................61
Create a favourite with search variables ........................................................62
Overview of search variables .............................................................63
Edit a dynamic favourite ..............................................................................64
Save rows as favourite ................................................................................65
Add more rows to a static favourite ....................................................66
Remove rows from existing static favourite ..........................................67
Delete favourite .........................................................................................68
Contacts
69
Create new contacts ...................................................................................70
Duplicate contacts ......................................................................................72
360° User Guide
Contents  iii
Add relations to a contact ............................................................................73
Register internal contacts as responsible .......................................................74
Register personal stand-in ...........................................................................75
Inactivate and activate a contact ..................................................................77
Navigation in the contact structure ...............................................................78
Folder tabs in Contact .................................................................................79
Contact context menu .......................................................................79
Activities tab ....................................................................................79
Documents tab ................................................................................80
Cases tab ........................................................................................81
Projects tab .....................................................................................81
Employees tab .................................................................................82
Contact Structure tab .......................................................................82
Relations tab ...................................................................................82
Responsible for tab ...........................................................................83
Internal contacts tab.........................................................................83
Permissions tab ................................................................................83
Audit trail tab ..................................................................................83
Name changes tab ............................................................................83
Case
85
Create case ...............................................................................................86
Add case phrases .......................................................................................87
Add external participants .............................................................................88
Create new remark .....................................................................................89
Adding documents to groups .......................................................................90
Navigation in the treeview ...........................................................................92
Apply secrecy to a case ...............................................................................94
Add permissions .........................................................................................96
Use keywords ............................................................................................98
Navigation in processes ............................................................................. 100
Folder tabs in Case ................................................................................... 103
Case context menu ......................................................................... 103
Documents tab .............................................................................. 104
Files in the case tab ........................................................................ 106
Activities tab .................................................................................. 106
External contacts tab ...................................................................... 107
Remarks tab .................................................................................. 108
Permissions tab .............................................................................. 108
Internal contacts tab....................................................................... 109
Treeview tab .................................................................................. 109
Audit trail tab ................................................................................ 109
Case References tab ....................................................................... 110
Document
111
Create new document ............................................................................... 112
Document dates ....................................................................................... 116
Create new document based on existing...................................................... 117
Create new contact when registering document ........................................... 118
Create file from template .......................................................................... 119
Write a letter to multiple recipients (mail merge) ......................................... 120
Import file ............................................................................................... 123
Scan paper documents .............................................................................. 124
Scanner settings ............................................................................ 125
Correct preview .............................................................................. 127
View, edit, check out or check in file ........................................................... 128
Register hyperlinks ................................................................................... 130
Register file references ............................................................................. 131
Copy or move files between documents ...................................................... 132
Delete files .............................................................................................. 133
iv  Contents
360° User Guide
Undo file deletion ..................................................................................... 134
Edit file properties .................................................................................... 135
Set status of a file .................................................................................... 137
Create file versions and variants ................................................................ 138
Create file version .......................................................................... 139
Create variant ................................................................................ 140
Convert file to PDF ......................................................................... 143
More about version history .............................................................. 145
Preview files ............................................................................................ 146
Sign PDF file ............................................................................................ 148
Register new case or document reference.................................................... 150
Revise documents .................................................................................... 151
Create new revision ........................................................................ 151
View files linked to previous revision ................................................. 153
Edit revision status ......................................................................... 154
Copy hyperlink for current revision to the clipboard ............................ 155
Workflow ................................................................................................. 156
Send documents out on a workflow .................................................. 156
Edit workflow task properties ........................................................... 159
Receive, review or approve documents in a workflow .......................... 160
Approve and escalate ...................................................................... 163
Send for consultation ...................................................................... 164
Delegate workflow task ................................................................... 165
Notify other users ........................................................................... 166
Monitor and manage tasks in a workflow ........................................... 167
Book workflow report ...................................................................... 170
Publish documents to eDocuments for iPad .................................................. 171
Give users access to a site............................................................... 174
Apply secrecy to a document ..................................................................... 175
Archive your private files ........................................................................... 177
Work in your own library ........................................................................... 178
Send and work on files in your library ............................................... 178
Send files from your library to Public 360° ......................................... 180
Folder tabs in Document ........................................................................... 181
Document context menu ................................................................. 181
Files tab ........................................................................................ 184
Remarks tab .................................................................................. 186
Contacts tab .................................................................................. 186
Revisions tab ................................................................................. 188
Permissions tab .............................................................................. 189
Audit trail tab................................................................................. 190
Document references tab ................................................................ 191
Case references tab ........................................................................ 192
Treeview tab .................................................................................. 192
Working in Microsoft Outlook
193
Navigate in the side panel ......................................................................... 194
Send and archive e-mail in Public 360° ....................................................... 197
Attach or link Public 360° files to e-mails..................................................... 199
Archive files and e-mails ........................................................................... 201
Archive appointments in Public 360° ........................................................... 204
Create new correspondence documents from Outlook ................................... 205
Case management in Outlook .................................................................... 206
View and process documents assigned to you .................................... 206
View and process your pending workflow tasks .................................. 209
Working with your Correspondence documents .................................. 211
Working with documents off-line ...................................................... 213
Register Outlook contacts .......................................................................... 214
Search in Outlook ..................................................................................... 216
Import contacts (vCards) to Outlook from Public 360° .................................. 218
Top-level management functionality ........................................................... 219
360° User Guide
Contents  v
Tip: Show in Outlook which document number an e-mail message has been
archived to .............................................................................................. 222
Elements and functions in the side panel ..................................................... 223
Start page ..................................................................................... 223
Side panel elements ....................................................................... 223
Search options for elements ............................................................ 227
The element menus ........................................................................ 228
Define Outlook Settings ............................................................................ 230
Working in Microsoft Office
233
Create document from MS Office ................................................................ 234
Save existing Office files in Public 360° ....................................................... 235
Save Office file as new Public 360° document .................................... 235
Save Office file to existing Public 360° document ............................... 236
Insert standard text in MS Word ................................................................. 237
SharePoint Collaboration room
239
Solution 1: SharePoint collaboration room ................................................... 240
Create SharePoint collaboration room ............................................... 240
Grant collaboration room permissions to contacts ............................... 242
Send files to Public 360° ................................................................. 243
Add Public 360° web parts to the collaboration room .......................... 245
Solution 2: SharePoint Connect .................................................................. 248
Register or create SharePoint collaboration room ............................... 248
Export files to the collaboration room ................................................ 250
Import files from collaboration room to Public 360° ............................ 252
Project
255
Create project .......................................................................................... 256
Folder tabs in Project ................................................................................ 257
Documents tab .............................................................................. 257
Activities tab .................................................................................. 258
Cases tab ...................................................................................... 259
Estates tab .................................................................................... 259
External contacts tab ...................................................................... 259
Permissions tab .............................................................................. 260
Internal contacts tab....................................................................... 260
Related projects tab........................................................................ 260
Treeview tab .................................................................................. 261
Progress plan
263
Create a progress plan template with phases and activities............................ 263
Create a progress plan template....................................................... 263
Set up phases in the progress plan template ...................................... 265
Add activities to the phase .............................................................. 267
Create activity with server action ..................................................... 268
Create activity with client action ....................................................... 270
View progress plan reports .............................................................. 272
Export and import progress plan templates.................................................. 274
Create a case or a project and link it to a progress plan ................................ 275
Start actions ............................................................................................ 277
Work in the Progress plan list .................................................................... 278
View and follow up the department’s case or project processes ...................... 281
Contract management
283
Create new contract document ................................................................... 284
Search for contracts ................................................................................. 286
Contract management web parts ................................................................ 287
vi  Contents
360° User Guide
Secure zone
289
Work from secure zone ............................................................................. 290
Work from internal (“non-secure”) zone ...................................................... 291
Casework
293
Casework process ..................................................................................... 294
Distribute documents ................................................................................ 295
Make reply to document using new document .............................................. 297
Make reply to document by e-mail .............................................................. 299
Provisional document reply ........................................................................ 300
Sign off documents with code .................................................................... 301
Dispatch documents ................................................................................. 302
Dispatch document to archive .......................................................... 302
Dispatch document to recipients ....................................................... 304
Working from the ongoing dispatches work list................................... 309
Correcting dispatch issues ............................................................... 310
Use flags ................................................................................................. 312
Document and status flow for case documents ............................................. 313
Processing consultation documents ............................................................. 316
Create consultation document .......................................................... 318
Receive, distribute, process and reply to consultation documents ......... 320
Information Act Request
323
Request for access case: Create, process, make decisions and dispatch .......... 324
Create a request for access case ...................................................... 324
Request for access case: Make decisions ........................................... 327
Request for access case: Send for approval ....................................... 329
Request for access case: Reply and dispatch ...................................... 331
Request for access case: View and print out the dispatched file ............ 333
Request for access case: Close access requests .................................. 334
Request for access: Process, make decisions and dispatch ............................. 335
Create request for a single document ................................................ 335
Request for access: Distribute or redistribute ..................................... 337
Request for access: Process and make decisions ................................ 339
Request for access: Reply and dispatch ............................................. 341
What is dispatched? .................................................................................. 343
View reports on requests for access ............................................................ 344
Define non-working days in the calendar ..................................................... 346
Archive functions
347
Create new archive case............................................................................ 348
Create new case document ........................................................................ 350
Search using classification codes ................................................................ 353
Move or copy documents between cases ..................................................... 354
Sign off documents ................................................................................... 355
Sign off a document receipt using code ............................................. 356
Sign off a document receipt by creating a reply document ................... 357
Sign off an internal memo ............................................................... 358
Sign off multiple documents with a reply document ............................ 360
Close case ..................................................................................... 361
Cancel sign-off ............................................................................... 362
Loan cases and documents ........................................................................ 363
Register loan ................................................................................. 363
Register case or document as returned ............................................. 364
View cases and documents on loan ................................................... 365
Mass update cases and documents ............................................................. 366
Disposal .................................................................................................. 369
View disposal and retention information ............................................ 370
Manually change the disposal date ................................................... 371
360° User Guide
Contents  vii
Assess and scrap files ..................................................................... 372
Check in files checked out by others ........................................................... 375
Assign permissions to case folders .............................................................. 376
Print divider sheets ................................................................................... 377
Work lists for registrars ............................................................................. 378
Estate
379
Create estate ........................................................................................... 380
Folder tabs in Estate ................................................................................. 381
Map tab ........................................................................................ 381
Documents tab .............................................................................. 381
Cases tab ...................................................................................... 381
Projects tab ................................................................................... 382
Contacts tab .................................................................................. 382
Activities tab .................................................................................. 382
Estate references tab ...................................................................... 383
Internal contacts tab....................................................................... 384
Estate structure tab ........................................................................ 384
Permissions tab .............................................................................. 384
Audit trail tab ................................................................................ 384
Activity
385
Create activity ......................................................................................... 386
Change status for Activity.......................................................................... 387
Folder tabs in Activity ............................................................................... 388
Contacts tab .................................................................................. 388
Documents tab .............................................................................. 388
Related activities tab ...................................................................... 389
Permissions tab .............................................................................. 389
Audit trail tab ................................................................................ 389
Meeting management
391
Create an internal board ........................................................................... 392
Register meetings of the board .................................................................. 394
Add agenda to a meeting .......................................................................... 395
Send invitation ......................................................................................... 396
Add documents to handling at the meeting .................................................. 397
Add existing document to handling ................................................... 397
Create case proposition and add to handling ...................................... 399
Set status of handlings/board cases (internal meetings) ................................ 400
Set meeting status (internal meetings) ....................................................... 401
Register attendance .................................................................................. 402
Board and council
403
Create board ........................................................................................... 404
Member management ............................................................................... 407
Add board members ....................................................................... 407
Replace members (Register leave) ................................................... 408
Change the sequence of members .................................................... 410
Edit member properties (party representation) .................................. 411
Manage distribution information ....................................................... 412
Register information about board members ................................................. 413
Register political parties .................................................................. 413
Register politicians ......................................................................... 414
Register financial interests............................................................... 416
Actions under the relations tab ......................................................... 417
Set driving allowance and payroll number ......................................... 418
View and register board tenure ........................................................ 419
Set up board meeting ............................................................................... 420
viii  Contents
360° User Guide
Edit agenda ............................................................................................. 421
Add documents to handling ....................................................................... 423
Add existing document to handling ................................................... 424
Create case proposition and add to handling ...................................... 425
Create handling without document ................................................... 427
Edit handling plan........................................................................... 428
Create handling template ................................................................ 429
Add document to handling using handling template ............................ 430
Add handlings to meeting agenda ............................................................... 431
Set meeting status ................................................................................... 433
Set status of board cases .......................................................................... 434
Change agenda numbering ........................................................................ 435
Mass update board documents ................................................................... 437
Produce meeting documents ...................................................................... 438
Produce Meeting book ............................................................................... 440
Paperless meeting for iPad (eMeetings) ....................................................... 443
Create a SharePoint site for a board ................................................. 443
Give users access to a board............................................................ 444
Export meetings from Public 360° .................................................... 445
Add a board meeting to the SharePoint site ....................................... 446
Maintain board/meetings on the SharePoint site ................................. 448
Publish board, meetings and documents to 360° OpenGov Meetings ............... 450
Register meeting attendance ..................................................................... 452
Generate report on meeting and driving allowances ...................................... 454
Reports in Board ...................................................................................... 456
Produce board reports ..................................................................... 456
Produce member reports ................................................................. 457
Produce Board member dispatch list ................................................. 458
Create labels for board members ................................................................ 459
Publish .................................................................................................... 460
Publish meetings, boards and board lists ........................................... 461
Register new board period ......................................................................... 462
Work lists and web parts for Board secretaries ............................................. 463
Historical search
467
Search historical archives .......................................................................... 468
Create case with cross-references to historical cases .................................... 469
Import historical cases and documents........................................................ 470
Reports and statistics
473
View reports and statistics ......................................................................... 473
Functions in the reports and statistics windows ............................................ 474
Available statistics .................................................................................... 475
Statistics: Simple usage statistic ...................................................... 475
Statistics: Usage by roles ................................................................ 476
Statistics: Documents: Processing and backlog .................................. 477
Statistics: Cases: Backlog ............................................................... 478
Statistics: Documents: Processing time ............................................. 479
Statistics: Cases: Processing time .................................................... 480
Statistics: Documents: Number of registered ..................................... 481
Statistics: Cases: Number of registered ............................................ 482
Available journal reports ........................................................................... 483
Report: Archive summary ................................................................ 484
Report: Case and document summary .............................................. 485
Report: Public journal ..................................................................... 486
Report: Ongoing journal .................................................................. 487
Report: Backlog list ........................................................................ 488
Report: Maturity list........................................................................ 489
Report: Downgrading list ................................................................. 490
Report: Transfer list........................................................................ 491
360° User Guide
Contents  ix
Report: requests for access ............................................................. 491
x  Contents
Glossary of Terms
493
Index
499
360° User Guide
Welcome to Public 360°
What is Public 360°?
Public 360° combines electronic document
management and archiving with advanced
functionality for casework and relationship
management. This makes Public 360° a unique
platform for solutions in the public and private
sectors, where internal efficiency and a high level
of service are key.
Public 360° provides you with

Control of inbound and outbound e-mail in the
organisation

An overview of correspondence with customers

An overview of documents and rapid retrieval of
same

Management of executive documentation

Improved knowledge-sharing in the organisation

Simplification of work processes and casework
Featured articles

Pin and Share (page 34)

Using hashtags (page 38)

Keyboard shortcuts (page 9)

Creating personal desktops (page 28)

Glossary of terms (page 493)
Quick Start resources

Working in Microsoft Outlook (page 193)

Creating a new case (page 86)

Creating a new document (page 112)

Searching for cases and documents
(page 33)

Casework (page 293)
360° User Guide
Welcome to Public 360  1
Windows in Public 360°
The windows in Public 360° contain many different elements. The screenshot below shows how the windows are
divided up. See also General fields and functions (page 6).
Note
Public 360° can be configured and customized for you and your company's needs. The image above is therefore
only an example of how Public 360° might look like. Your version can both look different and have other
functions.
Function
Comments
Main menu (1)
This is the menu for Public 360°'s core
functions. This is where the New and
Search menu buttons are located; these
are used to create and search for items.
More information
The Home button takes you to the start
page. If you have a default desktop, this is
opened in the workspace.
Name and Settings
menu (2)
This menu provides access to some
general options such as your personal
SharePoint library and settings. From this
you can also create private desktops, etc.
Global Quick Search
(3)
The fields at the top right let you quickly
search for items you want to view or work
on.
2  Welcome to Public 360
See Global Quick Search (page 43).
360° User Guide
Worklists (4)
The left-hand quick launch bar contains
shortcuts to useful work lists and history
list.
Workspace (5)
The workspace displays detailed
information for a selected item. When you
start Public 360°, your default desktop are
usually that is shown here.
360° User Guide
See Work lists (page 20)
Welcome to Public 360  3
Common functions
In this section, we describe some useful common Public 360° functions. Common for these features is that they
are available from or useful several places in the solution
360° User Guide
Common functions  5
General fields and functions
Phase
Comments
Connection status
When you open an item containing contact
persons in Public 360°, an icon is
displayed in front of the contact person's
name.
Instant messaging
services) (Presence)
Key/field
The icons vary depending on whether the
person is available or not. You can
therefore instantly see in real time if a
person is connected and available to talk.
If you hold the mouse pointer over the
icon, the person's login status is displayed.
Login status is available for all contacts
you have added to the instant messaging
contact list and for all users of Exchange
Instant Messaging Service.
Clicking the icon brings up a number of
menu options which allow you to call the
person, invite him/her to a meeting, send
an e-mail to or instant message the
person.
Ordinary text field
Ordinary text field. The field label
describes the expected content of the
field.
Mandatory fields
Fields marked with a red asterisk are
mandatory. These fields must have values
entered in them before registration can be
completed.
Drop-down list
Drop-down lists contain a full list of
selectable values.
For quick access to an item in a dropdown list, you can type the first letter of
the value you want to select; the first
matching item will then be highlighted.
Fields with "Get"
buttons
In fields with a "Get" button to the right of
the field, you select a value by typing in a
few letters or words and then clicking the
button. The solution will then find all field
values starting with the letters or words
you entered so you can select a value
from these.
Fields with search
buttons
Some fields may feature a search button
in addition to the "Get" button. The search
button opens a new search window which
gives you more options for searching for
field values. With this search button you
can only select one item.
Date fields
In fields with a calendar to the right of
the field, you select a date by clicking the
button and then the date you require.
Tip
For today's date, you can enter "DD" in
the field and press TAB. For a date in the
past or the future, you can, for example,
enter "DD+5" for five days in the future,
or "DD-2" for two days in the past.
6  Common functions
360° User Guide
Picking lists
When creating some items (such as
"Contacts"), you have the option of
selecting several alternatives from predefined lists.
Select a value in the list and click the
arrow button to add it to the list of
selected values.
Sort lists
Both search lists and the different work
lists can be sorted by whichever column
you select. When you hover the mouse
pointer over the column heading, a downarrow appears. Click the column heading
and select Ascending or Descending.
Filter lists
Many lists (search and work lists) can be
filtered by the contents in one of the
columns. Click the required column and
select what you want to sort by from the
list. In the example on the right, the result
of applying the filter will be to display only
Outbound documents.
Clear filter
Click the column heading for a filtered
column and select Clear Filter from …
360° User Guide
Common functions  7
About tabs and counters
Phase
Comments
Key/field
All the items in Public 360° give you a number of tabs containing additional
information about the items selected.
Counters
The most frequently used tabs on the
different items in Public 360° display
counters to indicate the contents of the
tab.
The example on the right indicates that
the Files tab for a document contains two
files.
Note
If you add new items in a tab, the counter
will not be updated until the window is
reopened or updated (F5). This is simply a
resource-saving measure.
Functions
Certain tabs only list relevant information,
while others contain functions for adding
or editing information.
For more information about the individual
tabs, see the "Tabs in…"under each item
in this user documentation.
8  Common functions
360° User Guide
Using the keyboard
Public 360° features built-in shortcuts to make you less dependent on the mouse. It is often quicker to perform
tasks using a few simple keystrokes rather than by clicking and pointing with a mouse.
Function
Shortcut
Use shortcut keys
Shortcut keys are keys that give you
access to the functions you would
otherwise activate using the mouse (i.e.
opening and selecting tabs, buttons and
menus).
More information
The shortcut keys are enabled by pressing
the ESC key. The key options available
will now be shown as “labels” on top of the
elements. By pressing a letter key, you
move to or enable the function.
Press ESC again to hide the shortcut keys.
Example 1: To open the new project
wizard, press the following:
1. Press ESC to enable the shortcut
keys.
2. Press letter key N to open the New
menu.
3. Then press letter key P for
project.
4. The ‘New project’ wizard will now
open.
In the ‘New project’ wizard, enable the
shortcut keys in the same way (by
pressing ESC).
Example 2: To open one of the work lists
for a document, press the following.
1. Press ESC to enable the shortcut
keys.
2. Press letter key D to go to the
‘Document’ group.
3. Then press the letter key for the
required work list.
Go to previous and
next fields in wizards,
search windows and
dialog boxes
When you need to move the cursor from
one field to the next, press TAB. The
cursor’s focus will then move to the next
field, object or hyperlink. Press SHIFT +
TAB to go to the previous field, object or
hyperlink.
In the example on the right, the focus is in
the “Title” field. Pressing TAB moves the
focus to the “Sender” field.
360° User Guide
Common functions  9
Work in fields with
function buttons
Buttons that can only be used in individual
fields also have shortcut keys, but these
do not appear until the cursor is
positioned inside the field.
1. Position the cursor in a field with
buttons after it.
2. Press ESC to enable the shortcut
keys for the field.
3. Then press the letter key for the
required function.
In the example on the right, the letter key
“S” opens the calendar.
Open items from
lists
Having opened a list of items, such as a
work list, a tab or a search result, you
then use the DOWN ARROW to browse to
the required element in the list.
To open an item in the list, press the
RIGHT ARROW key until a hyperlink is in
focus.
Once a hyperlink is in focus, press the
Enter to open the item.
In the example on the right, pressing
Enter opens the “abc” document.
Open context menus
Context menus are opened by pressing Alt
+ DOWN ARROW, and closed by pressing
ESC. Use the arrow keys and Enter to
select the required command.
Select value in dropdown lists
To open drop-down lists, press Alt +
DOWN ARROW, and to close them, press
ESC.
Use the arrow keys and Enter to select
the required value.
Tip
When the list is open (you have pressed
ALT+DOWN ARROW), you can press a
letter key to jump directly to the first field
value starting with this letter.
Checkboxes
Press SPACEBAR to select or deselect a
checkbox.
Browse button
Press SPACEBAR when the "Browse"
button is in focus. This opens the Windows
dialog for browsing for a file.
Radio buttons
Use the arrow keys when you want to
move from one radio button to the next.
Alternative
shortcuts
In addition to the ESC shortcut key, Public
360° gives you a number of alternative
shortcuts.
10  Common functions
360° User Guide
Select steps in wizards
Select steps in the wizards by pressing
Alt+1 for step 1, Alt+2 for step 2 etc.
Select folders in the detail views
(Available when the tabs are shown, i.e.
when the Display all button is enabled.)
Select folders in the detail views by
pressing Alt+1 for folder 1, Alt+2 for
folder 2 etc.
Underscored letters
Pressing ALT + underscored letter on a
button or menu button executes the
command underlying the menu or button.
In the example on the right, you can open
the next step in the wizard by pressing
ALT+N.
360° User Guide
Common functions  11
Create reminders
Use reminders when you want to have something to remember or do by a certain date. You can set up reminders
from case, document, contact, estate and project.
Create reminder
Phase
Comments
Key/field
You can set up reminders from document, case, contact, estate and project.
Reminders can also be created from progress plans when they are set to passive.
Select element
Search for and select the element you
want to create a reminder for.
From the item’s context menu, select New
reminder.
Register reminder
Fill in the fields in the window that comes
up. Title may be longer than the input
field, and Due date is the final date for
the event. The 'Responsible unit’ and
'Responsible person' and 'Status' fields will
be completed automatically, but can be
amended as required.
Click OK when you have finished.
View reminders
The reminder will be displayed in the
Reminders work list.
For more information about this work list,
see Work lists (page 20).
Tip
You can also set up Public 360° to send
you an e-mail message when other users
send you a reminder. See Subscribe to
responsibility alerts (page 25) for more
information.
12  Common functions
360° User Guide
Register reminder as complete
Phase
Comments
Close reminder
Open the Reminders work list from the
Quick Launch.
Key/field
From the Reminder context menu, select
Set closed.
Add note
When the dialog box opens, you can opt to
type in a note or comment before clicking
OK.
The reminder will be removed from the
Reminders worklist and will no longer
appear on the item on which the deadline
was created.
Tip
You can also close reminders directly from
the item it belongs to, for example, a
case.
From the case’s overview view, open the
reminder’s context menu and select Set
closed.
Search for reminders
Tip
A reminder is an activity type, which
means that you can search for it from the
Search activity window.
In the example on the right, we search for
closed reminders (Status "closed").
360° User Guide
Common functions  13
Create checklists
Checklist is a set of tasks or a “to do” list which summaries the tasks to be performed on a case, activity or
project before it is completed. You may think of a checklist as a simple version of Progress plan (page 263).
The checklist templates are typically created by the system administrator in the 360° administrator program.
You can combine several checklists, and as the activities are completed, you can set them as closed.
If the Checklist tab is missing, your System administrator has not enabled checklists for the selected entity.
Create a checklist
Phase
Comments
Key/field
Find item
Search for the item, such as a case, that is to contain the checklist.
Select new
Open the Checklist tab and click New
checklist.
Note
If you are in “Overview”, you have to click
the Show all button to see the tabs.
Select template
In the dialog box that comes up, select a
template from the drop-down list and click
OK.
The checklist, with the defined tasks and
underlying activities, will be added to the
tab.
The summaries are emboldened and
inserted above the associated activities.
14  Common functions
360° User Guide
Edit a checklist
Phase
Comments
Go to checklist
Search for the item, such as the case,
containing the required checklist and
select the Checklist tab.
Key/field
For an existing checklist you can make the
following changes:

Add a new checklist. This will then
be kept under the existing one.

Set an activity as closed/open or
change who is responsible for it.

Edit information for each activity.
Add
Click the New checklist button. This
creates a new checklist under the existing
one.
Set as closed/open
From the context menu for the current
checklist select Set closed/open.
If set as closed, the current date will be
entered in the ’Closed date’ column.
Change person
responsible
From the context menu for the current
activity, select Change responsible.
In the dialog box, search for the new
person to be responsible for the current
activity and click OK.
Edit activity
Click the required activity. This takes you
to the detail view for the activity. From the
activity’s context menu, select Edit
properties.
In the window that comes up, make the
required changes and click Finish.
Return to the case containing the
checklist. The easiest way to do this is by
clicking the case in the activity’s detail
view.
360° User Guide
Common functions  15
Copy hyperlink to an item to the clipboard
Phase
Comments
Key/field
If you want to give other users quick access to a case, document, contact, document,
file, project etc., use the Copy hyperlink function.
Select item
Find the item you want to link to.
Copy hyperlink
Click the item title’s context menu and
then Copy hyperlink.
Note
To copy hyperlinks from documents, select
Send to and then Copy hyperlink. See
also Document context menu (page 181).
A hyperlink to the selected item will now
be copied to your clipboard.
Paste hyperlink to
required location
You can now, for example, paste the
hyperlink into an e-mail message, into an
instant message or post it on an Intranet
site.
When the recipient clicks the hyperlink,
Public 360° opens and displays the detail
view for the selected item.
In order to be able to open the item, the
recipient must be a Public 360° user.
Tip
If, after pasting in the hyperlink, you add
"&standalone=true" (without quotation
marks) at the end of the hyperlink, only
the detail view, rather than the whole of
Public 360°, will open.
16  Common functions
360° User Guide
Subscribe to a RSS feed
Phase
Comment
Key/field
An RSS-feed provides information about changes in a work list in Public 360°. In “My
open cases” where you for example may need to know whether another user has set
you as responsible for a case.
This is presented in as folder in Outlook under the folder “RSS-Feeds”.
You can subscribe to RSS-Feeds from work lists and favourites (saved searches) in
360°.
Create a subscription
Open the folder or the favourite that you
want to subscribe to.
Click the icon to create the subscription.
Create a favourite
folder
You get a dialog box containing the
contents of the folder you selected.
Click on Subscribe to this feed
Give the Outlook
folder a name
You get a new dialog box where you give
the folder for the information a name.
Close
Click the Subscribe button to close the
subscription procedure.
See the folder in
Outlook
The folder for the contents of the RSSfeed will now be visible in Outlook. Initially
you get all the folder’s information.
In Outlook
You can without any consequences delete
contents from the folder.
In Internet Browser
Delete RSS feeds
360° User Guide
When you want to delete a subscription to
changes to a folder or favourite, you must
delete them both in Outlook and in
Internet Explorer (the Internet browser).
Common functions  17
Send documents to OneNote
If you have Microsoft OneNote and OneNote Creator installed on your computer, from Public 360° you can
send copies of documents (with files) to a digital notepad in OneNote. Using the notepad, you can keep readily
available any information that you need.
The Send to OneNote button is accessible from a number of places in Public 360°. It appears in the Document
search window, and in the documents tab for the Case, Contact and Project items.
The following describes how to send documents to OneNote from the search window.
Send to OneNote module
PUBLIC 360°
PUBLIC 360° LRG
BUSINESS 360°
Optional
Optional
Optional
Phase
Comments
Search for the
documents
Click the Search menu button and select
the Document item type.
Key/field
Search for the documents you want to
send to OneNote.
Select the documents
In the search results, check the
documents you want to send to OneNote.
Select Send to
OneNote
Click the Send to OneNote button and
then the required template.
The template you choose will affect how
the documents are laid out in the OneNote
notepad.
The OneNote templates can be customised
to your organisation’s needs. The
templates in the example on the right are
included as standard.

The “Document overview”
template groups the documents
alphabetically in the OneNote
notepad.

The “Documents grouped by type”
template groups the documents by
type in the OneNote notepad.
Once the template has been selected,
Public 360° starts generating the file
which creates the layout in OneNote and
simultaneously exports copies of all the
files linked to the documents.
Note
In some cases, the creation of OneNote
notepads can take a long time, depending
on the number of files and their size.
Display in OneNote
Once generation is complete, the OneNote
notepad opens, containing a group for
each document and a table of contents.
Note
Certain file types cannot be written to
18  Common functions
360° User Guide
OneNote. These will be displayed as
attachments in OneNote.
360° User Guide
Common functions  19
Work lists in Public 360°
Public 360° contains shortcuts to the work lists you typically deal with. By default, the shortcuts are customised for
each user role.
The following describes the work lists that are usually displayed to Caseworkers, Supervisors and so forth. Users
with the roles of Registrar or Meeting Secretary have other shortcuts. See also Work lists for registrars (page 378).
Work lists with an RSS icon (
changes.
Worklist
) can be subscribed to for changes, i.e. so a message is received when the list
Comments
Key/field
Case
My open cases
Displays cases that have not been
concluded, where you are the person
responsible or a member of the team
(‘Internal Contacts’).
History
Displays the cases you last worked on.
Document
For distribution
Displays case documents where receipt
has been recorded in respect of
department, but no caseworker has been
assigned. Once documents have been
distributed they are removed from the list.
Not signed off
Displays all case documents you have
received for processing. The documents
are officially recorded and may be
distributed to you by a supervisor,
secretary or registered with you as the
person responsible by the archive.
Once the document has been replied to or
signed off, it is removed from the list.
Correspondence in
progress
20  Common functions
Displays all correspondence documents
that you are responsible for and which
have not yet been sent to the archive for
dispatch and journalizing.
360° User Guide
Approved documents
(This work list is controlled by a setting in
360° Administrator).
When enabled, this work list displays all
correspondence documents having
"Approved" status.
In this list, you will quickly find the
documents that you have approved or
sent out on approval workflows. As soon
as the documents are approved, they will
be included in this list. You can also
dispatch the approved documents to the
document recipients' directly from this list.
All general (non-correspondence)
documents having a Revision status set to
"Approved" are also shown in this list. Use
the 'Set Revision status' button to change
the revision status and hence move the
documents from this list.
This list has four views:
Approved by me. Shows all documents
approved by you.
My. Shows all documents where you are
registered as responsible person.
Department. Shows all documents where
your department is registered as
responsible unit.
All. Shows all documents with the
"Approved" status.
Ongoing dispatches
This is the list where you find your
dispatch processes in progress.
As soon as a document is dispatched it
will be added to this list. It will also
remain in this list until the dispatch has
been completed.
Click on the Dispatch status to view the
dispatch progress.
If you chose to Preview the document
files, the files are converted and merged
but not dispatched. When the preview file
is complete, the status is changed to
“Preview ready”. Click on this status to
open the Dispatch dialog box from which
you can preview and dispatch the files.
See also Working from the ongoing
dispatches work list (page 309).
This list has four views:
Started by me. Shows all dispatch
processes started by you.
My. Shows dispatch processes of
documents where you are registered as
responsible.
Department. Shows dispatch processes
of documents where your department is
registered as responsible unit.
All. Shows all dispatch processes currently
in progress.
360° User Guide
Common functions  21
Checked out files
Displays your checked out files, i.e. files in
the process of being edited. Files currently
being edited are held only in your
workspace, which only you have access to.
When the file is checked in to the
document store for permanent storage it
is removed from this list.
If you select Save changes, keep
checked-out the file will be checked into
the document store but will remain
checked out. A new file version will be
created in the document store so that
other users will be able to see the updated
file version.
For info last month
Displays all case documents which have
arrived in the last month and for which
you are a carbon copy recipient. This
worklist also shows documents of type
“Internal memos without follow-up” where
you are a recipient or copy recipient.
To be listed, the document must either
have a Journal date or a Document
date between today's date and today's
date minus 30 days.
Overview
Displays an at-a-glance overview of
documents with different status for
specific organisational units and in
specified time intervals.
You can also show inactive org-units in
this list.
From the View drop-down list, select the
required list.
In progress
Lists internally produced documents that
have been created but not dispatched to
the archive.
Sent
Lists documents sent to the recipient,
completed or dispatched to the archive.
The list includes both Officially recorded
and closed documents.
Incoming
Displays all incoming documents.
Externally produced documents.
Documents not signed-off
Displays received documents for which
case processing of the documents has not
been completed, i.e. not responded to or
signed off. The documents may be
distributed or not distributed.
Please note that this list always shows all
not signed-off document. This means that
the date fields cannot be used in this list.
Post list
Displays sent or received documents in
your organisational unit.
Public journal - External documents
Lists the documents to be included in the
Public journal report. By using this list you
can quality assure the documents before
they are published. This list is filtered to
only show documents sent to or received
from external contacts.
22  Common functions
360° User Guide
Public journal - internal documents
Lists the documents to be included in the
Public journal report. By using this list you
can quality assure the documents before
they are published.
This list is filtered to only show internal
documents.
For info in department.
Displays all case documents which have
arrived in the specified period and for
which your department (or someone in
your department) is a carbon copy
recipient. This work list also shows
documents of type “Internal memos
without follow-up” where your department
(or someone in your department) is
recipient or copy recipient.
To be listed, the document must have
either a Journal date or a Document
date in the specified date interval.
Use the Action button to print or open the
selected result in a Spread sheet.
History
Displays the documents you last worked
on.
Tasks
Tasks
This list has three views:
My tasks. Lists all workflow tasks where
you have been set up as the recipient as
well as other activities for which you have
been set as responsible.
My department’s tasks. Same as My
tasks, but lists the whole department’s
tasks.
Tasks for distribution. Lists all workflow
tasks and other tasks distributed to your
department without showing who is
responsible for them. This list view is ideal
for distributing tasks to the people in the
department who will be responsible for
them such as managers.
Sent tasks
Lists all tasks in workflows initiated by
you.
Reminders
This list has three views:
My reminders. Lists all reminders for
tasks you have to keep in mind or
complete before a given date. You can set
up reminders from document, contact,
estate and project.
My department’s reminders. Same as
My reminders, but lists the whole
department’s reminders.
Reminders for distribution. Lists all
reminders distributed to the department
without showing who is responsible for
them. This list view is ideal for distributing
reminders to the people in the department
who will be responsible for them such as
managers. The reminders are distributed
by clicking the reminder’s context menu
and selecting Properties. In the dialog
box that opens, select the right person
and click OK.
360° User Guide
Common functions  23
History
Displays the tasks you last worked on.
Project
My open projects
Displays your projects, where you are
either the person responsible or a member
of the team and where the project does
not have a completed status.
History
Displays the projects you last worked on.
Contact
History
24  Common functions
Displays the enterprises, contact persons
and private persons you last worked with.
360° User Guide
Subscribe to responsibility alerts
Phase
Comments
Key/field
You can set up Public 360° to send you an e-mail message when other users define
you as responsible for a case, document or activity. This is particularly useful if you
are not logged on to the system every day.
You yourself select which items you want to subscribe to.
Subscribe
Open the Name context menu which is at
the top right of Public 360°. Then select
Responsibility Alerts.
When the ‘Responsibility Alerts’ window
opens, check off the entity types and
subtypes you want to subscribe to.
Click the Subscribe button.
The item types you selected will now be
displayed with a checkbox icon in the
Enabled column.
Receive alerts
When other users assign you as
responsible for an entity item (Activity,
Case or Document) you subscribe to, you
will be sent an e-mail message containing
a link to the relevant item.
E-mail alerts are also sent when items are
distributed or redistributed to you as a
responsible person.
For further details about when alerts are
sent, see next page.
360° User Guide
Common functions  25
When are alerts sent?
Entity type
Status
Comment
Activity (All types)
All statuses
Alert is sent to the responsible
person. Alert is also sent when an
activity is distributed or redistributed to
another responsible person.
Case (All types)
All statuses
Alert is sent to the responsible
person. Alert is also sent when a case
is distributed or redistributed to another
responsible person.
Internal documents
(“Internal memo with followup” and “Internal memo
without follow-up”)
"Officially recorded"
Alert is sent to the document
recipients.
Incoming documents
All status
Alert is sent to the responsible
person. Alert is also sent when a
document is distributed or redistributed
to another responsible person.
Outbound documents
All statuses except “Officially
Recorded” and “Registration
completed”
Alert is sent when the document is
distributed or redistributed to another
responsible person.
General documents and all
other case document types
All status
Alert is sent to the responsible
person. Alert is also sent when a
document is distributed or redistributed
to another responsible person.
Document
26  Common functions
"Finished by responsible person"
“Registration completed”
“Dispatched”
360° User Guide
Edit elements
When you want to edit the elements you have created in Public 360° follow the recipe below. The illustrations
shows you how to edit a document, but the steps are identical for all elements in Public 360°.
Phase
Comments
Open the element
Find the element you want to edit.
Key/field
Use the Quick Launch or search facilities.
Edit properties
Click the element’s context menu and
select Edit properties.
Make changes
When the 'Edit properties' wizard opens,
make the changes in the fields you want
to update.
Complete
Click Finish.
360° User Guide
Common functions  27
Create a private desktop
Phase
Comments
Key/field
You can customise the desktop in Public 360° to your needs. On the desktop, you can
place Web Parts with work lists, important documents, shortcuts, workspaces, etc.
You can even create multiple desktops, for example, containing functions tailored to
the tasks you need to do.
Open desktop
management
At the top right of Public 360°, click your
name, and then Desktop Management
and Create Private Desktop.
Tip
If you are logged on as a user with the
SharePoint “Site collection administrator”
permission, you will also be able to create
a shared desktop for users with specific
roles. Note that this SharePoint permission
can only be granted to you by users who
already have that permission.
Give the desktop a
name
In the My page Name field, enter an
appropriate name for the desktop and
click Create.
A desktop ready to have Web Parts added
to it is now opened.
Add a Public 360°
Web Part
At the top of the window, open the Insert
tab.
Click on the Web Part button to open the
list of available web parts.
In the Categories list, select 360° Web
Parts and then the web part you want to
use.
Click the Add button.
Repeat to add more web parts.
Complete
28  Common functions
Click on the Save & Close button when
you have finished.
360° User Guide
Select default desktop
Phase
Comments
Key/field
You can choose to make one desktop the default. You can either use a desktop you
have created yourself or a shared one (created by your system administrator).
The default desktop is displayed when you open Public 360° and when you click the
Home button.
Open desktops library
At the top right of Public 360°, click your
name, and then Desktop Management.
Click Private Desktops Library.
Set desktop as
default
When the 'Private Desktop' window opens,
click the desktop's context menu and
select Set as default desktop.
Note
For more information about the other
functionality in the Library windows, see
the standard SharePoint documentation.
360° User Guide
Common functions  29
Add a favorite or generic Web part to your desktop
Web Part
Comments
More information
Once you have created a private desktop, you can customise it as you wish.
Make sure the desktop you want to customise is selected in the solution.
Select Edit Page
At the top left of Public 360°, click Edit.
The desktop is now ready to be edited.
Add a 360° favourite
Lets you view a selected 360° favourite.
When the Web part is selected, you
specify which favorite to view.
Add a generic Web
Part

Select the Web part context menu
and then Edit Web Part.

Then select the required entity and
favorite and Result list view (see
Create new search result views
(page 56) for more information).

Click Save.
A generic Web Part offers advanced users
the option of linking an arbitrary BIF view
to a work list. You can use a standard view
or a custom one.
Once you have selected the Web Part,
specify the path to the BIF locator you
want to use.
Complete
30  Common functions

Select the Web part context menu
and then Edit Web Part.

The right-hand section of the
window now shows the properties
for the Web Part.

Open the SI Properties group and
enter the Locator path for the Web
Part you have created.
Click on the Save & Close button when
you have finished.
360° User Guide
Connect web parts
Phase
Comments
Key/field
You can connect any web parts on your desktop so that information from one is
displayed in the other. For example, you can have a list of boards in one web part,
and then in another web part, display the members in a selected board on the list.
Note
Only web parts with an Edit menu button offer this facility.
Select Edit Page
Bring up the private desktop you want to
connect web parts for and click Edit.
The desktop is now ready to be edited.
Make sure that both the web parts you
want to connect are present on the
desktop page
In this example we want to connect the
webparts Available boards and
Members of board.
Create connection
On the web part you want to send
information from, select the Web part
context menu and then Edit Web Part.
Click on the Web part context menu once
again and select Connections. Select
Send Connection To and then the web
part you want to send information to.
If you already have a connection to a web
part, this will be ticked. Selecting this
removes the connection.
The connection has now been created, and
on the other web part you will see that a
corresponding connection has been
created automatically.
360° User Guide
Common functions  31
You can also create the connection on the
web part which is to receive the
information by selecting Get Connection
From.
Tip
Recommended method if both web parts
that are to be connected will be held on
the desktop.
Complete
Click on the Save & Close button when
you have finished.
Use connection
On the desktop, click the radio button in
front of the item you want to see a
connection from, for example, a board or
a political party.
The members will now be listed on the
connected work list.
32  Common functions
360° User Guide
Finding information
In Public 360° you can find information in several ways.
Search
Under the Search menu button, you have the search windows Quick Search and Advanced Search in addition
to Favourites and history. These let you find entries in a selected item in no time.
Global Quick Search
The Global Quick Search field is found in the top right-hand corner of Public 360° This single field combines
multiple search functions and search engines. This field lets you:

Run a search on all information held in Public 360°.

Run a full text search in file contents

Run a search in collaboration rooms/SharePoint information – if this has been enabled.

Run a search in External Sources – if this has been enabled.
Work lists and Favourites
Besides the search facilities described above, Public 360° contains many useful Work Lists and Favourites for
quick access to the items you deal with most frequently.
Quick Search versus Advanced Search
Quick Search and Advanced Search are two different types of search, for different purposes.

Quick Search and Global Quick Search are ideal for quickly looking up an item you need here and now.

Advanced search is ideal for looking up precise volumes of data, such as for use in reporting and so on.
360° User Guide
Finding information  33
Pin and Share
Pinning items in Public 360° is a quick and easy way to make items easily available for a shorter or longer period.
They can be unpinned at any time. You can pin any item, a document, a file, a project etc.
Share is a quick and easy way to share any Public 360° items (for
example your pinned items) with other users. These other users
will get the items in their "Shared items" list.
How to pin an item
When you pin an item, it will be added to the "My pinned items"
list.
Phase
Comments
Open item
Open the item that you want to pin.
Pin an item
When you have opened an item, say a
project, you will see the pin button just
below the title.
Topic content
How to pin an item (page 34)
Working in the "My pinned items" list (page
35)
How to share an item (page 36)
View shared items (page 36)
Key/field
Click on the Pin button to pin the item.
(The button will then change to an unpin
button).
Unpin
To unpin an item, open it and click on the
unpin button.
To unpin files, open the file's context
menu and select Unpin.
You can also unpin items directly from the
"My pinned items" list.
Note
You can also Pin multiple documents or files at one go. While searching for documents or files, the
available.
34  Finding information
option is
360° User Guide
Working in the My pinned items list
Pinned items is shown in the My pinned items list which can be found using the search option.
Phase
Comments
Open the Pinned
items list
On the Public 360° homepage, navigate to
Search and then Pinned items
Create and move
items to folders
You may want to group your pinned items
in one or more folders.
Key/field
You can even create a folder structure of
folders and subfolders.
Create a new folder
Click the Create folder button, and type
in a name for the folder.
Move items to a folder
Select the items you want to move (1) in
the list and click the Move items to
folder button (2).
When the 'Select destination folder' dialog
box opens, select the folder that the items
are to be moved to.
Rename and delete
folders
To rename or delete a folder you first
select the folder by clicking the folder icon,
then click the Rename or Delete button.
When you delete a folder, the items in the
folder will also be deleted (unpinned).
Unpin items
When you no longer need easy access to
an item, you can unpin it.
How:
Check the items you want to unpin and
click on the Unpin item button. The
selected items will then be removed from
the list.
Tip
The My pinned items list is a web part. If wanted, you can add this web part to your desktop so that it always is
available. For more information on how to add web parts to your desktop, see Create a private desktop (page
28).
360° User Guide
Finding information  35
How to share an item
For many reasons, you may want to share items like documents, projects etc. with other users. Either to just get
an opinion, or that the other user shall do some work on the item.
Phase
Comments
Open item
Open the item that you want to share.
Share an item
Click on the Share button to share the
item.
Key/field
You get a dialog box where you select the
users you want to share the item with.
These users will get the item in their
"Shared items" list, and can open it there.
Note
You can now share multiple documents or files at one go. While searching for documents or files, the
is available.
option
View shared items
Items shared to you by other users will appear in your Shared items list which can be found using the search
option.
Phase
Comments
Open the Shared
items list
On the Public 360° homepage, navigate to
Search and then Shared items.
36  Finding information
Key/field
360° User Guide
Pin shared items
You can also pin items that other users
have shared with you. By pinning items,
the items will be added to My pinned items
list.
How:
Select the items (1) you want to pin in the
Shared items list and click on the Pin
item button (2).
Remove items from
the Shared items list
To remove items from your Shared items
list, select them in the list, and click the
Remove selected items button.
Tip
The My shared items list is a web part. If wanted, you can add this web part to your desktop so that it always is
available. For more information on how to add web parts to your desktop, see Create a private desktop (page
28).
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Finding information  37
Using hashtags
A hashtag is a word or an unspaced phrase prefixed with the number sign ("#"). By using hashtags (#tags) in
Public 360° you can very simple create your own structure where you can group different items that relates to
each other. The possibilities are endless. It is up to you in what way you want to use it. You can have documents,
cases, projects, estates etc. in the same structure.
Hashtags are searchable, so by searching for a hashtag you get all the items that you have marked with that tag.
If other users in your organization use the same hashtag, you will have a simple way to group items from all
users. Tags that are often used are called trending tags, or
Topic content
trending topics. The word "topic" is often used for hashtags as
How to tag an item (page 38)
they often represent a topic that is common to several items.
Finding your tagged items (page 39)
How to tag an item
To add a hashtag to an existing item,
1. Browse through the item that you want to add hashtag to.
2. Click on the item to open the item page. For example:
3. Click on the
option.
The Manage hashtags window is displayed.
You can add multiple hashtags for a single topic.
4. Enter the hashtag name in the texbox. As you type # you get a list with previously used hashtags. Select
from the list or type in a new one. Note that the hashtag must be prefixed with the #-sign, and it cannot
have spaces. Example: #mytopic
5. Click +Add.
38  Finding information
360° User Guide
The hashtag will be added and displayed in Current hashtags.
Additionally, you can use the
option to delete the hashtag(s).
6. Click Ok.
Finding your tagged items
The trending topics or tagged items can be found using the search option.
To search for a trending topic list,
1. On the Public 360° homepage, navigate to SearchTrending topics.
The Search trending topics window is displayed.
If there are existing tagged topics for an item, those will be displayed under this option. Enter the tagged
topic that you would like to search in the Search for topics textbox. Additionally, you can also use the
Show drop-down menu to filter the topics you want to search.
2. You can expand the tagged item to see the items tagged with the selected hashtag.
360° User Guide
Finding information  39
Tip
The Trending topics list is a web part. If wanted, you can add this web part to your desktop so that it always is
available. For more information on how to add web parts to your desktop, see Create a private desktop (page
28).
40  Finding information
360° User Guide
File finder
The File finder feature is a web part that can be used in Public 360°. The tab based search helps you find
information quickly.
To use the File Finder feature,
1. Add the File Finder web part on the homepage. To know more about adding web parts, see Create a
private desktop (page 28).
The File Finder web part is displayed.
You can either search the files using the Full text search or Advanced tab
Option
Description
Full text search
Used for performing a full text search of a document or content.
Advanced
Used to perform advance search options. You can filter the search options based on
Category, Keywords, Responsible person, etc.
2. Enter the search criteria.
3. Click Search.
The search results are displayed.
360° User Guide
Finding information  41
Quick Search
Phase
Comments
Key/field
Quick Search consists of a single search field, but the search will be run across all of
the most frequently used fields for the selected item.
For more information about which fields these are, see Fields indexed for Quick
Search (page 45).
All data stored in Public 360° are indexed at regular intervals. The indexing ensures a
fast response; hence the name of this search facility.
Note
Quick Search can only find data that have been indexed. The indexing runs at regular
intervals (usually every three minutes). Very occasionally you may therefore find that
newly created items are not found by Quick Search.
Select search and
item
Click the Search menu button and then
select the item type you want to search
for.
Select Quick Search
and enter a search
criterion
Enter whole search words only.
When All of these words are selected in
the search options dialog box, Quick
Search will return items containing all the
words in your search. You can therefore
easily restrict the search by entering
additional words. The search words can be
entered in any order.
When Any of these words are selected,
Quick Search will return items containing
one or more of the specified words.
If you are unsure of the correct spelling,
enter the start of the word followed by a
percentage sign (%). The percentage
sign replaces any number of characters in
the word.
Note
Avoid using percentage signs at the
beginning of a search field. This may
cause the search to take a long time especially if your organisation has a large
database.
For more tips, see Search tips for Quick
Search and Global Quick Search (page
47).
Perform search
Run the search by clicking the Search
button or pressing Enter.
All items that meet the search criteria will
be displayed in the results list.
42  Finding information
360° User Guide
Global Quick Search
The field for performing a Global Quick Search is at the top right of Public 360°. This field combines multiple
search functions and search engines. This field lets you:

Run a search on all information held in Public 360°.

Run a full text search on file contents

Run a search on Collaboration rooms – if this has been enabled.

Run a search on external sources – if this has been enabled.
A search may, for instance, produce hits in contacts, documents, cases, projects, file contents, Collaboration
rooms and external sources.
Note
Global Quick Search can only find data that have been indexed. The indexing runs at regular intervals (usually
every three minutes). Very occasionally you may therefore find that newly created items are not found by Global
Quick Search.
Phase
Comments
Select search options
In the field in front of the search field,
select the wanted search option.
Key/field
Select All of these words (AND)if you
want the search to return items containing
all the words in your search. With this
option you can easily restrict the search
by entering additional words. The search
words can be entered in any order.
Select Any of these words (OR) if you
want the search to return items containing
one or more of the specified words.
Enter search criterion
Enter whole search words only.
If you are unsure of the correct spelling,
enter the start of the word followed by a
percentage sign (%). The percentage
sign replaces any number of characters in
the word.
Note
Avoid using percentage signs at the
beginning of a search field. This may
cause the search to take a long time especially if your organisation has a large
database.
For more tips, see Search tips for Quick
Search and Global Quick Search (page
47).
Perform search
To run the search, press Enter or click the
little magnifying glass to the right of the
search field.
Search results
The search results are presented in tabs:
one tab for each type of item.
Open any tab you require and then select
the item you want to work on.
File contents
Similarly, files containing the search word
will be listed on the File contents tab.
Please note that this tab does not have a
360° User Guide
Finding information  43
counter.
Run search in
Workspaces and
External Sources
Provided this has been set up in your
solution, you will also find a tab listing
search results in Collaboration rooms
and one listing search results in External
Sources.
For search results to appear in
Collaboration rooms requires that
Collaboration room indexing has been
enabled in SharePoint.
Which external sources are to be listed
is set up by your system administrator.
This might be information from file
servers, e-mail folders, external websites
and the like.
44  Finding information
360° User Guide
Fields indexed for Quick Search
Quick Search and Global Quick Search consist of a single search field which runs a search in multiple database
fields.
The Quick Search field searches in indexed fields within a selected item. If you are in the Case search window for
example, the table below will tell you that the system is searching in the Case number, Case title and Responsible
fields.
The Global Quick Search field works in the same way as Quick Search, but searches in all items. A search in this
field means that the search will be run on all indexed fields, i.e. in all fields listed in the table below. Global Quick
Search also produces search results in file contents, and can be set up to search in SharePoint workspaces and
external sources as well.
The list below shows the fields linked to the quick search field in a typical Public 360° installation. This also applies
when searching from the Outlook side panel.
The 360° Administrator determines which fields are to be indexed.
Element
Field
Document
Document number
Title
Category code and description
Contact search name (Enterprise and contact person)
Responsible (Name and Enterprise)
File
Document number
Title
Category code and description
Contact search name (Enterprise and contact person)
Responsible (Name and Enterprise)
Case
Case number
Case title
Responsible (Name and Enterprise)
Activity
Title
Type code and description
Status code and description
Responsible search name
Project code/name and description
Contact search name (Contact person and Enterprise)
Case number and title
Project
Code/Name and description
Status code and description
Contact search name
Category code and description
Estate
Description
Search name
Address and zip code
Contact search name (Contact person and Enterprise)
Case number and description
Project no (name) and description
360° User Guide
Finding information  45
Contact
Contact number
Title
Search name
Initials
Category
business sector / Trade
Address
Postal address and zip code
Phone
Position
Contact type
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360° User Guide
Search tips for Quick Search and Global Quick Search
Phase
Comments
Key/field
The Quick Search and Global Quick Search search fields (also known as the
"search strips") use a different search engine and work differently from advanced
search. Below, please find a few tips and more information on these search options.
The description below applies both to quick search and global quick search – referred
to collectively as quick search in the following. Note however that the last row in the
table ("Global quick search and search in other sources") refers only to global quick
search.
Search in multiple
fields
The search strip for quick search is linked
to multiple database fields.
If you are in the Case search window for
example, quick search will run a search on
the Case number, Case title and
Responsible fields.
See also Fields indexed for Quick Search
(page 45) for more information.
Indexing
Quick Search searches only in indexed
data. The indexing runs at regular
intervals (usually every three minutes).
Very occasionally you may therefore find
that newly created items are not found by
Quick Search.
Separator characters
By default, quick search is configured to
use separator characters. If you enter any
of these characters in the search field,
quick search will interpret them as blanks.
The separator characters themselves are
not searchable.
The following characters are configured
by default as separator characters.
§ " / \ … & ( ) = , . < > - _ –' ! # ; : ! | + ? { [ ¸
`’"«»©·•€]}@
Example: If in a quick search you want to
find a certain document and enter the
document number "10/00024", quick
search will interpret this as two search
terms, i.e. "10" and "00024", and will
probably generate more search results
than you wanted.
The search examples in the images on the
right will for example produce identical
results.
Search on word
fragments
Quick Search searches by default for
whole words.
If you only know part of the word, you can
enter the beginning or end of the word
and replace the unknown part by a
percentage sign (%). The percentage sign
replaces any number of characters in the
word.
Note
Avoid using percentage signs at the
beginning of a search field. This may
cause the search to take a long time especially if your organisation has a large
database.
360° User Guide
Finding information  47
Global quick search
and search in other
sources
The Global Quick Search field is linked
to several search engines. Besides
searching in database fields, it searches in
file contents.
It can also be set up to search in
Workspaces and External Sources.
Which external sources are to be listed
is set up by your system administrator.
This might be information from file
servers, e-mail folders, external websites
and the like.
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360° User Guide
Extended Search
The Extended Search facility gives you a number of search fields to use individually or in combination.
Unlike Quick Search and Global Quick Search, Extended Search consists of a number of search fields linked to
corresponding fields in the database. Extended Search produces search results if the values entered in the search
fields match those stored in the database.
Phase
Comments
Select search and
item
Click the Search menu button and then
select the item type you want to search
for.
Select Extended
Search
Select the Extended Search tab.
Add search criteria
In the Search window, enter values in the
fields you want to use for searching.
Key/field
The search window that opens contains
fields adapted for searching for items of
the selected item type.
All the search windows have a main
search field (Title or Search name). This
field has a drop-down listbox with search
options next to it.
In the main search field, type in one or
more words and then specify the wanted
search option. See descriptions of the
options below.
Select Begins with to search for all items
starting with the specified word or phrase.
Select All of these words (AND) to
search for all items containing all the
specified words.
Select Any of these words (OR) to
search for all items containing one or
more of the specified words.
Type in whole words only. The search
words can be entered in any order. Use
quotes to search for an exact set of
words.
Note
Please note that these two search options
will find no items if the field contains
special characters surrounded by white
space. (By special character we here mean
any character different from A-Z and 09).
In the first example on the right, the
solution will find no hits because the quote
is surrounded by white space. In the next
example, the solution will find all items
containing the words “my” and /or “Case”.
360° User Guide
Finding information  49
In blank text fields (other than the main
search field), enter a search value by
entering the start of the word or text you
want to search for.
In fields with a drop-down list, select a
search value by clicking the arrow and
then selecting a value from the list.
In fields with a "Get button” to the right of
the field, select a search value by typing in
a few letters or words and then pressing
Enter. The solution will then find all field
values starting with the letters or words
you entered so you can select a value
from these.
Some fields may feature a search button
in addition to the "Get button”. The search
button opens a new search window which
gives you more options when searching
for field values. The value you select in
this new search window will be inserted in
the field.
In fields with a calendar to the right of
the field, select a date by clicking the
button and then the date you require.
Enter whole words. If you enter multiple
words, the solution will find all documents
with files containing all of those words.
The search words can be entered in any
order.
The Responsible unit field has a current
org. unit field to the right. Select this
checkbox to search for elements
associated with your org. unit/department
only.
The Responsible person field has a
current user field to the right. Select this
checkbox to search for elements that you
are responsible for only.
Search in File
contents
If you are in the search window for
Document and File, a File contents field
will also be available. This field searches
the contents of the files linked to the
documents held in the solution.
This field requires you to enter whole
words and only finds files containing all
the words in your search. You can
therefore easily restrict the search by
entering additional words. The search
words can be entered in any order.
Count number of
search results
To count how many results are generated
by the search, click on Actions and Count
The number of results is shown above the
list of search results.
Perform search
Click the Search button to run the search.
All items that meet the search criterion
will be displayed in the results list.
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360° User Guide
Add search fields in Extended Search
The Extended Search facility contains default fields to cater for the majority of requirements when searching for
items in a given type. The following describes how to add more fields to the search.
Phase
Comments
Add search field
From the Add search field drop-down
list, first select the field you want to
include in the search window.
Key/field
The drop-down list shows you all the fields
available for the item you have selected.
Select condition
360° User Guide
From the next drop-down list, select the
required condition. Select:

Starts with if you want to search
for items starting with the
contents of the field. This is the
condition applied in the other
fields in Extended Search.

Is equal if you want to search for
items that match exactly the
contents of the value field.

Is not equal if you want to
search for items that differ from
the contents of the value field.

Contains if you want to search for
items containing the text entered
in the value field, irrespective of
its position. See also Using OR
(page 52) below.

Is null if you want to find blank
fields, i.e. fields with no content.

Is not null if you want to find
fields with content.

Less than if you want to search
for items with a lesser value than
that in the value field. This can be
both numbers and letters ("A" is
less than "B" etc.)

Less than or equal if you want to
search for items that are less than
or equal to the content of the
value field.

Greater than if you want to
search for items with a greater
value than that in the value field.
This can be both numbers and
letters ("B" is greater than "A"
etc.)

Greater than or equal if you
want to search for items that are
greater than or equal to the
content of the value field.
Finding information  51
Select Query Variable
From the rightmost drop-down list box,
you may select a Query variable if desired.
Query variables allow you to generate the
value for a query, which allows you to
create dynamic queries that search for
current date, current user, current project,
etc.
See also Overview of search variables
(page 63).
Add
Click the Add button to add the new field
to the other fields in the search window.
The search is now ready to use.
Using OR
When using the “Contain” condition you can include an "OR" (||) in your search to find all items containing one or
more of the specified values or words. In the example below, we use this functionality to find documents with
different status codes.
To use "OR", type "||" between the values.
In the example above, we search for all documents with status "Dis – Dispatched" OR "Res – Reserved" OR "Off –
Officially recorded".
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360° User Guide
Working in a search result
Phase
Comments
Key/field
When you have run a search, the results of the search will be shown at the bottom of
the search window. The following outlines the functions available in the list of search
results after a search has been made.
Auto collapse on
search
Check this check box to hide the search
fields when the search is performed.
Hiding the search fields makes more room
to display search results.
Click on the plus icon at the top of the
search window to expand the search
fields.
Show more search
fields
By default, Advanced Search shows only
the most frequently used search fields for
the Case, Document and File items. If you
want additional search options, check the
Show more search fields box.
Public 360° remembers this selection so
that next time you open the search
window it opens in the same mode.
View more hits
The results list after a search usually
shows only the first 100 hits.
To view more hits, use the browse buttons
to go to the next or previous page of the
search results.
Save criteria
Saves your search criteria in a favorite.
Given that what is saved is the search
criterion, the search will be dynamic. A
dynamic search will return content in the
database as it is at the time you run it,
which means that it may return a different
search result from one session to the next.
Save rows
Saves the selected rows in a favorite.
Reset Criteria
Resets the fields in the window so that it is
ready for input of new values.
Actions – Copy
Copies the selected rows to the clipboard.
The search result can now be pasted into a
document or Excel spreadsheet, for
example.
Actions – Print
Sends the contents of the folder to the
printer.
Actions – Export to
Spreadsheet
Sends the contents of the folder to a
report in MS Excel.
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Send to OneNote
If you have Microsoft OneNote and 360°
OneNote Creator installed on your
computer, from the Document search
window you can send the selected
documents (and their files) to OneNote as
a digital notepad.
Using the notepad, you can keep any
information you need readily available.
Print documents
See also Send documents to OneNote
(page 18)
The Document search window has a
facility for printing documents.
This function lets you print the files linked
to the documents you have selected. All
the files are merged into one big file and
converted into a simple PDF file.
Once the PDF file has been generated, it
opens automatically so that you can print
it or send it to a recipient. Note that this
file is not saved anywhere. If you close the
file, but need it again, it will have to be
regenerated.
Note
This solution requires Public 360° to be set
up for 360 Format conversion.
Create labels
In the search window for the contacts, you
also have the ability to print labels.
Search for the contacts. Click on the
Create labels button and select label
template.
The labels will open in Word and are ready
for printing on a sheet suitable for labels.
Display all items in
the search result
In the interests of optimising performance,
the maximum number of items displayed
in search results is restricted; usually to
250. If you run “broad searches” (only a
few search criteria), the results will soon
exceed this limit.
In the example on the right, Public 360°
tells you that there are 253 items that
meet the search criterion, of which only
250 are shown in the search results.
If you want to see all the items in the
search results, check the Display all
check box. In the example on the right, all
of the 253 items will be shown in the
search results.
Configure views –
Create new view
Lets you define your own list views. Any
views you create will be available as an
option on the View menu button.
See Create new search result views (page
56) for more information.
Tip
If you have the role of “Administrator”,
you will also be able to create views for all
the employees in your organisation (global
views).
Configure views –
Edit views
54  Finding information
Lets you delete any list views you have
created yourself.
360° User Guide
View
This is where you select the view you
require for the search results. The view
you select affects how the columns,
column order and sort order appear in the
search results.
The list can contain both your own views
and global views created by your System
Manager.
Functions in the detail view when opened from search
Phase
Comments
Browse results
When you open an item from the list of
search results, two additional buttons are
available in the item’s detail view.
Key/field
You can use these two buttons to browse
to the previous and next hits in the most
recent search results.
Return to search
results
Click the ”breadcrumb trail” above the
item’s context menu to return to the list of
search results.
What do you want to do next?
Save criteria as favourite (page 61)
Save rows as favourite (page 65)
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Finding information  55
Create new search result views
When you perform a search, the results of your search are shown in a list below the search fields. The list
displaying the search results is always laid out with a set of columns displaying details of the search results. In the
following we describe how to customise search result columns to your requirements.
Customised views are particularly useful if you want to sort or filter the results by specific columns or want to use
the results as a report. The columns you define for the view will also affect the view when printing, copying and
exporting to spreadsheets.
Tip
The search result views you create for Document will also be available as list views in the document lists on Case
and Project, while the views you create for Files will be available as list views in the Files list on Document and in
the Files in the case folder on Case.
Phase
Comments
Open search window
Open the search window for the required
item.
Select Create new
view
Click Configure views and select Create
new view.
Assign name to view
and select audience
Assign a descriptive name to the view and
select your target audience.
Key/field
Select “My” as your audience if the view is
to be available to you only. Select
“Department” if you want to make the
view available to the rest of your
department.
Tip
If you are logged on as Administratoruser, you will also be able to make the
view global. Global views can be used by
all employees in your organisation.
56  Finding information
360° User Guide
Select columns and
column order
Check the boxes for the columns you want
to include and specify the Column order.
It is important that the columns you want
to have first have a lower column value
than the next ones.
Select sorting
In the Sorting field, select the column
that the list will initially be sorted by. Then
select Sort direction.
Complete
Click OK to save and close the dialog box.
The view will now be added as an option
on the View menu button.
Public 360° recalls your list selections and
uses this list the next time you search for
the selected item type.
360° User Guide
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Search in file contents
The File contents field available in the Search file and Search document search window lets you search for text,
single words and/or phrases within the files saved in ProductNameProductName.
Tip
The field for Global Quick Search also searches in file content. See Global Quick Search (page 43) for more
information.
Phase
Comments
Select Search and
then Document or
File
A search in file content can be combined
with a search by document details and a
search by file properties.
Key/field
Click the Search menu button and then
File.
Tip
To combine the file content search with a
search in document details (metadata),
select Search – Document.
Search in File
contents
Enter your search phrase in the File
contents field.
This field searches the contents of the files
linked to the documents held in the
solution.
Other search fields
If you want to combine your file content
search with values in the other search
fields, fill these in as well.
Perform search
Click the Search button to run the search.
All items that meet the search criteria will
be displayed in the results list.
Search tips for file content searches
The File contents field requires you to enter whole words and only finds files containing all the terms in your
search. If, for instance, you enter application as your search term, the system will find all files containing this
term, but not files containing e.g. plural “applications”.
Phase
Comments
Additional search
terms
You can restrict your search by adding
additional search terms. The search terms
can be entered in any order.
Phrases
If you want to search by phrases it is
important to enter them exactly as they
appear in the file and that they are
enclosed in quotation marks.
Key/field
Example: "application for garage”.
Search for word
fragments
Use a percentage sign (%) as a
substitute for an arbitrary number of
characters.
The example on the right will find all files
starting with the word fragment “applic”.
This will find terms such as “application”,
“applicability”, “applicants” etc.
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360° User Guide
Note
Unlike the other search fields in Advanced
Search, the File content field does not
support the use of "AND" and "OR".
360° User Guide
Finding information  59
Search using favourites
Phase
Comments
Select search and
item
Click the Search menu button, select the
item type you want to search for and then
select the Favourites folder.
Select type of
favourite
Select if you want to use a favourite you
yourself have created (My), or if you want
to use a global favourite (Global)
Select favourite
Select the favourite you want to use.
Key/field
The favourites are also available from the
Favourites list at the bottom of the Quick
Launch.
Perform search
Run the search by clicking the Search
button.
All items that meet the search criteria will
be displayed in the results list.
What do you want to do next?
Save criteria as favourite (page 61)
Save rows as favourite (page 65)
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360° User Guide
Save criteria as favourite
Having created a search you want to keep, you can opt to save it for later use. Your saved searches will be made
available in the Favourites search folder and from Favourites at the bottom of the Quick Launch.
Given that what you are saving here is the search criterion, the search will be dynamic. A dynamic search will
return content in the database as it is when you run the search, which means that it may return a different search
result from one session to the next.
Phase
Comments
Perform search
Use Quick Search or Extended Search
to run the search you want to create a
favourite of.
Key/field
Click the Search button to check that the
search returns the required data.
Adjust any criteria as necessary.
Save Criteria
Click the Actions menu button and select
Save Criteria.
When the 'Save Criteria' dialog box opens,
enter a descriptive name for the search,
and a detailed description if required.
Tip
Use the description field to enter a
detailed explanation for the search. The
description pops up as a yellow post-it
note when you hover the mouse pointer
over the favourite in the Quick Launch.
Click OK to save the favourite.
Show in web part
If you have a private or global desktop
containing the web part My status or My
departments status, you can add this
favourite to that list.
See Create a private desktop (page 28)
for more information.
360° User Guide
Finding information  61
Create a favourite with search variables
You can use search variables in most of the fields in the search window for extended search. However, they are
not available for date fields with a calendar icon or for drop-down lists. You should also take care to use the
variables in the correct type of fields. It makes no sense for example to use a date variable in a name field.
The example given below describes how to create a favourite with search variables for finding all documents for
my department this week.
Search variables are particularly useful for the Administrator, who can use variables such as [UserName] and
[UserId] in relevant fields to automatically tailor the searches to whichever user happens to be logged on at any
one time.
Note
You can only use variables from in dynamic favourites. That is, favourites based on search criterion.
See also Overview of search variables (page 63).
Phase
Comments
Start extended
search
On the 360° homepage, navigate to
SearchDocument and click on
Extended search
Enter variable
In the 'Org. unit' field, check the Current
org. unit checkbox.
Key/field
The ‘Org.unit’ field will be updated with
[UserProfileOrgUnit]
In ’Add search field', select:

Document date

Greater than or equal

Start of the week
Click on the 'Add' option
This produces a new field.
Click the Actions menu and select Save
Criteria.
In the Save criteria dialog box, enter a
name for the favourite search and click
OK.
If you are logged on as administrator, this
will be a global favourite, if not, it will be a
‘my’ (personal) favourite.
62  Finding information
360° User Guide
Overview of search variables
The following lists search variables for use in extended searches. By using these variables in suitable fields, you
can create extended searches. An administrator can create global searches, which are personalised for the
individual user.
Search variables are not available for date fields with a calendar icon or for drop-down lists. You should also take
care to use the variables in the correct type of fields. It makes no sense for example to use a date variable in a
name field.
Variable
Comments
UserName
Contact name of a user who is logged in.
UserID
Login ID of a user who is logged in.
UserRecno
Contact ID of a user who is logged in.
UserCompanyRecno
Contact ID for the company of a user who is logged in.
UserProfile
Profile ID for a user who is logged in. This changes if the user changes role.
UserProfileOrgUnit
This is the contact ID for the organisational unit the user is linked to and is not
necessarily the same as UserCompanyRecno. This changes if the user changes role.
UserRoleID
This is the ID for the user role determined by the profile of a user who is logged in.
This may change if the user changes profile (role).
Today
Inserts today’s date.
Day.Back
Inserts yesterday’s date.
Week.Back
Inserts the date a week back from today.
Month.Back
Inserts the date a month back from today.
Year.Back
Inserts the date a year back from today.
Day.Next
Inserts tomorrow’s date.
Week.Next
Inserts the date a week ahead from today.
Month.Next
Inserts the date a month ahead from today.
Year.Next
Inserts the date a year ahead from today.
Week.Start
Inserts the date for the Monday of the current week.
Week.End
Inserts the date for the Sunday of the current week.
Month.Start
Inserts the date for the first day of the current month.
Month.End
Inserts the date for the last day of the current month (28, 29, 30 or 31)
Year.Start
Inserts the date for 01/01 in the current year.
Year.End
Inserts the date for 31/12 in the current year.
MaxDate
Use this to set the last possible date
MinDate
Use this to set the first possible date
360° User Guide
Finding information  63
Edit a dynamic favourite
Phase
Comments
Open favourites
Click the Search menu button and select
the item with the favourite you want to
edit.
Key/field
Select favourite
Open the Favourite tab.
From the Select a favourite drop-down
lists, select ”My” and then the favourite
you want to edit.
Click the “Edit favourite” button to the
right of the selected favourite.
Note
The ‘Edit favourite’ button is only available
for dynamic favourites. That is, favourites
based on search criterion.
Edit the favourite
The ‘Edit favourite’ dialog box will now
open showing the existing search criterion.
Adjust the required criteria.
Note
You cannot edit criteria added with the
additional search fields. The ‘Add search
field’ field is therefore hidden in this dialog
box.
Select properties
If you want to change the favourite
properties, click on the Properties
button.
When the dialog box opens, you can
change the favourite group and edit the
name and description if required.
If you have a private or global desktop
containing the web part My status or My
departments status, you can also add
this favourite to that list.
See Create a private desktop (page 28)
for more information.
Click OK.
Complete
64  Finding information
Click Finish to close the dialog box and
save the changes.
360° User Guide
Save rows as favourite
Having performed a search you can then opt to save one or more items found by the search to make them readily
available later. The rows you save will be made available in the Favourites search folder and from Favourites at
the bottom of the Quick Launch.
Given that it is the selected rows you opt to save, we refer to the favourite as static. Static because the favourite
will produce the same rows for you each time you use it.
Phase
Comments
Perform search
Use Quick Search or Extended Search
to search for data to save.
Key/field
Click the Search button to run the search.
Select rows
In the list of search results, select the
rows you want to save.
Tip
To select all the rows in the list, click the
checkbox in the column heading.
Save rows
Click the Actions menu button and select
Save rows. The ’Save rows’ dialog box
opens.
To save the rows in a new favourite, enter
a suitable name.
Click OK to save the favourite.
Tip
If you are logged on as an
Administrator-user, you will also be able
to save the favourite as global or for the
department. Global favourites can be used
by all the employees in your organisation.
Departmental favourites can be used by all
the employees in your department.
Select sort order (For
searching for
contacts)
When you add rows of contacts to a
favourite, the ‘Reorder static favourites’
dialog box opens to let you select the sort
order you require for the contacts.
Having the correct order matters when
you create favourites for use in a workflow
for example. When you add the favourite
in order to load recipients to a workflow,
the tasks in the workflow will be sent to
the recipients in the order set for them in
this favourite.
Click the up arrow or down arrow to
move a contact up or down in the list.
Use favourite
360° User Guide
The favourite can now be used in your
searches.
See Search using favourites (page 60)
Finding information  65
Add more rows to a static favourite
Phase
Comments
Key/field
Having created a static favourite you can then easily add more rows to it.
Perform search
Use Quick Search or Extended Search
to search for the new data you want to
save in the favourite.
Click the Search button to run the search.
Select rows
In the list of search results, select the
rows you want to save.
Tips
To select all the rows in the list, click the
checkbox in the column heading.
Save rows and select
favourite
Click the Actions menu button and select
Save rows.
When the ’Save rows’ dialog box opens,
first select the Add to existing favourite
checkbox. A drop-down list now appears
on the right of the checkbox, containing a
list of your existing static favourites.
From the drop-down list, select the
favourite you want to add the new rows
to.
Click OK to save.
Use favourite
66  Finding information
The favourite can now be used in your
searches.
See Search using favourites (page 60)
360° User Guide
Remove rows from existing static favourite
Phase
Comments
Open favourites
Open the Favourites folder for the item
containing the favourite you want to work
on.
Key/field
From the Select a favourite drop-down
list, select ”My” and then the required
favourite.
Note
You can only remove rows from static
favourites. Static favourites are marked
with a pin symbol.
View rows
Click the Search button to show which
rows the favourite contains.
Select rows to
remove
In the list of search results, select the
rows you want to remove.
Delete rows
Click the Actions menu button and select
Delete rows to delete the selected rows
from the favourite.
360° User Guide
Finding information  67
Delete favourite
Phase
Comments
Open favourites
Click the Search menu button and select
the item with the favourite you want to
delete.
Key/field
Select favourite
From the Select a favourite drop-down
lists, select ”My” and then the favourite
you just created.
Click the button to the right of the
selected favourite.
Note
You can only delete your own favourites.
68  Finding information
360° User Guide
Contacts
The Contacts item is used when searching for and creating enterprises, contact persons and private persons. If
the Board & Council add-on is installed, you will also have access to the Board contact type.
Once you have created a contact in Public 360° it will be set up with a contact card showing the contact’s details –
such as address, e-mail address, phone number etc.
Any letters, documents and e-mail messages you send to the contact, and any cases, projects and other items you
link to the contact will be available from the contact window. This gives you a good overview and makes it easy to
look up information relating to the contact.
When you set up items from the contact window (such as cases, projects, documents, letters, e-mail messages
and activities), the selected contact will be added as the recipient or contact in those items.
360° User Guide
Contacts  69
Create new contacts
In Public 360° we use the term Contacts as a common term for enterprises, contact persons and private
persons. Where:

Enterprise refers to any type of undertaking that has employees. This might be a customer, supplier,
company, organisation or government ministry. Both parent companies and subsidiaries, as well as
divisions, should normally be registered as separate enterprise entities.

Contact person refers to anyone who is employed by an enterprise. A Contact person might be a
colleague (employee) in your own enterprise or an employee of another enterprise. Contact persons can be
created at various points, such as from the ‘Employees’ tab for an Enterprise.

Private person refers to individuals who have no connection with a company.
To create a new contact
Phase
Comments
Key/field
Select new
Click the New menu button, select
Contact and then Enterprise, Contact
person or Private person as contact
type.
Enter and check the
name
When the wizard opens, enter the Name
of the enterprise or person.
When you save the contact, Public 360°
automatically checks if there are any
duplicate records for that contact based on
combinations of name and address and
name and e-mail address.
If you want to check the name manually
before carrying on with the registration,
click the Check name button.
You will also need to complete, as a
minimum, the mandatory fields (
).
For Enterprises, you can use the Parent
company field to link the new enterprise
to an existing enterprise in the contact
hierarchy. If you do this, the new
enterprise will be displayed as a subsidiary
of the selected parent company.
For Contact persons, use the Enterprise
field to select the enterprise the contact
person works for.
70  Contacts
360° User Guide
Categories
Use the available categories list to
categorize the contact.
Note that some categories may give the
contact some special abilities. For more
information about the categories:
Address

Department chief, Minister or
Minister Secretary categories, see
Top-level management
functionality (page 219).

Politician and Political party, see
Register information about board
members (page 413).
Enter the contact’s addresses. These
might be the street address, postal
address, billing address etc.
For Contact persons, entering an address
is usually not required since the
enterprise’s address is usually the one you
will be using when writing letters to
contact persons.
Communication
Enter the contact's e-mail address, phone
numbers and any other communication
channels.
In the same way as for ’Name’, the Check
e-mail button lets you check that the email address has not already been
registered.
Complete registration
360° User Guide
Once you have finished, click Finish to
save and quit.
Contacts  71
Duplicate contacts
Phase
Comments
Key/field
When you create a contact, Public 360° automatically checks if there are any
duplicate records based on the combinations of name and address and name and email address.
If Public 360° finds duplicates, a dialog
box opens showing a list of them.
Cancel or save?
In this dialog box, check the duplicates
and do one of the following:
1. If the contact you want to register
has already been registered with
correct details, click the Cancel
button. When you return to the
‘New contact’ wizard, click Cancel
there as well.
2. If there are duplicates, but you
still want to create the new
contact, click the Save as new
button.
3. If there are duplicates, but you
want to create a new variant of
the contact, click the Save as
new button. When you return to
the ‘New contact’ wizard, edit the
contact details so that the
combinations of name and address
and name and e-mail address are
unique. Note that if the contact is
saved with exactly the same name
as an existing contact, Public 360°
will by default add an incremental
number to the search name field.
Example: “Company name (1)”.
Tip
You can also check names and e-mail
addresses in the Contact wizards
manually. This is done by clicking,
respectively, the Check name or Check
e-mail address buttons.
72  Contacts
360° User Guide
Add relations to a contact
Phase
Comments
Key/field
Here you can add contacts from outside of your organisation to link to the contact.
Find contact
Find the contact you want to use. Click the
contact’s context menu and select Edit
properties.
Add relations
When the 'Edit properties' wizard opens,
select the Relations step.
Use the Add existing contact menu
button to select which types of relations
you want to add.
Select contact
When the search window for contacts
opens search for the required contacts.
Check the one(s) you want and click Ok to
add them to Relations.
Complete registration
Once you have finished, click Finish to
save and quit.
360° User Guide
Contacts  73
Register internal contacts as responsible
Phase
Comments
Key/field
For the entities contact, case, project and estate you can register a person in your
organisation as responsible.
Below, we describe how you can add an internal person as responsible for an
enterprise, but the procedure is the same for case, project and estate.
Find contact
Find the contact you want to use. Click the
contact’s context menu and select Edit
properties.
The 'Edit properties' wizard opens.
Select role
Select the Int. Contact step.
Use the Add menu button to select which
role to assign the member.
The search window for contacts opens.
Select contact
Search for the required contacts. Check
the one(s) you want and click Ok to add
them to Our Team.
Complete registration
Once you have finished, click Finish to
save and quit.
74  Contacts
360° User Guide
Register personal stand-in
If you are unavailable for a period of time, you can register a colleague as your stand-in.
All cases, documents and activities addressed to you will be readdressed to the appointed stand-in for the specified
period.
Example: If responsibility for an incoming document is registered to you, Public 360° will readdress the document
to your stand-in.
A field in the detail view for the item (case, document or activity) that is readdressed shows that the item has
been distributed to a stand-in. The log for that item will also show that the item was readdressed.
Phase
Comments
Open contact
Open the detail view for the contact you
want to assign a stand-in to.
Key/field
Tip
If you want to register a stand-in for
yourself, you can quickly open your own
contact card by clicking the Name menu
(top right) and then My Public 360°
details.
In the Contact person window, click the
contact’s context menu and select
Personal stand-in.
Select stand-in
In the dialog box that opens, select a
stand-in and the period in which you will
be absent.
Click Add. Repeat to add more.
Note
You can add multiple stand-ins and you
can even add the same user multiple
times. However, it is NOT possible to add
more stand-ins within the same period.
Add new, edit or
remove stand-ins
360° User Guide
If you want to edit the stand-in
information, open the contact’s context
menu and select Personal stand-in.
Contacts  75
When the dialog box opens, you can both
add new, remove and edit existing
stand-ins.
Edit: To change stand-in or edit the dates,
click on the Edit button next to the standin name. Make the required changes
before clicking on the Update button.
Remove: To remove a stand-in click on
the Remove (X) button next to the standin name.
Stand-in changes are logged. The changes
are shown in the Audit trail tab for the
contact that is assigned stand-ins.
76  Contacts
360° User Guide
Inactivate and activate a contact
Contacts that are no longer in use, can be deleted or inactivated. Contacts that have history in Public 360° should
usually be inactivated so that all history is retained.
Phase
Comments
Find contact
Find the contact you want to inactivate.
Click the contact’s context menu and
select Set inactive.
Key/field
Note
In some organisations, only certain user
roles have access to this function.
Inactivate
In the dialog box that comes up, click Yes
to inactivate the contact.
The contact will now not usually appear in
search lists etc. Where it is displayed, the
name will be scored through to indicate
that it is inactive.
Activate
You can activate an inactive contact.
Search for the contact using Advanced
Search, and selecting "No” in the Active
contact search field.
Click the contact’s context menu and
select Set active.
Note
If you re-activate an enterprise, the
associated employees must also be reactivated.
In the dialog box that comes up, click
Yes.
360° User Guide
Contacts  77
Navigation in the contact structure
Phase
Comments
Key/field
The contact structure provides a useful listing of all the contacts the currently active
contact is related to, irrespective of contact type.
Find contact
Find the contact you want to use. This
may be an enterprise, a contact person or
a private person.
Select the Contact structure tab.
Note
If the contact window for your
organisation contains many tabs you will
first have to click on More tabs and then
select Contact structure.
The top level of the contact structure will
be displayed.
Navigate in the
contact structure
Click the plus sign in front of the name to
open a node. Click the minus sign to close
an open node. The structure will display
both ‘parent’ and ‘child’ enterprises and
contacts in these enterprises.
Clicking one of the names in the structure
takes you directly to the selected contact.
78  Contacts
360° User Guide
Folder tabs in Contact
The contact overview normally contains all the information you need, which is to say the key contact details, along
with lists of related Contacts, Projects, Cases and Documents.
To see more details, click the Show all button.
The Contact item usually contains the following tabs in addition to the Details tab. Any letters, documents and email messages you send to the contact, and any cases, projects and other items you link to the contact will be
available from these tabs.
Contact context menu
Function
Comments
More information
The Contact context menu is dynamic and displays only the functions available for the
selected contact at the given time.
Edit properties
Opens the selected contact for editing.
See Edit elements (page 27).
Set inactive
Contacts that are no longer in use can be
deleted or deactivated. Contacts that have
history in Public 360° should usually be
inactivated so that all history is retained.
See Inactivate and activate a contact
(page 77)
Save as
Lets you save an existing contact as a new
one.
Delete
Deletes this contact. In order to delete a
contact, it must not have any relations
defined with other parts of the system
such as other contacts, projects etc. If it
has, you can opt to inactivate it instead.
(See above)
Copy hyperlink
Copies a hyperlink to the selected contact
to your clipboard.
See Copy hyperlink to an item to the
clipboard (page 16)
New reminder
Lets you set a reminder for the contact
that you have to remember or do by a
certain date.
See Create reminder (page 12)
Comments
Key/Field
Activities tab
Function
This tab is used for registering all activities concerning a contact. These might be
appointments, tasks, phone calls etc.
This tab gives you the following functions:
New activity
Let's you create a new activity of a
selected type.
Print tab content
Sends the contents of the tab to the
printer.
360° User Guide
See Create activity (page 386)
Contacts  79
Documents tab
Function
Comments
Key/Field
This tab contains the documents related to this contact. You can also create new
documents from this tab, which will automatically be linked to the contact.
This tab gives you the following functions:
New e-mail
Opens Outlook with an e-mail message
and the selected contact in the To field.
New document
Opens the wizard for creating a new
document. The selected contact will
automatically be linked as the contact
(usually the recipient) and merged into
the file.
Send to OneNote
If you have Microsoft OneNote and
360° OneNote Creator installed on your
computer, from Public 360° you can then
send copies of documents (with files) to a
digital notepad in OneNote.
See also Send documents to OneNote
(page 18)
View documents <…>
Select if you want to show only those
documents where the selected contact is
Document responsible or those where the
selected contact is attached to the
document as an internal resource.
This menu button is only visible for
internal contacts.
View
From the View list, select the wanted
view.
View 100 latest is the default view.
Print tab content
80  Contacts
Sends the contents of the tab to the
printer.
360° User Guide
Cases tab
Function
Comments
Key/Field
This tab contains the cases related to this contact. You can also create new cases
from this tab, which will automatically be linked to the contact.
This tab gives you the following functions:
New case
Opens the wizard for creating a new case.
The selected contact will automatically be
linked to the case as ‘case responsible’.
View cases <…>
Select if you want to show only those
cases where the selected contact is ‘case
responsible’ or those where the selected
contact is attached to the case as an
internal resource.
This menu button is only visible for
internal contacts.
View
From the View list, select the wanted
view.
View 100 latest is the default view.
Print tab content
Sends the contents of the tab to the
printer.
Projects tab
Function
Comments
Key/Field
This tab contains the projects related to this contact. You can also create new projects
from this tab, which will automatically be linked to the contact.
This tab gives you the following functions:
New project
Opens the wizard for creating a new
project. The selected contact will
automatically be linked as the contact.
Attach contact to
project
Lets you link the selected project to an
existing project. The dialog box that opens
lets you search for the project you want to
link the selected contact to.
View
From the View list, select the wanted
view.
View 100 latest is the default view.
Print tab content
360° User Guide
Sends the contents of the tab to the
printer.
Contacts  81
Employees tab
Function
Comments
Key/Field
This tab displays the employees attached to a selected enterprise.
This tab gives you the following functions:
New
Opens the wizard for creating a new
contact person. The contact person will
automatically be linked to the selected
enterprise.
New activity
Select one or more employees in the list
and click the New activity button.
The wizard for creating a new activity
opens. The selected employees will be
linked to the activity.
New e-mail
Select one or more employees in the list
and click the New e-mail button.
Outlook opens with the selected contacts
as recipients in a new e-mail message.
New document
Select one or more employees in the list
and click the New document button.
The wizard for creating new documents
opens with the selected employees as
document recipients.
Print tab content
Sends the contents of the tab to the
printer.
Contact Structure tab
Function
Comments
More information
This tab displays all contacts to which this contact is related, irrespective of contact
type. The contacts are shown in an easily navigable tree structure.
Structure
Shows the relationship between parent
companies and subsidiaries and
employees in the different enterprises.
See Navigation in the contact structure
(page 78)
Comments
More information
Relations tab
Function
This tab displays all relations linked to the selected contact.
Edit properties
Opens the selected contact for editing with
the Relations step enabled.
Print tab content
Sends the contents of the tab to the
printer.
82  Contacts
See Add relations to a contact (page
73)
360° User Guide
Responsible for tab
Function
Comments
More information
This tab is shown only to internal contact persons and lists all customers a given
contact person is responsible for.
Edit properties
Opens a wizard for adding new contacts,
deleting or editing properties (that is,
entering a note about the active contact).
Print tab content
Sends the contents of the tab to the
printer.
Internal contacts tab
Function
Comments
More information
The Internal contacts tab displays a list of the individuals in your enterprise who are
responsible for the selected contact.
Edit properties
Opens the selected contact for editing,
with the Int. contacts step enabled.
Print tab content
Sends the contents of the tab to the
printer.
See Register internal contacts as
responsible (page 74)
Permissions tab
Function
Comments
More information
The Permissions tab is used for viewing, adding or removing permissions for a
selected contact. See Add permissions (page 96) for more information.
Audit trail tab
Function
Comments
More information
The Log tab shows the events logged for the contact.
Name changes tab
Function
Comments
More information
The Name changes tab shows previous name changes for the selected contact.
Logging of all previous name changes allows you to look up and then use a previous
name. In the search results, the contact will be shown with its current name.
360° User Guide
Contacts  83
Case
The Case item is used for gathering interrelated information, and as a tool for grouping case documents. This
gives you a good overview, and makes it easy to look up all the documents in a case.
Once you have set up a case in Public 360°, the case will be assigned a case card showing case details such as
documents, contacts, notes etc.
All the contacts, documents, e-mail messages, projects, case parts and other items you link to the case will be
available from the case window.
When you create new items from the case window (such as projects, documents, e-mail messages, activities),
these items will be linked to the case.
Your organisation may have introduced more case types in order to differentiate cases to be processed according
to special routines.
360° User Guide
Case  85
Create case
Phase
Comments
Select case type
Click the New menu button and then
Case and case type if required.
General
As a minimum, complete any mandatory
fields (
Key/field
), such as case Title.
Remember that the case title is what is
used subsequently when searching for the
case. You should therefore give it a title
indicative of what the case concerns.
You can also use case phrases within or as
the title. See Add case phrases (page 87)
for more information.
External contacts
The Ext. contacts step lets you link
external participants to the case.
Click the Add existing contact or the
New contact button and select a
relationship.
See Add external participants (page 88)
for more information.
Select keywords
In the Keywords step, you have the
option of adding one or more keywords.
The keywords you pick should be
descriptive of the case contents.
As with all case details, the aim is for the
keywords to simplify document retrieval.
See Use keywords (page 98) for more
information.
Complete registration
86  Case
Once you have finished setting up the
case, click the Finish button.
360° User Guide
Add case phrases
Phase
Comments
Key/field
If you or your enterprise often use the same title for your cases, you can ask your
system administrator to register the phrase or title in the Case phrase register in
Public 360° Administrator.
Once the phrase has been registered, you can use it when you create or edit cases.
Open the Case wizard
Create a new case or edit an existing one.
Add case phrases
In the Case wizard, click the Add case
phrase button.
When the ‘Select a case phrase’ dialog box
opens, select the phrase you want and
click OK.
The phrase will be inserted after the
existing case title, if there is one.
Sorting of the phrases is managed by your
System administrator and is not
necessarily alphabetical.
360° User Guide
Case  87
Add external participants
Phase
Comments
Key/field
An external participants (case part) might be a contact who is to be notified
concerning the outcome of a case. An internal case part might be a member of a
project team, a caseworker or the like.
Select case
Find the case you want to add participants
to.
Use the Quick Launch or search facilities.
Select Edit
From the case’s context menu, select Edit
properties.
Add or create case
part
Open the Ext. participants step.
If the contact you want to use has already
been set up, click the Add existing
contact button and select the desired
role. Next, search for and select the
contact.
If the contact you want to use has not
already been set up, click the New
contact button and then the desired role.
Register contact
details
When the ’Add new contact’ dialog box
opens, start by selecting Contact type.
Select:

Enterprise, Contact Person or
Private Person if you want to
store the contact in the contact
register.

Unregistered Contact if you don’t
want to store the contact in the
contact register, and only want to
link the contact to this case. Note
that unregistered contacts cannot
be searched for subsequently and
cannot be reused elsewhere in
Public 360°.
As a minimum, you will need to complete
the mandatory fields (
Save
)
Click OK to create the contact and link it
to the case as an external participant.
Note
In order to maintain accurate records for
an external participant, any changes to
the contact details in the contact register
will not affect information on the case
part.
88  Case
360° User Guide
Create new remark
Phase
Comments
Key/field
Remarks are used for recording information, decisions or other information to support
a case, document or casework.
Select case or
document
Find the case or document you want to
enter a remark for.
Use the Quick Launch or search facilities.
Select Remarks
folder
Open the Remarks folder and click the
New remark button.
The ‘New remark’ wizard opens.
Enter remark text
Enter a remark text, description and
complete any other appropriate fields.
As a minimum, you will need to complete
the mandatory fields (
Select remark type
)
Select a remark type from the Remark
type drop-down list.
The note types available will vary
depending on how the system has been
configured.
Add file
To add a file, click the Browse button and
browse to the required file. Then click the
Add file button to add the file to the
remark.
Note
Only one file can be linked to a remark.
On behalf of
If the remark was written on behalf of a
colleague, select the colleague’s name in
the On behalf of field.
Complete registration
Once you have finished entering the
remark, click the Finish button.
360° User Guide
Case  89
Adding documents to groups
Groups are a way to handle large volumes of documents within a single case or project. Below we describe how
you can group your documents in cases and projects.
Note
The availability of the document groups functionality depend on a setting in 360° Administrator.
Phase
Comments
Open case or project
Open the case or project in which you
want to group the documents.
Key/field
Use the Quick Launch or search facilities.
The Case or Project opens.
Select Document
groups view
In the Documents list, select "Document
groups" from the right-hand View list.
Once this view is selected a Document
groups button and a Document group
column is added to the Documents list.
Create a new group
Click on the Document groups button
and select Add new document group.
The groups you create are applies for the
selected case or project only.
Tip
If enabled, you can optionally create and
select document groups directly from the
New and edit document wizards. This
option is controlled by a setting in 360°
Administrator.
Move documents to
the new group
Once the group is created, you can move
documents into it.
In the documents list, mark the
documents you want to move.
Click on the Document groups button,
select Move to document group and
then the wanted group.
90  Case
360° User Guide
Filter and sort the
document list
When documents are added to groups,
you can filter and sort the documents by
this column. For more information about
filtering and sorting columns, see General
fields and functions (page 6).
In the example below, we want to filter
the document list so that only documents
in the "Urgent" group are shown.
360° User Guide
Case  91
Navigation in the treeview
Phase
Comments
Key/field
By using the treeview tab, you can quickly view and navigate to all related and
referenced projects, cases, documents and files. The treeview also provide an
overall view of the structure.
Tip
The Treeview functionality is also available as a web part. By using this web part,
you can quickly navigate to related projects, cases, documents and files.
Open an item
Open the item (project, case or document)
which you want to navigate.
Use the Quick Launch or search facilities.
Open the treeview
Open the Treeview tab.
If the tabs are not visible, click the Show
all button.
Select the Treeview tab. (For some items
you must first select More tabs and then
Treeview).
Navigate in the
treeview
Click the plus sign in front of a title to
show the sub items. Click the minus sign
to close an open item.
The structure displays both ‘parent’ and
‘child’ items.
Note
Please note that referenced documents are
only shown under the case or project to
which it is stored.
Open items
Clicking directly on a title opens the detail
view for the selected item.
The green arrow key icon is used to
illustrate the item currently open.
View or edit files
To open a file, click on the file title.
Tip
If enabled, you can also create documents
and files directly from the treeview. This
option is controlled by a setting in 360°
Administrator.
92  Case
360° User Guide
Creating documents
By clicking on a project or case icon, you
can create a new document related to that
selected item.
When the 'Create document' dialog box
opens, select whether you want to create
a new file using a template or import one
or more of your existing files. Then click
OK.
The standard 'New document' wizard will
now open.
Creating files
By clicking on the document icon, you
can create a new file in the selected
document.
When the 'Create file' dialog box opens,
select whether you want to create a new
file using a template, import one or more
of your existing files, create a hyperlink or
new file reference.
360° User Guide
Case  93
Apply secrecy to a case
Phase
Comments
Key/field
If the access code is different to ”Unclassified ", the case can be screened from the
public domain. This allows you to protect information that is governed by statutory
provisions concerning confidentiality and personal data protection.
The access codes are used for restricting information published in the Public Journal.
If Public 360° is set up with "public read", the screened information will also be kept
from users with "Public read" permissions.
Select access code
Create or open the case you want to
screen.
From the Access Code drop-down list,
select a code different to that of ”U –
Unclassified”.
Note
An access code is required in order to be
able to screen information.
Screen case title
Public 360° can be set up with two
different methods to differentiate the
“internal” and the “public” title on
documents and cases. This is controlled by
a setting in the 360° Administrator.
Below we describe the two options.
1. Manual handling of Official and
public title (Recommended
solution)
2. Split official title based on
‘commercial at’ sign "@"
1. Manual handling
of Official and
public title
When the Access code is set to a value
different from "Unclassified", the text in
the Title field will be kept from the public
domain.
From the Public title option drop-down
list box, select the appropriate public title
option:

Set Public title equal to title to
use the case title also as public
title.

Screen entire public title to
screen the entire title. The public
title will be set to "Screened".

Type in public title manually to
open a Public title field in which
you can type in a screened variant
of the title.
2. Split official title
based on
‘commercial at’
sign "@"
In order to screen all or parts of a title,
enter a ‘commercial at’ sign "@" in the
Title field. All text following the sign will
be kept from the public domain.
Screen external
contacts
External contacts can also be screened.
If you have added external contacts to the
case, check the contact in the Ext.
Contacts step and select Edit
properties.
When the 'Edit part' dialog box opens,
94  Case
360° User Guide
check the Unofficial contact box.
Only external contacts can be screened.
This is intended to be for information
purposes. External contacts do not appear
in the Public Journal.
Notes
360° User Guide
Notes can be screened from external
parties by entering an access code
different to ”U – Unclassified”. This is
intended to be for information purposes.
Notes do not appear in the Public Journal.
Case  95
Add permissions
The Permissions folder displays a list of users and user groups who have access to the item you are working on.
Phase
Comments
Open item
Open the item (a case for example) you
want to grant other users permissions for.
Open the Permissions tab.
Add the required
permissions
Click on New permission.
Select Group or
Contact
When the ‘New permission’ dialog box
opens, you can assign permissions to a
group or contact.
Key/field
Select Group from the drop-down list; the
Contact you will have to search for.
You can only assign permissions to one
group or one profile at a time.
Select permissions
Having selected a group or contact, now
select which permissions they are to be
assigned.
The Permission level radio buttons let
you select which permissions the contact
is to be granted for the selected item.

Read access gives the contact or
group permissions to search for
and view the item. (All menu
options for editing the item will be
hidden).

Edit access gives the contact or
group permissions to edit the
item.

Delete (Document only) access
gives the contact or group
permissions to delete the item.
Please note that the Access level options is
dynamic and vary depending on your
privileges and the type of item you are
working with.
Select Actions
Then select the actions you will permit the
contact to perform. The action options
vary from one item to the next.
The examples on the right show the action
options for the Case and Document
(with revision) items.
Complete registration
96  Case
Case
Document (with revision)
Having set up the required permissions,
click the OK button to finish.
360° User Guide
The Group or Contact will be added to the
permissions list.
360° User Guide
Case  97
Use keywords
Phase
Comments
Key/field
By using keywords, you can categorise and simplify retrieval of your cases and
documents. As with all document details, the aim is for the keywords to simplify
document retrieval.
Note
Keywords are defined and entered by your system manager. You cannot create
custom keywords.
Add keywords to a
case or a document
Keywords are added in the New or Edit
wizards for case and document.
When you open these wizards, the
Keyword step gives you the option of
adding one or more keywords.
How:
1. Open the Keywords step
2. In the search field above the
Keywords picking list, enter the
start of the keyword you want to
use and press Enter. All keywords
starting with the letters you
entered will now be shown in the
“Available” list. If you want to find
all keywords, enter the wildcard
character (%).
3. Select a keyword in the list and
click the arrow button to add it to
the list of selected values.
The keywords you pick should be
descriptive of the document contents.
98  Case
360° User Guide
Search for cases
and documents
using keywords
From the ‘Advanced Search’ search
window, you can search for cases and
documents using keywords. You can also
combine a keyword search with the other
search fields.
How:
1. Click the Search menu button and
then Case or Document,
depending on what you want to
search for.
2. Select the Advanced Search tab.
3. Locate the Keywords field. Enter
the start of the keyword you want
to use for your search and press
Enter.
The selected keywords will now be
shown above the field. The
example on the right shows the
keywords field with two keywords
selected.
4. Click the Search button to run the
search.
Note
If you specify several keywords, the
system will only find cases or documents
that contain all of the specified keywords.
Open cases and
documents tagged
with the same
keyword
By clicking on a keyword in the Case or
Document detail view, a list will open
showing all cases or documents tagged
with the same keyword.
The example on the right shows the
details for a Case. By clicking on the
keyword, a list showing all cases tagged
with this keyword is opened.
From the list you can navigate directly to
the listed cases.
360° User Guide
Case  99
Navigation in processes
Phase
Comments
Key/field
Public 360° can be set up with Process oriented file plan. When Process oriented file
plan is enabled, the Process menu button provides direct access to the cases and
documents you usually work on. Cases and documents you create from the process
structure will also be automatically correctly classified with the selected code for
process or record type.
If, for example, you work with personnel cases, you can select a personnel process
from the processes and be presented with all the open cases and documents linked to
that process.
Open the
classification
structure
Click the Process menu button.
When the process structure opens, your
default process will be displayed in it, i.e.
the processes most relevant to you will be
shown.
Tip
If you are not linked to a default process,
you can link yourself to one. There is more
information about this below in these
usage notes.
Navigate in the
structure
You can also move up and down in the
structure by clicking the UP ARROW and
DOWN ARROW buttons.
View cases and
documents linked
to a classification
code
When you want to view cases or
documents linked to a classification code,
you click the process's context menu and
select View cases or View documents.
Cases and documents with the selected
classification code are shown on the right
of the window.
By default, the Document list shows your
documents in progress, but you can also
filter the list to view all, or just
journalized, documents.
By default, the Case list shows your open
cases, but you can also filter the list to
view all, or just closed, cases.
100  Case
360° User Guide
Tip
When you open a case or a document
from the document or case list, two extra
buttons appear in the detail window. You
can use these to go to the previous and
next case or document in the document or
case lists respectively.
Create case
To create a case, click the process's
context menu, select Create case and
then the case type you require.
When the case wizard opens, the selected
classification code and associated default
values will already be registered in the
case. For more information about creating
cases, see Create new archive case (page
348).
Create document
To create a document, click the process's
context menu, select New document and
then Select template or Import
file/registration.
For more information about creating
documents, see Create new document
(page 112).
When the document wizard opens, the
selected classification code code and
associated default values will already be
registered for the document. Cases which
you create from the document will also
inherit this classification code.
Link yourself or a
colleague to a
default process
If you link yourself or a colleague to a
default process, this is the process that
will appear when you open the process
structure.
Open the detail window for the contact
person you want to link a default process
to.
Tip
If you want to register a process for
yourself, you can quickly open your
contact card by clicking the Name menu
(top right) and then My Public 360°
details.
In the contact person window, click the
contact’s context menu and select Edit
properties.
Note
In some enterprises, only users with
specific roles will have access to editing
contacts.
360° User Guide
Case  101
When the wizard opens, select the process
you require in the Process field.
The next time you or your colleague click
the Process menu button, this process
will be used as the initial value.
102  Case
360° User Guide
Folder tabs in Case
The case overview normally contains all the information you need, which is to say the key case details, along with
lists of Case parts, Notes and Tasks in a progress plan (only shown when the case is linked to a progress plan)
and Documents.
To see more details, click the Show all button.
The Case item usually contains the following tabs in addition to the Details tab. All the contacts, documents, e-mail
messages, projects, Ext. Participants and other items you link to the case will be available in these tabs.
Case context menu
Function
Comments
More information
The Case context menu is dynamic and displays only the functions available in the
given instance for your case processing.
Edit properties
Opens the selected case for editing.
See Edit elements (page 27).
Archive functions
This menu is a group menu for functions
normally performed by individuals
assigned the role of Registrar.
See Archive functions (page 347)
Change case type
If it is permitted to change the case type,
this menu option will be available.
To change case type, select the required
type from the submenu.
Report
Menu options for report selection – if
enabled.
Save as
Lets you save an existing case as a new
one.
Delete
If it is permitted to delete cases of the
selected type, this menu option will be
available.
Note
Certain case types cannot be deleted. In
such instances, the Delete option will not
be available in the case’s context menu.
Copy hyperlink
360° User Guide
Copies a hyperlink to the selected case to
your clipboard.
See Copy hyperlink to an item to the
clipboard (page 16).
Case  103
Documents tab
Function
Comments
More information
The Documents tab displays the documents (journal entries) linked to the case.
This tab gives you the following functions:
New e-mail
Opens Outlook with a new e-mail
message. If the message is saved, it will
be linked to the selected case.
See Working in Microsoft Outlook (page
193)
New document
Opens the wizard for creating a new
document in a case. The document will
automatically be linked to the selected
case.
See Create new document (page 112)
New reference
Lets you register references to other
documents relevant to the case you are
currently working on.
See Register new case or document
reference (page 150)
Send to OneNote
If you have Microsoft OneNote and
360° OneNote Creator installed on your
computer, from Public 360° you can then
send copies of documents (with files) to a
digital notepad in OneNote.
See also Send documents to OneNote
(page 18)
Print documents
Lets you print the files linked to all the
documents in the case. All the files are
merged into a single large file and
converted into a simple PDF file.
Note
All files you have access to will be included
in the print, also documents in progress (if
you selected 'Print all' or selected
documents in progress)
In the 'Reorder the documents' dialog box
you can rearrange the documents by using
the up and down arrow buttons.
As soon as the PDF file has been
generated, it opens so you can print it or
send it to a recipient. Note that the file is
not automatically saved anywhere. If you
close the file, you will have to regenerate
it.
Note
This solution requires Public 360° to have
been set up for 360 Format conversion.
104  Case
360° User Guide
View
From the View list, select the wanted
view.
Tip
Views configured on the Search document
page are also listed here. For more
information, see Create new search result
views (page 56).
Select:
Print tab content

Phases to include a Phase
column in the document list.
Documents created from a
progress plan are always
associated with a phase. By
selecting this view you can sort
the documents by phases and
quicly see from which phase the
document has been produced.

Document groups to include a
document group column in the
list. By using this view, you can
sort and order your documents in
groups. See Adding documents to
groups (page 90) for more
information.

All (included references) to see
both the documents in this case
and referenced documents. When
this wiew is selected a Related
as column is included in the list.
Sends the contents of the tab to the
printer.
Reference’s context menu
Function
Comments
Open crossreferenced document
To be able to see the referenced
documents, select the All (including
references) view (See above).
More information
Click the document reference's Title to
open the referenced document in the
detail view.
Edit referenced
documents
Click the document reference’s context
menu and select Edit properties.
When the Edit properties dialog box
opens, you can choose to change the role
and edit the note text.
Delete reference
Click the document reference’s context
menu and select Delete reference.
Note
It is only the link to the referenced
document that is deleted.
360° User Guide
Case  105
Files in the case tab
Function
Comments
More information
The Files in the case tab lists all files linked to the documents in the selected case.
For each file, the list shows the file’s status and the document the file is associated
with.
For information about file functions, see the Files tab (page 184).
Print files
Lets you print the files linked to all the
documents in the case. All the files are
merged into a single large file and
converted into a simple PDF file.
As soon as the PDF file has been
generated, it opens so you can print it or
send it to a recipient. Note that the file is
not automatically saved anywhere. If you
close the file, you will have to regenerate
it.
Note
This solution requires Public 360° to have
been set up for 360 Format conversion.
Activities tab
Function
Comments
More information
In the Activities tab, you can create activities with relevance to the case. This
provides a good overview of the activities that must be carried out before a specific
deadline, or conclusion of the casework.
This tab gives you the following functions:
New activity
Opens the wizard for creating a new
activity. The activity will automatically be
linked to the selected case.
Print tab content
Sends the contents of the tab to the
printer.
106  Case
See Create activity (page 386)
360° User Guide
External contacts tab
Function
Comments
More information
The External contacts tab displays a list of contacts linked to a case but who are not
registered as the sender or recipient of case documents in the case. A 'case part' (a
stakeholder in the case) might, for instance, be an individual or a company affected
by the outcome of a case. Normally, Ext. Participants will need to be informed of the
outcome of the case on its conclusion.
This tab gives you the following functions:
New activity
Opens the wizard for creating a new
activity. The case you have open and the
selected contact will automatically be
entered in the Case and Contact fields.
See Create activity (page 386).
New e-mail
Opens Outlook with a new message to the
selected contact person.
See Working in Microsoft Outlook (page
193).
If the e-mail message is saved, it will be
linked to the case you have open and the
selected contact will automatically be
entered as the recipient.
New document
Opens the wizard for creating a new
document in a case. The case you have
open and the selected contact will
automatically be entered in the Case and
To fields.
Properties
Opens a dialog box displaying more
information about the selected contact.
Print tab content
360° User Guide

If the contact was obtained from
the contact register, only the Note
field and the Unofficial contact
property can be changed.

If the contact is unregistered, all
the fields can be updated.
See Create new document (page 112)
Sends the contents of the tab to the
printer.
Case  107
Remarks tab
Function
Comments
Key/field
Notes are used for recording information, decisions or other information to support
the case or the casework.
This tab gives you the following functions:
New remark
Creates a new remark in the case.
Edit properties
Select the note you want to edit and click
the Edit properties button.
See Create new remark (page 89).
The 'Edit properties' dialog box opens so
you can amend the note details.
Delete
Select the note you want to delete and
click the Delete button.
Print tab content
Sends the contents of the tab to the
printer.
Permissions tab
Function
Comments
Key/field
The Permissions tab is used for viewing, adding or removing permissions for a
selected case.
This tab gives you the following functions:
Default permissions
The first time you open this tab, the
default permissions as they are defined for
the selected case type will be displayed.
The tab shows in clear text the access
level and actions available to each contact
or group for the case.
New
Lets you assign permissions to new
contacts or groups.
Edit
Select the permission you want to edit and
click the Edit button.
See Add permissions (page 96)
The 'Edit permissions' dialog box opens so
you can amend the note details.
Note
Permissions with a padlock are assigned
automatically by the system and cannot
be edited.
Delete
Select the permission you want to delete
and click the Delete button.
Note
Permissions with a padlock are assigned
automatically by the system and cannot
be deleted.
108  Case
360° User Guide
Internal contacts tab
Function
Comments
More information
The Internal contacts tab displays a list of the individuals in your organisation who are
responsible for the selected case.
Edit contact list
Opens the selected case for editing, with
the Internal Contacts step enabled.
Print tab content
Sends the contents of the tab to the
printer.
See Register internal contacts as
responsible (page 74)
Treeview tab
Function
Comments
Key/field
This tab displays all related projects, cases, documents and files in a hierarchy.
The items are shown in an easily navigable treeview.
This tab gives you access to the following functions:
Treeview
Shows the relationship between the
selected case and parent and subsidiarie
items.
See Navigation in the treeview (page
92).
Tip
If enabled, you can also create documents
and files directly from the treeview. This
option is controlled by a setting in 360°
Administrator.
Audit trail tab
Function
Comments
Key/field
The Audit trail tab shows events that have occurred on the case and which may have
affected its status.
This tab gives you access to the following functions:
View Event Log
Click the View Event Log at the top right
of the tab.
This log displays a list of events that have
occurred for the instance.
View Operation Log
Click the View Event Log button at the
top right of the tab to display the
operation log.
Note
By default Public 360° is not set up to
support Operation log.
Print tab content
360° User Guide
Sends the contents of the tab to the
printer.
Case  109
Case References tab
Function
Comments
Key/field
From the Case References tab you can register references to other cases of relevance
to the case you are working on.
This tab gives you the following functions:
New Case reference
Lets you register a new reference to a
case.
Open crossreferenced case
Click Case No or Case Title to open the
cross-referenced case.
Print tab content
Sends the contents of the tab to the
printer.
See Register new case or document
reference (page 150).
Reference’s context menu
Function
Comments
Edit note
The 'Edit properties' dialog box opens.
Here you can opt to change the role and
edit the note text.
Delete
Lets you delete the reference.
110  Case
More information
360° User Guide
Document
The Document item is used for calling up existing files and producing new ones (for example, letters, contracts,
applications, technical drawings, internal procedures, e-mail messages and so forth).
Once you have set up a document in Public 360°, it will be assigned a document card showing document details
such as case cross reference, contacts, notes etc.
When you create new files based on templates from the document window, the document details and contact
information will be merged into the files. You can also archive externally produced files, e-mail messages and
hyperlinks to a document.
All contacts, cases, files and other items you link to a document will be available from the document window.
360° User Guide
Document  111
Create new document
Public 360° gives you easy ways of importing or creating new files. Note, however, that when these files are
saved in Public 360°, it is important to enter certain details about the document so that it can readily be
processed and retrieved.
To create a document in Public 360°, you select a “New” function,
depending on whether you want to create a new file based on a
template (1a) or import one or more of your existing files (1b).
Then enter the document details (2).
Topic content
1a. Create a new document based on a
template (page 112)
1a. Create a new document based on a
template
2. Enter document details (page 114)
1b. Create a new document and import one
or more of your files (page 112)
3. Select main document (page 115)
Use this function when you want to create a new file based on a template and save it to a new document in Public
360°.
1. Select New – Document – Select template.
2. When the ‘Select template’ dialog box opens, select the combination of template and document
category that you want to use.
Your choice of template ensures that the document is saved in the correct document archive and under the
correct document category.
3. Click OK.
Note
Some templates may be used in several document archives and have several document categories. If so, select
the option best suited to your document.
1b. Create a new document and import one or more of your files
Use this function when you want to create a blank document or want to import one or more of your files into Public
360°.
112  Document
360° User Guide
1. Select New – Document – Import file/register
2. When the 'Import file/registration’ dialog box opens, check the combination of Document category and
Document archive you want to use (1).
3. To import one or more files, click on Select or drag files here (2).
4. When the Windows Explorer opens, select the files you want to import and click Open. You can also upload
files by just dragging them from your computer.
5. Click OK.
Tip
Any files you add will be listed next to the ‘Uploaded files’ text. If you accidentally upload a wrong file, you can
easily remove it by clicking it.
360° User Guide
Document  113
2. Enter document details
When the template or files are selected and you click OK, the 'New document' wizard opens.
Phase
Comments
Enter document
details
In the wizard, as a minimum you will need
to complete the mandatory fields (
Key/field
).
See also Document dates (page 116).
Many document details are registered by
the system automatically. Public 360° can
be configured to hide all (the majority) of
these fields. Check the Show all fields
box if you want to view or edit values in
these fields.
Link to case
If the document requires that it be linked
to a case, find the required case using the
Case field or create a new one by clicking
the New case button.
Note
Clicking the New case button opens a
simplified version of the new case wizard.
For certain case types, it may be
necessary to add additional case data
subsequently.
Add contacts
If the selected document category
requires senders, recipients or carbon
copy recipients, select or search for
contacts in these fields.
Select file
If you also want to import more files, open
the Files step and select or drag in the
files you want to import.
If you have imported multiple files (and no
file is produced from template), use the
Sort column in Files step to specify the
"Main document".
The file with the lowest sort order ("1")
will be related to the document as the
"Main document."
See also 3. Select main document (page
115) below.
Select keywords
In the Keywords step, you have the
option of adding one or more keywords.
The keywords you pick should be
descriptive of the document contents.
As with all document details, the aim is for
the keywords to simplify document
retrieval.
See Use keywords (page 98) for more
information.
114  Document
360° User Guide
Complete
Confirm registration of the document by
clicking Finish.
3. Select main document
When producing a file from template, the produced file will be related to the document as the "Main document".
Any imported files will then be related as "Attachments".
However, when you import multiple files and no file is produced from template, the files will be sorted
alphabetically. You must therefore make sure that the file you consider being the "master document" gets the
lowest sort number ("1").
The file with the lowest sorted order ("1") will be related to the document as the main document. The next files
will by default be related as attachments.
In the example above, we want the "Application" file to be the "main document". It is therefore sorted as "1".
Note
If you, by using the 'Set properties' function, change the relation of the existing "Main document" to a value
different from "main Document", the next file in the list will automatically inherit the "Main document" relation
and be given sort order "1".
360° User Guide
Document  115
Document dates
When creating documents, the wizard normally contains many
date fields. Below find a short description of the various date
fields.
Topic content
Dispatch date (page 116)
Document date (page 116)
Due date (page 116)
Journal date (page 116)
Dispatch date
Received date (page 116)
This date is available for outbound documents only. It shows the date when the document was sent. Dispatch date
cannot be set to a date prior to the journal date. If the dispatch date is not registered at the same time as the
journal date, the dispatch date will be set to the same date as the journal date.
Document date
This date is available for incoming, outbound and internal documents. It shows the date applied to the document.
For outbound and internal documents, the date is set automatically. For incoming documents, this field
corresponds to the date written on the incoming letter. If the incoming document has no date-stamp, users with
the Registrar role can label the document as "undated". The document date will still be set to "todays date".
Due date
This date is available for incoming documents only. The date is used in relation to distribution and follow-up of
incoming documents. When registering an incoming document, users with the Registrar role can register a due
date, which is the deadline for processing the document.
When managers are distributing documents, the manager can also register a due date. This is the date the
responsible person should have completed his or her part of the case processing. When the due date is exceeded,
a warning will be shown in the responsible person's "Documents not signed-off" list.
If the manager sets a due date, the manager decides when the warning will show up. Otherwise, the Registrar sets
the date. The use of different deadlines and due dates for managers and Registrar is useful for example when the
manager wants to have some extra time to review a document.
Journal date
This date is available for incoming, outbound and internal documents. It shows the date when the document is
officially recorded. That is, the date when the document was given the status "Officially recorded/finalized". The
journal date cannot be set to a date prior to the document date.
Received date
This date is available for incoming documents only. It shows the date when the document is received. Received
date cannot be set to a date later than the journal date. If received date is not registered at the same time as the
journal date, the received date will be set to the same date as the journal date.
116  Document
360° User Guide
Create new document based on existing
The "Save as" function allows you to create a new document based on an existing one. This is a quick way of
making a copy of a document (and associated files if you need to) or copying the document to another case and so
on.
Phase
Comments
Search for document
Search for and open the document you
want to base a new one on.
Key/field
Use the Quick Launch or search facilities.
Save as
Click the document’s context menu and
select Save as.
Then select Select template or Import
file/register depending on whether you
want to create a new file based on a
template or import one or more of your
existing files.
Edit fields
When the 'New document' wizard opens,
you can now edit the fields, create a link
to another or new case if required.
Copy files to new
document
If you also want to copy one or more files
from the original document, proceed to
the Files step.
Get files to copy
In the Files step, click the link at the top
of the wizard to copy the files to the new
document.
Note that when you copy files from the
original document, it is always the
“active” file version that gets copied (the
active version is usually the most recent
version as well).
If the last file version exists in multiple
variants, the “P – Production Format”
variant is the one that gets copied. If the
active file version does not have a variant
in this format, the variant will be copied in
“A – Archive Format”.
See also Create file versions and variants
(page 138).
Complete registration
360° User Guide
Once you have finished, click Finish to
save and quit.
Document  117
Create new contact when registering document
When you create a case or a document, you will usually want to link it to one or more contacts. If the contact has
already been registered you can easily find it in the contact register.
The description below shows you how to create a new contact directly from the ‘New document’ wizard.
Phase
Comments
Click New contact
Click the New contact button to the right
of the field where you want to specify a
new contact.
Key/field
Tip
You can also create new contacts by
clicking the ‘New contact’ button in the
‘Contacts’ step.
Register contact
details
When the ’Add new contact' dialog box
opens, select Contact type and click OK.
Select:
Enter and check the
name

Enterprise, Contact Person or
Private Person if you want to
register the contact in the contact
register.

Select Unregistered Contact if
you only want to link the contact to
the document or case you are
currently working on, and don’t
want to register the contact in the
contact register. Note that
unregistered contacts cannot be
searched for subsequently and
cannot be reused for other
documents or cases.
When the wizard opens, enter the Name of
the enterprise or person.
When you save the contact, Public 360°
automatically checks if there are any
duplicate records for that contact based on
combinations of name and address and
name and e-mail address.
If you want to check the name manually
before carrying on with the registration,
click the Check name button.
Save
118  Document
Click Finish to create and link the contact
to the document or case you are
registering.
360° User Guide
Create file from template
In this topic we describe how to create a new file (document, letter, memo etc.) from an existing document. To
find out how to create a new Public 360° document for the files you want to produce, see Create new document
(page 112).
Phase
Comments
Open document
Find the document you want to use as a
template for a new file.
Key/field
Use the Quick Launch or search facilities.
Select Create new file
from template
In the Files list, click New.
The ‘Create new file using a Template’
dialog box opens
Select template
When the ‘Create new file using a
template’ dialog box opens, select the
wanted template, amend the file title if
required and click Produce.
The templates available depend on the
document category and archive that the
selected document belongs to.
Write document
A file based on the template you have
selected will now be created.
The document title, contacts, address and
other details will normally be obtained
from Public 360° and merged into the file.
Update the file with content as required,
and close the file.
Click Yes when asked to confirm that you
want to check the file in.
360° User Guide
Document  119
Write a letter to multiple recipients (mail merge)
If you want to create a set of identical letters or e-mail messages, for example, a standard letter to send out to
multiple recipients, you have the option of using a template designed for mail merges. When the file is created,
details for all recipients and carbon copy recipients are loaded from Public 360°. These details can be merged in to
make the letter or mail more personal.
Note
The templates in Public 360° will always have been developed and adapted for your particular organisation.
Normally, you create the file you want to generate at the same time as you create the document in Public 360°.
See Create new document (page 112). In this topic, we describe how to generate a mail merge from an existing
document.
Phase
Comments
Open document
Find the document you want to use as a
template for a new file.
Key/field
Use the Quick Launch or search facilities.
Check contact list
In the Contacts list, check that your
intended recipients have been set up and
assigned the roles “Recipient” or “Carbon
copy”.
If one or more contacts are missing, open
the document for editing and enter the
missing contacts in the 'Contacts' step.
Select Create new file
using a template
In the Files list, click New.
Select template
When the ‘Create new file using a
template’ dialog box opens, select a
template set up with mail merge
functionality and click Produce.
The templates available depend on the
document category and archive that the
selected document belongs to.
The document title and other information
may be merged into the document.
Where you would normally find the
address details, you will now find “Merge
fields”.
120  Document
360° User Guide
Write document
Update the file with the required content.
If you need to, you can also add new,
move or delete existing merge fields. The
examples on the right and below are from
MS Office 2007/2010.
Preview merge
Click the Preview Results button to see
what the files will look like once the merge
has been performed.
Browse through each merged file using
the Next and Previous buttons.
Click the Preview Results button again,
to close the preview.
Complete the merge
Click the Finish & Merge button and
then:

Edit Individual Documents if you
want Word to create a new
individual file of all the copies you
want to edit.

Print Documents if you want to
print the documents.

Send E-mail Messages if you
want to send the letters as e-mail
messages. The files will then be
sent to the individual recipients’
and carbon copy recipients’ e-mail
address.
Having made your selection, follow the
further instructions from MS Word.
Save main document
Save and close the file.
When asked to confirm that you want to
check in the file, click Yes.
Note
Note that it is the main document (without
merge details) that is saved in Public
360°.
View and edit files
with mail merge
functionality
Files containing merge fields can be
opened and edited subsequently but will
behave slightly differently to other Word
files.
Check out and open for editing
Every time you open the file for editing,
new merge information will be loaded from
the document card. If changes have been
made in the contact list, any new merge
will therefore generate other mail merges.
If you want to re-merge, you will need to
answer Yes when Word asks if data can
be placed in the file.
View file and get copy of file
If you open the file to view it only, no
merge data will be generated. Word will
therefore warn you that the data source is
missing and will ask if you want to open
360° User Guide
Document  121
the file anyway. To open the file, click the
Options button then the required option.
122  Document
360° User Guide
Import file
In the following, we describe how to import files into an existing Public 360° document. To find out how to create a
new Public 360° document for the files you want to import, see Create new document (page 112).
Phase
Comments
Open document
Find the document you want to import the
file into.
Key/field
Use the Quick Launch or search facilities.
Import file to
document
In the Files list, click Select or drag files
here.
Select file
When the Windows Explorer opens, select
the files you want to import and click
Open.
Tip
You can also upload files by just dragging
them directly into the Files list from your
computer.
Click OK to close the confirmation dialog
box.
360° User Guide
Document  123
Scan paper documents
If you have installed the scanning program 360° Client scan on your computer and you have access to a
scanner, you can use your computer to scan in paper documents and import them into Public 360°.
Scanning module
PUBLIC 360°
PUBLIC 360° LRG
BUSINESS 360°
Optional
Optional
Optional
Phase
Comments
Open document
Create or find the document you want to
link the scanned file to.
Key/field
Use the Quick Launch or search facilities.
Select file
In the Files list, click the Scan file
button.
Note
The button is only visible when the 360°
Client scan program is installed on your
computer.
Place sheet in the
scanner
Place the paper document you want to
scan in the scanner.
Select Scanner
settings
When the ScanMate program opens,
adjust any settings as required.
For example, if you want to see what the
pages will look like after scanning, select
Show preview after scan on the
Settings menu.
For more information about settings, see
Scanner settings (page 125).
Click the Start button.
Accept or reject the
files
The paper documents will now be
scanned.
Once the pages have been scanned and
are OK, click the Accept button.
When you return to the ScanMate dialog
box, click the Exit button.
The scanned document will now be added
to the list of files to be imported into
Public 360°.
Complete import
124  Document
Click OK to import the file into the
selected document.
360° User Guide
Scanner settings
Phase
Comments
Key/field
In the ScanMate program, you can adjust any settings before clicking the Start
button.
Scanner settings
Number of pages and All pages. Specify
the number of pages in the paper
document you want to scan. To scan all
the pages in the scanner’s sheet feeder
select All pages.
Duplex. Lets you scan paper documents
with text on both sides. Your scanner
needs to support double-sided scanning.
Page size. Specify the paper size and
paper orientation.
Resolution. Select resolution. Higher
resolution gives you better quality, but
increases file size.
File format. This is where you select what
file format you require. The default is
PDF, since this format is suitable for most
purposes. TIF is ideal for black and white
images. JPG is ideal for colour images and
also keeps file size down.
Colour resolution. Select the colour
resolution you require. More colours give
you better quality, but increase file size.
Compress. TIF files give you more
compression options for reducing file size.
Experiment until you get it right. JPG files
can also be compressed, but this may
make their contents blurry. JPG is a file
type that is generally already well
compressed.
Note
The JPG file format cannot be combined
with multi-page and duplex scanning.
File name. Lets you give the file a
descriptive name.
Note
It is important not to change the file path
to the Work folder. If you accidentally
change this, the file will not get imported
to Public 360°.
360° User Guide
Document  125
Settings menu
Change scanner. Lets you select a
different scanner to use.
Scanner information. Shows details of
the selected scanner.
Language. Lets you select the language
to use in ScanMate. Choose English or
Finnish.
Save defaults. If you have changed
settings and want to save them for later
use, click this menu option.
Remember defaults. Select this option if
you want the program to always save your
last selected settings as defaults.
Page corrections
The settings you select here will be
applied during the scan.
Tip
You can also make corrections from the
preview. See Correct preview (page 127).
You will then be able to undo the
corrections before saving.
Align page. Straightens the page up.
Remove empty pages. Discards empty
pages from the file.
Remove borders. Eliminates border
lines.
Remove spots. Eliminates extraneous
marks from the page.
Remove lines. Eliminates lines in the
page.
Remove punch holes. Eliminates
scanned traces of punch holes.
Select views
Use scanner GUI. Opens the scanner’s
built-in dialog box. See the scanner
documentation for detailed information.
Perform OCR (Optical Character
Recognition). When you scan paper
documents, OCR automatically converts
images of text, such as scanned
documents, into actual text. Also known
as text recognition.
Show preview after scan opens a
preview of the scanned document. From
the preview, you can correct the
document before it is imported.
Show preview after OCR displays text
as recognised by the system. In the
preview, you will also have the
opportunity to correct text.
126  Document
360° User Guide
Correct preview
Phase
Comments
Key/field
If you select the Show preview after scan and Show preview after OCR settings
in the ScanMate dialog box, you will be able to make minor corrections to the pages
before they are imported into Public 360°.
Preview of scanned
paper document
If you have selected Show preview after
scan, a preview of the pages will be
presented on screen when the scan is
complete. In the preview, you will have
the option of making minor corrections.
See description below.
Click the Align button to straighten up the
page.
Click the Remove button and then the
options you require to remove unwanted
items of the selected types.
Remove borders. Eliminates border
lines.
Remove punch holes. Eliminates
scanned traces of punch holes.
Remove spots. Eliminates extraneous
marks from the page.
Remove lines. Eliminates lines in the
page.
Smoothen text. Smoothes and
regularises the text.
Select a page in the list (on the left of the
window) and click the Delete page button
to delete the page from the file.
Save or undo change
Once a correction has been made, click
the Save changes or Undo changes
button to save or reject it.
When you are happy with the result, click
the Accept button.
If the result is not satisfactory in spite of
the corrections, click the Reject button.
You then need to decide whether to rescan the pages.
Preview after OCR
If you have selected Show preview after
OCR, a preview of the text recognition will
be displayed on-screen.
You can also correct the recognised text.
If you have made a correction, click the
Save changes button before clicking the
Accept button.
360° User Guide
Document  127
View, edit, check out or check in file
Function
Comments
Key/field
The following gives you a brief description of the available file opening options.
Open a file
To open a file, you click directly on the
document description.
If you have edit permissions for the file,
Public 360° will ask you if you want to
open the file for editing or for reading.
Select Read only if you just want to read
the file.
Note
A file opened for viewing is read-only,
meaning that you cannot save any
changes you may make to the file.
Select Edit if you want to open the file
and edit it.
An open padlock will now appear in front
of the file name to indicate to other users
that the most recent file version is
currently being processed.
A file checked out for editing will be placed
in your personal workspace. While the file
version is checked out, other users will not
be able to access it.
Tip
Do not keep the file checked out any
longer than necessary. While the file is
checked out you will be the only one who
can edit it.
Check out file
If you want to prepare the file for editing,
but don’t want to open it now, click the
file’s context menu and select Check out.
The file will be checked out to your
personal workspace, but will not be
opened. While the file version is checked
out, other users will not be able to access
it.
128  Document
360° User Guide
Check in file
Once you have finished editing a file, you
should check it back into the document
store. This ensures the file’s availability in
the solution.
Click the file’s context menu and select
Check in. The file will be checked into the
document store.
The open padlock icon is removed and the
file will be available to other users.
Undo edit
If you don’t want to save any of the
changes made to a file since it was last
checked out, you can undo them. This will
restore the file to exactly how it was
before you checked it out.
Click the file’s context menu and select
Undo edit. No new file version will be
created. The file from the previous checkin will therefore be the current file version.
Note
If the file has never been checked into the
document store, the whole file will be
deleted.
360° User Guide
Document  129
Register hyperlinks
This facility allows you to create a hyperlink to a website on the Internet, an intranet or for FTP. Hyperlinks can
also point to files on an intranet.
Phase
Comments
Open document
Find the document you want to register
the link for.
Key/field
Use the Quick Launch or search facilities.
Register hyperlink
In the Files list, click New file reference
and then Register hyperlinks.
The ’Register hyperlinks’ dialog box opens.
Complete the fields in
the wizard
In the Hyperlink field, first select the
protocol type. Next, enter the address or
file path of what you want to link to.

http:// Hypertext Transfer Protocol
(HTTP): This protocol is the one
most commonly used for websites.

https:// Hypertext Transfer
Protocol, Secure. Developed for
secure communication when using
HTTP over the Internet.

file:// Used for opening a file on an
intranet.

ftp:// File Transfer Protocol (FTP).
Used for transferring files over the
Internet.
In the Description field, enter a
description of the hyperlink. This is the
text that will be displayed in the file list. If
you leave the field blank, the hyperlink
description will be used.
Test hyperlink
Click Test hyperlink to check that the
hyperlink has been typed correctly and
points to the right address or file.
Add hyperlink
Click Add hyperlink to add the link.
Complete registration
Once you have finished, click OK to save
and quit.
130  Document
360° User Guide
Register file references
This function allows you to add files belonging to another document to the file list. File references are mainly used
when the referenced file are for information only since they cannot be edited from the file list. See also Copy or
move files between documents (page 132).
Phase
Comments
Open document
Find the document you want to add a file
reference to.
Key/field
Use the Quick Launch or search facilities.
Select file
In the Files list, click New file reference
and then New File Reference.
Search for files you
want to crossreference
When the Search file window opens,
search for the files you want to crossreference.
Select files
The search results will display all files
linked to the documents that met your
search criteria.
Select the files you want to crossreference and click OK.
Note
Cross-referenced files (i.e. those to which
a reference is made) can be edited only
when opened from the document they
were originally linked to. To illustrate this,
cross-referenced files are preceded by a
padlock icon.
Change sorting
To change the sort order, click the file’s
context menu and select Change sort
order.
In the 'Change sorting' dialog box, enter a
whole number in the Sorting field.
The file with the lowest value will appear
at the top of the list.
The list will always be sorted with the
main document at the top. If, for example,
you enter the value as ”1”, the file will
then appear as the first document after
the main document.
360° User Guide
Document  131
Copy or move files between documents
This function is useful if you, for example, want to move all files from a document before deleting it or if you want
to use a copy of a file as basis for a new document.
Phase
Comments
Open document
Find the document from which you want to
move or copy files.
Key/field
Use the Quick Launch or search facilities.
Select files
In the Files list, check the files you want
to copy or move.
Select action
Click on File action and select the wanted
action.
Move action

This action is only available if you
have “Edit permissions” on the
document.

Moves all file versions and
variants to the target document.
Copy action

This action is available for all users
with “Read permissions”.

Copies only the active file version.
For more information about file versions
and variants, see Create file versions and
variants (page 138).
Tip
You can also copy files to the same
document. This is useful if you for
example want to use a file as basis for a
new file. You can then rename one of the
files by using the the Rename action.
Select target
document
When the dialog box opens, type in a few
letters or words and then clicking the Get
button.
Tip
Clicking the button on the far right opens
the Search window, which gives you more
options for searching.
When the document you want to move or
copy the files to is found, click OK.
You need “Insert files” permission on the
selected document.
132  Document
360° User Guide
Delete files
Phase
Comments
Key/field
Open document
Find the document containing the file you want to delete.
Use the Quick Launch or search facilities.
Select file
In the Files list, check the files you want
to delete.
Note
You need the "Modify file" right to be able
to delete files.
Click on File action and select Delete.
All files are now removed from the
document.
Confirm deletion
If you want to delete the file permanently,
check the Delete permanently field.
Referenced files (file references and
hyperlinks) cannot be permanently
deleted. Referenced files are only removed
from the document.
Note
If the file is deleted permanently, you will
not be able to undo the deletion.
Click OK to confirm deletion.
360° User Guide
Document  133
Undo file deletion
You can undo the deletion of a file, provided it has not been deleted permanently.
Note
Public 360° can be configured to permanently delete all files which have been marked as deleted for a given
duration. This duration is typically set to 14 days.
Phase
Comments
Open the document
Find the document that contained the file
you want to restore.
Key/field
Use the Quick Launch or search facilities.
Display deleted files
Once you have found the document, check
the Include deleted files box in the the
Files list.
Deleted files are now displayed with a
"Deleted" icon in front of the file names.
Undo deletion
Click the file’s context menu and select
Edit properties.
Clear deleted status
When the ’Edit properties’ dialog box
opens, uncheck The file is deleted box
and click OK.
The file will now be available in the file list
in the usual way.
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Edit file properties
Function
Comments
Select file
Click the file’s context menu and select
Edit properties.
Key/field
When the 'Edit file properties’ dialog box
opens, change the required properties.
The following outlines the options
available in this dialog box.
Change description
In the Title field you can change the title
so that it better conveys the contents of
the file.
Select type of
relation
In the Related as field, select how file is
to be linked to the document. You can
change the type of relation as required.
Examples of types of relation:
Display variant

Main document

Attachments

Case proposition

Covering letter

etc.
The File Variant field shows which variant
is the active version of the file.
See Create file versions and variants
(page 138).
You cannot change the variant type here;
this is done in the properties for versions.
Change category
The values in the Category field are for
informative purposes only and have no
function in Public 360°. This field can be
used for indicating whether the file is a
letter, a report, a technical drawing, etc.
Change access code
Any file you create based on a document
will inherit the access code from that
document. In the Access code field, you
can change the value if required.
Indicate that file is
available on paper
and its location
The On Paper field shows whether the
document indicates that sections of the
documentation may consist of paper
documents.
See Apply secrecy to a document (page
175).
Used if the main document has to be
archived in print for practical or legal
reasons and only the cover page has been
scanned for electronic storage.
The Location field is used for indicating the
document’s physical location.
Change sort order
The Sorting field allows you to change the
order of files in the file list by changing the
number in this field. The lower the
number, the higher the file appears in the
list.
The list is always sorted with the main
documents at the top and attachments at
the bottom. Within this division, the list
will be sorted according to the number
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Document  135
entered here.
Lock or unlock file
By checking the File locked field, the file
is locked. While the file is locked, it will
not be possible to check it out or edit it.
Locked files are indicated by a locked
padlock icon.
Undo deletion
If the file has been deleted, the check box
will show File deleted. To undo deletion,
uncheck the box.
See Undo file deletion (page 134)
Enter disposal code
If you have the role of Registrar, here you
can view, enter and edit the disposal code
and retention time for the file.
See Manually change the disposal date
(page 371)
Complete change
Click OK to confirm the change.
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Set status of a file
Public 360° includes functionality for setting the status of single files, i.e. so that you can rapidly label a file as
Approved, Void or Completed.
Phase
Comments
Open document or
case
Find the document or case with the file
you want to assign a status to.
Key/field
Use the Quick Launch or search facilities.
Select status
In the Files list, click the file’s context
menu and select Set status.
When the 'Select status and date for when
the status changed' dialog box opens,
select the required status, date and, if
required, enter a comment.
The solution comes with the following
default designations:
Complete
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
In progress This status has no
limitations and is assigned as the
default for files for which the
variant is equal to “P – Production
format”.

Completed. This status has no
limitations, and is assigned as the
default for files for which the
variant is equal to "A – Archive
format".

Approved. The file is marked as
approved and locked against
further editing.

Void. The file is marked as void
and locked against further editing.
Click OK to confirm the status change.
Document  137
Create file versions and variants
Files saved in the document store are subject to version control. The Files folder always contains the last version of
the file you worked on, but behind this there may be other versions and variants of the same file.
Illustration
The following diagram illustrates the connection between a file, its versions and variants.
Versions
Each time a file is opened for editing and then checked in again, a new version of the
file is created in the document store. The file list displays only the active version of
the file (which normally also is the most recent version of the file).
Variants
A file version can be saved in several variants. You might like to think of the variant
as a new ‘version’ of a file, but one that has the same version number as the file of
which it is a variant, while having a different variant type.
Only one file version/variant can be active at any one time. The active version is the
one that appears in the file list in the Files folder.
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Create file version
Each time you edit a file, a new version of that file will be created.
However, if you need to create a completely new version of the file not based on an existing one, the procedure is
as follows:
Function
Comments
Select file
Open the document.
Key/field
In the Files list, click the file’s context
menu and select New Version.
Select the file and
complete the fields
When the 'Create a new version of this
file' dialog box opens browse to the file
you want to use and click Add file. The
file will be added to the field underneath.
Optionally type in a Comment and select
the required File Variant.
Complete registration
Once you have finished, click OK to save
and quit.
The version now entered will be the
active one and will appear in the file list.
All locations that permit this file to be
opened will open this version.
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Create variant
There may be many instances where you want to create variants of the final version for different purposes.
In some instances, content which must not be made publicly available can be removed and the file saved as a
variant of type D – Display Format.
Function
Comments
Select file
Open the document.
Key/field
In the Files list, click the file’s context
menu and select View version history.
Select version
When the ’Version history’ dialog box
opens, select the first version you want to
register a new variant of.
Select New Variant
Click the Version button and then New
Variant.
Select file and
complete fields
Browse to the file you want to use and
click Add file. The file will be added to the
field underneath.
Edit the Description as required and
select the required File Variant.
Commonly used variants are:
140  Document

PR – Production Format. Used
when processing files produced inhouse, such as MS Word, MS Excel
etc. Files in these formats are
editable.

A – Archive format Used if your
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organisation’s archival materials
are to be delivered electronically to
an archival repository. Also used if
there is a requirement for all files
to be stored in an approved file
format before the document or
case can be concluded. Files
stored, in this variant are not
editable.

P – Public Format. Used for
documents that is not to be
disclosed in their entirety to the
public domain, where sections of
the text will be redacted to prevent
public access.

S – Signed Document. This
format allows an electronic
signature to be used.

D – Display Format. This format
can for example be used when the
file is opened on an intranet or
similar.
Note
Each variant type can only be used once
for each file version.
Complete registration
Once you have finished, click OK to save
and quit.
The variant you created will now appear in
the version list.
If the file you added is in a format defined
as a "Archive Format", the variant will
automatically be set to "Active".
(The file formats "PDF", "TXT", "TIF",
"SGML", "HTML" and "XML" are usually
defined as "Archive formats").
For other file format, you must manually
set the new variant as "active". See
below.
Make variant active
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Check this new variant to make it active.
Next, click the Version button, and then
Properties.
Document  141
Complete registration
Once the 'File version properties' dialog
box opens, check the Active Version box.
Click OK.
All locations that permit this file to be
opened will open this active version.
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Convert file to PDF
If Public 360° is set up for 360° Format conversion, files can be automatically converted to a format suitable for
long-term storage (normally PDF/A format). Automatic format conversion is performed asynchronously and
without user intervention. The conversion is normally triggered by the document being assigned a specific status,
such as "Officially recorded".
In some cases, however, it may be desirable to convert a file to an archive format manually and regardless of
document status. For example, if you want to send a file to a customer but do not want to send the source file.
This topic describes how you can send a file manually to 360° Format conversion to convert it to PDF.
Phase
Comments
Select file
Open the document.
Key/field
In the Files list, click the file’s context
menu and select Send to PDF
conversion.
A dialog box opens to confirm that the
format conversion is in progress.
360° Format conversion runs without user
intervention. You can therefore safely
close this dialog box and continue working
on other tasks.
Note
It may take several minutes before the
converted file is displayed in the file tab.
View converted file
Once the file has been converted, you will
see that it is now in PDF, has the same
file version as before the conversion but in
the Archive format variant.
Error
If the converted file is not displayed in the
File tab after several minutes or if you get
a message that the PDF conversion may
need more time, the file has not been
converted for one reason or another.
There are a number of possible causes for
this. 360° Format conversion or the
conversion service may not have been set
up or enabled. There may also be heavy
traffic on the server. The problem will
usually have to be resolved by your
Administrator or System Manager.
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Document  143
View list of
unsuccessful
conversions
144  Document
From the Functions menu, select List of
unsuccessful file conversions.
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More about version history
Version history allows you to view older versions and variants of a file. You also have the option of making an older
file version active.
Phase
Comments
Open version history
Open the document.
Key/field
In the Files list, click the file’s context
menu and select View version history.
The following outlines the options
available in this dialog box.
View history
The Version history dialog box opens.
This displays the file’s check-in and checkout history and all manually imported file
versions and variants.
View earlier file
version
To view a previous (inactive) file version
or variant, click the required No. in the
list. A read-only copy of the file opens.
Create new version
From the dialog box you can opt to
manually import a new file version.
See Create file version (page 139).
Create new variant
From the dialog box you can opt to
manually import a variant.
See Create variant (page 140).
Make previous file
version active
In the file list, select the file version you
want to make active.
Click the Version button and select
Properties.
Once the 'File version properties' dialog
box opens, check the Active Version box.
All locations that permit this file to be
opened will open this variant.
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Preview files
If Public 360° is set up with the File Preview feature, you can use the preview pane to view the contents of most
file formats without opening the file in a program.
The preview pane is available in all places from where you can open files. That is, the Files list (Document), Files
in the case tab (Case) and in the Files attached to document dialog box which is available numerous places in
Public 360°.
Note
File formats
cab.
which include collection of files cannot be previewed. This includes the file formats zip, rar, chm and
File viewer module
PUBLIC 360°
PUBLIC 360° LRG
BUSINESS 360°
Optional
Optional
Optional
Phase
Comments
Preview a file
Open the Files list (Document) or Files in
the case tab (Case).
Key/field
Check the Show preview checkbox in the
top right-hand part of the tab.
Click on the file you want to preview.
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Working in the
preview
In the viewer, you will find many useful
features. In most cases you will be able to
perform most of the "view functions"
directly from the viewer.
View the file
Click on View to show the toolbar. Use
this toolbar when you want to print,
rotate, zoom in, select text etc.
Search in the file
contents
Click on View and then select Search to
show the Search toolbar.
You can now type in your search string in
the search field.
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Sign PDF file
If your organisation has a digital ID (certificate), Public 360° can be set up to digitally sign and stamp PDF files.
With a digital signature, recipients of the file can verify that it is your organisation that issued the file and that the
file has not been altered since it was signed.
PDF signing module
PUBLIC 360°
PUBLIC 360° LRG
BUSINESS 360°
Optional
Optional
Optional
Phase
Comments
Select file
Open the document.
Key/field
In the Files list, click the file’s context
menu and select Sign PDF.
A dialog box opens to confirm that the file
has been signed.
View signature
An extra Signature button is displayed in
Adobe Reader.
Click the button to view more details of
the signature.
The signature is encapsulated in the PDF
file. All readers will therefore be able to
verify the signature details.
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The positioning of the stamp is set up by
your System Manager.
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Document  149
Register new case or document reference
When you want to make colleagues aware that there are other documents or cases that it may be useful to look at
in relation to the case or document you are working on, you can create a case or document reference. References
you create will be bidirectional. This means that the case or document you cross-reference to, will also refer back
to your case or document.
The following describes how to create a cross-reference between a document and a case. A similar procedure can
be used for creating case-case, case-document or document-document cross-references.
If you are in a case and want to refer to a document, you use the Documents tab. You create other references
from the Case references or Document references tabs.
Phase
Comments
Select document
Find the document for which you want set
up a cross-reference to a case.
Key/field
Use the Quick Launch or search facilities.
Select Case
References folder
Open the Case References tab.
Register reference
Click the New button.
Find case
When the 'Reference' dialog box opens,
find the case you want to make a crossreference to, select a Relation and enter
any Notes about the relation.
Confirm
Click OK.
View reference
Click the number or title to open the
cross-referenced case.
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Revise documents
The archives in Public 360° can be set up to support document revision. Note that the revisions are saved at
document level. A revision is a version of a document that survives in its own right even if the original document is
edited after completion of the revision. Any subsequent change to the document will normally mean creating a new
revision of the document.
When you open a document containing revisions, you will see the most recent active (completed) revision. In
addition to the revision shown, there may be more recent revisions that have not yet been completed, and also
older revisions.
The revision displayed and revision status are shown on the document’s information bar.
Note
You must have "Edit revision" permission for a document in order to be able to create, edit or view other
revisions.
Create new revision
Phase
Comments
Open document
Find the document you want to edit. Use
the Quick Launch or search facilities.
Open Revisions tab
Open the Revisions tab and click the
New revision button.
Key/field
Note
If you are in “Overview”, you have to click
the Show all button to see the tabs.
Tip
You can also create new revisions by
selecting 'Create new revision' from the
Document's context menu. Please note
that this menu item is only available when
all previous revisions have the
"Completed" status.
Enter revision
properties
When the New revision dialog box opens,
select the required Status and, optionally,
a Revision description.
Note
Status codes can be set up to close
revisions. If you select a status which
closes the revision, you will be able to edit
neither the revision nor the files
associated with it.
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Copy files
In the Select files group check the files
you want to create copies of and link to
the new revision.
After copying, the new files will have
exactly the same content as the files in
the selected revision.
File version and variant in brief
When you copy files from the selected
revision (shown revision), it is always the
“active” version that gets copied (the
active version is usually the most recent
version as well).
A file can exist in multiple versions and
variants (for more information, see
Create file versions and variants (page
138)).
If the active file version exists in multiple
variants, the “P – Production Format”
variant is the one that gets copied. If the
active file version does not have a variant
in this format, the variant will be copied in
“A – Archive Format”.
Complete registration
Once you have finished, click OK to create
the revision.
Tip
If you want to copy files from a revision
other than the previous revision, you must
select the desired revision before you click
on the New Revision button.
In the example on the right, the system
will create copies of the files attached to
"revision 2".
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View files linked to previous revision
Phase
Comments
Key/field
When working with revisions you can go back at any time in the series of revisions to
view files linked to the previous revisions.
Open document
Find the document you want to work on.
Use the Quick Launch or search facilities.
Select revision
Open the Revisions tab.
In the list, click on the revision you want
to look at. Once the revision has been
selected, the revision number will be
displayed in bold.
Shown revision
On the Information bar you can always
show the currently selected revision
(Shown revision) and the status.
View details
If you open the Details tab you will also
see which revision is current revision
(That is, the most recent active
(completed) revision), and the Current
revision status.
Open Files tab
Open the Files tab. Click the file’s context
menu and select the required function.
Note
If the status of the revision you open is
set as "completed”, you will not have the
option of editing the files.
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Document  153
Edit revision status
Phase
Comments
Open document
Find the document you want to work on.
Key/field
Use the Quick Launch or search facilities.
Note
You must have "Edit revision" permission
for a document in order to be able to
change the revision status.
Select revision
Open the Revisions tab.
Click the revision’s context menu and
select Edit properties.
Select status
When the ’Edit revision’ dialog box opens,
select the required status from the Status
drop-down list.
Note
Status codes can be set up to close
revisions. Once a revision has been closed
you will no longer be able to edit the
revision or the files associated with it.
Complete registration
154  Document
Once you have finished, click OK to save
the status change.
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Copy hyperlink for current revision to the clipboard
Phase
Comments
Key/field
By using the Copy hyperlink for current revision command, you can provide your
readers with a hyperlink to the files linked to the at all times most recent revision with
"Completed" status.
Open the document
Find the document you want to work on.
Use the Quick Launch or search facilities.
Copy hyperlink
Click on the Document’s context menu,
select Send to and then Copy hyperlink
for current revision.
A hyperlink to the revision files will now be
copied to your clipboard.
Paste hyperlink to
required location
You can now, for example, paste the
hyperlink into an e-mail message, into an
instant message or post it on an Intranet
site.
When the recipient clicks the hyperlink,
Public 360° opens and displays the file list
from the at all times most recent revision.
If a new revision is created and set to
completed, this hyperlink will still work but
will then show the files linked to the new
revision.
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Workflow
When producing documents, you may need to consult someone or have other people such as a head of
department or specialist review or approve the content before finalising the document.
When you send documents out on a workflow, tasks will be created and assigned to the recipients in the workflow.
Once the workflow has been started, you will be able to follow the progress of the document and easily look up
any comments on it.
Send documents out on a workflow
Phase
Comments
Key/field
Public 360° is supplied with the two workflows: “For approval” and “For review”.
Select New workflow

Select Send for review if you want to send one or more documents or draft
documents for evaluation or if you need comments on an incoming document.

Select Send for approval if you need to send one or more documents to a
head of department, caseworker or a specialist for approval.
Click the New menu button, select
Workflow and then the required
workflow.
Tip
You can also send documents out on a
workflow from the In progress work list.
In the work list, select one or more
documents and click the Workflow button
and then the required workflow.
Describe workflow
When the Workflow dialog box opens,
enter a suitable description. This is the
description displayed in each recipient’s
"Tasks" list.
Select type of
workflow
In workflows of the “Send for review" type
there are two options: for all recipients to
receive the task simultaneously (Parallel)
or one after the other (Sequential).
In workflows of the “Send for approval”
type, the recipients will always receive the
task sequentially.
Note. This is for entering instructions or
explanations of the tasks to the recipients.
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Due date. Specify the required due date.
Priority. The priority you select will be
displayed in the workflow task.
Title. This is the description which
displayed in each recipient’s "Tasks" list.
Normally, you do not need to edit this
field.
(If theses field are not shown, check the
Show all fields checkbox)
Select recipients
In the Add recipients field, add one or
more internal recipients. You can select
individuals and units from your
organisation.
The selected recipients will automatically
be assigned permissions for the document
and the files as they receive the tasks.
Tip
Recipients can also be loaded from a
favourite. This is useful if you frequently
send documents to the same recipients.
For information about how to set up
favourites, see Save rows as favourite
(page 65).
Recipients step
You can also add recipients in this step. In
this step you can also change the order of
the recipients.
The recipients will receive the tasks in the
order you selected them. Use the Move
up and Move down buttons to change
the order.
Note
For sequential workflow, you can group
two or more recipients in the workflow by
using the Connect as Group option.
This option helps to group two or more
approvers. The workflow will not continue
untill all approvers have approved the
workflow.
Set individual due
dates
Set due dates individually. In
sequential workflows, the due date can be
set individually for each recipient.
To be able to use this functionality, you
must first specify a due date in the
Workflow information step (See above).
Once the recipients have been added, click
the Set individual due date button. A
Due date column will now be added after
each recipient name in the recipient list.
To specify individual due dates for each
recipient, click the due date’s context
menu, select Set due date and then the
required date.
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Document  157
Documents step
In the Documents step, add the
documents you want to send out on a
workflow.
The selected documents are listed
underneath the field.
Use the Move up and Move down
buttons if you want to change the
document order.
Attachments step
You can also add additional attachments
or files pertaining to the workflow.
These files will not be editable and will
only be used as a reference material for
the workflow.
Start workflow
Click Finish to complete the wizard and
start the workflow.
The workflow is automatically added to the
recipients' Tasks work list.
To manage and monitor where the tasks
in the workflow are at any stage, select
the workflow from the Sent tasks work
list. See Monitor and manage tasks (page
167) for more information.
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Edit workflow task properties
Phase
Comments
Key/field
It is possible to edit the properties of a sequential workflow task.
The workflow participants can edit the note and other details of the workflow.
Open the workflow
task
Navigate to Tasks<workflow
title>
Edit the workflow
properties
Open the workflow task and
select Edit properties from the
Context menu.
You can now edit the Title,
Note, and Priority information.
Save the details
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Click OK to save the workflow
details.
Document  159
Receive, review or approve documents in a workflow
Phase
Comments
Key/field
When someone in your organisation sends one or more documents to you for review
or approval, you will find the workflow as a task in the Tasks work list.
The documents will remain in the work list until you have closed them.
Open workflow task
Open the Tasks work list and click on the
title for the task you want to open.
The detail view for the task opens. From
this window you can then perform the
tasks in the workflow.
The following describes the functions you
can perform from this window.
Read instructions,
due date and
priority
The top section of the window gives you
details of the workflow task together with
any instructions from the person who
started up the workflow.
Due date. As the due date approaches, a
“yellow bell” appears a set number of days
before the final due date (the number of
days is controlled by a setting in Public
360° Administrator). If the due date is
exceeded, a “red bell” appears. Note that
the due date applies to the entire
workflow. If there are subsequent
recipients, they also have to complete the
task within the specified date.
Type. Shows the type of workflow. The
tasks to be performed depend on the type
of workflow selected.
View recipients
The Tasks group lists recipients and tasks
in the workflow.
If you want to hide the recipients in
subsequent tasks, uncheck the View all
field.
If the workflow is sequential and you have
permissions for adding recipients to a
workflow, you can add them by selecting
Edit recipients from the context menu.
New recipients will be added to the
subsequent task.
See also Send for consultation (page 164).
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Open documents
To open the detail view for a document,
click the document number or title.
Add remark to
document
Click the context menu of the document
and select New remark.
When the dialog box opens, type in your
remark.
Open files
To open a file for editing, click the file icon
shown next to the document number.
When the file(s) is/are displayed, click the
one you want to open and select Edit.
As a recipient, by default, you will be
assigned write permissions for the files.
Select status
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When the task has been completed you
can set a status for it. See details below.
Document  161
Select status in
”Approval” type
workflow
The "Sent for approval" workflow gives
you the following status options.
Ignore - Select this status if you want to
skip the task and send it to any
subsequent recipients.
(This status is only available from the
context menu)
Reject - The workflow will be assigned
“Not Approved” status and closed even if
there were several recipients. The sender
has to correct the document and start up
a new workflow.
Approve - If you are the only recipient,
the workflow will be assigned “Approved”
status and the workflow will be closed. If
there are several recipients, the task will
be assigned ”Approved” status and sent to
the next recipient. See also Approve and
escalate (page 163).
Send back - For sequential workflows, if
the participant feels that the workflow is
not approved correctly or documentation
edits are required, the Send back option
can be used to send the workflow back to
any of the previous approvers.
Note
The workflow can also automatically set
the document status to “Approved”. This is
dependent on a setting in Public 360°
Administrator. If the document status is
not set automatically, you will have to
finalise and possibly also dispatch the
document manually.
Select status in
”Review” type
workflow
The "Sent for review" workflow gives you
the following status options.
Ignore. Select this status if you want to
skip the task and send the workflow to
any subsequent recipients.
(This status is only available from the
context menu)
OK. Select this status once the task has
been completed. The status of the task is
set to closed. If you are the sole recipient,
the workflow will be terminated.
162  Document
360° User Guide
Approve and escalate
Phase
Comments
Key/field
If, in the midst of an approval workflow, you realise that a decision has to be made at
a higher level (e.g. management level), you can select the Approve and escalate
option.
Select Approve and
escalate
Click the Workflow's context menu and
select Approve and escalate.
Note
This menu selection will only be visible if
there are someone to escalate to (i.e. if
there are more than three recipients of the
approval workflow)
Select recipient
When the ‘Approve and escalate’ dialog
box opens, select the recipient the
workflow task is to be escalated to and
enter a remark.
The workflow will bypass any other
recipients in the workflow.
The workflow task will now be shown in
the Tasks work list for the selected
recipient.
Any recipients skipped in the workflow will
be labelled with “Bypassed” status.
360° User Guide
Document  163
Send for consultation
Phase
Comments
Key/field
If you need to consult with someone, obtain expert advice or other assistance from
someone who is not part of the workflow, you can use the Send for consultation
option.
When you send a workflow task for consultation, the selected recipient will receive the
workflow task in his or her Tasks list with the status “For consultation”. As soon as
the recipient has completed the task, the workflow will be returned to you.
Select send for
consultation
Click the Workflow's context menu and
select Send for consultation.
Select recipient
When the ‘Send for consultation’ dialog
box opens, select the recipient the
workflow task is to be sent to and enter a
remark.
The workflow task will now be shown in
the Tasks work list for the selected
recipient.
As soon as the selected recipient has
completed the task and selected a status,
the workflow will be returned to you to
finalise as required and then apply your
status. The task will then be sent onwards
in the original workflow.
164  Document
360° User Guide
Delegate workflow task
Phase
Comments
Key/field
If you feel that you are short of time or capacity to deal with a workflow task, you can
delegate it to another user.
Select Delegate
Click the Workflow's context menu and
select Delegate.
When the ‘Delegate’ dialog box opens,
select the recipient you want to delegate
the task to.
You may want to add a note about the
reason for the delegation.
The workflow task will now be shown in
the Tasks work list for the selected
recipient.
In the recipient list, your status will be
shown as “Delegated”.
360° User Guide
Document  165
Notify other users
Phase
Comments
Key/field
If you feel that users who are not members of the workflow should be notified of a
task or document, you can send them a notification. For example, if you believe that
one or more users outside the workflow would benefit from or be interested in this
information.
Select Notify
Click the Workflow's context menu and
select Notify.
When the ‘Notify’ dialog box opens, add
the contacts the notification is to be sent
to and enter a note.
The notification will be shown in the Tasks
work list for the selected user. By clicking
the notification, the selected user will be
able to open the workflow task.
166  Document
360° User Guide
Monitor and manage tasks in a workflow
Phase
Comments
Key/field
Having created a workflow, the detail view for the workflow lets you manage the tasks
and monitor where the tasks in the workflow are at any stage.
Open workflow
details
Open the Sent tasks work list and click
the workflow description.
As soon as all the tasks in the workflow
have been completed, the document will
be removed from this work list.
Tip
You can also open the workflow details in
the document directly by clicking the Last
workflow link at the top of the Document
details window.
The following describes one of the
commonest functions performed from the
detail view for a workflow.
View progress
If there are multiple recipients, use the
Tasks group to monitor where the tasks
in the workflow are at any stage.
The group shows status and
notes/remarks on status and when the
status was set.
As soon as all the recipients have set their
final status, the workflow will be closed.
Note
The workflow can also automatically set
the document status to “Approved”. This is
dependent on a setting in Public 360°
Administrator. If the document status is
not set automatically, you will have to
finalise and possibly also dispatch the
document manually.
View all recipients
The Tasks group lists recipients and tasks
in the workflow.
Note that the list only shows recipients for
completed and ongoing tasks. Recipients
for subsequent tasks are not shown.
To view recipients for subsequent tasks,
check the View all field.
360° User Guide
Document  167
Add and edit
recipients
As initiator of the workflow, you can add
new recipients to a sequential workflow by
selecting Edit recipients from the context
menu.
Note
You can only edit and add recipients in
sequential workflows.
New recipients will be added to the
subsequent task.
In the ‘Edit recipients’ dialog box, you can
also delete and edit the order of recipients
in tasks that have not been started
(meaning that recipients who have already
received the task cannot be deleted).
See also Send for consultation (page 164)
and Delegate workflow task (page 165).
View notes
To view any notes to the document, click
the Notes icon.
Note
The dialog box that opens shows all notes
added to the document, and not only
notes added to the workflow.
Set status for
recipient
As the initiator of a workflow, you can skip
a recipient by setting the Ignored status.
This is a useful function if recipients are
prevented from doing this themselves,
say.
The status can only be assigned to
recipients in an ongoing task.
In the example on the right, the recipient
in the first activity has been ignored
because he was temporarily unavailable.
The workflow now passes to any parallel
or subsequent recipients.
If you skip the last recipient, the status
set by the preceding recipient(s) will be
the final status.
Print workflow
Generate a workflow report including all
documents and any remarks. The report
and its files will be converted into a PDF
file and sent to you by email.
Terminate
workflow
As the initiator of a workflow you can also
terminate the entire workflow.
See Book workflow report (page 170)
Other recipients with editing permissions
for the workflow can also terminate the
workflow.
Open the task’s context menu and select
Terminate workflow.
The status of all the tasks will be set as
terminated and removed from each
recipient’s Tasks list.
168  Document
360° User Guide
Grant permissions
for workflow
As the initiator of a workflow, you have
access to view and grant users and user
groups permissions in the workflow.
Open the Workflow’s context menu and
select View permission.
The ‘Workflow permission’ dialog box
opens and shows current permissions in
the workflow.
Click the New permission button to
grant permissions to a new user or user
group. If you want to edit or delete
permissions, select the user or group and
click either the Edit permission or
Delete permission button.
Note
Recipients in the workflow will be granted
permissions to the tasks as they receive
them in the workflow. To view task
permissions, click the recipient’s context
menu and select View permission.
360° User Guide
Document  169
Book workflow report
Phase
Comments
Key/field
If you want to print or send information about the documents and the workflow to
other people, you can generate a workflow report including all the documents and any
comments.
The report and its files will be converted into a PDF file and sent to you by email.
Note
This solution requires that Public 360° has been set up with 360 Format conversion
and that you are registered with an email address in the solution.
Order report
Click the Workflow’s context menu and
select Print workflow.
Select print options
In the ’Print workflow’ dialog box, select
whether comments are to be included in
addition to the documents.
What happens next?
Public 360° will now generate a Workflow
report consisting of both the report itself
and all the files in the workflow. The
report and all the files will be merged into
one big file and converted into a PDF file.
The PDF file will be sent to you by email.
Note
It may take several minutes for the
converted files to be sent.
170  Document
360° User Guide
Publish documents to eDocuments for iPad
From SharePoint, these functions let you publish all types of documents held in Public 360°. The solution lets you
create a manageable folder structure for organising documents into. When these documents are published, they
can be uploaded to an iPad using the eDocuments app and then read there.
eDocuments module
PUBLIC 360°
PUBLIC 360° LRG
BUSINESS 360°
Optional
Optional
Optional
Phase
Comments
Log in to SharePoint
Log in to SharePoint for eDocuments.
Key/field
Tip
The address for this site should be
available from your system administrator.
Create an site
Create a site for the structure you want to
place the documents in.
From the Site Actions menu, select Site
Settings, and under "Site Collection
Administration", select Create new
catalog.
Fill out the Title field and any
Description.
Under "URL name" complete the URL by
filling out the text field. This may, for
example, be the same as the title.
Click OK to finish. The new catalog will be
displayed immediately. It will also appear
in the menu bar.
Tip
To go back to the main window with the
menu bar, click the up button and select
eDocument.
360° User Guide
Document  171
Create folder
structure
From the Site Actions menu, select Site
Settings, and under Site
Administration, select Directory
Management.
Select Create new Directory to create a
new folder.
Enter a name for the folder.
If you have created a template for the
folder name, select Use Template, and
select a template from the dropdown list.
If you already have a folder, but want to
change its name, select Edit existing
Directory.
Select the folder from the dropdown list
and correct the name.
Add folders
To add folders, select the Folders tab.
Enter a name for the folder and click the
green plus sign.
Repeat until you have added the folders
you need.
Organise folders
Having created the folders, you can move
them up and down in the structure or
delete them.
Select the folder you want to move or
delete and click the respective button.
To confirm creation of the folders, click
Save.
Add topics
Under each folder, you can add topics.
Select the Topics tab, then select a folder
from the dropdown list and enter a name
for the topic.
Click the green plus sign to add.
Note
The documents are added to topics, so
you have to have at least one topic under
each folder to be able to add documents.
Organise and save the topics in the same
way as for the folders.
Save as template
172  Document
You can save the structure you created so
you can use it as a template later on. Click
Save as Template.
360° User Guide
Click Publish to publish the site with the
directory structure.
Add documents
To add documents to the structure, select
a Topic and under this, Documents.
Click Add document.
In the window that comes up, click Select
file and then select a file. Click OK to add
the file to the structure.
The files can be obtained from your local
disk, from a file server or from Public
360°. If you retrieve the files from a
meeting exported from Public 360°, use
the path that Public 360° provided. The
path is on the form;
\\Server\360users\onenote\en\[user]\
Delete site
360° User Guide
Select the site you want to delete. From
the Site Actions menu, select Site
Settings, and under "Site Actions”, select
Delete this site. You will receive a
warning to which you respond by clicking
Delete to confirm.
Document  173
Give users access to a site
Phase
Comments
Select board
Click the site you want to give users
access to. For example, "Building
committee 2011" in the figure on the
right.
Key/field
Click Site Actions and select Site
Permissions.
Select users
Click Grant Permissions and under
Select Users, select users.
Grant permissions
Under Grant Permissions, select the
Read access level.
Note
At least one user must have permissions
for the site!
Complete registration
174  Document
Once you have finished, click OK to save
and quit.
360° User Guide
Apply secrecy to a document
If the access code is different to ”U - Unclassified", the document can be screened from the public domain. This
allows you to protect information that is governed by statutory provisions concerning confidentiality and personal
data protection. The information will also not be included in the ’Public journal’ report.
If Public 360° is set up with "public read", the screened information will also be kept from users with "Public
read" permissions.
Phase
Comments
Open document
Create or open the document you want to
screen.
Select access code
The access codes are used for restricting
information published in the Public
Journal.
Key/field
From the Access Code drop-down list,
select a code different to that of ”U –
Unclassified”.
Note
An access code is required in order to be
able to screen information.
Screen document
title
Public 360° can be set up with two
different methods to differentiate the
“internal” and the “public” title on
documents and cases. This is controlled by
a setting in the 360° Administrator.
Below we describe the two options.
3. Manual handling of Official and
public title (Recommended
solution)
4. Split official title based on
‘commercial at’ sign "@"
1. Manual handling
of Official and
public title
When the Access code is set to a value
different from "Unclassified", the text in
the Title field will be kept from the public
domain.
From the Public title option drop-down
list box, select the appropriate public title
option:

Set Public title equal to title to
use the document title also as
public title.

Screen entire public title to
screen the entire title. The public
title will be set to "Screened".

Type in public title manually to
open a Public title field. In this
field, you can now type in a
screened variant of the title.
2. Split official title
based on
‘commercial at’
sign "@"
In order to screen all or parts of a
document description, enter a ‘commercial
at’ sign "@" in the Description field. All
text following the sign will be kept from
the public domain.
Screen contacts
Check the Screen contacts box next to
the Access code field to screen external
contacts in addition to addressees.
360° User Guide
Document  175
If you want to screen the information at a
later stage, open the Contacts tab. Click
the recipient’s context menu and select
Secrecy.
Note
Normally, only external addressees needs
to be screened. Recipients of unclassified
documents cannot be screened at all.
Screen files
Files created from or imported into a
document will automatically be given the
same access code as that original
document.
Notes
Notes can be screened from external
parties by entering an access code
different to ”U – Unclassified”. This is
intended to be for information purposes.
Notes do not appear in the Public Journal.
176  Document
360° User Guide
Archive your private files
The archive ‘My private’ is the place where you put your personal files, instead of having them on your local disk.
This archive is specially designed for this. It is easy to create a document, and add files to it. The advantages of
using this archive is that your files are regularly backed up and you can reach them from any PC with access to
Public 360°. By default, only you will see these files, but you can set access rights for others if you want to.
Phase
Comments
Creating a document
You must create a document to store the
files in. Select:
Key/field
New – Document – Import
file/register
Select My private.
Add files to the
document
Now you can add files to the document.
To import one or more files, click on
Select or drag files here.
When the Windows Explorer opens, select
the files you want to import and click
Open.
You can also upload files by just dragging
them from your computer.
Tip
Any files you add will be listed after the
‘Uploaded files’ field. If you accidentally
upload a wrong file, you can easily remove
it by clicking it.
In the field Title enter a name for your
document.
Click Finish to store the new document
with the files you added to it.
By default only you will see these files.
You can, however, give other users access
rights if you want to. For more
information, see Add permissions (page
96).
The 'My private' work
list
If you often work with private files, you
can add the 'My private web part to your
desktop.
This list provides quick access to your
files.
Tip
From this work list you can also upload
files, grant access and set document
status.
360° User Guide
Document  177
Work in your own library
Public 360° comes ready-configured with a SharePoint library for your personal use. This library lets you use
SharePoint 2010's built-in functionality when you want to work locally on your files/documents. From a SharePoint
library, you have the benefit of powerful functionality for document collaboration, working independently on files
even when you are disconnected from the network, and more besides. If Microsoft Office Web Apps is installed and
configured on your SharePoint 2010 area, you will also be able to use Office Web Apps for performing browserbased display and editing of your Office documents from wherever you have a connection to the organisation's
SharePoint area.
Send and work on files in your library
Phase
Comments
Key/field
The following describes how to send files from Public 360° to your library.
Open document
Find the document with the file you want
to send to your library.
Use the Quick Launch or search facilities.
Send a file to your
own library
In the Files list, click the file’s context
menu and select Send to and then Send
to my library.
The document will now be sent to the
library.
When asked if you want to go to the new
library, click OK.
Open your library
You can open your library at any time by
selecting My library from the Functions
menu.
Open your library
You can open your library at any time by
clicking the My library button found on
the Public 360° main menu
Work in SharePoint
library
In the SharePoint library you now have
access to all the SharePoint functions
available.
The ribbon in SharePoint contains the
buttons you can use for performing the
majority of standard actions for the files in
the library.
When you select a file, the ribbon will for
example show the majority of functions
available to you for the selected file.
For more information about the
functionality in the SharePoint 2010
library, please refer to the SharePoint
documentation.
Return to Public
360°
178  Document
To return to Public 360°, click one of the
shortcuts on the left-hand side of the
window or on the Home button.
360° User Guide
Send a file back to
Public 360°
When the file you are working on has been
updated, it should be checked back into
Public 360°.
In the SharePoint library, click the file's
context menu and select Save as new
version of existing 360° file.
The file will now be checked into Public
360° as a new version of the file you
originally sent to the library.
360° User Guide
Document  179
Send files from your library to Public 360°
Phase
Comments
Key/field
A SharePoint library gives you lots of options. You can for example upload files from
your computer and create new files directly in the library.
If you have created or uploaded files to your library which you want to archive in
Public 360°, the quickest and easiest way to do this is from the SharePoint library.
You have the option of either saving the files to a new document or linking them to an
existing document in Public 360°.
Open your library
Open your library by clicking the My
library button found on the Public 360°
main menu.
Select function
In the SharePoint library, click the file's
context menu and then selected the
required function.
Save as new Public
360° document
If you want to create the file and sent it to
a new Public 360° document, select Save
as new document in 360°.
If your company has multiple archives,
start by selecting the archive and then
click Complete.
When the 'New document' wizard opens,
as a minimum, complete the mandatory
fields ().
If the document type requires that it be
linked to a case, find the required case as
well or create a new one by clicking New
case.
Save to existing
Public 360°
document
If you want to send the file to an existing
Public 360° document, select Save as
new attachment in 360°.
When the search window opens, call up
and select the document you want to save
the file to, and click OK.
180  Document
360° User Guide
Folder tabs in Document
In the Document overview, you will normally find the information you need - typically the key document details
and lists of Contacts, Remarks and Files (including previews if this option is installed).
To see more document details, click the Show all button.
The Document element usually contains the tabs described below, as well as the Details tab. All contacts, cases,
files and other items linked to the document you are working on will be displayed in these tabs.
Document context menu
Function
Comments
More information
The Document context menu is dynamic and displays only the functions you can
perform in a given instance for the document.
Edit properties
Opens the selected document for editing.
See Edit elements (page 27)
Save as
Lets you save an existing document as a
new one.
See Create new document based on
existing (page 117)
Move to
Lets you save a document in another
document archive. For example, you can
save a correspondence document as a
case document.
In principle, this function works in the
same way as Save as, but, instead of
copying the original document, it moves it.
Select Move to and then the required
document archive.
The original document is deleted once the
new document has been created.
Archive functions
This menu is a group menu for functions
normally performed by individuals
assigned the role of Registrar.
Set document status
Lets you specify the document status
which again helps to indicate how far the
document is reached in the case
processing.
This option is available only for case
documents. For revision documents the
menu item is named Set revision status.
Send to - Send
hyperlink by e-mail
Creates a new e-mail message containing
a hyperlink to the selected document.
The recipient of the e-mail message will
need to have access to and be a user of
360° User Guide
Document  181
Public 360° in order to be able to view the
document and the files.
Hyperlinks ensure that the recipient
always has access to the latest (checkedin) version of the files linked to the
document.
Send to - Send as
attachments by email
Creates a new e-mail message with the
document’s files as attachments.
Send to – Copy
hyperlink
A hyperlink to the selected document will
be copied to the clipboard.
This function is intended for when the
recipient does not have access to Public
360°.
See Copy hyperlink to an item to the
clipboard (page 16).
The hyperlink can for example be pasted
into an e-mail message or posted as a link
on a website.
Send to – Copy
hyperlink for current
revision
A hyperlink to the files linked to the at all
times most recent revision with
"Completed" status will be copied to the
clipboard.
See Copy hyperlink for current revision
to the clipboard (page 155).
This menu item is only available for
"Revision documents".
Dispatch
Archives the document and dispatches it
to the archive or to the recipients.
See Dispatch documents (page 302).
Register as reply to
multiple documents
Lets you use this document as a reply to
other documents in the case.
See Sign off multiple documents with a
reply document (page 360).
This function allows you to reply to
multiple incoming documents (”Incoming
document") using an “Outbound
document”.
Delete
Lets you delete the document with all its
associations and information.
Note
Certain document types cannot be
deleted.
New reminder
Lets you set a reminder for the document
which you have to remember or do by a
certain date.
See Create reminder (page 12).
Set revision status
Opens a new dialog box from which you
can select a Revision status.
See Edit revision status (page 154)
This menu item is only available for
"Revision documents" and only when the
currently selected revision is "open" (in
progress).
Create new revision
Lets you create a new revision.
See Create new revision (page 151)
This menu item is only available for
"Revision documents" and only when there
are no previous revisions with the "In
progress" status.
Send for review
182  Document
This function is the one you use when you
want to send a document or draft
document for evaluation or need
See Send documents out on a workflow
(page 156).
360° User Guide
comments on an incoming document.
Send for approval
360° User Guide
This function is used when sending a
document to a head of department,
responsible caseworker or a specialist for
approval before sending it to the archive
for dispatch and officially recording.
See Send documents out on a workflow
(page 156)
Document  183
Files tab
The Files tab contains the files linked to the document you are working on. A document can contain multiple files,
such as a main document with several attachments or other support documents.
The tables below outline the various functions in the Files tab.
Functions and buttons
Function
Comments
More information
New file - Create file
from template
Lets you create a new file from a
document.
See Create file from template (page
119)
New file - Import files
Lets you import an existing file to the
document.
See Import file (page 123)
New file - Register
hyperlink
Lets you create hyperlinks to websites on
the Internet, an intranet or for FTP.
Hyperlinks can also point to files on an
intranet.
See Register hyperlinks (page 130)
New file - New file
reference
Lets you make cross references to files
that have already been saved to other
documents in Public 360°.
See Register File References (page 131)
New file – Get file
references from a
case
This function allows you to quickly add
files belonging to another case to the file
list.
File references are mainly used when the
referenced file are for information only
since they cannot be edited from the file
list.
File actions - Move
Lets you move the selected files to
another document.
See Copy or move files between
documents (page 132)
This file action is only available if you have
“Edit permissions” on the document.
File actions - Copy
Lets you copy the selected files to another
document. You can also copy it to the
same document.
See Copy or move files between
documents (page 132)
File actions - Rename
Lets you rename a file. This action is
useful if you, for example, want to create
a copy of a file that you want to use as
basis for a new file.
See Copy or move files between
documents (page 132)
File actions - Delete
Lets you delete the selected files.
See Delete files (page 133).
Show preview
If Public 360° is set up with the File
Preview feature, a show preview checkbox
is shown here. You can use the preview
pane to view the contents of most file
formats without opening the file in a
program.
See Preview files (page 146)
Include deleted files
Check this field to display files that were
previously associated with the document
but have since been deleted. In some
instances you can also undo a deletion.
See Undo file deletion (page 134)
Print tab content
Sends the contents of the tab to the
printer.
File context menu
Function
Comments
More information
View
Opens the file as read-only.
See View, edit, check out or check in
file (page 128).
184  Document
360° User Guide
Edit
Checks out the file from the document
store and opens it in the associated
program.
See View, edit, check out or check in
file (page 128).
Check out
Checks out the file from the document
store but does not open it.
See View, edit, check out or check in
file (page 128).
Check in
Checks in a checked-out file.
See View, edit, check out or check in
file (page 128).
Undo edit
Undoes the last edit.
See View, edit, check out or check in
file (page 128).
Display properties
Displays the file’s properties
Edit properties
Opens the file’s properties for editing.
Change sorting
Opens the ’Change sorting’ dialog box.
This lets you change the order in which
files are sorted in the file list.
View Edit file properties (page 135).
The file with the lowest value will appear
at the top of the list.
The list will always be sorted with the
main document at the top. If, for example,
you enter the value as "1", the file will
then appear as the first document after
the main document.
Note
This menu option is available only for
cross-referenced files.
Set status
Opens a new window for setting the
Status of the file to indicate, for example,
whether the file is in preparation or has
been completed.
See Set status of a file (page 137).
Delete
Deletes the file
See Delete files (page 133).
View version history
Opens a new window displaying the file’s
version history.
See More about version history (page
145).
New version
Lets you import a new file version to be
the current version of the selected file.
See Create file version (page 139).
New Variant
Lets you import a new variant to be the
current variant of the selected file.
See Create variant (page 140).
Send for PDF
conversion
If Public 360° is set up for 360° Format
conversion, this function lets you send a
file manually to 360° Format conversion to
be converted to PDF.
See Convert file to PDF (page 143)
Sign PDF
If your organisation has a digital ID
(certificate), this function lets you digitally
sign and stamp PDF files.
See Sign PDF file (page 148)
View file references
Opens a new window listing the
documents from which the selected file is
cross-referenced.
Send to - Send a link
via e-mail
Creates a new e-mail message containing
a hyperlink to the selected file.
The recipient of the e-mail message will
need to have access to and be a user of
Public 360° in order to be able to view the
file.
Hyperlinks ensure that the recipient
always has access to the last (checked-in)
version of the file.
Send to - Send as
360° User Guide
Creates a new e-mail message with a copy
Document  185
attachment with an
e-mail
of the selected file as an attachment.
Send to – Get copy
Gets a copy of the selected file.
This function is intended for when the
recipient does not have access to Public
360°.
When the file download dialog box opens,
select save and browse to where you want
to save the file copy.
Send to – Copy
hyperlink
A hyperlink to the selected file will be
copied to the clipboard.
The hyperlink can for example be pasted
into an e-mail message or posted as a link
on a website.
Send to – Send to my
library
With this function, you can send a copy of
the file to your personal SharePoint
library.
See Work in your own library (page
178).
By using a library, you can, for example,
have access to the files offline.
View audit trail
Opens a new window showing file events,
for example when the file was created,
read, edited and so on.
Tip
This lets you see who has read the file for
example.
Remarks tab
Function
Comments
Key/field
The Remarks tab is used for recording information, decisions and anything else that
might be pertinent to the document or to support case processing.
This tab gives you the following functions:
New Remark
Creates a new remark about the
document.
Edit properties
Select the remark you want to edit and
click the Edit properties button.
See Create new remark (page 89).
The 'Edit properties' dialog box opens so
you can amend the remark details.
Delete
Select the remark you want to delete and
click the Delete button.
Print tab content
Sends the contents of the tab to the
printer.
Contacts tab
Function
Comments
Key/field
The Contacts tab gives you an overview of all the senders and recipients and other
contacts linked to the selected document.
This tab gives you the following functions:
186  Document
360° User Guide
Contacts
Contacts are added when the document is
created.
Print tab content
Sends the contents of the tab to the
printer.
360° User Guide
See Create new document (page 112)
and Create new contact when
registering document (page 118).
Document  187
Revisions tab
Phase
Comments
Key/field
In Public 360° you can work on multiple revisions of a document. In your
organisation, revisions management for example may be enabled in archives of
marketing material and internal product archives.
This tab lists the revisions so you can select the one you want to work on.
Select revision
In the list, click the revision number for
the revision you want to look at. When the
revision is selected, the revision number
will be shown in bold, i.e. it is the files
linked to this revision that are displayed in
the Files tab.
New revision
When you create a new revision of a
document, all the files will be copied to the
new revision. This means that the files
associated with the original revision will
remain unchanged.
Print tab content
Sends the contents of the tab to the
printer.
See Revise documents (page 151).
Revision context menu
Function
Comments
More information
Edit properties
Opens a dialog box in which you can edit
the revision’s properties, such as revision
status.
See Edit revision status (page 154).
Delete revision
Deletes the selected revision.
Note
There must be at least one revision for a
document.
Send for review
This function is the one you use when you
want to send a revision of a document for
evaluation.
See Send documents out on a workflow
(page 156).
Send for approval
Send revision for approval. This facility
corresponds to that for sending a
document for approval, with the difference
that here the selected revision details are
displayed.
See Send documents out on a workflow
(page 156)
Copy hyperlink
A hyperlink to the selected revision will be
copied to the clipboard.
The hyperlink can for example be pasted
into an e-mail message or posted as a link
on a Website. When the recipient (whom
we assume to be a user of Public 360°)
clicks the hyperlink, the document opens
and the selected revision will be enabled.
188  Document
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Permissions tab
Phase
Comments
Key/field
The Permissions tab is used for viewing, adding or removing permissions for a
selected document.
This tab gives you the following functions:
Default permissions
The first time you open this tab, the
default permissions as they are defined for
the selected document type will be
displayed.
The tab shows in clear text the access
level and actions available to each contact
or group for the case.
The permissions change depending on the
document type and the document’s
current status.
New
Lets you assign permissions to new
contacts or groups.
Edit
Select the permission you want to edit and
click the Edit button.
See Add permissions (page 96)
The 'Edit permissions' dialog box opens so
you can amend the details of the
permission.
Note
Permissions with a padlock are assigned
automatically by the system and cannot
be edited.
Delete
Select the permission you want to delete
and click the Delete button.
Note
Permissions with a padlock are assigned
automatically by the system and cannot
be deleted.
Print tab content
360° User Guide
Sends the contents of the tab to the
printer.
Document  189
Audit trail tab
Function
Comments
Key/field
The Audit trail tab shows events that have occurred with respect to the document and
which may have affected its status, such as when it was sent for approval, for
archiving, officially recorded etc.
This tab gives you the following functions:
View Event Log
The Event log displays a list of events
that have occurred for the instance.
View Operations Log
Click the View Operations Log button at
the top right of the tab to display the
operations log.
An operations log is a record of all field
changes. Besides showing the event and
person who made the change, the log lists
the original and new value for all fields
that have been changed.
Note
By default, the operations log is not
available. This must be set up by your
System Administrator.
Print tab content
190  Document
Sends the contents of the tab to the
printer.
360° User Guide
Document references tab
Function
Comments
Key/field
From the Document references tab you can register references to other documents of
relevance to the document you are working on.
This tab gives you the following functions:
New document
reference
Lets you register a new reference to
another document.
Print tab content
Sends the contents of the tab to the
printer.
See Register new case or document
reference (page 150).
Reference’s context menu
Function
Comments
Open crossreferenced document
Click the Document number or Title to
open the cross-referenced document in
the detail view.
Edit properties
Lets you edit the document reference.
More information
Only the note text can be edited.
Delete reference
360° User Guide
Lets you delete the reference.
Document  191
Case references tab
Function
Comments
Key/field
From the Case References tab you can set up references to other cases of relevance
to the document you are working on.
If you are working in a case archive, the case to which the document belongs will be
listed here under the relation type ”Main link”.
This tab gives you the following functions:
New Case reference
Lets you register a new reference to a
case.
Print tab content
Sends the contents of the tab to the
printer.
See Register new case or document
reference (page 150).
Reference’s context menu
Function
Comments
Open crossreferenced case
Click Case No or Case Title to open the
cross-referenced case in the detail view.
Edit properties
Lets you edit the case reference.
More information
Only the note text and relation type can
be edited.
Delete reference
Lets you delete the case reference.
Treeview tab
Function
Comments
Key/field
This tab displays all related projects, cases, documents and files in a hierarchy.
The items are shown in an easily navigable treeview.
This tab gives you access to the following functions:
Treeview
Shows the relationship between the
selected document and parent and
subsidiarie items.
See Navigation in the treeview (page
92).
Tip
If enabled, you can also create documents
and files directly from the treeview. This
option is controlled by a setting in 360°
Administrator.
192  Document
360° User Guide
Working in Microsoft Outlook
When you are working in Public 360°, Microsoft Outlook functionality will be enhanced.
Outlook add-in allows you to quickly and easily:

Archive your e-mails in Public 360°.

Attach or link to files from Public 360° in your e-mails.

Archive files from Windows Explorer.

Navigate in and open a Public 360° element direct from Outlook.

Reply to and prosess tasks and documents assigned to you.
360° User Guide
Working in Microsoft Outlook  193
Navigate in the side panel
Phase
Comments
Key/field
You use the Public 360° side panel in MS Outlook when you want to archive e-mails,
attachments, files or contacts in Public 360°. You also use the side panel when you
want to include Public 360° files in your e-mails.
There follow some examples of how to navigate in the side panel.
For a complete list of the elements, see Elements and functions in the side panel
(page 223).
Show side panel
If the side panel is not displayed, click the
Show/hide side panel button.
Start page
The start page in the side panel provides
quick access to the Public 360° elements
you will be using.
The buttons at the top of the side
panel
Case management
functionality

The Forward and Back buttons
remember every element you
have visited. Use them when you
want to browse through your
history.

The Home button takes you to the
start page.

The 360° button opens the Public
360° client.
By using the three first buttons on the side
panel, you can reply to and prosess tasks
and documents assigned to you.
See Case management in Outlook (page
206) for more information.
194  Working in Microsoft Outlook
360° User Guide
Browse to or search
for elements
To find elements, click on the Search and
archive button and then the menu button
for the element you want.
In this example, we click on the Cases
element.
From this page, you can find cases by
doing one of the following:
Get detailed
information about an
element

Search. Position the cursor in the
search field and search for the
case you want to use. The search
field corresponds to the Quick
Search field in Public 360°. See
Search in Outlook (page 216) for
more information.

History. Double-click the button
to open a list of your recently used
cases.

Favourite. Below the history list
are your personal favourites, and
your enterprise’s global and
departmental favourites. The
favourites can only be created in
the web client. See Search using
favourites (page 60) for more
information.
Once you have found an element, you can
get more information about it.
The example on the right shows a case in
the "My open cases" favourite.
Double-clicking the case opens a list of
the documents linked to the case.
360° User Guide
Working in Microsoft Outlook  195
Show related
elements
Click the More information button to
open a menu showing the elements linked
to the case.
Clicking on one of the menu options lets
you browse the related elements.
In the example on the right, the menu
buttons open lists of, respectively, all
documents, contacts and activities linked
to the selected case.
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360° User Guide
Send and archive e-mail in Public 360°
Phase
Comments
Key/field
Tip
A new message in Outlook can also be created using the New e-mail button available
in several places in Public 360°.
Create e-mail
message
In Outlook, click the New button.
Enable archive
When the e-mail window opens, check
that the Archive in 360° button is
enabled (in the Home tab in Outlook).
Nothing happens when you click the
button. The message will not be archived
until it is sent. (See below)
Specify recipient
Use the side panel to search for the
contacts you want to send the e-mail to.
Having found the contacts, right-click
them and select Copy e-mail
address(es). Next, paste the information
into the To or Cc field.
Tip
You can also drag recipients in from the
side panel and drop them in the To or Cc
fields. See the example below.
You can drag and drop multiple recipients
simultaneously by holding down the SHIFT
key while you drag the files.
360° User Guide
Working in Microsoft Outlook  197
Paste hyperlink into
other elements
Use the side panel to search for the Public
360° elements you want to include in the
message.
In the example on the right we are
copying hyperlinks to two projects. These
can then be pasted into the e-mail
message.
When the recipient clicks these hyperlinks,
Public 360° opens and displays the detail
views for the projects.
In order to be able to open hyperlinks to
elements, the recipient must be a Public
360° user.
You can of course also search for and add
files to the e-mail. See Attach or link 360°
files to e-mails (page 199).
Send message
Click Outlook’s Send button to send the
message.
Register document
If more information is required, the ’New
document’ wizard will open. Here you can
opt to edit and expand on the automatic
register details before clicking Complete.
If the selected document category
requires that it be linked to a case, find
the required case, or create a new one by
clicking New Case.
Note document
number
A final dialog box shows which document
the e-mail message has been saved to.
Tip
In Public 360° you will also be able to
retrieve the document as the most recent
addition to the work list in Document
history.
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360° User Guide
Attach or link Public 360° files to e-mails
Phase
Comments
Key/field
Create e-mail
message
In Outlook, create the e-mail you want to send in the usual way.
Search for or browse
to the document
Use the side panel to find the document
with the file(s) you want to attach. See
Navigate in the side panel (page 194) for
more information.
In the example on the right, we have
searched for a document.
Double-click the document to display the
file list. See below.
Attach files
Right-click the files you want to include as
attachments and select Copy file(s).
Then paste the files into the e-mail
message.
Once the files have been transferred, they
are displayed in the Attachments field in
Outlook.
Tip
You can also drag files in from the side
panel and drop them inside the e-mail
message. See the example below.
You can drag and drop multiple files
simultaneously by holding down the SHIFT
key while you drag the files.
360° User Guide
Working in Microsoft Outlook  199
Include hyperlinks
to the files
If the e-mail recipients have access to
Public 360°, you can make a reference to
the files using hyperlinks.
This also ensures that the recipients
always have access to the latest versions
of the files you send.
How:
1. Right-click the file(s) you want to
link to and select Copy
hyperlink(s).
2. Paste the hyperlinks into the email body.
When the recipients receive the message
and click the hyperlinks, the files will be
opened directly from Public 360°.
Tip
You can include hyperlinks to other Public
360° elements in your e-mail messages,
just as you can for files.
Send message
Click Outlook’s Send button to send the
message with the attachments.
200  Working in Microsoft Outlook
360° User Guide
Archive files and e-mails
Using the side panel in Outlook, you can quickly archive e-mails and file attachments. You can also archive files
from Windows Explorer in this side panel.
Archiving of e-mails and files is very easy. Do as follows:
1. Use the side panel to search for or browse to the element you want to archive the files or e-mails to.
2. Drag and drop the files to the required element in the side panel.
For further details, see below.
Phase
Comments
Key/field
Search for or browse
to the required
element
Use the side panel to search for or
browse to the element you want to archive
the files or e-mails on.
For more information, see Navigate in
the side panel (page 194)
The element you select determines
whether the files or the e-mails are
archived in a new or an existing
document.
Select element
If you search for or browse to an existing
case, project or contact, Public 360°
creates a new document in the selected
element and link the files to it.
In the example on the right, Public 360°
creates a new document in the selected
case.
If you search for or browse to an existing
document, Public 360° links the files
directly to the file list for the selected
existing document.
In the example on the right, Public 360°
imports the files on the file list for the
selected document.
If the case, project or contact you want to
link the document to does not exist or you
want to create a new, independent
document, drop the e-mail message or the
files on the Document and appointment
creation item.
Drag-n-drop (e-mail)
Drag and drop the e-mail message onto
the element you selected above.
In the example below, Public 360° will
create a document in the case that the email is dropped on.
360° User Guide
Working in Microsoft Outlook  201
Drag-n-drop (from
the file system)
Just as for e-mails, you can archive your
files in Public 360° by dragging and
dropping them to an element in the
Outlook side panel.
202  Working in Microsoft Outlook
360° User Guide
Dragging multiple
emails or files
If you drag multiple emails or files in at
the same time, a dialog box will open
where you can choose whether you want
to archive the selected email messages or
files on the same Public 360° document or
if you want to create one document per
message/file.
If you always want to use the selected
option, select Remember this option
and do not show this dialog box
again.
See also Define Outlook Settings (page
230).
Follow the wizard
Usually, no more actions is required.
If the 'Archive document' wizard opens,
select a suitable archiving option and
click OK. In the next wizard, complete and
make any necessary adjustments to the
predefined values in the fields. Select the
template you require and click Finish.
Please note that Public 360° also can be
set up to always require manual
registration. The 'Archive document'
wizard will then always open.
360° User Guide
Working in Microsoft Outlook  203
Archive appointments in Public 360°
Phase
Comments
Key/field
Any appointments and meeting requests you create in Outlook can be saved in Public
360°. This will allow you to maintain a complete overview of meetings and
appointments with a client, within a project or a case.
Create and Dragand-drop the
appointment
Select the appointment in the calendar in
Outlook, and drag-and-drop it to the drop
zone Document and appointment
creation.
The appointment will then be archived and
opened in Public 360°.
Edit the appointment
If you later edit this appointment in
Outlook, you must drag-and-drop it to the
Document creation drop zone again. The
appointment will then be accordingly
corrected in Public 360° and opened.
Editing the appointment in Public 360° will
not be reflected in Outlook.
Attachments
Note
Any attachments linked to the
appointment in Outlook have to be
entered manually in Public 360°.
204  Working in Microsoft Outlook
360° User Guide
Create new correspondence documents from
Outlook
Phase
Comments
Key/field
Below, we describe how you can create a new Public 360° correspondence document
from the Outlook side panel.
The document will remain in the Correspondence documents in progress list until
it is approved and dispatched. See Working with your Correspondence documents
(page 211).
Open the Drafts list
On the start page, click on the In
progress button, then on
Correspondence documents.
On the page click in the header and select
New document.
Tip
You can also create new documents by
right-clicking on the Correspondence
documents button. Similarly you can
right-click on the Document and
appointment creation item on the
Outlook Side panel's start page.
Follow the wizard
When the wizard opens, select the
required function.
Select:
Select template when you want to create
a new file based on a template and save it
to a new document in Public 360°.
Import file/registration when you want
to create a blank Public 360° document or
want to import one or more of your files
into Public 360°.
Click OK.
In the next wizard, make any necessary
adjustments to the predefined values in
the fields. Select the template you require
and click Finish.
See Create new document (page 112) for
details.
360° User Guide
Working in Microsoft Outlook  205
Case management in Outlook
The side panel gives you access to common actions, such as processing tasks and replying to documents assigned
to you. From the side panel, you can also create new documents, send documents for approval and get documents
approved before dispatching them to recipients.
View and process documents assigned to you
The Inbox page contains a list of all incoming documents assigned to you.
The documents assigned to you will remain in this list until they are signed off; either by being assigned a code or
by being replied to. You can also redistribute documents to another Caseworker.
See details below.
Phase
Comments
Open the list of
documents
assigned to you
On the start page, click on the Inbox
button and then on Incoming
documents.
Open the incoming
document and view
the files
To view the incoming document, doubleclick on the document item.
Key/field
On the document page, you will now find
the files attached to the document.
206  Working in Microsoft Outlook
360° User Guide
Reply to an
incoming
document
One way of signing off a document is to
reply to the incoming document with a new
document.
To reply to a document with a new
document, click on the Document button.
When the wizard opens, select a suitable
archiving option and click OK. In the
next wizard, make any necessary
adjustments to the predefined values in
the fields. Select the template you require
and click Finish.
See also Create new document (page 112)
for more information.
Once the document has been created,
approved and dispatched to the recipient,
the incoming document is signed off and
removed from the Incoming documents
list.
Reply to an
incoming
document by email
Replying by email is another simple way of
signing off documents.
To reply to a document with a new email,
right-click on the incoming document and
select Reply by and email.
An e-mail message pre-addressed to the
recipient is opened.
If the incoming document is an e-mail
message, the email history is also included
in the email reply.
Sign off documents
by using a code
If there is no need to process an incoming
document by replying to it with a new
document, you can sign it off by specifying
a sign-off method.
To sign off a document using a code, rightclick on the incoming document and select
Sign-off.
When the ’Sign off Document’ dialog box
opens, select Sign off code and enter a
Note if necessary.
The standard response types (sign-off
codes) are:

AP – Phone reply

TA - Taken into account

TO – Taken into consideration
Your organisation may have other codes in
addition. Click OK to sign off the
document.
360° User Guide
Working in Microsoft Outlook  207
Redistribute a
document
If you are not the correct Caseworker for a
document, you can redistribute it to
another Caseworker. When the document
is redistributed, it is moved to the selected
Caseworker's Inbox.
Tip
The reply and sign-off options described
above are also available by right-clicking
on the incoming document.
208  Working in Microsoft Outlook
360° User Guide
View and process your pending workflow tasks
When someone in your organisation sends one or more documents to you for review or approval, you will find a
workflow task in your Workflow tasks list.
The tasks will remain in the work list until you have closed them.
Phase
Comments
Open the list of
pending tasks
On the start page, click on the Inbox
button and then on Workflow tasks.
Open the task, view
files, read
instructions, due date
and priority
To view the incoming task, double-click on
the Workflow task item.
Key/field
When the task page opens, you will see
the documents and files attached to the
task.
Files. This section lists the files. Doubleclick on a file item to open it.
Recipients. This section lists the workflow
recipients. For each recipient item, the
following information is listed:
Select status
360° User Guide

Current task status

Recipient name

Due date. Note that the due date
applies to the entire workflow. If
there are subsequent recipients,
they also have to complete the
task within the specified date.

Note. Shows instructions from the
person who initiated the workflow
or comments made by the
selected recipient.
When the task has been completed, you
can set a status for it. See details below.
Working in Microsoft Outlook  209
Select status in
”Approval” type
workflow
The "Sent for approval" workflow gives
you the following status options.
Approve. If you are the only recipient,
the workflow will be assigned “Approved”
status and the workflow will be closed. If
there are several recipients, the task will
be assigned ”Approved” status and sent to
the next recipient.
Reject. The workflow will be assigned
“Not Approved” status and closed, even if
there were several recipients. The sender
has to correct the document and initiate a
new workflow.
Send back - For sequential workflows, if
the participant feels that the workflow is
not approved correctly or documentation
edits are required, the Send back option
can be used to send the workflow back to
any of the previous approvers.
Note
The workflow can also automatically set
the document status to “Approved”. This is
dependent on a setting in Public 360°
Administrator. If the document status is
not set automatically, you will have to
finalise and possibly also dispatch the
document manually.
Select status in
”Review” type
workflow
The "Sent for review" workflow gives you
the following status option.
OK. Select this status once the task has
been completed. The status of the task is
set to closed. If you are the sole recipient,
the workflow will be terminated.
Tip
A few advanced workflow tasks cannot be
performed directly from the Outlook addin. If, for example, you want to add
remarks to documents, Approve and
escalate, delegate or send notifications to
other users, right-click on the Task item
and select Open in 360°. See Workflow
(page 156) for more information on how
to do this from the web client.
210  Working in Microsoft Outlook
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Working with your Correspondence documents
The Correspondence documents page displays a list of all the correspondence documents that you are
responsible for and which have not yet been completed or dispatched. From this list, you can quickly both dispatch
and send your documents out on workflows.
Phase
Comments
Open the
Correspondence
documents list
On the start page, click on the In
progress button and then on
Correspondence documents.
Continue editing
To continue editing the document, click on
the document item.
Key/field
When the document opens, double-click
on the file.
See also Working with documents off-line
(page 213).
360° User Guide
Working in Microsoft Outlook  211
Send document out
on a workflow
To send documents out on a workflow,
open the Correspondence documents
in progress list, right-click on the
Document button and select the desired
Workflow option.
If you want to send the document for
evaluation or need comments, select
Send for review.
If you need to send the document to a
head of department, caseworker or a
specialist for approval, select Send for
approval.
See Send documents out on a workflow
(page 156) for more information.
Dispatch document
When the document is ready and
approved, you can dispatch it to the
archive or recipients.
Right-click on the Document button and
select Dispatch.
See Dispatch documents (page 302) for
more information.
212  Working in Microsoft Outlook
360° User Guide
Working with documents off-line
When checking out files from Outlook, the files are saved in the folder or location specified on the Settings page.
See Define Outlook settings (page 230) for more information.
By storing files locally (or for example on OneDrive or DropBox), you will be able to work with your checked-out
document files even when not connected to Public 360°. See description below.
Note
Do not keep files checked out any longer than necessary. While files are checked out, you are the only one who
can view and edit them.
Phase
Comments
Check-out files
While online, check out the files you want
to work with offline. Please note where
your working folder is located. This is
defined in the Settings dialog box. See
Define Outlook Settings (page 230) for
more information.
Work offline
Work with your files while offline.
Open the checkedout files list
When you return to your office, you are
ready to check in your updated files.
Key/field
On the start page, click on the In
progress button and then on Checked
out files.
Right-click on the file you want to check in
and select Check in.
360° User Guide
Working in Microsoft Outlook  213
Register Outlook contacts
When you archive e-mails from senders and other contacts who are not registered in Public 360°, by default, the
contacts will be recorded as "Unregistered contacts".
In the following, we describe how to quickly register Outlook contacts as contact persons or private persons in
Public 360°.
Phase
Comments
Open drop zones
page
From the start page, double-click the
Contact creation option to open the
‘Drop zones’ page.
Register sender of email as a contact
Drag and drop the entire e-mail to one of
the following zones:
Follow the wizard

Select Contact person
registration zone to register the
sender as a contact person.
Persons employed in an enterprise
should normally be registered as
"Contact persons".

Select Private person
registration zone to register the
sender as a private person.
Persons not connected with an
enterprise should normally be
registered as "Private persons".

Select Enterprise to register the
sender as an enterprise. Use this
option when you want to register
enterprises and departments that
have employees.
Key/field
When the 'New contact' wizard opens, you
register any missing data and click Finish.
For more information about the fields in
the wizard, see Create new contacts (page
70).
Register other
contacts
Tip
You can also drag and drop e-mail
addresses on the “contact zones”. See the
example below. This makes it possible to
register recipients, copy recipients and
others as contacts.
214  Working in Microsoft Outlook
360° User Guide
Drag and drop emails from other
programs
E-mail addresses can also be dragged in
from other programs such as MS Word for
example. See the example below.
The solution uses blank characters to
separate first name, last name and e-mail
address. (If the person has several names,
these will appear in the First name field).
360° User Guide
Working in Microsoft Outlook  215
Search in Outlook
Quick Search consists of a single search field, but the search will run across all of the most frequently used fields
for the selected item.
For more information about which fields these are, see Fields indexed for Quick Search (page 45).
All data stored in Public 360° are indexed at regular intervals. The indexing ensures a fast response; hence the
name of this search facility.
Note
Quick Search can only find data that have been indexed. The indexing runs at regular intervals (usually every
three minutes). Very occasionally you may therefore find that newly created items are not found by Quick Search.
Phase
Comments
Search and
archive
Click Search and archive when you want to browse
through or search for all type of Public 360° elements.
Element
buttons
The element buttons (File, Documents, Cases,
Projects, Contacts and Estate) are the buttons you
use to browse through or search for all elements of the
selected type.
Key/field
See also Navigate in the side panel (page 194) and
Fields indexed for Quick Search (page 45).
Please note that the File element button only search in
Document details data, not in file content.
Search and
navigate
When you click an element button, a new page opens,
with options for searching and navigating to the
element you require.
The description below concerns the "Case" element,
but it is equally applicable to the other element types.
Search. Position the cursor in the search field and
search for the case you want to use.
Tip
Below the Search for cases field, you will find your
recently used cases (History) and favourites. Favourites
can only be created in the web client. See Search using
favourites (page 60) for more information.
216  Working in Microsoft Outlook
360° User Guide
Search
criterion
Enter whole search words only. Quick Search only
returns items containing all the words in your search.
You can therefore easily restrict the search by entering
additional words. The search words can be entered in
any order.
If you are unsure of the correct spelling, enter the start
of the word followed by a percentage sign (%). The
percentage sign replaces any number of characters in
the word.
Note
Avoid using percentage signs at the beginning of a
search field. This may cause the search to take a long
time - especially if your organisation has a large
database.
Perform search
Run the search by clicking the Search button or
pressing Enter.
All items that meet the search criteria will be displayed.
360° User Guide
Working in Microsoft Outlook  217
Import contacts (vCards) to Outlook from Public
360°
Phase
Comments
Key/field
By importing contacts (vCards) from Public 360° you gain access in a few easy clicks
to the whole of your Public 360° contact register in Outlook.
This makes your contacts readily accessible when you want to create tasks, set up
appointments or call meetings from Outlook.
Open the Contact in
the side panel
Use the side panel to search for or
browse to the contacts you want to
import.
In the example on the right, we have
selected a contact from the history list.
For more information, see Navigate in the
side panel (page 194).
Right-click on the contacts you want to
import and select Import vCard(s).
The contact information is now imported
to Outlook.
Tip
By selecting Copy vCard(s) the selected
vCard will be copied to your clipboard.
View the imported
Contact in Outlook
Click on Contacts in the Outlook
navigation pane.
On the Contacts page, click on From 360.
The vCards imported from Public 360° are
now shown.
Update contact
If the contact details are changed in Public
360°, you will need to reimport the
contact. The new details will then replace
those imported previously.
218  Working in Microsoft Outlook
360° User Guide
Top-level management functionality
The features in the eWorker and Outlook side-panel clients are customized depending on the users' role.
By customizing the clients, the users are directly presented with
the data relevant for top-management and politicians. Less
relevant functions are hidden.
Public 360° includes three user roles. See details below. Despite
the names, all users that only require top-level information can
use these roles.
Topic content
Minister (page 219)
Department Chief/CxO (page 220)
Minister Secretary (page 221)
For a complete overview of the side panel elements, see Elements and functions in the side panel (page 223).
Minister
Minister is a special role in Public 360° since it is not part of the administration. From the ministry’s standpoint,
Ministers are not allowed to apply political pressure on the employees. Therefore, users with this role are not
allowed to get insight to the inner workings of the administration. The Minister role can be compared to the role
“Chairman of the board” in a private enterprise. That is, someone who has a stake in the organisation, but is not
part of it.
The Minister can receive cases and documents for approval and/or orientation, but cannot see the processing
history.
To register a contact as minister
Make sure that the contact is assigned the Minister category. See also Create new contacts (page 70).
Outlook side panel elements
Ministers primarily use the eWorker and Outlook side panel clients.
When logged in with the Minister role, the following features are shown in the Outlook side panel:
Function
Comments
Workflow tasks
List the workflow tasks sent to the user for
review or approval.
More information
From this element, ministers can accept,
reject and send workflows back. When
sending workflow tasks back, the user can
only send back to the previous approver.
My meetings
This item opens a list of upcoming
meetings, and meeting documents.
For Ministers, the meeting agenda is
hidden. Only the meeting documents are
shown.
The start page for Ministers
360° User Guide
Working in Microsoft Outlook  219
Department Chief/CxO
The Department Chief (not to be confused with a Department manager) is the topmost manager in a ministry, and
works directly below and with the Minister. This position can be compared to a CxO (CEO/CFO/COO/CTO etc.)
position in a private enterprise.
For the Department Chief, overview is crucial. Anything that is not directly linked to either tasks/approval or
simple overviews are therefor hidden.
The primary user interface for this role is the eWorker, but the Outlook side panel is also used.
To register a contact as Department Chief
Make sure that the contact is assigned the Department Chief category. See also Create new contacts (page 70).
Outlook side panel elements
When logged in with the Department Chief role, the following features are shown in the Outlook side panel:
Function
Comments
Workflow tasks
List the workflow tasks sent to the user for
review or approval.
More information
From this element, the Department Chief
can accept, reject and send workflows
back.
Upcoming tasks
Lists workflow tasks where the
Department Chief is added as a workflow
approver later in the flow. This is used to
keep track of important documents in
approval and orient the Department Chief
of tasks that will have to be addressed
shortly.
Search
Enables the user to browse through or
search for all type of Public 360°
elements.
The start page for Department Chiefs
220  Working in Microsoft Outlook
360° User Guide
Minister Secretary
The Minister Secretary role is actually an office. The Minister Secretary works at the secretariat in the ministry, and
they have the overall responsibility of keeping the ministry running. Often they will be gatekeepers between the
minister and the internal organisation. They also have the responsibility to monitor adherence to quality metrics
and compliance to deadlines.
Users with this role monitor the meeting deadlines (especially external), makes sure that the Ministers requests
are correctly treated and processed.
Clients
Minister Secretaries mainly use the Web client, and to a lesser extent the Outlook side panel.
In the web client the Minister Secretary are heavily influenced of the LEAN principles and will use the Progress Plan
overview to monitor the entire ministry workload.
To register a contact as Minister Secretary
Make sure that the contact is assigned the Minister Secretary category. See also Create new contacts (page 70).
Outlook side panel elements
When logged in with the Minister Secretary role, the following features are shown in the Outlook side panel:
Function
Comments
Workflow tasks
List the workflow tasks sent to the user for
review or approval.
More information
From this element, minister secretaries
can accept, reject and send workflows
back.
Upcoming tasks
Lists workflow tasks where the minister
secretary is added as a workflow approver
later in the flow. This is used to keep track
of important documents in approval and
orient the Minister secretary of tasks that
will have to be addressed shortly..
Search and archive
Enables the user to browse through or
search for all type of Public 360°
elements.
Document and
appointment creation
Enables the Minister Secretary to archive
documents and appointment to a case,
project or contact that does not yet exist
in Public 360°. Minister Secretaries can
also create new documents from this item.
The start page for Minister Secretaries
360° User Guide
Working in Microsoft Outlook  221
Tip: Show in Outlook which document number an
e-mail message has been archived to
Phase
Comments
Key/field
You can set up Outlook to show which document an e-mail message has been
archived to in Public 360°.
Note
This custom view cannot be set up until at least one e-mail message has been
imported from Outlook to Public 360°.
Select customize
In Outlook, right-click the column heading
in the list you want to customize, and
select Field chooser.
Select User-defined
fields
When the ‘Field chooser’ dialog box opens,
select User-defined fields in folder.
Select field
Drag the DocumentID field from the
‘Field Chooser’ dialog box and …
…drop it on the wanted position on the
Outlook column heading.
Once the field is in the list, the
DocumentID column will be shown in
addition to the standard Public 360°
checkbox.
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360° User Guide
Elements and functions in the side panel
The following is a brief description of all the elements and functions in the Public 360° side panel.
Start page
Function
Comments
Display or hide side
panel
Use the 360° button to display or hide the
side panel in Outlook.
More information
This button has one setting for the main
window in Outlook and one for the
message window.
You might, for instance, want to display
the side panel in the main window, but
hide it in the reading pane.
Public 360° remembers your settings.
Tip
In some headers you get a frame if you
rest the mouse pointer over them. On
these headers you can drop new elements
directly. You will also have a right-click
menu in these headers.
Side panel elements
Function
Comments
Navigation
At the top of the side panel are the
Forward, Back, Home and Start
buttons.
More information
When you search and browse in the side
panel, each element you have visited is
remembered. Use the buttons when you
want to browse through your history.
The Home button takes you back to the
start page.
The 360° button opens the Public 360°
client.
The Help button opens the Public 360°
online help file.
Inbox
360° User Guide
Use this button when you want to reply to
and process workflow tasks and
documents assigned to you.
Working in Microsoft Outlook  223
Inbox menu buttons
On the Inbox page, select:
Incoming documents to find a list of all
incoming documents assigned to you. See
View and process documents assigned to
you (page 206).
Workflow tasks to find a list of the
workflow tasks sent to you for review or
approval. See View and process your
pending workflow tasks (page 209).
Upcoming tasks to find workflow tasks
where you are added as a workflow
approver later in the flow. This is used to
keep track of important documents in
approval and orient yourself of tasks that
will have to be addressed shortly.
In progress
Use this button when you want to produce
new Public 360° correspondence
documents, view your checked-out files
and your documents and tasks in
progress.
In progress menu
buttons
On the In progress page, select:
Correspondence documents to create
new correspondence documents and view
the documents that you are responsible
for and which have not yet been set to
completed or sent to the recipients. See
Create new correspondence documents
from Outlook (page 205) and Working
with your Correspondence documents
(page 211).
Revisions documents. Click here to see
your revision documents in progress. For
more information, see Revise documents
(page 151).
Sent tasks to list all workflow tasks
initiated by you that are still not approved
or reviewed by the recipients.
Returned from workflow to view
completed workflows (both approved and
rejected).
From this list you can dispatch the
documents to the archive or the
recipients.
Checked out files to view your checked
out files, i.e. files in the process of being
edited. Files currently being edited are
held only in your workspace, which only
you have access to. When the file is
checked in to the document store for
permanent storage, it is removed from
this list.
See also Working with documents off-line
(page 213).
Outbox
Use this button when you want to view
your completed and dispatched
documents.
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360° User Guide
Search and archive
Use this button when you want to browse
through or search for all type of Public
360° elements.
This button opens the Elements buttons,
see below.
Element buttons
The element buttons (Cases,
Documents, Projects, Contacts, Estate
and Files) are the buttons you use to
browse through or search for all elements
of the selected type.
See also Navigate in the side panel (page
194).
My meetings
If the Board module is installed, a My
Meetings item is shown on the side
panel.
Click on the item to view your upcoming
meetings, with meeting agenda and
documents.
Only meetings arranged in a date interval
specified by a setting in Public 360°
Administrator are listed.
Document and
appointment
creation
If you want to archive the document or
appointment to a case, project or contact
that does not yet exist in Public 360°,
drop the file, appointment or e-mail on the
Document and appointment creation
item.
This item creates a new appointment, or
opens the 'New document' wizard. From
the wizard, you can create the elements
that the document will be linked to in the
usual way.
For more information, see Archive files
and e-mails (page 201) and Archive
appointments (page 204).
Tip
You can also create new documents from
this item. Right-click the item and select
New document. See Create new
correspondence documents from Outlook
(page 205) for more information.
360° User Guide
Working in Microsoft Outlook  225
My private
If you want to archive your personal email attachments and files, use the My
private archive. For more information
about this archive, see Archive your
private files (page 177).
Drag-and-drop the email message or file
to the My private drop zone. The file will
then be stored in Public 360° in the My
private archive.
Tip
If you have opened the drop zone to see
the documents, you can drop new
elements directly on the header.
Contact creation
The Contact creation menu button opens
the Enterprise, Contact person and
Private person drop zones where you
can register the e-mail sender as a contact
in Public 360°.
Enterprise
If you want to register a sender as an
enterprise in Public 360°, drop and drop
the e-mail message with the sender into
this zone.
Tip
You can also drag e-mail addresses into
this zone.
See Register Outlook contacts (page 214)
for more information.
Contact person
If you want to register a sender as a
contact person in Public 360°, drop and
drop the e-mail message with the sender
into this zone.
Tip
You can also drag e-mail addresses into
this zone.
See Register Outlook contacts (page 214)
for more information.
Private person
If you want to register a sender as a
private person in Public 360°, drop and
drop the e-mail message with the sender
into this zone.
Tip
You can also drag e-mail addresses into
this zone.
See Register Outlook contacts (page 214)
for more information.
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Search options for elements
Function
Comments
Search and navigate
When you click an element button, a new
page opens, with options for searching
and navigating to the element you require.
More information
The description below concerns the "Case"
element, but it is equally applicable to the
other element types.
From this page, you can find cases by
doing one of the following:
360° User Guide

Search. Position the cursor in the
search field and search for the
case you want to use. The search
field corresponds to the Quick
Search field in Public 360°. See
Search in Outlook (page 216) for
more information.

History. Click the button to open
a list of your recently used cases.

Favourite. Below the history list
are your personal favourites, and
your enterprise’s global and
departmental favourites. See
Search using favourites (page 60)
for more information.
Working in Microsoft Outlook  227
The element menus
Function
Comments
More information
Once you have selected an element, one
option is to drag and drop files and emails to it.
The element also has a number of menu
options:
Right-click menu. Right-click an element
to open a right-click menu.
The right-hand menu gives you the
following functions. [The square brackets
indicate the element types the function is
available for]:

Open in 360. [All elements].
Opens the detail view for the
selected element in 360°.

New document. [Case, Project
and Estate elements]. Creates a
new document linked to the
selected element.

Copy hyperlink. [All elements].
Copies one or more hyperlinks to
the clipboard. You might, for
instance, want to paste hyperlinks
into an e-mail message you are
working on. The recipient of the email message will need to have
access to and be a user of Public
360° in order to be able to open
these hyperlinks.

Copy e-mail addresses.
[Contact element]. Copies one or
more contacts’ e-mail addresses to
the clipboard. The e-mail
messages can, for instance, be
pasted into the Outlook To or Cc
fields.

Paste. [Case and Project,
Contact and Document
elements]. "Paste" is essentially
the same function as drag-anddrop. If you have a file or an email message on the clipboard,
you can archive it by pasting it
into an element in the side panel.
For the Case, Project and
Contact elements, Public 360°
creates a new document for the
selected element and archives the
file or e-mail to it.
For the Document element, the
file will be archived direct to the
document.

View files and Preview file.
[File element] Opens the selected
file in the associated programme
or in a preview.
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360° User Guide
View documents. Double-click the
element to see which documents are
linked to it. This functionality applies to
the Case, Project, Contact and Estate
elements. For the Document element, a
double-click opens the file list.
Click the More information button to
open a menu showing the elements that
can be related to the selected element.
(See below)
See related elements
When you click the More information
button (see above) for an element, a
menu opens with options for browsing to
the related elements.
The elements have the following menus.
[The square brackets indicate the element
types the menu option can apply to]:
360° User Guide

Contacts. [All elements]. Lists all
contacts.

Documents. [All elements]. Lists
all documents. Note that from the
Activity element, the document list
is opened by double-clicking. See
“View documents” above.

Files. [Document element]. Lists
all files.

Estate. [All elements except
Contact]. Lists all estates.

Cases. [All elements]. Lists all
cases.

Projects. [Contact element].
Lists all projects.
Working in Microsoft Outlook  229
Define Outlook Settings
Function
Comments
Key/field
On the Settings page, you define how to open files and the default working area.
Open the Settings
dialog box
On the start page, click on the Settings
button.
File check out -
By default, this folder specifies the path to
your Windows user profile folder (Normally
C:\Users\(user-name).
Select working folder
You can also specify the path to external
file hosting services such as OneDrive or
DropBox.
See also Working with documents off-line
(page 213) for more information.
File check out Double-click action
In this section you configure how the
double-click action should be handled.
Select:

Show dialog box (Default). If
you have edit permissions for the
file, Public 360° will ask you if you
want to open the file for editing or
for reading.

View the file to open files as
read-only.

Edit the file to open the file and
edit it.
Note that this setting only applies for the
double-click action. You can always open
the View and edit commands by rightclicking on a file.
Information
This folder is mainly for debugging. It
shows the version number of the loaded
Outlook add-in components.
230  Working in Microsoft Outlook
360° User Guide
Email drag/drop
and
File drag/drop
These folders specifies how email
messages and files should be archived in
Public 360° when dragging more than one
item.
Select:
Change active role

Create one single document in
360° for all emails/files if you
want to save all the selected mail
messages/files on the same Public
360° document.

Create separate documents in
360° for each email/file if you
want to create separate
documents for each of the selected
email messages/files.

Always prompt before
archiving if you want to be
prompted every time you archive
email messages or files.
If you have multiple roles in Public 360°,
you can change role here.
Please note that you must close and
reopen the Public 360° Web client when
you change roles. If the web client is not
closed, incorrect role information may
clutter up your data.
360° User Guide
Working in Microsoft Outlook  231
Working in Microsoft Office
When you are working in Public 360°, Microsoft Office functionality will be enhanced. This means that in Microsoft
Word and Excel you can opt to produce new documents at the same time as you archive them in Public 360°.
All the data in Public 360° are readily accessible so that you can quickly find the templates you want to use and
the contacts you want to write to. The data you select will normally be merged into the document you produce.
These might, for example, be sender and recipient details, document titles etc.
360° User Guide
Working in Microsoft Office  233
Create document from MS Office
Phase
Comments
Key/field
Once you have Public 360° installed, you can quickly create new documents from
Microsoft Word and Excel.
The description below is for Microsoft Word, but the procedure is exactly the same for
Excel.
Select new document
Open Microsoft Word.
Click the File tab and then click and then
click New 360° document.
Note
This item is not available if you are using
the 64-bit version of Office.
Select document
archive
When the wizard opens, select the
required function.
Select:
Select template when you want to create
a new file based on a template and save it
to a new document in Public 360°.
Import file/registration when you want
to create a blank Public 360° document or
want to import one or more of your files
into Public 360°.
Click OK.
In the next wizard, make any necessary
adjustments to the predefined values in
the fields. Select the template you require
and click Finish.
234  Working in Microsoft Office
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Save existing Office files in Public 360°
If you work in Office 2007, 2010 or 2013, you can easily save your existing Office files in Public 360°. You have
the option of either saving the file as a new document in Public 360° or linking it to an existing document.
The descriptions below are for Microsoft Word, but the procedure is the same for Excel and PowerPoint.
Save Office file as new Public 360° document
Phase
Comments
Open the file you
want to save
In Microsoft Word, open the file you want
to save.
Key/field
Select the 360° tab and then click the
Save as New Document in 360° button.
Type in document
title
If the document you have created is not
saved yet, Public 360° will prompt you to
type in a document title for the Word
document. This title will also be used as
the Public 360° document title.
Follow the wizard
When the wizard opens, select the
required function.
Select:
Select template when you want to create
a new file based on a template and save it
to a new document in Public 360°.
Import file/registration when you want
to create a blank Public 360° document or
want to import one or more of your files
into Public 360°.
Click OK.
In the next wizard, make any necessary
adjustments to the predefined values in
the fields. Select the template you require
and click Finish.
See Create new document (page 112) for
details.
Note document
number
360° User Guide
A final dialog box opens to show you
which document the file has been saved
to.
Working in Microsoft Office  235
Save Office file to existing Public 360° document
Phase
Comments
Open file you want to
save
In Microsoft Word, open the file you want
to save.
Key/field
Select the 360° tab and then click the
Save on existing document in 360°
button.
Search for and select
required document
Search for the Public 360° document you
want to save the document to.
Use Quick Search, Extended Search or
favourites.
Select the document you want to use and
click OK.
Type in document
title
If the document is not saved yet, Public
360° will prompt you to type in a
document title for the Word document.
This title will also be used as the file title
on the Public 360° document.
A message opens to confirm that the file
has been saved to the selected document.
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Insert standard text in MS Word
Phase
Comments
Key/field
Public 360° contains a function which makes it easy to insert organisation-specific
standard texts in your Microsoft Word documents.
The standard texts are loaded from files created by your organisation in a shared
folder on the server. The shared folder may in turn be split up into more folders and
sub-folders.
Note
For this function to work, a folder containing at least one file must be in place on the
server. This folder will normally have been created by your System Administrator. If
the function is not available in Word then it is because this folder either does not exist
or contains no files.
For your personal standard texts, it is better to use Microsoft’s built-in functions.
(Insert AutoText (Word 2003) or Insert Building Blocks (Word 2007 and later).
Open Word
Create or open a document in Word.
Open the list of
standard texts
Click the 360° tab and then the Insert
standard text button.
Select standard text
In the list, select the wanted standard
text.
In the Word document, position the cursor
where you want to insert the text and click
the Insert standard text button.
Retain formatting
360° User Guide
Check the Formatted text if you want to
retain the formatting of the inserted
standard text.
Working in Microsoft Office  237
SharePoint Collaboration room
SharePoint Collaboration room give you a forum for sharing knowledge and know-how with other people, for
brainstorming and collaborating with the rest of the group on information and documents.
With SharePoint Collaboration room you can register existing or create new collaboration rooms from Public 360°
where you can share files related to your Public 360° projects and cases with both internal and external
participants. During the project the participants can work on or just read these files, and at the end the files can
be imported back to Public 360° for safe keeping.
Collaboration room module
PUBLIC 360°
PUBLIC 360° LRG
BUSINESS 360°
Optional
Optional
Optional
Public 360° comes with two different Collaboration room solutions.

The first solution is most suited when the Collaboration room is used internally, but it can also be set up
for external users. In this solution, files can be imported and exported from both the Collaboration Room
and Public 360°.

The second solution (SharePoint Connect), also works for both internal and external users. In this solution,
all import and export of files are done from Public 360°.
360° User Guide
SharePoint Collaboration room  239
Solution 1: SharePoint collaboration room
Create SharePoint collaboration room
You can set up SharePoint collaboration rooms from a case or a project in Public 360°. The instructions below tell
you how to set up a collaboration room from a case, but the procedure and functionality is the same for a
project.
Phase
Comments
Open case (or
project)
Set up or find the case you want to link
the collaboration room to.
Add Public 360°
participants
Under the Internal Contacts tab, you
can add the contacts you want to include
as participants in thecollaboration room.
Key/field
Open the Internal Contacts tab and click
the Edit contact list button.
In the ‘Edit properties’ dialog box, select
Add participant and find the contacts
you require.
Tip
Participants can also be added after the
collaboration room has been set up.
Set up collaboration
room
Open the Collaboration rooms tab for
the case and click the New collaboration
room button.
When the ‘New collaboration room’ dialog
box opens, select the required template
(in SharePoint, templates are used for
tasks like managing what items the
collaboration room is to contain) and type
in a suitable name.
Click OK and confirm in the dialog box
that comes up.
Setting up a collaboration room may take
a while. If a hyperlink to the collaboration
room does not appear under the tab
immediately, wait a few seconds and then
refresh the tab manually. (Try pressing F5
for example).
Open new SharePoint
collaboration room
Click the collaboration room name to open
it.
The SharePoint collaboration room opens.
240  SharePoint Collaboration room
360° User Guide
Customise
collaboration room
You can now customise the collaboration
room as required. You might for example
want to change the appearance and
themes, and make other adjustments.
More information about customising
collaboration rooms is available on the
SharePoint sites.
Public 360°
functionality
The collaboration room which is created is
a standard SharePoint collaboration room
but extended with some extra functionality
for close integration with Public 360°.
For more information, see related topics.
Return to Public
360°
The Quick Launch on the left-hand side of
the collaboration room contains functions
for opening Public 360°.
Click Public 360° to return to the start
page in Public 360°.
Click Return to Public 360° to return to
the case or project the collaboration room
is linked to.
Send files to Public
360°
From the Shared documents library, you
can easily send files straight to Public
360°.
Grant Internal
Contacts access to
the collaboration
room
Once the collaboration room has been set
up, you can share it with other users so
that tasks, decisions and files can be
shared with other people.
See also Grant collaboration room
permissions to contacts (page 242).
Add Public 360°
web parts to the
collaboration room
360° User Guide
Just as in Public 360°, you can add Public
360° web parts to your collaboration
room.
SharePoint Collaboration room  241
Grant collaboration room permissions to contacts
Once the collaboration room has been set up it will be ready to use, but before other users can make their
contribution, it has to be shared.
Phase
Comments
Open SharePoint
collaboration room
Find the case or project the collaboration
room is linked to in Public 360°. Open the
Collaboration rooms tab and click the
name of the collaboration room.
Key/field
The SharePoint collaboration room opens.
Grant permissions
to collaboration
room
Public 360° contacts added in the
Internal Contacts step for the case or
project are added to the collaboration
room automatically.
If the collaboration room has been set up
with 'forms based authentication’, external
contacts registered for the case (in the
Case parties step) or the project (in the
Contacts step) will also be added to the
collaboration room automatically.
To grant permissions to these contacts,
click Site Actions and then Public 360°
Contacts.
When the ‘Public 360° Contacts’ page
opens, select permissions to assign to
each individual user. Select:
Enable the command Send to Public
360°. This gives the user permission to
send files from the collaboration room to
Public 360°.
Read access. The user can only view
pages and list items and download files.
Contributor access. The user can view,
add, update and delete list items and files.
Administrator. The user has all
permissions and can view, add, update,
delete, approve and customise. This will
allow other users to manage the
collaboration room in your absence
Click OK.
Note
Internal contacts gain access to the
collaboration room immediately provided
that they are linked to the project or the
case in Public 360° (new contacts are
added under the Internal Contacts tab).
For external contacts, a new user is
created, taking the e-mail address as the
username. External users receive an email containing a hyperlink to the
collaboration room and an automatically
generated password.
Tip
From this site you can also assign a new
password to external users.
242  SharePoint Collaboration room
360° User Guide
Send files to Public 360°
The files you add to the SharePoint library can easily be sent to Public 360°. When files are sent from the
collaboration room, they will be linked to documents which are in turn linked to the case or project the
collaboration room was created from.
A file will typically be finalised in the collaboration room and then sent to Public 360° to be archived and shared
with the rest of the organisation.
Phase
Comments
Add files to Library
On the SharePoint site, click Shared
Documents to open the SharePoint
library.
Key/field
In the library, click Add document to add
new file.
In the SharePoint library, you can now use
all the SharePoint functions available.
The ribbon in SharePoint for example
contains buttons for performing actions on
files in the library.
Sending
documents to
Public 360°
Open the Shared documents library and
select the file or files you want to send.
Open the Public 360° tab on the
SharePoint ribbon and select the required
“Send to” function.
Select:
As new document to send the selected
files to a new document Public 360°.
The selection opens the “New document”
wizard where you can create a new
document in the collaboration room’s case
or project.
As new attachment to send the selected
files to an existing document.
The selection opens a search window in
which you can search for a document form
the collaboration room’s case or project.
As new revision to create a new revision
to an existing document and send the
selected files to this revision.
This selection cannot be used for case
archives.
When the ‘Revision properties’ dialog box
opens, select whether the file from the
previous revision is to be copied over to
the new revision. This file will then be in
addition to the files you are sending to
Public 360°.
360° User Guide
SharePoint Collaboration room  243
View status
In the SharePoint library, the Status of
the document column shows you which
Public 360° document the file is linked to.
244  SharePoint Collaboration room
360° User Guide
Add Public 360° web parts to the collaboration room
Just as in Public 360° you can add Public 360° web parts to your collaboration room.
You can actually use all available 360° web parts in your collaboration room/collaboration room, but if you want
external contacts (non 360° users) to be able to view the content, you should use the web parts described
below.See also Create a private desktop (page 28).
Phase
Comments
Add Public 360° web
part
Click Site Actions and then Edit page.
Key/field
Place the cursor inside the column and
position where you want to insert the web
part.
Tip
If required, you can also add web parts to
a new SharePoint page.
Open Editing Tools and then the Insert
tab on the SharePoint ribbon.
Select web part
Click the Web Part button to open the list
of available web parts.
In the Categories list, select 360° Web
Parts and then the first web part you
want to use.
Click the Add button to add the web part
to the page.
For more information about the web parts
specially designed for collaboration rooms,
see below.
Collaboration
room: Documents
and files on the
360° case/project
360° User Guide
This web part lists all documents and files
in the case or project from which the
collaboration room was created from.
SharePoint Collaboration room  245
Collaboration
room: Documents
on 360° project
Note
This web part requires access to Public
360° and can therefor only be used by
Public 360° users.
This web part lists all documents linked to
the project from which the collaboration
room was created from.
This web part also includes a New
document button which enables you to
create new Public 360° documents. When
documents are created from this list, the
documents will be saved directly in Public
360°. (You do not need to manually
transfer the document to Public 360° by
using the “Send to Public 360°”
command).
When creating new documents, the
documents will by default be associated
with the project from which the
collaboration room was created from. You
can however remove the project
connection in the New document wizard.
The document will then be saved in Public
360° but it will not be listed in this web
part.
User the Select case drop-down list box
to filter the list to only show documents
linked to a specific case. The drop-down
list box shows only cases connected to the
project from which the collaboration room
was created from. Clear this field to show
all documents including documents not
linked to cases.
Collaboration
room: Progress
plans for the 360°
case/project
Lists progress plan stages for the case or
project the collaboration room is linked to.
Collaboration
room: The 360°
case/project
details
Shows detailed information about the case
or project from which the collaboration
room was created from.
246  SharePoint Collaboration room
360° User Guide
Treeview
By using the treeview web part, you can
quickly view and navigate to related
projects, cases, documents and files.
If enabled, you can also create documents
and files directly from this web part. This
option is controlled by a setting in 360°
Administrator.
Using the Treeview web part.
Use the two upper drop-down list boxes to
select the wanted start item. Once an
item is selected, you can use the treeview
to navigate to related projects, cases,
documents and files. See Navigation in the
treeview (page 92) for more information.
360° User Guide
SharePoint Collaboration room  247
Solution 2: SharePoint Connect
With SharePoint Connect you have the possibility to connect existing SharePoint sites to Public 360°. By doing this
you can, from Public 360°, both export and import Public 360° files to these sites. This means that you can share
documents with persons that do not have access to Public 360°, as for example customers, external consultants
and partners. These external participants will also be able to upload their documents to these sites. In this way
these sites can contain all relevant information from all the involved parts.
If you, for example, use a site as a project room or bid room, the entire dialog between the different parties can
take place in the site. When the project or bid period is over, all the documents can be imported to Public 360° for
safekeeping or further internal processing.
Register or create SharePoint collaboration room
You can set up SharePoint collaboration rooms from a case or a
project in Public 360°.
Topic content
Create a new collaboration room (page 248)
The instructions below shows you how to set up a collaboration
room from a project, but the procedure and functionality is the
same for a case.
Register an existing collaboration room
(page 248)
Open the collaboration room (page 249)
Create a new collaboration room
Phase
Comments
Open the project (or
case)
Create or find the case or project to which
you want to link the collaboration room.
Set up collaboration
room
Open the Collaboration rooms tab for
the case and click the New collaboration
room button.
Key/field
When the ‘New collaboration room’ dialog
box opens, select the site template that
meets your business needs, type in a
suitable name and optionally a
description of the room.
Click OK and confirm in the dialog box
that comes up.
The new collaboration room will now be
listed in the ‘Collaboration rooms’ tab.
Register an existing collaboration room
Phase
Comments
Open the project (or
case)
Create or find the case or project to which
you want to link the collaboration room.
Register existing
collaboration room
If you have an existing SharePoint site
that you want to use for as a Collaboration
room, open the Collaboration rooms tab
for the case or project and click the
Register existing collaboration room
button.
248  SharePoint Collaboration room
Key/field
360° User Guide
Type in the URL and Name for the room
and click OK.
Note
The Public 360° user must be registered in
the collaboration room, and granted the
necessary permissions to be able to export
files to it.
Open the collaboration room
Phase
Comments
Open new SharePoint
collaboration room
Click the collaboration room name to open
it.
Add participants
When the SharePoint collaboration room
opens, you can customize the
collaboration room, add participants with
necessary permissions etc. You do this by
using standard SharePoint functions. More
information about customising
collaboration rooms is available on the
SharePoint sites.
Key/field
Note
All participants must be registered in the
collaboration room, and be granted the
necessary permissions.
360° User Guide
SharePoint Collaboration room  249
Export files to the collaboration room
You can easily export files to the collaboration room from your Public 360° project or case. These files will typically
live in the collaboration room and be edited by the participants there. When the project is ended, the files can be
imported back into Public 360° for safe keeping.
Note
The Public 360° user must be registered in the collaboration room, and granted the necessary permissions to be
able to export files to it.
Phase
Comments
Add files to
collaboration room
In Public 360° open the project and select
the Collaboration rooms tab.
Key/field
Select a collaboration room and click
Export files.
You get the export file dialog box
To the left is all the files connected to the project or case listed, and to the right is the
folder structure in the collaboration room..
250  SharePoint Collaboration room
360° User Guide
Select the files you want to export, and to
the right navigate to the folder you want
to export the files to.
Click Export.
360° User Guide
SharePoint Collaboration room  251
Import files from collaboration room to Public 360°
During a project all communication normally takes place in the collaboration room. When the project is finished
you may want to import the documents to Public 360° for safe keeping or further processing.
Note
The Public 360° user must be registered in the collaboration room, and granted the necessary permissions to be
able to import files from it.
Phase
Comments
Import from
collaboration room
In Public 360° open the project and select
the Collaboration rooms tab.
Key/field
Select a collaboration room and click
Import files.
Select files
You get the import dialog box.
To the left you select the collaboration room folder where the files are, and to the right
you select the files.
Click Next to go to the Import selection step.
252  SharePoint Collaboration room
360° User Guide
Select destination
If you want to save the imported files to an
existing document in ProductName, select
Save to existing document and search for
a document in the Document field.
If you want to save the selected files to a
new document, select Save as new
document and search for a Project or a
Case.
If you select Save as multiple documents
you create a separate document for each
selected file.
If you want to import files to a sub project,
select Find sub project/case.
Click Import to import the files. Depending
on what you selected above, you might get
the new document wizard.
360° User Guide
SharePoint Collaboration room  253
Project
The Project item is used for consolidating items and activities that belong together, to make them easier to
retrieve, follow up on and manage.
A project may consist of multiple levels of sub-projects, thus forming a project hierarchy.
When you create items (such as cases, documents and activities) from the project window, any items you create
will be linked to the project.
All contacts, documents, cases and other items linked to a selected project will be available from the project
window.
360° User Guide
Project  255
Create project
Phase
Comments
Select New
Click the New menu button and select
Project.
General
As a minimum, you will need to complete
the mandatory fields (
Key/field
)
Sub-project of
If the new project is part of another
project, you can enter the name of the
other project in the Sub-project of field.
Ext. contacts
Here you can link external contacts to the
project.
If the contact you want to use has already
been set up, click the Add existing
contact button and select the desired
role. Next, search for and select the
contact.
If the contact you want to use has not
already been set up, click the New
contact button and then the desired role.
Int. contacts
Here you can link internal contacts to the
project. Click the Add existing contact
button and select a role if appropriate.
In the search window that opens, search
for the contacts and click OK to add them
to the project.
Complete registration
256  Project
Once you have finished, click Finish to
save and quit.
360° User Guide
Folder tabs in Project
The Project overview normally contains all the information you need, which is to say the key project details, along
with lists of Contacts, Related cases and projects, Tasks in a progress plan (only shown when the project is
linked to a progress plan) and Documents.
To see more details, click the Show all button.
The Project item usually contains the following tabs in addition to the Details tab. All contacts, documents, cases
and other items linked to projects you are working on will be displayed in these tabs.
Documents tab
Function
Comments
Key/Field/More information
This tab contains the documents linked to this project. You can also create new
documents from this tab, which will automatically be linked to the project.
This tab gives you the following functions:
New document
Opens the wizard for creating a new
document.
Reference
Here you can create cross-references to
existing documents. You can also delete
existing cross-references.
Send to OneNote
If you have Microsoft OneNote and
360° OneNote Creator installed on your
computer, from Public 360° you can then
send copies of documents (with files) to a
digital notepad in OneNote.
See also Send documents to OneNote
(page 18)
360° User Guide
Project  257
View
From the View list, select the wanted
view.
Tip
Views configured on the Search document
page are also listed here. For more
information, see Create new search result
views (page 56).
Select:
Print tab contents

Phases to include a Phase
column in the document list.
Documents created from a
progress plan are always
associated with a phase. By
selecting this view you can sort
the documents by phases and
quicly see from which phase the
document has been produced.

Document groups to include a
document group column in the
list. By using this view, you can
sort and order your documents in
groups. See Adding documents to
groups (page 90) for more
information.

All (included references) to see
both the documents in this case
and referenced documents. When
this wiew is selected a Related
as column is included in the list.
Sends the contents of the tab to the
printer.
Activities tab
Function
Comments
Key/Field/More information
This tab is used for registering all activities concerning a project. These might be
appointments, tasks, phone calls etc.
This tab gives you the following functions:
New activity
Lets you create a new activity of a
selected type.
See Create activity (page 386)
Print tab contents
258  Project
Sends the contents of the tab to the
printer.
360° User Guide
Cases tab
Function
Comments
Key/Field/More information
This tab contains the cases linked to this project. You can also create new cases from
this tab, which will automatically be linked to the project.
This tab gives you the following functions:
New case
Opens the wizard for creating a new case.
The project will automatically be set as a
project in the case.
Reference
Lets you register references to existing
cases. You can only refer to cases with no
existing project connection. Cases with
existing project connection will not be
listed in the Search case window.
Print tab contents
Sends the contents of the tab to the
printer.
Estates tab
Function
Comments
Key/Field/More information
The Estates tab displays all the estates linked to this project. You add or remove
estates from the project’s context menu by selecting Edit properties, and in the
wizard which opens, proceeding to the Estates step.
Print tab contents
Sends the contents of the tab to the
printer.
External contacts tab
Function
Comments
Key/Field/More information
The Contacts tab displays the external contacts linked to this project.
This tab gives you the following functions:
New activity
Registers a new activity for the selected
contact(s). If your system has been
configured to allow you to do so, you can
select an activity type. The activity will be
displayed in the ’Activities’ tab.
New email
To create a new document connected to
the selected contact, click on the New
email or the New document button.
New document
Edit contact list
Clicking Edit contact list allows you to
add or delete contacts in the list. The
’Delete’ button only removes the contact
from the list, and does not delete it from
the database.
Print tab contents
Sends the contents of the tab to the
printer.
360° User Guide
Project  259
Permissions tab
Function
Comments
Key/Field/More information
The Permissions tab is used for viewing, adding or removing permissions for a
selected contact.
Internal contacts tab
Function
Comments
Key/Field/More information
The Internal contacts tab displays the contacts linked to this project.
This tab gives you the following functions:
New activity
Registers a new activity for the selected
contact(s). If your system has been
configured to allow you to do so, you can
select an activity type. The activity will be
displayed in the ’Activities’ tab.
New email
To create a new document connected to
the selected contact, click on the New
email or the New document button.
New document
Edit contact list
Clicking Edit contact list allows you to
add or delete contacts in the list. The
’Delete’ button only removes the contact
from the list, and does not delete it from
the database.
Print tab contents
Sends the contents of the tab to the
printer.
Related projects tab
Function
Comments
Key/Field/More information
The Related projects tab shows you the project structure the selected project comes
under. The projects in the structure have registered the selected project in the ’Subproject of’ field'. See Create project (page 256).
260  Project
360° User Guide
Treeview tab
Function
Comments
Key/field
This tab displays all related projects, cases, documents and files in a hierarchy.
The items are shown in an easily navigable treeview.
This tab gives you access to the following functions:
Treeview
Shows the relationship between the
selected project and parent and
subsidiarie items.
See Navigation in the treeview (page
92).
Tip
If enabled, you can also create documents
and files directly from the treeview. This
option is controlled by a setting in 360°
Administrator.
360° User Guide
Project  261
Progress plan
Progress plan is a ‘lean thinking’ module in Public 360° to make it easier for Caseworkers to follow-up and
prioritise their tasks within specific deadlines.
The object of the module is to reduce case processing times, smooth out bottlenecks and improve flow and quality.
This chapter first describes how to create new progress plan templates with events and activities. The templates
are typically created by Registrars or Administrators. Secondly, the chapter describes how to use the progress plan
templates.
Create a progress plan template with phases and
activities
If your enterprise has processes that normally adhere to a fixed progress plan, you can create a progress plan
template that includes the fixed elements. The use of progress plan templates provides your enterprise with
formalised work processes and makes it easier to identify the activities that need to be performed. It also becomes
easier to delegate specific tasks to other Caseworkers (specialists), plan resources and view the progress of
processes.
A progress plan can be divided into several phases which may in turn consist of one or more activities.
Create a progress plan template
The process which a case type or a project is to go through can be created as a template. A progress plan can be
divided into several phases which may in turn consist of one or more activities.
Phase
Comments
Create template
From the Functions menu button, select
Progress plan and then New progress
plan template.
Key/field
Note
The Functions menu button is only
available to users with the Registrar or
Administrator roles.
As a minimum, complete any mandatory
fields (
).
In the Title field, enter a descriptive name
for the progress plan.
360° User Guide
Progress plan  263
Select Status
Select the required status for the
progress plan template. Select:

Planned if the progress plan is to
be set to passive by default when
the case or project is created.
Users (Caseworkers) must set the
progress plan status to active
themselves and will consequently
have full control of the active
period's start date.

Active if the progress plan is to be
set to active by default when the
case or project is created. The
active period will then begin
running immediately.

Closed if the progress plan
template is not to be displayed as
an option when new cases or
projects are created.
Complexity
You can opt to select complexity for the
progress plan. This is for information only.
There is no functionality behind this
option.
Select entity
Choose whether the progress plan
template should be able to be linked to a
project or a case (or both).
Select case types,
sub-archive and
classification
If you selected “Case” in the ‘Connected
entity’ field, you can, if you wish, detail
the case type that the progress plan
applies to.
From the Case types picking list, select
which case types the progress plan
template may to be linked to.
Note
The case types you select must be set up
with progress plan support. This is
selected in the code table set-up for the
case type in Public 360° Administrator.
From the Class drop-down list, select the
required classification system.
In the Classification picking list, you can
restrict the access to specific archive
codes. The template will then only be
available for the selected codes.
Note
If you want the progress plan template to
be available for all classifications, leave
the Selected list empty.
Complete registration
Click Finish to save the progress plan
template.
You are now ready to set up phases in the
template. See Set up phases in the
progress plan template (page 265).
264  Progress plan
360° User Guide
Set up phases in the progress plan template
Once the progress plan template has been created, you can add phases to it.
A progress plan must include at least one phase. The transition to the next phase requires the user to perform the
tasks (activities) in the phase and then set the phase as completed.
Phase
Comments
Set up first phase in
the template
In the detail view for the progress plan
template that you have created, open the
Phases tab and click the New Phase in
template button.
Register phase
details
As a minimum, complete any mandatory
Complexity
You can opt to select complexity for the
progress plan. This is for information only.
There is no functionality behind this
option.
Register Warning
Specify when a warning should be
displayed. The warning will be displayed
the specified number of days after the
start of the phase. The number of days
must be lower than the deadline.
Key/field
fields (
) including the Description,
Status, Warning, Deadline and
Sequence of the phase.
If the field Yellow indication is shown
(option), then specify when a yellow
indication should be displayed. The
indication will be displayed the specified
number of days before the warning.
In the example on the right, the warning
will be displayed 4 days after the start of
the phase. The indication date will be 3
days after the start of the phase.
Register Deadline
Specify a deadline for the phase as a
number of days after the start of the
phase.
If the field Red indication is shown then
specify when a red indication should be
displayed. The indication will be displayed
for the specified number of days before
the deadline.
Specify Sequence
360° User Guide
This field is used to specify the order in
which the phases run within the progress
plan.
Progress plan  265
Select rule for closing
Select rule for closing the phase.
Select:
Complete registration

All activities must be closed
before closing this phase to
require that all the activities in the
phase must have the status
“Closed” before the user can close
the phase.

All activities will be closed
automatically when closing
this phase to make it possible to
close a phase without having to
close all the activities in the phase
first.
Click Finish to save the phase.
Repeat these instructions to set up more
phases in the progress plan template.
Example: A progress plan template with three phases.
266  Progress plan
360° User Guide
Add activities to the phase
If you wish you can create one or more activities in a phase. By including activities in a phase, you will be able to
give Caseworkers a more detailed list of the tasks to be performed in the case or project.
An activity may be a manual or an automated task or checklist.
Phase
Comments
Create first activity in
the phase
Open the detail view for the progress plan
template and then the Phases tab.
Key/field
Click the context menu of the Phase and
select Create activity template.
Register activity
details
As a minimum, complete any mandatory
fields (
) including the Title, Activity
type and Activity order of the phase.
See also Create activity with server action
(page 268) and Create activity with client
action (page 270).
Select activity type
Select an appropriate type for the activity
to be performed.
Note
Activity type can be a choice from all
activity types defined in Public 360°.
Activity order
The Activity order field is used to specify
the order in which the activities run within
the phase. When a phase starts, the first
activity in the phase begins automatically.
Complete registration
Once you have finished, click Finish to
save and quit.
Repeat to create more activities within the
specific phase.
360° User Guide
Progress plan  267
Create activity with server action
Using server actions, you can automate individual parts of the case processing.
Server actions might, for example, be automated despatch of e-mails, changing the status of the case or project,
starting a workflow, calling up a web service and so forth.
See also Create activity with client action (page 270).
Phase
Comments
Create an activity in
the phase
Open the detail view for the progress plan
template and then the Phases tab.
Key/field
Click the context menu of the Phase and
select Create activity template.
Register activity
details
As a minimum, complete any mandatory
Select activity type
Select the Server action activity type.
Complete registration
Once you have finished, click Finish to
save and quit.
Open the activity for
assigning action
Click directly on the activity you want to
assign an action to.
fields (
) including the Title and
Activity order of the phase.
When the Activity window opens, open the
Actions tab and click the New server
action button.
Select status and
action
When the dialog box opens, select the
desired action and click OK.
Note
Public 360° comes with several useful
server actions, but server actions can also
be customised to your enterprise.
268  Progress plan
360° User Guide
Go back to the
progress plan
template
360° User Guide
To go back to the phase and the progress
plan template, open the Details tab and
click the name of the Phase template.
Progress plan  269
Create activity with client action
As with server actions, client actions can automate individual parts of the case processing.
For example, an action can open the document wizard with several preset field values.
See also Create activity with server action (page 268).
Phase
Comments
Create an activity in
the phase
Open the detail view for the progress plan
template and then the Phases tab.
Key/field
Click the context menu of the Phase and
select Create activity template.
Register activity
details
As a minimum, complete any mandatory
Select action type
and action
Select "Client action" from the Activity
type field and then the desired action
from the Client action field.
fields (
) including the Title and
Activity order.
Client actions are started by the user by
selecting the start actions command. See
Start actions (page 277) for more
information.
The following client actions are available:
Decide next step. Allows the user to add
phases from another progress plan
template. The phases in the selected
progress plan template will be added to
the active progress plan directly following
the current phase.
The system also includes some sample
Templates. When a template action is
selected a new Public 360° document and
a new file based on the template will be
created. The documents are always
attached to the current case or project.
Note
Please note that the default templates are
associated with document archives
(specified in the "Code table: Client
Action"). If the specified archive does not
exist in your installation, the action will
not work.
Client actions can also be customised for
your enterprise.
Complete registration
Once you have finished, click Finish to
save and quit.
Example: A progress plan template with three phases and three actions of which one is a server action and one is
a client action.
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360° User Guide
Progress plan  271
View progress plan reports
Progress plan reports allow you to list all the cases that are using progress plan templates.
Note
The progress plan reports are only available when the Planning and building cases module is installed.
Phase
Comments
View reports
From the Functions menu, select
Progress plan, Reports and then the
required report.
Key/field
The report window opens.
Filtering
All the reports can be filtered by
department and time interval.
Once you have selected filter values, click
the Generate report button.
Report: Summary
This report lists all started and closed
progress plans by progress plan template.
It also shows the number of progress
plans that are on schedule and those
where a deadline has been exceeded.
The report lists both case and project
progress plans.
Report: Processing
time
When the report opens, start by selecting
the progress plan template you want.
Also make sure to select the wanted entity
from the upper right-hand part of the
report.
This report shows processing times by
case or project, broken down by number
of active and passive dates.
Note that the report only lists completed
cases or projects.
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360° User Guide
Report: Incoming
cases
When the report opens, start by selecting
the progress plan template you want.
This report lists all cases with a start date
within the specified date range. It shows
what decisions have been taken in the
cases.
If the cases in the list are building cases or
another type of case that has an Action
type or Action class, you can select the
Action view.
The report will then display columns
appropriate for the type of case in
question. In addition, each case will be
listed once for each combination of Action
type and Action class.
Note
This report is used with the Planning and
building cases module and so does not list
projects.
Report: Decision
cases
This report lists all cases that have been
concluded within the specified date
range.
The report also shows the decisions made
in the case and their outcomes.
If the cases in the list are building cases or
another type of case that has an Action
type or Action class, you can select the
Action view.
When this view is selected, the report also
shows the number of days spent, broken
down by active and passive days. In
addition, each case will be listed once for
each combination of Action type and
Action class.
Click the Average active time button to
calculate the average time spent per case
in the specified selection of cases.
360° User Guide
Progress plan  273
Export and import progress plan templates
This function allows you to export and import progress plan templates from one 360° installation to another.
Note
This function is only available to persons with the Administrator role.
Phase
Comments
Open the function
On the Functions menu, select Progress
plan and then Export and import
progress plans.
Export
Select the progress plan templates you
want to export and click the Export
button.
Key/field
The progress plan templates are exported
to the file InsertAllProgressPlans.xml
which contains definitions of all the
exported templates. By default, the file is
copied to the cache folder (on the server)
for your user name.
Once the progress plan templates have
been exported, a dialog box opens,
allowing you to open the exported XML
file.
Tip
If you are familiar with XML, you can
simply customise the exported file directly.
This allows you to use export and import
to rapidly create multiple variants of your
enterprise’s progress plan templates.
Import
Copy the XML file and open the Public
360° client on the computer you want to
import the progress plan templates to.
Click the Import button. When the dialog
box opens, browse to the XML fie you
want to import, then click Add and OK.
The progress plan template will now be
available in the solution in the usual way.
Tip
Clicking a template in the list opens a
detail screen for that progress plan
template.
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360° User Guide
Create a case or a project and link it to a progress
plan
When you create a case or a project, you can link it to a progress plan. By being linked to a progress plan, the
case or project is assigned a formalised work process that provides you, as a Caseworker, with a detailed list of
the tasks to be performed. For the enterprise, this makes it easier to follow up on and check the progress of the
case or project.
Note
The case or project types you select must be set up with support for progress plans.
Phase
Comments
Create the case or
project
Create the case or project in the usual
way.
Select a progress
plan template
Select the progress plan template you
want from the Available progress plans
field. The field is at the bottom of the
General step in the case wizard.
Key/field
Note
The field only displays the progress plans
created for the chosen case or project
type.
Complete registration
Once you have finished, click Finish to
create the case.
View the progress
plan
Once the case or project has been
created, the progress plan is displayed in
the case’s or project’s list view. The
progress plan shows the phases which the
case or project has to undergo before it is
complete.
The documents in the case or project are
shown below the progress plan details.
See the screenshot below.
(You can also see the progress plan details
in the Progress plan tab).
360° User Guide
Progress plan  275
276  Progress plan
360° User Guide
Start actions
Server and client actions are started the same way, the difference is in how they execute. If you start a server
action it will run without you noticing. For instance by sending a receipt in an e-mail. Client actions are executed
on your machine and will usually require some inputs from you. An action can for example open the document
wizard with several preset field values.
Phase
Comments
Open the case or
project
Open the case or project you want to work
on.
Run action
Open the context menu for the action you
want to perform and select Start action.
Key/field
When a message box open, click Yes to
run the action.
If the action is a "Decide next step"
action, a dialog box showing available
progress plan templates is opened. By
selecting a progress plan template, the
phases from the progress plan will be
added as new phases to your current
progress plan.
Skip action
Open the context menu for the action you
want to skip and select Skip action.
When a message box open, click Yes to
cancel the action.
360° User Guide
Progress plan  277
Work in the Progress plan list
When a case or project has been created with a progress plan, the progress plan is shown in the case’s or project’s
list view.
The following provides a brief overview of the tasks you can perform from the Tasks list for progress plans.
Phase
Comments
Select phase
The buttons at the top of the list show the
phases in the progress plan. The example
on the right shows a progress plan with
three phases.
Key/field
Green indicates that the phase (and the
activities it comprises) have been
completed.
Yellow indicates that the phase is active.
Grey is for phases that have not yet
started.
Set status for an
activity
Open the context menu of the phase or
activity and select Set status and then
the required status.
For activities not involving handlings, you
normally use statuses to show that the
activity has started or has been
completed.
Change responsible
Open the context menu of the phase or
activity and select Change responsible.
When the 'Change responsible' dialog box
opens, select responsible unit and
person.
When you change responsible for a phase,
the new person will automatically assigned
responsibibility for the activities in the
phase as well.
Check the Generate reminder checkbox
if you want to create a reminder for the
new responsible person. See Create
reminders (page 12) for more information.
Create new
document
Open the phase’s or the activity’s context
menu and select New document and
then Select template or Import
file/registration.
See Create new document (page 112) for
more information.
The documents you create are linked to
the case or project in the usual way and
added to the Documents list.
Once you have created a document from
an activity or phase, a paperclip icon is
shown to the left of the activity or
progress plan.
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Refer to existing
document
Open the context menu of the phase or
activity and select New document
reference.
The documents you refer to are linked to
the case or project in the usual way and
added to the Documents list.
Create new e-mail
Open the context menu of the phase or
activity and select Create new e-mail.
Opens Outlook with a new e-mail
message. The e-mail message will be
saved and added to the Documents list.
Take or relinquish
responsibility
Click the Other button and then Add
yourself as responsible person for the
progress plan to take responsibility for
future processing of the case or project.
If you want to check the case or project
in, to make it available to other
Caseworkers, select Remove yourself as
responsible person for the progress
plan.
See also View and follow up the
department’s case or project processes
(page 281).
Close active phase
When the actions of the tasks in a phase
have been completed, you can close the
phase by clicking the Close active phase
button.
If the phase requires that all the activities
in it must be closed before the phase itself
can be closed, you need to close each
individual activity in the phase before
clicking the button.
When the ‘Select status’ dialog box opens,
select the required status and enter the
close date.
Set status to
passive
If there are obstacles to continuing with
the progress plan, you can set the
progress plan status to passive.
Click the Set progress plan status to
passive button. The ‘Reminder’ dialog box
then opens, so you can enter a reminder
for when the case may be taken up again
or move it to a specific date.
The reminder is added to the Reminders
work list.
360° User Guide
Progress plan  279
Close progress
plan
When processing of the case has been
completed, you can click the Close
progress plan button.
If one or more phases require that all the
activities in them must be closed before
the progress plan can be closed, you need
to close each individual activity in the
phases before selecting this function.
When the ‘Close active progress plan’
dialog box opens, select the required
status and enter the close date.
Show more
progress plan
details
Open the case and then the Progress
plan tab.
Click the Show details button to view
more progress plan details.
This information is also shown in the
Details tab.
A case may only be linked to one progress
plan at a time. If a case has been linked to
another progress plan in the past, you can
get details about the previous progress
plan by selecting it from the list at the top
of the detail view.
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360° User Guide
View and follow up the department’s case or
project processes
A number of useful web parts are made available to give managers and others a satisfactory overview of the
department’s progress plans. See detailed description below.
See also View progress plan reports (page 272).
Tip
If you often follow up cases or projects, we recommend adding these web parts on your desktop. See Create a
private desktop (page 28) for more information.
Phase
Comments
The Progress plan
overview web part
This web part lists progress plans by
deadline status.
Key/field
This list can be filtered by Org. unit,
Entity (Case or Project) and Checked-in.
When 'Checked-in only' is selected, then
only progress plans without a responsible
person for the progress plan is shown.
By clicking a number in the list, the web
part expands to show a list of all the cases
linked to the selected plan and deadline
status.
Cases and projects can be opened directly
from this list.
The Progress plan
summary web part
This web part shows the department’s
progress plan templates and the number
of cases or projects linked to them.
To view the summary, select the required
organisational unit and date range and
then click the Generate report button.
The report shows the number of progress
plans started, the number that have been
closed, all those where the deadline is
according to plan and all plans where the
deadline was exceeded.
360° User Guide
Progress plan  281
The My open
case/project
processes web part
and
My department’s
open case/project
processes web part
These two web parts are identical, but
shows your personal or your department’s
open case or project processes
respectively.
These two lists can be filtered by
deadline status, progress plan
template and Entity (Case or Project).
Change person responsible. From these
work lists, you can also change the person
responsible for the progress plan. (You
can only add yourself as the person
responsible in a case or project processes
that do not already have someone set up
as responsible).
If you are defined as responsible for a
progress plan, you can check the case or
project in and make it available to others
by removing yourself as responsible.
The Case/Project
processing time
overview web part
This web part lists all cases or projects
linked to completed progress plans.
To view the cases, select organisational
unit, Progress plan template, date
range and Entity (Case or Project). Then
click the Generate report button.
The report shows the number of days
spent on each case, by the number of
active and passive days.
Cases and projects can be opened directly
from this list.
282  Progress plan
360° User Guide
Contract management
Using Public 360° Contract Management you will have direct access to all your contracts, as well as an overview of
relevant information like expiration dates, contacts and a full document and file history. Further, you will have full
revision and version control of the contracts you register.
Contract management module
PUBLIC 360°
PUBLIC 360° LRG
BUSINESS 360°
Optional
Optional
Optional
360° User Guide
Contract management  283
Create new contract document
Phase
Comments
Select New document
You register a contract the same way as
an ordinary document (see Create new
document (page 112)).
Registering a
contract
In the 'Import file/registration' or 'Select
template' dialog box make sure that you
select a Contract template or document
type.
Select Case
In the case field, you can optionally link
the contract to a case using the case type
"New Acquisition / Delivery".
Key/field
This case type can function as a folder,
containing all information related to a
contract. It is also possible to link contacts
to the case with different roles (for
example customer, supplier, advisor)
In addition to standard fields for a general
Case, this case type includes fields for:
Purchase level: Indication of contract
amounts that may entail different
processing procedures
Phase: For example, different phases in a
negotiation process.
Contract categories
Specify Call-off value,
contract type and
agreement type
Select the contract category you want to
use. The contract categories that are
default delivered with Public 360° are:
-
Contract
-
Frame agreement
-
Support and maintenance
agreement
-
Rental agreement
-
Operating agreement
-
Purchase agreement
-
Assistance agreement
-
Assignment agreement
-
Letter of intent
-
Assignment description
You may fill in these fields to specify
details about the contract.
Call-off value: Fill in the value of the
call-of orders.
Contract value: Fill in the value of the
contract.
Agreement type: Select the type of
agreement for this contract from the list.
Specify revision
period, next revision
date and Expiry date
By using these fields, you add information
about when the contract is to be revised.
Important contracts should be reviewed
regularly to determine if the content are
still accurate.
Specify the Revision period.
Specify planned next revision date and
Expiry date.
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Expiry date can for example be set if the
contract is to be replaced by a new
version.
Earlier versions of contracts as well as
retired policies and procedures are
retained in Public 360° for as long as
required.
Line responsible
Specify Line responsible. A Line
responsible can for example be a
technical/specialist advisor or consultant.
Go through the other steps in the wizard
and register information related to the
contract, like contacts, files etc.
Finish
360° User Guide
Click to complete the registration.
Contract management  285
Search for contracts
To search for a contract, select Document, and in extended search select the document archive Contract.
286  Contract management
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Contract management web parts
The web parts listed below are custom made for the 360° Contract Management feature. In order to set up
these web parts, see Create a private desktop (page 28), and add the web parts you want to use.
Web part
Comments
Contracts in my
department
Lists all contracts where the document
responsible is organized in the same unit
as you.
Contracts to follow
up
Lists all your contract documents that
have an expiry date or next revision date
within the next 30 days.
My contracts as line
responsible
Lists all contracts where you are
registered as line responsible.
My contracts
Lists the contracts where you are set as
responsible.
My open acquisition
cases
Lists the acquisition cases where you are
registered as case responsible.
Open acquisition
cases in my
department
Lists all acquisition cases where the case
responsible is organized in the same unit
as you.
360° User Guide
Key/field
Contract management  287
Secure zone
In the majority of organisations there will be a need for secure handling of documents containing sensitive
personal data while maintaining a system for processing other internal documents . In Public 360° this dual
requirement is met by introducing a secure zone within which all cases and documents containing sensitive
personal data are to be processed.
If your organisation is using secure zone there will two web clients: one for the secure zone and one for the
internal zone (“non-secure” zone). In Public 360°, all documents containing sensitive personal data will be placed
in a separate “archive” accessible only to users working inside the secure zone. Cases and documents involving
sensitive personal data can only be created and processed if you are logged onto the “secure zone”.
For configuration and security details, please refer to the technical documentation for the solution.
Secure zone
PUBLIC 360°
PUBLIC 360° LRG
BUSINESS 360°
Optional
Optional
Optional
360° User Guide
Secure zone  289
Work from secure zone
Phase
Comments
Key/field
The following describes Public 360° features when you are working from the web
client inside the secure zone.
Once you have logged onto the secure zone, you will be able to create cases and
documents involving sensitive personal data. See description below.
Open Public 360°
inside secure zone
Log onto Public 360° from inside the
secure zone.
Create documents
from secure zone
From the secure zone, you can only create
documents in a secure archive.
This means that if you select New
document, only the secure archives will be
shown on the New menu. In the example
on the right, only ”Sensitive Personal
Document” is available.
In the “New document” wizard, the
Access group, Access code and
paragraph fields will be mandatory.
Search for
documents from
secure zone
From the secure zone, you can search for
documents saved both in secure and
internal (non-secure) archives.
Note that from the secure zone you will
only have read permissions for documents
saved in the internal archives. This means
that you cannot edit documents inside the
internal zone even if you have “Edit”-level
permission for the document.
You will however have “standard” access
to all documents inside the secure
archives, meaning that you will be able to
edit documents if you have “Edit”-level
permission etc.
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360° User Guide
Work from internal (“non-secure”) zone
Phase
Comments
Key/field
The following describes Public 360° features when you are working from the web
client inside the internal zone, i.e. the client that does not have secure zone installed.
This client works like an ordinary Public 360° client, with a few exceptions. See
description below.
Open Public 360°
inside internal zone
Log onto Public 360° from inside the
internal zone.
Search for secure
documents from
internal zone
If, as a user, you have secure zone
access, you will also be able to search for
and view documents stored in the secure
archives when you are inside the internal
(non-secure) zone.
To search for secure documents, click the
Search button and then Secure zone.
When you open secure documents from
inside the internal zone, access will
however be restricted to viewing the
document details (Details tab). The files
themselves will not be displayed.
Search for secure
cases from internal
zone
If you have secure zone access and search
for cases containing documents from both
the internal and secure zones, the case
will have two tabs:
a Documents tab for viewing internal
documents and a Secure documents tab
for viewing documents created inside the
secure zone.
Note
Inside the secure zone, both secure and
internal documents will be shown on the
Documents tab.
View secure zone
status web part
If you are on the internal zone client but
want to view the status of your documents
stored in the secure document archives,
you can add the “Secure zone status” web
part to your desktop.
This web part displays the documents in
the secure zone and their current status.
For more information, see Create a private
desktop (page 28).
360° User Guide
Secure zone  291
Casework
This chapter describes how to perform the commonest tasks entailed by casework.
When dealing with casework in Public 360°, the Quick Launch facility on the left-hand side of the window gives you
shortcuts for quick access to the functions you typically carry out.
360° User Guide
Casework  293
Casework process
Role
Comments
More information
Archive
All post arrives at the archive where it is
scanned and officially recorded. The
archive assigns a department and any
caseworker.
See Create new document (page 112)
Supervisor
If only a department has been assigned,
the supervisor will distribute the document
to a caseworker. The supervisor also
verifies that the document data are
correct.
See Distribute documents (page 295)
Caseworker
Once a caseworker has been assigned to
the document, the caseworker receives
the document for further processing.
All documents must be signed off; either
by being assigned a code or by a reply
being written.
See Make reply to document using new
document (page 297)
Provisional document reply (page 300)
Sign off documents with code (page
301)
When the document is ready for approval,
the caseworker sends it to the supervisor.
See Send documents out on a workflow
(page 156)
Supervisor
The supervisor assesses the document,
and approves it as appropriate and sends
it back to the caseworker.
See Distribute documents (page 295)
Caseworker
After the document has been approved, it
is completed and may be sent to the
archive for quality assurance (depending
on the routine).
See Dispatch documents (page 302)
Archive
Receives the document from the
caseworker and quality assures the
document data.
See Close case (page 361)
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Distribute documents
If only a department rather than a Caseworker has been assigned to an incoming document, the document will
need to be distributed to a Caseworker. This is usually done by the head of the responsible unit.
Phase
Comments
Open the For
distribution work
list
When you distribute documents, you will
typically start out from the Documents
for distribution work list.
Key/field
When the Documents for distribution work
list opens, select whether you want to
show Received documents
(Undistributed case documents) or
Received copies (Undistributed copies).
Select documents
and Distribute
Mark the documents you want to
distribute to the first Caseworker and click
Distribute.
Select Caseworker
When the 'Distribute' dialog box opens,
select the required Caseworker in the
Responsible field.
Note
If you selected the Received copies radio
button this field is hidden in the dialog
box.
Copy to
If you want other members of your
organisation to be able to see the
document as well, you can add them as
carbon copy recipients.
Carbon copy recipients will be able to view
these documents in the work lists "For
info last month".
Access code, statue
and group
In the Access code and Access group
fields you can opt to overwrite these
values for the selected document.
Note
If you selected more than one document
in the 'For distribution' work list, these
fields are hidden in the dialog box.
Add remark
You can use the Remark text field to
enter an informal note to the Caseworker.
Use the Remark type field to specify
what kind of remark this is.
360° User Guide
Casework  295
Note
The remarks you type in will be added to
all documents you have selected in the
list.
Distribute
Click OK to distribute the selected
documents to the selected Caseworker.
Caseworker's work
list
The documents will now be transferred to
the Documents not signed-off work list
for the selected Caseworker.
If there are any notes to the document,
the Caseworker opens these by clicking
the Notes icon.
Any deadline will also be displayed in the
work list.
296  Casework
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Make reply to document using new document
Phase
Comments
Key/field
Make reply
When you need to reply to a received
document, you will typically need to start
out from the Documents not signed off
list.
Select the document you want to reply to
and click the Make reply button.
Wizard
The ‘Make reply’ wizard opens.
Make any necessary adjustments to the
predefined values in the fields. As a
minimum you will need to complete the
mandatory fields (
).
Select the template you require and click
Finish.
A new document is created and MS Word
opens with a file based on the selected
template.
The document title, recipient, address and
other information will be merged into the
file.
Write document, save
and check in
Update the file with content as required,
and close the file.
When asked to confirm that you want to
check in the file, click Yes.
Once the file has been checked in, you will
be returned to the detail view for the
document.
Dispatch
Once the reply has been written, approved
and cleared for dispatch to the recipient,
you send it to the archive.
This is done using the Dispatch button
from the Correspondence documents in
progress work list or from the document
detail view.
Tip
When the reply document has been
created, a link to the received document is
shown in the Contacts field group.
See example below.
360° User Guide
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Make reply to document by e-mail
Phase
Comments
Key/field
Make reply
When you need to reply to a received
document, you will typically need to start
out from the Documents not signed off
list.
Select the document you want to reply to,
click the Reply by e-mail button.
Enter reply
Outlook opens with an e-mail message
pre-addressed to the recipient.
In Outlook, type the reply you want to
make.
Send e-mail message
Click the Send button.
Complete registration
When the Archive in 360° wizard opens,
expand on any of the default values in the
fields. As a minimum, you will need to
enter the mandatory fields (
).
If this is a provisional reply, be sure to
check the field Provosional reply .When
you make a provisional reply, the
document will remain in the worklist, but
will be marked with a green check.
The document will not be removed from
the list until the final reply has been
registered.
Once you have finished, click Finish to
save and quit.
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Provisional document reply
Phase
Comments
Key/field
In certain instances you may want to make a provisional reply to a document. The
procedure is identical to that for Make reply to document.
Reply
Open the Documents not signed off
worklist.
Select the document you want to reply to
and click the Make reply button.
Select Provisional
reply
When the Reply document wizard opens,
expand on any of the default values in the
fields.
Take care to check the Provisional reply
field.
Click Finish.
View the Documents
not signed off
worklist
When you make a provisional reply, the
document will remain in the worklist but
will be marked with a green check.
The document will not be removed from
the list until the final reply has been
registered.
View recipient
If you open the document notice that the
reply has been recorded in the Contacts
list as prelimenary answer against the
recipient.
What do you want to do next?
Make reply to document using new document (page 297)
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Sign off documents with code
All documents recorded in the archive must be signed off. If there is no need to process an incoming document by
making a reply to it using a new document, you can sign it off by specifying a sign-off method.
Documents that can be signed off with a code can be Incoming documents (or Internal memo with follow-up).
Phase
Comments
Select document to
be signed off
When you need to reply to a received
document, you will typically need to start
out from the Documents not signed-off
work list.
Key/field
Select the document you want to sign off
and click the Sign off button.
Select sign-off code
When the ’Sign off Document’ dialog box
opens, select Sign off code and enter a
Note if necessary.
The standard reply types (sign off codes)
are:

AP – Phone reply

TA - Taken into account

TO – Taken into consideration
Your organisation may have other codes in
addition.
The note might, for example, explain the
reason why the document is being signed
off by a procedure other than by a new
document.
If the solution is configured to allow cases
to be concluded, you will also find a
checkbox for concluding the case.
Click OK to sign off the document.
View sign-off
The document receipt is removed from the
'Documents not signed off' work list.
The document details indicate that the
document has been signed off.
The sign-off information is also displayed
in the document’s contact list.
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Dispatch documents
Public 360° can be set up with one of two dispatch alternatives:

Dispatch document to archive (page 302) where the document is completed and quality assured by the
archive.

Dispatch documents to recipients (page 304) (Electronic dispatch) lets you dispatch the document files
yourself straight to the recipients.
Dispatch module (Electronic dispatch)
PUBLIC 360°
PUBLIC 360° LRG
BUSINESS 360°
Optional
Optional
Optional
Dispatch document to archive
Phase
Comments
Key/field
When a document you have created has been edited, approved and cleared for
dispatch to the recipient, you send it to the archive.
Preliminary work
Check that the files linked to the
document have been checked into the
document store. Check also that the
information recorded about the document
is accurate and adequate.
Dispatch
Open the Documents in progress work
list (you can also dispatch from the
document window).
Select the document you want to dispatch
and click the Dispatch button.
Select documents for
reply
The 'Dispatch document to recipients’
dialog box opens.
The top of the dialog box displays
information about which document is to be
dispatched.
If the case contains additional documents
which can also be replied to with this
document, check these in the Documents
awaiting reply list.
If the document is not a reply to a
document receipt or if any other
documents in the list have already been
signed off, the list will be empty.
Provisional reply
Check the Provisional reply box if the
document you are dispatching is a
provisional reply to the document receipt.
End this case
If your organisation permits Caseworkers
to conclude cases, and you have editing
rights to the case to which the document
is linked and all other documents in the
case have been processed, you will also
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see the End this case checkbox
Complete registration
Once you have finished, click OK to save
and quit.
The document you send to the archive will
be removed from the Documents in
progress list and changes status, allowing
it to be dispatched.
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Dispatch document to recipients
When a document you have created has been edited, approved and finalised, you can send the document files to
the recipients.
Topic content
Prepare the documents
Prepare the documents (page 304)
Start the dispatch (page 304)
Before dispatching the files, make sure that the files linked to the
document have been checked into the archive. Check also that
the information recorded about the document is accurate and
adequate.
Produce preview or dispatch (page 306)
Start the dispatch
Available dispatch channels (page 307)
Phase
Comments
Select Dispatch
From the Document's context menu,
select Dispatch.
View the Preview files and dispatch (page
306)
Dispatch complete. What happens next?
(page 307)
Key/field
Tip
You can also dispatch documents from the
Correspondence documents in progress
and Approved documents work lists/web
parts.
The 'Dispatch documents to the recipients’
dialog box opens.
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Select dispatch
channel
The dialog box lists all recipients and their
preferred dispatch channel.
Public 360° automatically selects the
preferred dispatch channel for each
recipient. (Each recipient is validated
against the available channels in
prioritized order until the system finds a
channel that can be used.)
You can override the default selection by
choosing another channel from the dropdown listbox.
Note that internal recipients (if any) are
not listed in the Dispatch dialog box.
See also Available dispatch channels (page
307).
Tip
If the channel address is incorrectly
registered or missing, you can update the
contact with the correct email address by
clicking the contact’s context menu and
select Edit properties.
Select files
By default, all files connected to the
document will be dispatched to all the
recipients.
If you want to differentiate the dispatch
for each recipient, select View files.
A Files drop-down list box is now added
for each recipient in the list. Select:
Select documents for
reply

All files to send all files.

Only main document to only
send those files which are related
to the document as “Main
document”.

Only selected files to send only
the files selected in the Files list
below. Note that all recipients with
this option will receive the same
files.
If the case contains additional documents
which can also be replied to with this
document, check these in the View reply
info list.
If the document is not a reply to a
document receipt or if any other
documents in the list have already been
signed off, the list will be empty.
Provisional reply
Check the Provisional reply box if the
document you are dispatching is a
provisional reply to the document receipt.
End this case
If your organisation permits Caseworkers
to close cases, and you have editing rights
to the case to which the document is
linked and all other documents in the case
have been processed, you will also see the
End this case checkbox
360° User Guide
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Produce preview or dispatch
Phase
Comments
Preview
Click Preview to convert and merge the
files but not dispatch them. As soon as the
files are converted you can preview them.
Key/field
To dispatch documents directly, click
Dispatch. The files will then be both
converted and sent to the recipients.
Continue to the Dispatch complete. What
happens next? (page 307) section for
more information.
If you selected Preview or Print as the
dispatch channel, a dialog box is now
opened showing the progress.
To view the progress in detail, click on
More details.
Tip
You can optionally now close this dialog
box. You can reopen it later from the
'Ongoing dispatches' work list/ web part or
by selecting Show dispatch progress
from the Document's context menu.
View the Preview files and dispatch
Phase
Comments
Preview and
dispatch files
If the 'Dispatch progress' dialog box is not
already open, select Show dispatch
progress from the Document's context
menu.
Key/field
Tip
You can also open the 'Dispatch progress'
dialog box from the Ongoing dispatches
work list/web part.
When the 'Dispatch progress' dialog box
opens, you can preview the files by
clicking on the links in the Preview file
column.
For most dispatch channels, the files have
been automatically merged and converted
into a single PDF file. One file for each
recipient.
If the files look OK, click Dispatch.
If not, click Abort to terminate the
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dispatch. Modify the files if needed and
start a new dispatch.
Dispatch complete. What happens next?
Phase
Comments
Dispatch complete
When the dispatch is complete, the
following happens:
Key/field
When the dispatch is complete, a check
mark is shown in front of the dispatched
files in the Dispatch progress dialog box.
The files dispatched to the recipients are
listed in the Contacts group on the
document.
If you selected the Print dispatch channel,
you can now print out the file(s) by
clicking on the Delivered Print links.
If you selected an electronic channel such
as the E-mail channel, the file is sent
directly to the recipients.
The document status is now changed.
(See also Document and status flow for
case documents (page 313)).
If (or when) the document status is set to
"Officially recorded", the Dispatched
date is also set.
The changes are also logged in the Audit
trail tab.
The document is also removed from both
the Documents in progress and the
Ongoing dispatches work lists.
The converted files are attached to the
document as new file variants.
Available dispatch channels
Public 360° can be supplied with the following dispatch channel options:

Internal dispatch. When dispatching documents to internal personnel (that is, to Public 360° users) no
channel is used. Dispatching to internal personnel works the same way as Dispatch document to archive
(page 302). This channel will only mark the document as completed.

Email for dispatch by email. Please note that when using this channel, the files are not encrypted and there
is no safe way of telling if the document actually reached the recipient. This channel cannot send graded
documents.

Print for dispatching print copies of the document to the recipients. When the dispatch is complete, the
merged file is ready for print.
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
Altinn – Svarut (Norway only)

DIFI - Sikker digital post til Innbyggerne (Norway only )

Digipost (Norway only)

Digipost sensitive (Norway only)

DKAL - Digital Kommunikations og Arkiv Løsning (Denmark only)
In addition to the channels mentioned above, additional channels may have been configured for your organisation.
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Working from the ongoing dispatches work list
Phase
Comments
Key/field
The Ongoing dispatches work list shows you all started dispatches and their current
status.
Open the work list
Select the Ongoing dispatches work list
from the Quick Launch.
View status
The list shows all currently ongoing
dispatches and their status.
Ongoing dispatches can have one of three
statuses.

Ready for preview. This status is
used if you choose to create a
preview of the files before running
the actual dispatch. This status is
used when the file conversion is
complete. Click the status to open
the 'Dispatch progress' dialog box
from where you can review the
files and run the dispatch.

Ongoing. This status is used if the
file conversion or the actual
dispatch is still in progress. If the
process has been running for a
long time, there may be an issue
with the file conversion or the
dispatch.

Failed. This status is used if there
are one or more issues with the
selected dispatch channel.
See Correcting dispatch issues
(page 310) for more information.
Open the 'Dispatch
progress' dialog box
Click on the Dispatch status for the
desired 'Dispatch progress' dialog box.
Open the document
If there are issues with the files to be
dispatched, you may need to open the
document and correct the issue there.
To open a document, click on the
Document number.
360° User Guide
Casework  309
Correcting dispatch issues
A dispatch may fail for different reasons. Below we discuss some typical issues and how to solve them.
Topic content
File conversion fails
If a file for some reason cannot be converted to PDF, you may
consider converting it manually. You can do this by opening the
file and save it as a PDF file on your machine. You can then
import the file to Public 360° as a new variant. For more
information, see Create variant (page 140).
File conversion fails (page 310)
Correct incorrect address (page 310)
Dispatch a document a second time (page
310)
Correct incorrect address
If the channel address is incorrectly registered, missing or invalid for a selected recipient, a sign is show with a
textual description of the issue.
In the example below, you can update the contact with the correct email address by clicking the contact’s context
menu and selecting Edit properties.
Dispatch a document a second time
If an exception occurs which is not correctly logged by the system, you can update certain data manually.
This may be a solution if a recipient for some reason failed to receive the dispatch.
An example: Let's suppose that the dispatch was successfully sent to a recipient using the email channel. Let us
further suppose that the recipient contacts you and that she wants you to send you the files by another channel.
Because the dispatch is already successfully sent, you cannot change the channel. However, by using the backdoor described below, you can manually change the dispatch status to "Status not set". With this status set, you
are again allowed to change the dispatch channel for this recipient in the Dispatch dialog box.
To correct the Dispatch information
1. To dispatch the files to this recipient again, open the document and change the document status to "Res –
Reserved".
2. Open the Contacts tab (1).
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3. Click on the Contact's context menu and select Edit dispatch information (2).
4. When the 'Edit dispatch information' dialog box opens, you can change the dispatch status from
"Delivered" to "Status not set" or "Failed".
5. You can now dispatch the document again. This time, the document files will only be sent to the
recipient(s) that did not receive the files the first time. That is, to the recipients where Dispatch status is
"Status not set" or "Failed".
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Use flags
Phase
Comments
Key/field
The Documents not signed off and Documents in progress work lists contain a
follow-up function which you can use to flag and prioritise documents. This is
particularly useful when you are working in work lists that contain many documents.
Flag documents
Open the work list you want to work on
and check the box in front of the
documents you want to flag.
Click the Follow Up menu button and
select the flag colour you want.
Sort the work list
by flags
If you sort by the “flag” column, the work
list will be sorted by the colour of the flag.
By default, the flags will be sorted in this
order:
Red – 1
Orange -2
Blue – 3
Green – 4
Use the “Hide” flag
If you select the Hide flag for a document,
it will be hidden in the work list.
To view hidden documents, select All on
the View drop-down list.
Remove a flag
Check the box in front of the documents
you want to remove flags from.
Click the Follow Up menu button and
select Clear.
Note
In order to reset documents with the
"Hide" flag, you need to select All on the
View drop-down list first.
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Document and status flow for case documents
Handling correspondence documents in an organization is a process. It typically starts off when your organization
receives a letter or an email message from an external source, and is finished when a reply is given.
The process can also be initiated internally as an outbound
document or as an internal document with only internal recipients.
Each phase in the handling process is associated with one or more
alternative status values. Each status value is associated with
rules which define what functions should be available and what
restrictions should apply for the various parties involved at the
process stage in question. The rules also specify conditions which
must be satisfied for a status value to be modified, and thus for the
Topic content
Document and status flow for incoming
documents (page 313)
Document and status flow for internally
produced documents (page 315)
process to move on to the next stage.
The process is associated with three main categories of parties involved: the registry office (Registrar),
Caseworker and managers. Below we describe the parties' specific registration rights at the various process
stages.
Document and status flow for incoming documents
Incoming documents (the document category "Incoming document") are correspondence documents which your
organization receives from external organizations.
The figure below illustrates the alternative process flows. Which flow your organisation are using depends on how
Public 360° is configured.
Off
Registrar
Registers
Off
Registrar
Prel
Registers feedback
from Caseworker
Registrar
Registers
temporarily
Reg
Manager/Caseworker
Reg
Supplements and
updates themselves
Off
Registrar
Checks
Registrar
Comp
l
Finalizes registration
Caseworker
Initial registration
Off
Caseworker
Registers directly
Where:
Prel = Preliminary recorded
Reg = Registered by responsible person
Off = Officially recorded
Compl = Registration completed
The status value Prel is used by the Registrar as a signal to the manager/caseworker to update the document
(typically, to register the responsible caseworker). The status value Reg is used when caseworkers and managers
perform the initial document registration or update themselves. When the role of the registrar is limited to
checking the registrations performed by managers/caseworkerss, a change of status value to Off indicates that
360° User Guide
Casework  313
checking has been carried out and that the document is completed. The status value Comp (if in use) can be used
to indicate that the registration is finalised and to block any attempt to make changes.
If the Registrar function is not in use in your organization and if Public 360° is configured for this,
Managers/Caseworkers can set the status value Off themselves.
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Document and status flow for internally produced documents
Internally produced documents are the results of some kind of internal case processing. In Public 360°, they are
registered as documents of category “Outbound document”, “Internal memo with follow-up”, “Internal
memo without follow up” or “Proposition”. Internally produced correspondence documents should be
dispatched either externally (document category “Outbound document”) or internally (document categories
“Internal memo with follow-up”, “Internal memo without follow up” and “Proposition”).
The figure below illustrates the alternative process flows. Which flow your organisation are using depends on how
Public 360° is configured.
Off
Res
Registrar
Registrar
Register and
dispatches
Reserves for
Caseworker
Fin
Manager/Caseworker
Finalises (and
dispatches)
Res
Caseworker
Reserves
Finalizes registration
Off
Dis
Finalises and
dispatches
Registrar
Registrar
Checks and
dispatches
Manager/Caseworker
Compl
Off
Registrar
Checks
Off
Manager/Caseworker
Finalises, dispatch
and checks
Where:
Res = Reserved
Fin = Finished by responsible person
Dis = Dispatched
Off = Officially recorded
Compl = Registration completed
When Managers/Caseworkers both finalize and dispatch, the value Dis is used (Fin is then considered as logically
incorporated in Dis, and is not used as a step in between). When the Registrar both registers and dispatches, the
status should be set to Off without Dis being used in between. In such cases, Dis is logically incorporated in Off.
If the Registrar function is not in use in your organization, the Managers/Caseworkers will both register, dispatch
and check the documents. The status flow will usually still include the same status codes.
The status value Fin can also be used by Managers/Caseworkers when they do not effectuate the dispatch
themselves. Fin is then a signal to the Registrar or other party to effectuate the dispatch.
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Processing consultation documents
When handling cases, drafting proposals, compiling reports or requesting case input, there may be a need to
submit documents for formal consultation and review by other departments or organisational units. For various
reasons it may be important for the individual recipients to journalize receipt of the consultation document, start
their own internal routines and dispatch the consultation response to the original sender without other units within
each organisational unit being involved in or being made privy to the consultation process.
Public 360° now also has built-in functionality to support such processes:

Public 360° automatically sends the consultation document to the registered recipients. At the recipientend the consultation document will be configured in Public 360° so that recipients can easily journalize the
document, create a new case and commence the consultation response process. When dispatching the
response, the system checks that the document is automatically returned to the right case at the senderend.

For the person who initiates the consultation process, the benefit is that the documents are automatically
sent to the recipient, and that the initiator receives updates along the way on who has/hasn't responded
(in a special work list).

For the recipient of the consultation document, the benefit is that she/he receives the document directly in
Public 360° as a separate case for internal processing and that the response is distributed back to the
sender's own case – all by a fully automated process.
In general, the new functionality means that users no longer have to resort to using the "N – Internal memo with
follow-up" document type for internal consultation processes – with all the problems this entails in terms of
everyone having to work on the same case, maintaining open access etc.
Consultation workflow
1. The Caseworker in Department A creates a consultation document and enters recipients for it.
2. When the document is dispatched, a single copy of the document will be created automatically for each
recipient. In the example above, one document will be created for Department B, and one for Department
C.
3. In Departments B and C, the person who is responsible for receipt (typically the manager) will have access
to a specially created work list allowing him/her to read the document and link it to an existing or new
case in the department. The document will not be visible in this department until this person has confirmed
receipt.
4. The recipient in Departments B and C can now either sign off or respond to the document directly or
distribute it to a Caseworker who deals with the response. The Caseworker in Department A will receive
updates along the way of who has/hasn't responded (in a special web part).
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5. Once the document has been responded to or signed off by all recipients, the document processing will be
completed (signed off).
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Create consultation document
Phase
Comments
More information
Use the document type set for the consultation process if you want to submit a
document for formal consultation or review by other people in other organisational
units.
Create consultation
document
Create the document in the usual way, but
select the "For consultation" document
type.
Note
There is no set value for this document
type. This document type may therefore
be called something else in your company.
Select one or more recipients. The
recipients can be individuals in other
departments or organisational units.
To add more recipients, use the Contacts
step or click the "Add multiple recipients"
button to the right of the Recipients field.
When the document is ready, click the
Complete button.
See Create new document (page 112) for
more information.
Dispatch document
Dispatch the document and, if needed,
add due date.
See Dispatch documents (page 302) for
more information.
When the document is dispatched, a single
copy of the document will be created
automatically for each recipient
department.
Monitor progress
By putting the Outbound consultation
documents work list on your desktop,
you will receive updates along the way
when the documents are responded to.
Note that a copy of the document is
created for each recipient.
See Create a private desktop (page 28)
for more information on how to add this
work list to your desktop.
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From the Outbound consultation
documents work list you also have the
option of signing off or registering a reply
document for the individual recipients. For
example, if the processing deadline has
expired.
Accept reply
Once the recipient has signed off and
dispatched the document, the reply will be
shown in the Outbound consultation
documents work list.
To accept the reply, click the document's
context menu and select Accept. The
reply document will not be available until
this has been done.
If the document has been responded to
using a reply document (and accepted),
you can open the reply document by
clicking on the title of the reply document.
Sign-off will be indicated for the document
in the usual way.
360° User Guide
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Receive, distribute, process and reply to consultation
documents
Phase
Comments
Key/field
If another department/unit in your organisation has created a consultation document,
a copy of the document will be placed in your Unregistered documents work list
("Import archive").
View inbound
consultation
documents
To be able to view unregistered
documents you will need to have the
Unregistered documents work list on
your desktop. This is normally set up by a
manager.
See Create a private desktop (page 28)
for more information on how to add this
work list to your desktop.
This lets you view the files before the
document has been fully registered.
Move document to
case archive
Open the document's context menu and
select Move to and then the required
document archive.
The document will be imported to your
department/unit and can then be
processed in the usual way.
When the document is imported, all the
values from the original document will be
copied automatically.
Note that the document type is set to a
value which cannot (or should not) be
changed.
Distribute
documents
If the document has not been distributed
to a Caseworker, you can now do so from
the Documents for distribution work
list in the usual way.
See Distribute documents (page 295) for
more information.
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Process and
respond to
documents
Case processing and responding to the
document is also done in the usual way.
When you respond using a new document,
the document type will be set to a
standard value – as shown in the example
on the right.
Note
Consultation documents cannot be replied
to by e-mail or "Provisional document
reply".
See Make reply to document using new
document (page 297) and Sign off
documents with code (page 301).
Once the document has been replied to,
the sender will see this immediately –
either from the document or by monitoring
the Outbound consultation documents.
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Information Act Request
When a citizen requests access to one or more documents in your organisation’s public records system, the
request for access will be created as an access-request task in Public 360°. The benefits of using Public 360°
include automation of registration and dispatch of requests for access, assured compliance with processing time
requirements, and the option of applying a previous decision on the same document as a precedent.
Requests for access can be registered automatically or manually;
Automatically: All requests for access placed from your organisation’s public records, for example from the Public
360° Public journal cloud application, will automatically be created as requests for access in Public 360° and linked
to the documents in question. The request form is sent from the web application to a mailbox at the site where the
Public 360° email scanner automatically processes and registers a new Information Act Request in Public 360°.
Manually: Manual registration is the option to use if the request is received via a channel other than your
organisation’s public records system. For example when the request is received during a personal meeting, by
phone, letter or e-mail.
When you manually create access requests you have two options. You can create the access requests individually
or create a case where you add the access requests.

Select Request for access case/topic when the citizen/person have requested access multiple
documents. For example, all the documents in a case or all documents on a specific topic. When using this
option, you will be able to process and distribute the access request from a Request for access case
(folder). See Request for access case: Create, process, make decisions and dispatch (page 324).

Select Request for access for a document when the citizen/person request access for a single
document. See Request for access: Process, make decisions and dispatch (page 335).
OpenGov Information Act Request module
PUBLIC 360°
PUBLIC 360° LRG
BUSINESS 360°
Optional
Optional
Not available
360° User Guide
Information Act Request  323
Request for access case: Create, process, make
decisions and dispatch
When you have created a Request for access case, you can do most of the processing directly from the case.
Create a request for access case
Phase
Comments
Key/field
When a person or citizen request access for multiple documents, you can create a
Request for access case to which you add the document requests.
Creating a Request for access case is very easy. Do as follows:
1. Create the Request for access case either from the New menu or from a case.
2. Add the document requests to this case.
For details, see below.
Select request for
access
You can create a Request for access
case in two ways:
Create an empty Request for access
case: Click the New menu button, select
Request for access and then For
case/topic.
Create a Request for access case from a
case: Open the case. From the Case
context menu select New access request
for case documents.
This is a quick way to create requests for
all the documents in the case.
Please note that Public 360° will only
create document requests for “Officially
recorded” documents.
Register details
When the 'Access request in case/topic’
wizard opens, as a minimum, complete
the mandatory fields (
) such as Title.
The Case field should normally be left
empty. If you created the ‘Request for
access case’ from a case, the case number
and title for that case is shown in this
field.
In the Request date field, enter the date
on which the request was placed.
In the Received date and Time fields,
select the time at which the request for
access was received.
324  Information Act Request
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Select reply method
In the Reply method field, specify how
the requester wishes to be supplied with
the requested documents. The option you
select here determines how the request
for access will be replied to. For more
information, see Request for access case:
Reply and dispatch (page 331).
Select responsible
unit/person
In the Responsible unit field, select the
unit or person that is to process the
request for access. If you need to
distribute the document to a supervisor or
another person, use the Responsible
person field.
Register requester
In the Requester field, enter the name of
the requester. The requester may be a
private individual, a contact or an
organisation.
If the requester is registered in the Public
360° register, you can call up the contact
by entering the initial characters of the
requester name in the Requester field
and then clicking the “Find” button.
As a quick way of setting up the requester
as an unregistered contact, click the New
requester button.
The requester may be anonymous, but a
name and valid e-mail address or postal
address (depending on the reply method)
will still have to be entered.
Note that unregistered contacts cannot be
searched for subsequently and cannot be
reused elsewhere in Public 360°.
Select access group
If the request for access is not to be
available to all Public 360° users, select an
access group.
Finish
Click Finish to complete the registration
of the access request.
You can now start adding the requested
documents.
Add the document
requests
In the Requests list, click on the Add
requests button.
If you created the access request from a
case, requests for the documents in the
case have already been created.
When the ‘Add requests’ dialog box opens
search for the documents to which access
has been requested
In the Documents field, you can quickly
find a document by entering the initial
characters of the document title or the
document number and then clicking
“Find”.
Repeat if you want to add more document
requests.
If you accidentally add a wrong document,
you can easily remove it by clicking it.
Click OK.
360° User Guide
Information Act Request  325
Remove access
requests from case
You can remove requests from Request for
access case.
Requests cannot be removed if a decision
has been made or the request has been
dispatched.
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Request for access case: Make decisions
Phase
Comments
Key/field
Regardless of whether the requests for access have been registered automatically or
manually, you will find them as tasks in the Request for access work list.
When you come to process a request for
access, you normally start by opening the
Request for access work list.
Select responsible
and type
In the work list, select “My” from the
Select responsible drop-down list.
Also make sure that the Access request
for case/topic radio button is selected.
Open the Request for
access case
Click the title to open the request for
access case you want to work on.
View and process
request for access
The ‘Request for access case’ details
window opens and displays detailed
information about the requester and the
requests added to the case.
Consider and make
decision
You can now consider whether the
requester is to be granted full or partial
access to the files, and make the decision.
To view the requested files, click on the
File icon in front of each request.
To view the document details, click on
the Document title.
Tip
By using the Print documents button
you can quickly convert and merge the
selected files into a single PDF file. This
file can be useful when handling or
reviewing the files. Please note that this
file is not automatically saved. If you close
the file, you will have to regenerate it.
360° User Guide
Information Act Request  327
Register the decision
To register decisions, select the wanted
requests from the Requests list and click
the Set decision button. Select All to set
the same decision to all the requests or
Selected to set decision for the currently
selected requests only.
When the ‘Decision’ dialog box opens,
select the decision type and, if applicable,
paragraph (reference to the section of
the legal statute authorising your decision;
the availability of this field is determined
by a setting in Public 360° Administrator).
In the comment field, you can enter
supplementary statutory provisions in
cases where reference to more than one is
needed.
Further processing depends on the
decision.

Granted. The request for access
can be archived and the files sent
to the recipient.

Denied. The request for access
can be archived and the grounds
for request denial can be sent to
the requester.

Partially granted. The file to be
redacted for public release now
has to be generated and imported
to the document in “Public format”
or the like. Given that the
document you are dealing with has
already been officially recorded,
responsibility for importing the
redacted file variant into the
document will normally rest with
the archive.
Once the decision has been made, the
request for access can be replied to.
See Request for access case: Reply and
dispatch (page 331).
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360° User Guide
Request for access case: Send for approval
Phase
Comments
Key/field
In some cases you may want to have the act request approved before dispatching it
to the requester.
Select prepare for
approval
Click the context menu for the Request for
access case and select Prepare for
approval.
When preparing for approval, a Public
360° document is produced.
This document is automatically named
"Dispatch document for <Access request
name>" and is also automatically placed
in the "Dispatch archive".
Send the document
for approval
Click the Dispatch documents context
menu and select Send for approval.
A standard "Send for approval" workflow is
now initiated and you can send the
document (and files) to your leader, a
colleague or a specialist for approval.
Select recipient(s) (the one that should
approve the document) and a note to the
recipient. (The document with the files has
already been added). Click Finish
The recipient (the approver) will now
receive the workflow as a Task.
For more information about workflows, see
Send documents out on a workflow (page
156).
360° User Guide
Information Act Request  329
Dispatch the
document
When the document is approved, you can
dispatch it to the requester.
If the dispatch document is not already
open, open the Request for access case.
On the case click on Show all, open the
Documents tab and click on the
document title
When the document is open, click the
Dispatch documents context menu and
select Dispatch.
If you also want to close the Request for
access case and the access request
activities, select End this case. Not until
the status has been set as closed is the
request for access formally treated as
completed.
You can also close the access request
activities manually. See Request for
access case: Close access requests (page
334).
Click Dispatch.
View the sent file
For more information, see Request for
access case: View and print out the
dispatched file (page 333) and What is
dispatched? (page 343)
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Request for access case: Reply and dispatch
Phase
Comments
Key/field
Once a decision has been set for the requests in the Request for access case, the
reply can be sent to the requester.
Dispatching the requested documents to the requester is very easy; simply select
Dispatch from the ‘Access request’ context menu. If you want further details about
the process, please read the description below.
Reply and dispatch
Click the context menu for the Request for
access case and select Dispatch.
(Behind the scenes a Public 360°
document is automatically created with
the requested files).
Note
The Dispatch option is not available on
the context menu until decisions have
been made.
When the ‘Dispatch request for access’
dialog box opens, select the required reply
method (Dispatch channel) and click
Dispatch.
The file(s) to which access was requested
will now be converted and merged into a
single PDF file.
For details, see below.
If you want to view the dispatch progress,
click on More details.
If wanted, you can close this dialog box. If
required, you can reopen it by selecting
Show dispatch progress from the
Access request context menu.
Note
As soon as the conversion is completed,
the ‘Show dispatch progress' menu item is
removed from the ‘Access request’ context
menu.
360° User Guide
Information Act Request  331
If you also want to close the Request for
access case and the access request
activities, select End this case. Not until
the status has been set as closed is the
request for access formally treated as
completed.
You can also close the access request
activities manually. See Request for
access case: Close access requests (page
334).
Click Dispatch.
What happens next?
The requested document files are
converted and merged into a single PDF
file. If you selected the “E-mail” dispatch
channel the file is also sent to the
requester. See What is dispatched? (page
343) for more details.
If you selected the “Print” dispatch
channel, you can print out the PDF file
from the Dispatch progress dialog box. If
you closed the dialog box, see Request for
access case: View and print out the
dispatched file (page 333).
File size
If the size of the converted file exceeds
the file size limit defined by a setting in
the Public 360° Administrator, the file will
not be sent to the requester.
(10MB is typically the receive file size limit
in a user mailbox) then you may have to
do some manual work.
See Request for access case: View and
print out the dispatched file (page 333).
The file will also be shown in the “Ready
for dispatch” web part. From this web
part one or more dedicated persons can
print and send the documents to the
external recipients.
Tip
As long as the case is not closed, you can
add new requests to it. When dispatching
a second time, only new the files will be
dispatched.
332  Information Act Request
360° User Guide
Request for access case: View and print out the
dispatched file
Phase
Comments
Key/field
The file conversion and dispatch is processed automatically. The generated PDF file
and optionally the e-mail message is saved in Public 360°.
Below we describe how you can open, view and print out the generated and
dispatched files.
Open the ‘Request for
access case’
Open the ‘Request for access case’ if it’s
not already open.
Click on the Show all button to show all
the tabs.
Open the Documents
tab
Open the Documents tab. This folder
shows a dispatch document which has
automatically been created during the
dispatch. Copies of all the requested files
are also shown in this document.
Click on the document title to open it.
Open the dispatched
document
When the document opens, click on the
Document context menu and select Show
dispatch progress.
When the ‘Dispatch progress’ dialog box
opens, you can view the file as it was sent
to the requester. You can also print out
the file.
360° User Guide
Information Act Request  333
Request for access case: Close access requests
Phase
Comments
Key/field
As soon as the system has generated and dispatched the reply, the access request
activities can be closed.
Note
Not until the status has been set as closed is the request for access formally treated
as completed. It is therefore important to apply the right status so that the statistics
are accurate.
Open the ‘Request for
access case’
Open the ‘Request for access case’ if it’s
not already open.
Open the Requests
tab
In the Requests list, mark the requests
you want to close and click on the Set
request status.
When the Status dialog box opens. Select
the "Closed" status and click OK.
When all the individual access requests
are closed, the Request for access case is
also closed.
Search for a closed
request for access
As soon as the request for access case has
been assigned Closed status, it will be
removed from the Request for access work
list.
If you should need to call the request up
again, you can run a search for it.
Select Search and then Case. In the
search window, select “Access request in
case/topic” in the Case type field.
Note
As soon as the request for access has
been closed, only users with the role of
Registrar will be able to edit it.
334  Information Act Request
360° User Guide
Request for access: Process, make decisions and
dispatch
When you have created a Request for access for a single document, you can do most of the processing directly
from the Request for access work list or from the request for access (activity).
Create request for a single document
Phase
Comments
Key/field
This is the preferred method when processing act requests for a single document.
Select request for
access
Click the New menu button, select
Request for access and For document.
Register details
When the 'New Request for access’ wizard
opens, as a minimum, complete the
mandatory fields (
).
The Title field is filled in automatically
with the text "Access request” and does
not usually need to be changed. When the
request for access is saved, the document
number will also be merged into the
description.
In the Request date field, enter the date
on which the request was placed.
In the Received date and Time fields,
select the time at which the request for
access was received.
Select document
Search for the documents to which access
has been requested.
In the Documents field, you can quickly
find a document by entering the initial
characters of the document title or the
document number and then clicking
“Find”.
360° User Guide
Information Act Request  335
Register requester
In the Requester field, enter the name of
the requester. The requester may be a
private individual, a contact or an
organisation.
If the requester is registered in the Public
360° register, you can call up the contact
by entering the initial characters of the
requester name in the Requester field
and then clicking the “Find” button.
As a quick way of setting up the requester
as an unregistered contact, click the New
requester button.
The requester may be anonymous, but a
name and valid e-mail address or postal
address (depending on the reply method)
will still have to be entered.
Note that unregistered contacts cannot be
searched for subsequently and cannot be
reused elsewhere in Public 360°.
Select reply method
In the Reply method field, specify how
the requester wishes to be supplied with
the requested document. The option you
select here determines how the request
for access will be replied to. For more
information, see Request for access: Reply
and dispatch (page 341).
Select access group
If the request for access is not to be
available to all Public 360° users, select an
access group.
Select responsible
unit/person
In the Responsible field, select the unit
or person that is to process the request for
access. Use the Responsible person field,
for example, if you need to distribute the
document to a supervisor.
If you leave the field blank, Public 360°
automatically gets the names of
individuals from the documents to which
access has been requested. If the person
responsible has since left or is otherwise
unavailable, the request for access will be
distributed to the relevant unit.
Finish
Click Finish to complete the registration.
Note
If the requester has requested access to
more than one document Public 360°
creates one access request per document.
If this is the case we recommend using a
‘Request for access case’. See Create a
request for access case (page 324) for
more information.
336  Information Act Request
360° User Guide
Request for access: Distribute or redistribute
Phase
Comments
Key/field
The Request for access work list is available to everyone so that supervisors can
distribute, and case workers can pick or redistribute, requests for access as and when
required.
The following describes routines for distributing requests for access.
Note
This description applies only for document requests. To distribute document requests
included in a ‘Request for access case’, open the individual requests from the request
for access case and select ‘Distribute’ from the request for access (activity) context
menu.
Open the Request for
access work list
Open the Request for access work list.
Tip
You can also distribute requests for access
from the context menu for the given
request for access.
Select type
In the work list, make sure that the
Request for access radio button is
selected.
Select responsible
Select the required “department”, “all” or
“my”.
If you only want to look at undistributed
requests, select View only undistributed
requests.
Sort and work in the
list
Each request for access is displayed on its
own row in the work list. This also gives
you information about the document to
which access is requested, who have been
set as responsible for processing the
request and the due date.
If a decision on the document has already
been made, this will be indicated in the
Decision column.
If there has already been a request for
access to the document, the previous
decision is shown in the Previous
decision column.
Select the requests
for access to be
distributed
360° User Guide
Select the requests for access you want to
distribute and click the Distribute button.
Information Act Request  337
Select new
responsible
person/unit
When the ‘Responsible’ dialog box opens,
select the unit/person responsible and
click OK.
The requests for access will now be ticked
off as they are distributed.
If the person/unit you selected does not
have the requisite permissions,
distribution of the request for access will
fail and the request for access will be
flagged with a red X.
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Request for access: Process and make decisions
Phase
Comments
Key/field
Regardless of whether the requests for access have been registered automatically or
manually, you will find them as tasks in the Request for access work list
When you come to process a request for
access, you normally start by opening the
Request for access work list.
Select responsible
From the Select responsible drop-down
list, select “My”.
Select type
In the work list, make sure that the
Request for access radio button is
selected.
Click the description to open the request
for access you want to work on in the
Details window.
View and process
request for access
The Details window displays information
about the requester and about the files to
which access has been requested.
If a request has been made previously for
access to the same document, the
outcome of the previously processed
request is presented under the Previous
requests tab.
If the requester also requested access to
other documents (for example, all the
documents in a case), these will appear
under the Related requests tab.
Consider and make
decision
You can now consider whether the
requester is to be granted full or partial
access to the file itself, and make the
decision.
To register the decision, click the context
menu for the request for access and select
Decision.
360° User Guide
Information Act Request  339
When the ‘Decision’ dialog box opens,
select the decision type and, if applicable,
paragraph (reference to the section of
the legal statute authorising your decision;
the availability of this field is determined
by a setting in Public 360° Administrator).
In the comment field, you can enter
supplementary statutory provisions in
cases where reference to more than one is
needed).
Further processing depends on the
decision.

Granted. The request for access
can be archived and the files sent
to the recipient.

Denied. The request for access
can be archived and the grounds
for request denial can be sent to
the requester.

Partially granted. The file to be
redacted for public release now
has to be generated and imported
to the document in “Public format”
or the like. Given that the
document you are dealing with has
already been officially recorded,
responsibility for importing the
redacted file variant into the
document will normally rest with
the archive. (It is important that
the screened document is
imported as a variant of the last
file version and not imported as a
new file.)
Once the decision has been made, the
request for access can be replied to.
See Request for access: Reply and
dispatch (page 341).
340  Information Act Request
360° User Guide
Request for access: Reply and dispatch
Phase
Comments
Key/field
Once a decision has been set for a document, the reply can be sent to the requester.
Reply and dispatch
Click the context menu for the request for
access and select Dispatch.
Note
The Dispatch option is not available on
the context menu until the decision has
been made.
When the ‘Dispatch request for access’
dialog box opens, select the required reply
method and click Dispatch.
Public 360° will then produce the dispatch.
For details, see What is dispatched? (page
343)
View the reply file
As soon as the PDF file has been
converted, and the reply dispatched, the
reply will be linked to the request for
access as a comment.
Under the Details tab, the decision will be
displayed in the right-hand section of the
window. Click the link in the Sent field to
open a copy of the document that was
dispatched.
Under the Document remarks tab, the
entire reply is shown as a comment.
Here you can click the file icon to open a
copy of the document that was
dispatched.
360° User Guide
Information Act Request  341
Close request for
access
As soon as the system has generated and
dispatched the reply, the request for
access can be closed.
Click the context menu for the request for
access, select Set request status and
then Closed.
Note
Not until the status has been set as closed
is the request for access formally treated
as completed. It is therefore important to
apply the right status so that the statistics
are accurate.
Search for a closed
request for access
As soon as the request for access has
been assigned Closed status, it will be
removed from the Request for access work
list.
If you should need to call the request up
again, you can run a search for it.
Select Search and then Activity. In the
search window, select “Request for
access” in the Activity type field.
Note
As soon as the request for access has
been closed, only users with the role of
Registrar will be able to edit it.
342  Information Act Request
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What is dispatched?
Phase
Comments
Key/field
Below, we describe the content of the dispatch depending on the decision.
Reply content if
decision is Granted
General contents: The file(s) linked to the documents to which access was
requested will be converted and merged into a single PDF file. A front page is also
added to this file with a standard reply and some details about the requested files.
Dispatch channel “Email reply”: An email message with a merged standard reply is
generated automatically and dispatched to the recipient.
The compiled PDF file is sent as an attachment with the email message.
Dispatch channel “Print reply”: The document has to be printed and sent by post
to the requester. See Request for access case: View and print out the dispatched file
(page 333) and Request for access: Reply and dispatch (page 341).
Reply contents if
decision is Partially
granted
General contents: The file(s) linked to the document to which access was requested
will now be converted and merged into a single PDF file.
The files on the documents are converted and file variant is selected on the basis of
the following order of priority:
1. P – Public format
2. A – Archive format
3. PR – Production format
If the first file variant is not available, the system will look for the next one (always
based on the most recent version of the file).
Dispatch channel "Email reply": An email message with a merged standard reply
to explain that the document has been partially redacted and citing the statutory
provision authorising the decision.
The compiled PDF file is sent with the email message as an attachment.
Dispatch channel “Print reply”: The document has to be printed and sent by post
to the requester. See Request for access case: View and print out the dispatched file
(page 333) and Request for access: Reply and dispatch (page 341).
Reply contents if
decision is Denied
General contents: No files are produced.
Dispatch channel “Email reply”: Grounds for the denied request are sent directly
to the requester by email.
Dispatch channel “Print reply”: The document has to be printed and sent by post
to the requester.
360° User Guide
Information Act Request  343
View reports on requests for access
Phase
Comments
Key/field
The purpose of request for access reports is to obtain an overview of how many
requests for access have been placed within a given period and the outcome of
processing those requests.
Open the reports
window
On the main menu click on the Reports
button. Point to Request for access and
then the wanted report from the submenu.
Public 360° includes two reports:
The Documents: Access requests report
lists the document access requests. That
is, where citizens/persons have requested
access for single documents.
The Case: Access requests report lists
the Case access requests. That is, where
citizens/persons have requested access to
all the documents in a case or all
documents on a specific topic.
Selection criteria
The 'Selection criteria' window is identical
for both reports.
Select the required Responsible unit and
period.
Click the Generate report button to
display the results of the selections you
applied.
The report window now lists all requests
for access completed within the selected
period together with document, decision,
processing time, statute citation, and
responsible unit.
Select report
To view more details, click the Actions
button and then the required
report/statistics.
Note
If you change the period or unit, you have
to click the Generate report button
before you can select a report/statistics
from the Actions button.
Number of access
requests report
Documents: Access requests
Case: Access requests
Only available for the “Documents:
Access requests” report
This report shows the total number of
requests for access within the selected
period by unit and processing outcome.
344  Information Act Request
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Average processing
time report
Available for both the “Documents:
Access requests” and the “Case:
Access requests” reports
This report shows the number of requests
for access within the selected period by
unit and number of processing days. This
report also shows a percentage breakdown
of the processing time.
Note that the processing time is calculated
on the basis of whole working days
meaning that public holidays, Saturdays
and Sundays are not included.
Working days are defined in the calendar.
See Define non-working days in the
calendar (page 346) for more information.
Statute citations
report
Only available for the “Documents:
Access requests” report
This report shows the number of requests
for access within the selected period by
unit and by statute citation.
See also Functions in the reports and
statistics windows (page 474).
360° User Guide
Information Act Request  345
Define non-working days in the calendar
Phase
Comments
Key/field
The processing time in the access request reports must be based on the number of
working days. Public holidays, Saturdays and Sundays must not be included. In order
to be able to make accurate calculations, all non-working days must be registered in
the calendar.
Note
You must have the role of Administrator to be able to open and edit the calendar.
Select Calendar
From the Functions menu, select
Calendar.
Select existing or add
new calendar
If you want to amend an existing
calendar, click the required year in the
list.
To add a new calendar year, click the Add
calendar button.
When the Calendar opens, select the
required Calendar year from the dropdown list at the top of the window.
Define working
days
In the Working days picking list, select
the days that will make up the standard
working week and click the arrow
button.
Define length of
working day
In the Work timings field group, specify
the standard working day.
All requests for access received after the
end time of the working day will count as
received the next day in the calculations.
Add public holidays
In the Holidays list field group, enter all
public holidays and other non-working
days, i.e. days that are not to be included
in the calculation of processing time.
Select date for the non-working day,
enter an event name and click the Add
button.
The non-working day is added to the list.
Repeat for the next non-working days.
Finish
Click Finish to close and save the
calendar.
346  Information Act Request
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Archive functions
In this section, we deal with the functions traditionally performed by individuals with the role of Registrar in the
organisation.
In some organisations, a number of these functions may also come under the remit of a Caseworker.
360° User Guide
Archive functions  347
Create new archive case
Phase
Comments
Select case type
Click the New menu button and then
Case and the required case type.
General
As a minimum, complete any mandatory
fields (
Key/field
), such as case Title.
Remember that the case title is what is
used subsequently when searching for the
case. You should therefore give the case a
title indicative of what it concerns.
You can also use case phrases within or as
the title. See Add case phrases (page 87)
for more information.
Responsible
Select whoever is responsible. This may
be a department or an individual.
Sub-archive and
archive code
In the bottom section of the General step,
fill in information concerning the physical
archiving.
Start by selecting a Sub-archive suited to
the type of case you are registering and
the Journal Unit that will be entering the
case in the journal.
The Filed in paper version checkbox is
usually checked automatically – depending
on the selected sub-archive. One subarchive may require electronic storage of
documents, while another may require
that the case documents be stored on
paper. You can override this if required.
Register Archive codes (also known as
classification codes) in the archive code
fields.
The number and name of the archive code
field(s) vary depending on how the system
has been configured. In the example on
the right, the system is set up with two
classification fields; Class (classification)
and Secondary code (secondary
classification).
When registering archive codes, always
start by entering values in the top field.
See also Search using classification codes
(page 353) for more information.
Ext. Participants
The Ext. Participants step lets you link
external participants to the case.
Click the Add button and select a
relationship (e.g. Ext. Participant).
See Add external participants (page 88)
for more information.
348  Archive functions
360° User Guide
Select keywords
In the Keywords step, you have the
option of adding one or more keywords.
The keywords you pick should be
descriptive of the case contents.
As with all case details, the aim is for the
keywords to simplify document retrieval.
See Use keywords (page 98) for more
information.
Complete registration
360° User Guide
Once you have finished completing the
fields click the Finish button.
Archive functions  349
Create new case document
Phase
Comments
Key/field
When creating new documents as a Registrar, the 'New document' wizard includes
some additional fields and functionality. See description below.
Public 360° gives you easy ways of importing or creating new files. Note, however,
that when these files are saved in Public 360°, it is important to enter certain details
about the document so that it can readily be processed and retrieved.
Create new
document
Click the New menu button, then
Document and Case document.
General
When the 'New document' wizard opens,
as a minimum, complete the mandatory
fields (
Case
). See field description below
Find the required case using the Case field
or create a new one by clicking the New
Case button.
Note
Clicking the 'New Case' button opens a
simplified version of the new case wizard.
For certain case types, it may be
necessary to add additional case data
subsequently.
Document type and
category
Select the document type from the
Document type and Document
category drop-down lists.
Note
If your organisation has few document
types, the "Document category" will be
surplus to requirements and not displayed.
Which document types are available will
vary depending on how the system has
been configured.
Document date
This field shows the date applied to the
document. For incoming documents, this
field corresponds to the date written on
the incoming letter. If the incoming
document has no date-stamp, you can
label the document as "undated". The
document date will still be set to "today's
date.
Title
Type in the document title
Project
Here you can optionally link the document
to a project.
350  Archive functions
360° User Guide
Recipient and Copy to
If the selected document category
requires senders, recipients or carbon
copy recipients, select or search for
contacts in these fields.
Access code and
Access paragraph
Specify Access code and paragraph. Check
the Screen contacts box next to the
Access code field to screen external
contacts in addition to addressees.
See Apply secrecy to a document (page
175) for more information.
Access group
If the document is not to be available to
all Public 360° users, select an access
group.
Due date
This field is available for incoming
documents only. The date is used in
relation to distribution and follow-up of
incoming documents. When registering
incoming documents, you can register a
due date, which is the deadline for
processing the document.
When managers are distributing
documents, the manager can also register
a due date. This is the date by which the
person responsible is required to have
completed his/her part of the case
handling. When the due date is exceeded,
a warning will be shown in the responsible
person's "document not signed-off" list.
The use of different deadlines and due
dates for managers and registrars is useful
for example when a manager wants to
have some extra time to review a
document.
Responsible
Select the responsible unit or person that
is to process the document.
Filed on paper
Checked if the main document attached to
this document is to be filed on paper. This
value is, by default, inherited from the
case.
Journal date
This field is available for incoming,
outbound and internal documents. It
shows the date when the document is
officially recorded. That is, the date when
the document was given the status
"officially recorded/finalized". The journal
date cannot be set to a date prior to the
document date.
Dispatched date
This field is available for "Outbound
documents" only. It shows the date when
the document was sent. Dispatched date
cannot be set to a date prior to the journal
date. If the dispatch date is not registered
at the same time as the journal date, the
dispatch date will be set to the same date
as the journal date.
Sender's reference
Type in the sender's reference – if any.
Status
Each phase in the handling process is
associated with one or more alternative
status values. Here you specify the
document's current status. Please refer to
our Community pages for more
360° User Guide
Archive functions  351
information about the document and
status flow.
Template
If you also want to create a new file,
select the template you require.
The templates available vary depending on
the type of document you have selected.
No. of attachments
Shows the number of attachments
associated with the document.
Show all fields
When checked. For Registrars this option
is checked by default
Select file
If you also want to import a file, open the
Files step and browse to the file you want
to import.
Select keywords
In the Keywords step, you have the
option of adding one or more keywords.
The keywords you pick should be
descriptive of the document contents.
As with all document details, the aim is for
the keywords to simplify document
retrieval.
See Use keywords (page 98) for more
information.
Complete
Confirm registration of the document by
clicking Finish.
Confirmation
A confirmation dialog box with three
options is now shown. Select:
I have finished registering, please
close the wizard if you are done.
I want to register more if you want
Public 360° to open a new empty
document wizard.
I want to register more based on the
last registration if you want to register
more documents with content similar to
the previous registration. A new document
wizard will open with exact copies of all
the field values including the selected
file(s).
Click OK.
352  Archive functions
360° User Guide
Search using classification codes
Phase
Comments
Key/field
By using classification codes (also known as archive codes), cases and documents
which belong together thematically are linked together. There are many reasons why
an archive should be organised using a function or object based classification system.

Documents that have been created as a result of the same activities are
linked together. This gives the documents important contextual information.

It simplifies the retrieval of cases and documents.

It can control access to documents. Certain classes may, for example, contain
documents which must be screened.

It can be a starting point for retention and disposal. (See Disposal (page 369)
for more information).
Note that number and name of the Archive code field(s) are customized for each
enterprise, archive and sub-archive.
Tip
In some organisations, record types are also used (mainly used by organisations
using Public 360° Process oriented file plan). For more information, see Navigation in
processes (page 100).
Select case type
Start by selecting a Case type.
As soon as a case type is selected, the
Archive key and Archive code fields are
displayed in the search form.
If you want to search for cases belonging
to a single classification code, use the
Archive code field.
In the field, select a code value by typing
in a few numbers or letters and then
pressing Enter. When the drop-down list
box opens, select the code value you
want.
By using the Archive key field, you can
search on all classification levels (That is,
both in primary and secondary
classification.
In this field, you can type in one or more
numbers.
When the search is performed, Public 360°
will find all cases belonging to
classification codes or secondary codes
containing the selected value(s).
In the example on the right, the system
will find cases belonging to all
classification codes containing the number
"2".
Perform search
Click the Search button to run the search.
All items that meet the search criterion
will be displayed in the results list.
360° User Guide
Archive functions  353
Move or copy documents between cases
Phase
Comments
Key/field
In the event of misregistration, split or merged cases, you may need to move one or
more documents from one case to another. You can also copy journal entries from
one case to another.
Note
If you need to move documents that have been signed off or used as a reply for
signing off, you will need to move both documents in the same operation.
Run the function
From the Functions menu, select
Move/copy documents between
cases.
Tip
You can also open this function from the
Case window. From the Case context
menu select Archive functions and then
Move/Copy documents.
When you open the window from this
menu item, you will not have to search for
the case.
Select Move or Copy
Select whether the documents are to be
moved or copied.
Search for the case
with the documents
to be copied or
moved
Use the From case field to search for the
case containing the documents you want
to move or copy.
Create or search for
case to move
documents to
Use the To case field to search for the
case you want to move or copy documents
to.
The documents in the case will now be
shown in the list underneath the "From
case" field.
If you want to create a new ”To case”,
click the New case button and then the
required archive.
Select and transfer
document to be
copied or moved
In the From case list, select the
document(s) to be copied or moved.
Click the Move or Copy button. The
document will be moved or copied to a
new case.
or
Renumber (when
moving)
When moving documents, a gap may
occur in a document number series in the
case you are moving from. If you want to
renumber the documents in the case so
that it is ordered with new document
numbers by journal date, click the
Renumber button.
Confirm renumbering
Confirm renumbering by clicking OK.
354  Archive functions
360° User Guide
Sign off documents
All documents of document type “Incoming document” or “Internal Memo with follow-up” are subjected to arrears
checks and must be signed off in order to be kept off the arrear list.
As a rule, Caseworkers sign off their own document receipts, and would normally do so directly from the
‘Documents not signed off’ worklist. When the Caseworker signs off a document by creating a reply document,
final sign-off is effected once the reply document has been officially recorded.
The procedure Caseworker’s use for signing off their document receipts is described in the Casework (page 293)
chapter. In this section we describe how users with the role of Registrar sign off a document receipt on behalf of a
Caseworker.
Function
Comments
More information
Sign off externally
produced documents
Incoming documents have only one
recipient and can be signed off directly in
a single step.
See Sign off a document receipt using
code (page 356)
and
Sign off a document receipt by creating
a reply document (page 357)
Register as reply to
multiple documents
This function allows you to reply to
multiple documents using a single
outbound document.
See Sign off multiple documents with a
reply document (page 360).
Sign off memos
Internally produced documents (“Internal
Memo with follow-up”) can have multiple
recipients. The individual recipients will
usually sign off their own document
receipts in the usual way. However, as a
Registrar, you may at times have to assist
in the signing off.
See Sign off an internal memo (page
358)
Close case
If you close a case, the solution will
automatically sign off any documents that
have not been signed off with the sign off
status (“Case closed”).
See Close case (page 361).
Cancel sign-off
A sign-off can be cancelled if, for instance,
an incorrect code was used and a new
code needs to be assigned.
See Cancel sign-off (page 362)
360° User Guide
Archive functions  355
Sign off a document receipt using code
The sign off procedure is usually performed by Caseworkers, but can also be performed by the Registrar. Here we
describe how users with the role of Registrar can sign off an incoming document.
Phase
Comments
Open document
Search for and open the document to be
signed off.
Key/field
Use History or the search facilities.
Sign off the
document
Click the document’s context menu and
select Sign off with code.
Select sign-off code
When the ‘Sign off Document’ dialog box
opens, select Sign-off code and enter a
Note if necessary.
The standard reply types (sign-off codes)
are “TLF – Phone reply”, “TE - Adopted”
and “TO - Accepted”, but your
organisation may have additional codes
available.
In the note you might, for example,
explain the reason why the document is
being signed off by a procedure other than
by a new document.
Click OK to sign off the document.
View sign-off
In the Contacts folder, information about
the sign-off will be registered against the
recipient.
The Details folder also indicates that a
Sign-off date has been set.
356  Archive functions
360° User Guide
Sign off a document receipt by creating a reply document
The sign-off procedure is usually performed by Caseworkers, but can also be performed by the Registrar.
The following describes how users with the role of Registrar can sign off an incoming document by linking it to an
existing reply document.
Phase
Comments
Open document
Search for and open the document to be
signed off.
Key/field
Use History or the search facilities.
Register reply
document
Open the Contacts folder.
Click the recipient’s context menu and
then Register reply document.
When the ‘Register another document…’
dialog box opens, select the required reply
document from the drop-down list.
Select View all if you want reply
documents registered with a document
date earlier than the incoming letter to be
displayed in the list.
Click OK to complete the registration.
View sign-off
The document details indicate that the
document has been signed off.
The Contacts folder also contains
information about the sign off.
360° User Guide
Archive functions  357
Sign off an internal memo
Internally produced documents (“Internal Memo with follow-up”) can have multiple recipients. Individual recipients
usually sign off their own document receipts. However, as a Registrar, you may at times have to assist in the
signing off.
Here we describe how users with the role of Registrar can sign off an internal memo receipt.
Phase
Comments
Open document
Search for and open the document to be
signed off.
Key/field
Use History or the search facilities.
View document’s
recipients
Open the Contacts folder to check how
many recipients there are for the
document.
In the example on the right, the document
has two recipients, where one recipient
has signed off his document receipt with a
new memo.
Sign off receipt
You now have to select whether to make a
reply to the document receipt by signing
off with a code.
Sign off with code
Click the recipient’s context menu, select
Sign off with code and then the required
code.
The code will be assigned immediately.
Sign off multiple
recipients with code
Check the recipients you want to sign off.
Click on the Sign off with code button.
When the 'Sign off with code’ dialog box
opens, select Sign off code and enter a
Note if necessary.
The code will be assigned to all the
selected recipients.
Register reply
document
Click the recipient’s context menu and
then Register reply document.
When the ‘Register another document…’
dialog box opens, select the required reply
document from the drop-down list.
Memo receipts can be signed off with a
new memo (“Internal Memo with follow358  Archive functions
360° User Guide
up”) or an outbound document
(“Outbound document”).
Select View all if you want reply
documents registered with a document
date earlier than the incoming letter to be
displayed in the list.
Click OK to complete the registration.
Repeat for other
recipients
360° User Guide
Repeat for any other recipients who have
not signed off receipt. Once all internal
receipts have been signed off, the Signed
off date will appear in the Details folder.
Archive functions  359
Sign off multiple documents with a reply document
This function allows you to reply to multiple incoming documents (“Incoming document”).
Phase
Comments
Open document
Search for and open the document to be
used for replying to the other documents
in the case.
Register as reply to
multiple documents
Click the document’s context menu and
select Register as reply to multiple
documents.
Select documents to
be replied to
When the ‘Register this document as a
reply to other documents in the case’
dialog box opens, check the documents to
be replied to using this document.
Complete registration
Once you have finished, click OK to save
and quit.
View signed off
documents
For the reply document, open the
Contacts folder and click the Reply to
multiple documents.
Key/field
The ‘Documents replied to’ dialog box
opens with a list of the documents that
were replied to using this document.
A link between the reply document and
the documents that were replied to will
now have been created.
Final sign off
360  Archive functions
Once the reply document has been
officially recorded, the Signed off date is
displayed in the Details folder for the
documents that were replied to.
360° User Guide
Close case
When the Caseworker has processed all open documents in a case, the case can be searched for and closed.
It is a requirement that receipt of documents of document type “Incoming document” and “Internal Memo with
follow-up” be signed off before a case can be closed.
When you close a case, any documents that have not been signed off already will then be signed off.
Phase
Comments
Select case
Search for and open the case to be closed.
Set archive status
Click the case’s context menu, select
Archive functions and then Set archive
status.
Set status
When the ‘Set archive status’ dialog box
opens, select Archive Status “A – Closed”.
Key/field
The warning in the dialog box tells you
how many documents in the case have not
been signed off.
You will receive a warning if the case
contains documents that have not been
officially recorded. The case cannot be
closed until all the documents in a case
have been officially recorded.
Save
Click OK to update the case to reflect its
new status.
View sign-off
You can view the sign-off details by
opening the documents in the case. The
Details folder indicates that the document
has been signed off.
The Contacts folder shows the sign-off
information by recipient.
360° User Guide
Archive functions  361
Cancel sign-off
You can cancel a sign-off if, for instance, an incorrect code was used and a new code needs to be assigned.
Phase
Comments
Open document
Search for and open the document for
which you want to cancel the sign-off.
Key/field
Use History or the search facilities.
View document’s
recipients
Open the Contacts folder. Click the
recipient’s context menu and then Cancel
sign-off.
The sign-off will be revoked immediately.
If a document reply was made for a
document receipt using another
document, information about sign-off will
also be deleted from the reply document.
362  Archive functions
360° User Guide
Loan cases and documents
When documents are not stored in the document archive, i.e. when Public 360° contains only a reference to the
paper documents’ physical location, users may wish to take these documents out on loan. You can loan a whole
case (case coversheet with all documents in the case) or documents (journal entries) with any attachments.
Register loan
Phase
Comments
Key/field
In order for the system to maintain control over documents on loan, each loan must
be registered.
Register loan
Search for and open the case or document
to be loaned.
Click the case’s or document’s context
menu and select Archive functions and
then Register loan.
Register loanee
Search for and select the loanee.
Complete
Click OK to register the loan.
The loan will be registered and displayed
in the case or document log.
Note
A case cannot be loaned if one or more of
the case documents are registered as on
loan. Similarly, documents cannot be
loaned if the case is registered as on loan.
360° User Guide
Archive functions  363
Register case or document as returned
Phase
Comments
Register return
Search for and open the case or document
that has been returned.
Key/field
Click the case’s or document’s context
menu and select Archive functions and
then Register return.
Confirm
Confirm the return by clicking OK.
The return will be logged in the activity
log.
Tip
Returns can also be registered in the
'Cases on loan' and 'Documents on loan'
windows.
What do you want to do next?
View cases and documents on loan (page 365)
364  Archive functions
360° User Guide
View cases and documents on loan
Phase
Comments
Open on-loan list
From the Functions menu, select Cases
and Documents on loan.
Select cases or
documents
Select whether you want to view cases or
documents on loan by clicking the button
at the far right of the window.
Select loanee
Use the Loan to unit and On loan to
fields to select the loanee you want to
view.
Key/field
The window now displays all cases or
documents on loan to the selected unit or
individual.
Register return
360° User Guide
To register a case or a document as
returned, check the case or document that
has been returned and click Register
return.
Archive functions  365
Mass update cases and documents
Mass updating allows you to quickly assure the quality and change the properties of multiple cases or documents
simultaneously. This is a great time-saver if you are making the
Topic content
same changes to several cases or documents.
Step 1: Run mass update (page 366)
The mass update window is designed to give you access to as
Step 2: Verify and prepare cases and
much information as possible in a single window. In some
documents (page 366)
instances a higher screen resolution or larger screen will enhance
Step 3: Start mass update (page 367)
use of the functions in this window.
The instructions below tell you how to mass update cases, but the
procedure is the same for documents.
Step 1: Run mass update
1. From the Functions menu, select Mass update and then Case or Document.
2. When the Mass Update window opens, start by selecting Case type (1). (Document archive for
documents)
3. Search for the cases you want to update

Search using a favourite (2): If you want to search for cases using a favourite, select the
required favourite from the Select favourite drop-down box.

Searching using the search window (3): If you prefer to search for cases individually, click the
Search button. When the search window opens, search for the cases you want to update and click
OK.
Step 2: Verify and prepare cases and documents
The Mass Update window contains functions to simplify the process of verifying cases and documents in the list –
before they are updated.
Phase
Comments
Show case
documents and files
If you want to look at the case documents
in a case, click the Show documents icon
to the left of the case number.
Key/field
The documents are shown in a separate
list under the case list.
To show the files linked to a document,
click the Show files icon to the left of the
document number.
Note
Only part of the page is allocated for
listing the cases found by your search. If
there are many cases, use the scrollbar on
the right to scroll through the case list.
The same scrollbar appears for documents
and files if there are many items shown in
the lists.
366  Archive functions
360° User Guide
View case and
document details
To bring up the detail view for a case or a
document, click the case or document
title.
Open cases or
documents for editing
To open the editing wizard for a case or a
document, click the case’s case number
or the document’s document number.
The wizard opens in a new window.
View or edit files
When the files appear in the list you can
select the required function from the files’
context menu in the usual way.
Step 3: Start mass update
Phase
Comments
Select the cases you
want to update
In the list at the bottom of the ‘Mass
update cases’ window, select the cases to
update.
Key/field
Click the Next: Select the fields to be
updated button.
Select values in the
fields to be updated
In the mass update window, now select
values in the fields to be updated with a
new value.
Blank fields produce no change.
If you want to reset the link to a project,
check the Remove project box to the
right of the Project field.
Tip
When mass updating documents, you can
also apply sign-off codes (Taken into
consideration", "Answered by phone" or
"Case closed").
Run update
Click the Update button to run the mass
update.
Confirm update
Click OK in the 'Update' dialog box to
confirm the update.
360° User Guide
Archive functions  367
Display results
The items will now be ticked off as they
are updated.
If an item cannot be updated for whatever
reason, this will be indicated by a different
symbol.
If an item cannot be updated for whatever
reason, this will be indicated by a X
symbol.
368  Archive functions
360° User Guide
Disposal
Disposal here means that, after archiving, archive material is removed and scrapped. The number of files and
associated documents in an archive will usually gradually increase. As time passes, older files will become more
and more irrelevant. Generally, it is assumed that most enterprises/public bodies will have no administrative need
to retain archive material that is more than 30 years old. However, there will usually be material that must be
preserved for longer, and there will also be material that can be disposed of after a shorter period of time. In many
cases, the preservation time is set out in laws and regulations.
Disposal code, retention times and end of efficiency
Default Disposal codes, Retention times and End of efficiency criterion are defined in the Public 360° Administrator
program.
Disposal code indicates what is to happen to the documents when the retention time has elapsed. The following
codes are usually used:

P - To be preserved

D - To be disposed of

A - To be assessed later

E - Disposal done
Retention time (years) defines when the files are to be disposed of. The Retention time can typically be 5, 10 or
30 years. The Disposal date time is calculated when the end of efficiency definition is met.
End of efficiency is a definition of a criterion. When this criterion is met, the Disposal date will be calculated.
End of efficiency can for example be the date when the document or case is closed.
The Disposal date is usually set automatically based on the End of efficiency criterion but it can also be set
individually for each file.
360° User Guide
Archive functions  369
View disposal and retention information
Phase
Comments
Key/field
When you have created a document and the combination of department, Document
archive and document category is set up with a disposal code, the disposal code will
be displayed on both the document and the file.
To view disposal and retention information, open the document in Public 360°.
Note
Only users with the Registrar role can view disposal codes and retention times.
Document: Show
disposal information
The following information is shown in the
Details list on the document.
Disposal code. Shows the code currently
set on the document and file(s). The
values are usually one of the followings:

P - To be preserved

D - To be disposed of

A - To be assessed later
If the disposal code is set to "D" or “A, a
Retention time (years) field is also
shown.
Tip
To view the end of efficiency criterion,
rest the mouse pointer over the Disposal
code. In the example on the right, the end
of efficiency is “Case – ClosedDate” which
means that the Disposal date will be
calculated when the Case is Closed.
File: Show disposal
information
In the Files list, click the file’s context
menu and select View properties.
In addition to the information showed on
the document, this dialog box shows the
calculated disposal date for the selected
file. The date is only calculated if the End
of efficiency criterion has been met.
Note
If the retention rule or time is changed in
the Public 360° Administrator program,
the Disposal date will be recalculated
immediately.
See also Manually change the disposal
date (page 371).
370  Archive functions
360° User Guide
Manually change the disposal date
Phase
Comments
Key/field
Disposal codes and retention times are usually set automatically by the rules defined
for the selected document archive, document category and organizational unit.
Files which are created in a document with a disposal code will, by default, inherit the
disposal code and retention time from the document.
Files in a document can have different disposal dates.
Note
Only users with the Registrar role may view and amend disposal codes and retention
times.
Select file
Click the file’s context menu and select
Edit properties.
Disposal date
The Disposal date field is updated
automatically when the End of efficiency
criterion has been met.
The system calculates the disposal date by
adding the retention time to the closed
date.
As a Registrar, you are able to amend the
disposal date manually.
Note
If the retention rule or time is changed in
the Public 360° Administrator program,
the Disposal date will be recalculated
immediately.
Set a new date
manually
If you manually type in or select a new
date in the Disposal date field, the End
of efficiency will be changed to “Manually
set”. (You must close and reopen the
dialog box before you can see the updated
End of efficiency value).
Reset a manually set
date
To reset a manually set disposal date,
click on the Reset disposal date button
next to the Disposal date field.
When resetting the Disposal date, the
manually set value will be removed and
Public 360° will recalculate the date by
using the retention rule.
Preserve a file
To preserve a file, click on the Preserve
file button next to the Disposal date field.
When preserving files, the End of
efficiency will be changed to “Manually
set” and the date is set 100 years ahead.
360° User Guide
Archive functions  371
Assess and scrap files
Phase
Comments
Key/field
As a Registrar, you can use the Disposal function in Public 360° to search for and
generate reports listing files that have been assigned disposal codes. The same
function also lets you delete the files.
Disposal of files means that the cross-reference between the document (meta data)
and the files are deleted so that the files can no longer be called up from the
document. The files are not physically deleted.
Note
You should not carry out file disposal without thorough preparation so that you are
completely sure that you have not inadvertently disposed of material that should have
been retained.
Open Disposal
window
From the Functions menu, select
Disposal.
Restrict search
Use the search fields in the window to
restrict your search for files to be disposed
of/assessed.
Select Disposal code
and Disposal date
Select which Disposal code you want to
search for and a date range for disposal.
Count
Click the Count button to count the
number of files returned by the search. If
the search returns a large number of files,
you should apply more restrictions to the
search.
372  Archive functions
360° User Guide
View report
Before going ahead with the disposal, you
should generate a report listing the files
that can or must be disposed of.
Click the View report button to bring up
a list of files meeting the search criteria
applied.
The report can be printed or exported to a
different format if required.
Delete files
Having assessed the list of files, you can
go perform the disposal (deletion) of the
files.
Click the Perform deletion button.
The criterion for deletion of a file is that
that the disposal decision has been set to
"For disposal" and that the retention date
has expired.
The Disposal job history opens.
This shows you previous disposal runs and
the status of the disposal run you have
just started.
Click View report to open the report
listing which files and documents are
affected.
Refresh
Click the Refresh button to renew the
data in the window.
Tip
If you later want to see what files that are
logically deleted , open the Disposal job
history window from the Functions
window.
View disposal date
for document
Last disposal date is also shown for the
document associated with the disposed-of
files.
Open the document and then the Details
tab.
360° User Guide
Archive functions  373
Undo disposal
374  Archive functions
If you have made a mistake, you still have
the option of restoring the association with
the disposed-of files.
See Undo file deletion (page 134) for
more information.
360° User Guide
Check in files checked out by others
Phase
Comments
Key/field
It is sometimes necessary to check-in or undo the checkout of a file or files because
the user who originally checked out the file is unavailable, either being out sick,
having left the company, or for some other reason.
Users with the Registrar role can check-in or undo checkout by any other user.
Open the Files
checked out by
others list
From the Function menu, select Files
checked out by others.
Search for
responsible
Use the Responsible person field to
search for the user who has checked out
files.
Search for and select
the files you want to
check-in or undo
check out
Click the Search button to list the persons
checked out files.
Select the file or files you want to check
in.
If you want to check in the changes that
the user has made to the document, click
the Check in button.
If you want to undo the changes that the
user has made, click the Undo edit
button. This will restore the file to exactly
how it was before the user checked it out.
Note
When users are working in the Outlook
side panel, they can choose to check out
and work with files "off-line". The files can
then for example be checked out to a local
drive, or for example Skydrive or
DropBox. That is to locations inaccessible
for other users (even users with the
Registrar role. When this is the case, you
only have the option to Undo the changes
(Undo edit).
360° User Guide
Archive functions  375
Assign permissions to case folders
Phase
Comments
Key/field
If a person is to have access to a specific case folder, they must have permissions
both for the case and for all its documents.
The following describes how you, as a Registrar, in a single operation can give a user
or user group access to all the documents in a case (case folder).
Open the case
Search for and open the case. Then open
the Permissions folder.
Assign permissions
Click the Grant read permissions to
case documents button.
The ‘Grant read permissions to case
documents' dialog box opens.
Select Group or
Contact
You can assign permissions to a group or
a contact.
Select Group from the drop-down list; the
Contact you will have to search for.
Document status
Select whether read permission is to be
granted to All documents or Closed only
documents (that is document with journal
status “Officially recorded” or “Registration
completed”).
The list at the bottom of the dialog box
shows all the documents which the user or
the group will now have read access to.
Click OK
Click OK to assign the user or the group
read permissions for the case and the
listed documents.
The Group or Contact will be added to the
permissions list.
376  Archive functions
360° User Guide
Print divider sheets
Phase
Comments
Key/field
If your organisation scans in paper documents, the scanned files can be imported into
Public 360° using the 360° File Importer application.
Before the paper documents are scanned in, you can create the Public 360° document
in which you want to store the paper documents.
To ensure that the scanned files are imported into the correct Public 360° document,
you print a divider sheet with a bar code that identifies the Public 360° document. The
divider is placed in the pile in front of the paper documents to be scanned. The 360°
File Importer application ensures that the scanned files are imported into the Public
360° document specified by the bar code.
Note
To print bar code divider sheets, you need to have a bar code font installed.
Create or open the
document
Search for or create the document you
want to paper documents to be imported
into.
Select the Divider
sheet function
Click the document’s context menu, select
Archive functions and then Divider
sheet.
A new window appears containing a
preview of the divider sheet and the Print
dialog box.
Print the divider sheet.
360° User Guide
Archive functions  377
Work lists for registrars
Phase
Comments
Key/field
As a Registrar, the work lists provide you with a number of useful functions that you
can use to find, process and report on cases and documents.
Case
Mass update
Opens Mass update for cases. For more
information, see Mass update (page 366).
Closed by caseworker
List all cases closed by caseworkers. This
allows you to check the cases before they
are finally closed.
Document
Mass update
Opens Mass update for documents. For
more information, see Mass update (page
366).
Finalised by
caseworker
Allows you to check the document data
before final officially recording and
archiving.
The list shows documents with journal
status "Preliminary recorded", "Registered
by caseworker", "Finalised caseworker"
and "Dispatched".
You can also change document statuses
directly from this list.
This work list has three views:
Default view. Default list
Screening. This list includes the columns
Access code and Access group.
Registrar. This list includes the column
signed off date in addition to the columns
Access code and Access group.
Officially registered
without files
List all officially recorded documents
without files.
These might be, for example, documents
created for importing scanned files.
The list shows documents with journal
status "Preliminary registered",
"Registered by caseworker", "Finalised by
caseworker", "Dispatched" or "Officially
registered".
Tip
You can print bar code divider sheets
before scanning. See Print divider sheets
(page 377).
Files checked out to
others
Lists files checked out by other users. If a
user has forgotten to check in a file, you
can do that from this list.
For more information, see Check in files
checked out by others (page 375).
378  Archive functions
360° User Guide
Estate
The Estate item is used for entering and administrating all types of estates. You can create hierarchies in which
estates sort under other estates, and link contacts, cases, documents and projects to an estate. The Estate item
also allows you to use mapping functions, that is, show an estate’s geographical location on a map.
360° User Guide
Estate  379
Create estate
Phase
Comments
Select new
Click the New menu button, select Estate
and then an estate type if available.
General
Click the steps in the wizard to open what
you require.
Key/field
Included in. If the estate you are
entering is part of a larger estate, enter
the details here.
Contacts
The Contacts step lets you link external
participants to the Estate.
Click the Add existing contact button
and select a relationship.
Internal contacts
The Int. contacts step lets you link
internal contacts, such as internal
responsibles to the Estate.
Click the Add existing contact button
and select a relationship.
Complete registration
Once you have finished, click Finish to
save and quit.
Note
If you want to link existing items such as documents, cases, contacts etc. to an
estate, this is done from the respective edit views of those items.
380  Estate
360° User Guide
Folder tabs in Estate
The Estate item usually contains the following tabs in addition to the Details tab. All cases, projects, files and other
items you link to the estate will be available from these tabs.
Map tab
Function
Comments
Key/Field/More information
Here the estate’s geographical location will be shown on a map. The type of map used
depends on the setup of your installation.
Documents tab
Function
Comments
Key/Field/More information
This tab contains the documents linked to this estate. You can also create new
documents from this tab, which will automatically be linked to the estate.
This tab gives you the following functions:
New e-mail
Opens Outlook with a new e-mail
message.
New document
Opens the wizard for creating a new
document. The selected estate will be
displayed in the ‘Estate’ step.
Print tab content
Sends the contents of the tab to the
printer.
Cases tab
Function
Comments
Key/Field/More information
This tab contains the cases related to this estate. You can also create new cases from
this tab, which will automatically be linked to the estate.
This tab gives you the following functions:
New case
Opens the wizard for creating a new case.
The selected estate will automatically be
added in the ‘Estate’ step.
Print tab content
Sends the contents of the tab to the
printer.
360° User Guide
Estate  381
Projects tab
Function
Comments
Key/Field/More information
This tab contains the projects linked to this estate. You can also create new projects
from this tab, which will automatically be linked to the estate.
This tab gives you the following functions:
New project
Opens the wizard for creating a new
project. The selected estate will
automatically be added in the ‘Estate’
step.
Print tab content
Sends the contents of the tab to the
printer.
Contacts tab
Function
Comments
Key/Field/More information
This tab displays contacts linked to the estate. In the standard system, only
companies and private persons can be linked, but this can be changed by the system
manager.
This tab gives you the following functions:
Link contacts
This function is used for linking contacts to
the selected estate.
New e-mail
Select one or more employees in the list
and click the New e-mail button.
Outlook opens with the selected contacts
as recipients in a new e-mail message.
New document
Select one or more employees in the list
and click the New document button.
The document wizard opens with the
estate entered in the estate step.
Print tab content
Sends the contents of the tab to the
printer.
Activities tab
Function
Comments
Key/Field/More information
This tab displays all the activities this estate is related to.
The tab offers the following functions:
New activity
Click the New Activity button and select
activity type.
The wizard for a new activity opens.
Complete the fields in the wizard and click
Complete.
Print tab content
382  Estate
Sends the contents of the tab to the
printer.
360° User Guide
Estate references tab
Function
Comments
Key/Field/More information
This tab displays all the estates linked to the selected estate as references.
New reference
Click the New reference button.
Register reference
The ‘New reference’ dialog box opens.
Complete the fields and click OK.
Edit reference
In the list, click the reference’s name and
from the context menu select Edit.
You can now edit the annotations on the
reference.
Delete reference
In the list, click the reference’s name, and
from the context menu select Delete and
click OK in the confirmation dialog box.
Print tab content
Sends the contents of the tab to the
printer.
360° User Guide
Estate  383
Internal contacts tab
Function
Comments
More information
The Internal Contacts tab displays a list of the individuals in your enterprise who are
responsible for the selected estate.
Print tab content
Sends the contents of the tab to the
printer.
Estate structure tab
Function
Comments
More information
If the selected estate is part of an estate structure, this structure will be displayed
here. You can open each of the estates in the structure by clicking them.
Permissions tab
Function
Comments
More information
The Permissions tab is used for viewing, adding or removing permissions for a
selected estate.
Audit trail tab
Function
Comments
More information
The Audit trail tab shows the events logged for the estate.
384  Estate
360° User Guide
Activity
Activity/Task is an umbrella term denoting different actions concerning a contact, for example. An activity may
involve recording an enquiry (a phone call for example), a memo, an instruction etc.
An activity is usually assigned a status to indicate whether it has been completed or if it is still open (not
completed).
All contacts, document references, other activities and other items linked to an activity will be available from the
activity window.
360° User Guide
Activity  385
Create activity
Phase
Comments
Key/field
Your organisation may have set up several types of activity such as phone call, task,
appointment etc. The following outlines how to create an activity.
Select New
Click the New menu button and then the
activity. If your organisation has more
than one activity type, select Activity and
then an activity type if appropriate.
The wizard for a new activity opens.
General
As a minimum, you will need to complete
the mandatory fields (
)
If the activity is to be related to a project
or a case, make the relevant entry in the
respective field.
The activity will then be available in the
’Activities’ folder for the project or case in
question.
In the Contact field, you can enter a
contact related to this activity. If there is
more than one contact, select the
Contacts step and enter them there.
Complete registration
386  Activity
Once you have finished, click Finish to
save and quit.
360° User Guide
Change status for Activity
Phase
Comments
Get activity
Find the activity you want to use. Click the
activity’s context menu and select Set
task status. The statuses you can select
will vary regarding the type of
activity/task you have selected.
360° User Guide
Key/field
Activity  387
Folder tabs in Activity
The Activity item usually contains the following tabs in addition to the Details tab. All contacts, document
references, other activities and items linked to the activity you are working on will be displayed in these tabs.
Contacts tab
Function
Comments
Key/Field/More information
This tab shows you all the contacts related to this activity. You set up the contacts
when you create the activity or by selecting Edit properties from the activity’s
context menu.
This tab gives you the following functions:
New activity
Lets you create an activity of a selected
type relating to one or more contact
persons in the list.
New e-mail
Lets you send an e-mail message to one
or more contact persons in the list.
Outlook opens with the selected contacts
in the To field.
New document
Lets you create a new document of a
selected type relating to one or more
contact persons in the list.
Print tab contents
See Create activity (page 386).
See Create new document (page 112).
Sends the contents of the tab to the
printer.
Documents tab
Function
Comments
Key/Field/More information
This tab contains the documents linked to this activity. You can also create new
documents from this tab, which will automatically be linked to the activity.
This tab gives you the following functions:
New e-mail
Opens Outlook with a new e-mail
message. The e-mail message will be
saved as a document in Public 360° in this
tab.
New document
Opens the wizard for creating a new
document.
See Create new document (page 112).
Reference
Here you can create a reference to an
existing document, or delete an existing
reference.
Print tab contents
Sends the contents of the tab to the
printer.
388  Activity
360° User Guide
Related activities tab
Function
Comments
Key/Field/More information
This tab is used for entering all activities related to the activity you currently have
open. These might be appointments, tasks, phone calls etc.
This tab gives you the following functions:
Print tab content
Sends the contents of the tab to the
printer.
Print
Permissions tab
Function
Comments
More information
The Permissions tab is used for viewing, adding or removing permissions for a
selected contact.
Print tab contents
Sends the contents of the tab to the
printer.
Audit trail tab
Function
Comments
More information
The Audit trail tab shows the events logged for the contact.
Print tab contents
360° User Guide
Sends the contents of the tab to the
printer.
Activity  389
Meeting management
This chapter describes the Meeting management module for internal use in your enterprise. To learn more about
dealing with meetings and boards in the Board & Council module; see Board and Council (page 403).
--Meeting management is a module for processing internal meetings. By using this module, you and your
enterprise will be able to formalise your meetings in that all meeting documents, minutes and so forth are linked
to the meeting.
The module also ensures that meeting dates, participants, resolutions etc. are logged.
Meeting management is made up of the phases described in the table below. The majority of tasks in the phases
are typically performed by the board secretary.
Phase
Comments
Prepare meeting
Board secretary

Sets up the forum/board with
members
Create an internal board (page 392)

Creates and schedules meetings
ahead in time.
Register meetings of the board (page
394)

Sends out meeting invitation to all
members (meeting participants).
Add agenda to a meeting (page 395)

Removes handlings
Meeting participants

Meeting itself
After the meeting
Create documents and link them
to the meeting for handling.
Board secretary

Registers attendance

Sets status

Views the files (by clicking the file
icon or by opening the handling)
Board secretary

360° User Guide
More information
Sets meeting status
Send invitation (page 396)
Add documents to handling at the
meeting (page 397)
Register attendance (page 402)
Set status of handlings/board cases
(internal meetings) (page 400)
Set meeting status (internal meetings)
(page 401)
Meeting management  391
Create an internal board
This topic describes how to create a board for internal use in your enterprise. To learn more about how to set up
boards in the Board & Council module, see Create board (page 404)
---.
Phase
Comments
Key/field
The generic term board is used to refer to all boards, forums, councils,
committees that exist in your enterprise. By registering these entities you simplify
the registration of their members and future meetings and cases/documents to be
dealt with by those meetings.
Boards are usually created by people with the role of board secretary.
Select new
Click the New menu button, then Board
and after that Internal.
General
When the wizard opens, complete, as a
minimum, the mandatory fields (
including Name and Period.
),
The Search name field is generated
automatically based on the values in the
Name and Period fields. This is the name
that will appear in other windows and lists.
In the Org. unit you can enter which
administrative unit the board sorts under.
In the Case for Meeting Doc. field you
can specify a case for where the meeting
documents that are created may be saved.
In the Agenda template field you can set
the agenda for all meetings created under
the board.
If you would prefer to set the agenda
individually for each meeting, leave this
field blank. See Add agenda to a meeting
(page 395).
The agenda is used in order to give the
meeting a list or summary of the matters
to be heard or considered at the meetings.
Note
Templates are created in Public 360°
Administrator.
The Agenda periods field is where you
specify how board cases/handlings are to
be numbered at the transition to new
392  Meeting management
360° User Guide
periods (start of a new year). Select:
Sequential numbering.
Restart numbering on 1 January each
year.
Restart numbering on each anniversary of
the board’s start date.
Example: Supposing you have a board
that is to be in existence for four years. If
you set the numbering to restart on 1
January each year, the solution will
automatically restart the numbering at the
turn of each year. This rule will apply to all
board agenda items.
Communication
In this step, you can enter a direct phone
number for the board secretary, and the
e-mail address to be used for the board.
Members
This step is where you can add members
to the board.
Click the Add button and then the role the
contact is to assume on the board.
Note
Depending on how the system has been
configured, the “Add” button and the other
buttons in this step may be hidden. If they
are, please use the Members of board
web part when adding the members. See
Member management (page 407) for more
information.
Complete registration
360° User Guide
Once you have finished, click Finish to
save and quit.
Meeting management  393
Register meetings of the board
Phase
Comments
Select board
Find the board you want to link the
meeting to.
Key/field
Use the Quick Launch or search facilities.
Note
The work lists for board handling are only
available to users with the role of “Board
Secretary”.
Create meeting
Select the Meetings tab and click the
New meeting button.
General
When the ‘New Meeting’ wizard opens, as
a minimum, complete the mandatory
fields (
).
In the Start time and End time fields,
enter or select a meeting time from the
calendar.
Edit the meeting Title as necessary.
Complete registration
Once you have finished, click Finish to
save and quit.
394  Meeting management
360° User Guide
Add agenda to a meeting
Phase
Comments
Key/field
The agenda is used in order to give the meeting a list or summary of the matters to
be heard or considered.
If the board you are working on has been created without an agenda, a template for
the agenda will have to be added to each meeting manually.
Note
Agenda templates are created in Public 360° Windows Administrator.
Open meeting
Open the meeting to which you want to
add an agenda.
The meeting can be opened from the
Quick Launch or by opening the board and
then selecting the meeting from the
Meetings tab.
Note
The work lists for board handling are only
available to users with the role of “Board
Secretary”.
Add agenda
Select the Agenda tab. Click the Add
agenda template button and then the
required template.
The ‘Add agenda template’ dialog box
opens to display the agenda items in the
selected template. Click the Add agenda
button to select the template.
The meeting is now ready to have
documents added to it for handling.
360° User Guide
Meeting management  395
Send invitation
Phase
Comments
Key/field
Once the meeting date and time have been set, an invitation can be sent to the
members of the board.
Open meeting
Open the meeting
The meeting can be opened from the
Quick Launch or by opening the board and
then selecting the meeting from the
Meetings tab.
Note
The work lists for board handling are only
available to users with the role of “Board
Secretary”.
Send invitation
Select the Attendance tab and click the
Send invitations button.
Public 360° now creates an appointment in
Outlook with a hyperlink to the meeting.
In Outlook you can edit the wording of the
meeting invitation and select the meeting
venue.
Click the Send button to send the
invitation to the attendees.
Attendees receive the
invitation
The attendees can now open the meeting
via the hyperlink in the invitation and link
their respective documents to the
meeting.
396  Meeting management
360° User Guide
Add documents to handling at the meeting
This topic describes how to add documents for processing at internal meetings. To learn more about how to add
documents in the Board & Council Module, see Add documents to handling (page 423)
---.
Phase
Comments
Key/field
Documents to be used as decision support at the meeting are usually added to
handling by the attendees or board secretary.
Handling
You can add both new and existing
documents to a meeting.
The link to the meeting is set up by
creating a handling for the document.
Add existing document to handling
(page 397)
Create case proposition and add to
handling (page 399)
The handling contains information about
what type of board will be considering the
document and which meeting and agenda
item it sorts under.
Add existing document to handling
Phase
Comments
Key/field
In the following, we describe how to add an existing document to a board handling.
Open meeting
Open the meeting you want to add the
documents to.
There are several ways of opening the
meeting:
By clicking the hyperlink to the meeting in
the meeting invitation you have received
from the Board Secretary.
By bringing up the meeting. Click the
Search menu button and then Activity.
In the search window, select “Meeting” as
the activity type.
By bringing up the board. Click the
Search menu button and then Contact.
In the search window, select “Board” as
the contact type.
Tip
If you frequently deal with meetings, you
can add the My meetings and possibly My
boards web parts to your desktop. From
these web parts you will then have direct
access at any time to your next meetings
and the boards of which you are a
member. See Create a private desktop
(page 28) for more information.
Add handling
360° User Guide
Open the agenda and click the Add
handling button.
Meeting management  397
When the ‘Handling’ dialog box opens,
enter a suitable description for the
handling.
From the Agenda item drop-down list,
select a suitable item for the document.
In the Document field, call up the
document you want to refer to when this
item is dealt with at the meeting.
If required, a handling can be created
without a document being linked to it. You
can then link document references to the
handling at a later stage. See below.
Click OK.
Add multiple
document references
to a handling
If required, a single handling can contain
multiple documents.
To add more document references, select
the handling (board case) in the agenda
and click the Add document reference
button.
When the dialog box opens, call up the
document you want to refer to under this
meeting agenda item. Select a relation
and click OK.
The new document reference is now added
to the selected handling/board case.
398  Meeting management
360° User Guide
Create case proposition and add to handling
Phase
Comments
Key/field
When you create documents that have a document type set up specially for adding to
handling (for instance, the "Case proposition/Recommendation" document type),
the Handling plan step will be included in the 'New document' wizard.
Create new
document
Create and register the document in the
usual way (see Create new document
(page 112) for more information), but
check that you have selected a template
that is linked to the Case proposition
document type.
Note
Other document types can also be set up
to show the Handling plan step in the 'New
document' wizard
Link document to
handling plan
Click the New handling button that now
appears on the right of the Document type
field.
Tip
You can also add the document to
handling by clicking the New button in the
Board handling plan step.
Enter detailed
information about
handling activity
When the handling activity is created, the
document’s description will be copied to
the Description field. Correct any text as
required. (Permission to correct this text is
determined by a setting in Public 360°
Administrator).
In the Board field, select or search for the
required board.
In the Meeting field, select the required
meeting date. Cancelled meetings are now
displayed.
From the Agenda item field, select a
suitable item for the document.
Complete
360° User Guide
Click the OK button to complete
registration of the handling.
Meeting management  399
Set status of handlings/board cases (internal
meetings)
Phase
Comments
Key/field
The handling status shows the status of the individual handling/board case.
Note
Individual status codes are set automatically relative to meeting status. Only on an
exceptional basis should these be set manually.
Open meeting
Open the Agenda tab in the meeting you
want to work on.
Select board case
Select the board case you want to assign a
status to.
Select status
Click the Set status button and then
select required status.
Status codes
Normally, the following status codes are
used:
400  Meeting management

On the Agenda. This status is set
automatically when the handling is
added to the agenda.

Handled. This status is set
automatically on the
handling/board case when the
meeting has been held.

Postponed. Use this status if the
board case has to be postponed.

Withdrawn. Use this status if the
board case is no longer relevant
for consideration by the meeting.
360° User Guide
Set meeting status (internal meetings)
Phase
Comments
Key/field
The meeting status is a coded ’situation report’ on the meeting.
Open meeting
Open the meeting you want to assign a
status for.
The meeting can be opened from the
Quick Launch or by opening the board and
then selecting the meeting from the
Meetings tab.
Set status
Click the meeting’s context menu and then
Set status and the required status.
Status codes
The following default status codes are
available:
360° User Guide

In preparation. This status is set
when the meeting is set up. There
is the option to set documents to
be dealt with (’handled’) at the
meeting.

Arranged. Once a meeting
changes to this status, the board
cases/handlings on the agenda
change status to "Handled".

Cancelled. The agenda and the
board cases/handlings for the
meeting are deleted. If there are
any subsequent meetings of the
board, the board cases will be set
up for handling at the next
meeting.
Meeting management  401
Register attendance
Phase
Comments
Key/field
On the Attendance tab you can record which participants attended the meeting.
Open meeting
Open the Attendance tab in the meeting
you want to work on.
The tab shows all the participants, but not
deputy members. All members are set up
by default as active.
On this tab you can do the following:
Add participants
To add participants other than the
members of the board, click the Add
participants button.
New participants are registered without a
role.
Register
attendance
Select the participant in the list and click
the Register attendance button.
When the ‘Register attendance’ dialog box
opens, check the boxes against the board
cases/handlings the selected participant
attended and click OK.
If the participant was completely absent
from the meeting, uncheck all the board
cases.
If the participant's attendance at the
meeting was partial, both "Present" and
"Partial attendance" will be selected.
Register deputy
attendance
Click the participant’s context menu and
select Register deputy.
The 'Register deputy' dialog box opens
with a list of board deputies.
Select the required deputy and click OK.
Note
This selection cannot be undone.
402  Meeting management
360° User Guide
Board and council
Board is used for dealing with functions associated with the matters dealt with by collegiate bodies such as boards,
councils, committees, referred to in the following as ”Boards”. This module is designed to facilitate performance of
core procedures to ensure that information is managed in a secure and routine manner.
Public 360° Board is used for:

Planning the handling of cases by one or more boards.

Administrating membership of boards.

Planning meetings for a board.

Planning agendas and the cases to be handled by individual board meetings.

Publication of board information, meeting lists, cases for board handling and documents for the intranet or
Internet.
Board & Council Manager module
PUBLIC 360°
PUBLIC 360° LRG
BUSINESS 360°
Optional
Included
Optional
Board is normally used by individuals with the following roles:
Role
Comments
More information
Caseworker
/Manager
Prepares the documents to be handled and
sets up a handling propositions for how
they are to be handled.
See Add existing document to handling
(page 424)
Add and manage board members. The
member management is usually organised
by the board secretary, but can also be
organised by users having other roles.
See Member management (page 407)
Sets up meetings for the boards and
administrates the agenda for a board
meeting before and after the meeting is
held.
See other routines in this chapter.
All roles
Board secretary
and Create case proposition and add to
handling (page 425)
and Register information about board
members (page 413)
Tip
From the Public 360° 4.1 SP6 release, we have added a new search window from which you quickly can search for
board cases/handlings. To open the search window, click on the Search menu button and then on Board
handling.
360° User Guide
Board and council  403
Create board
Phase
Comments
Key/field
In the present documentation, ’board’ is the term we use to refer to boards, councils,
committees and similar bodies.
Select new
Click the New menu button, then Board
and then the submenu option External.
General
When the 'New board' wizard opens, as a
minimum, complete the mandatory fields
(
) such as Board Name and Period.
In the Board Code field you can enter a
quick code to designate the board.
The Search name field is generated
automatically based on the values in the
Name and Period fields. This is the name
that will appear in other windows and lists.
In the Org. unit you can enter which
administrative unit the board sorts under.
In the Secretariat field you can use free
text to provide the name of the unit, the
meeting secretary etc. for the person or
persons who are responsible for organising
the board’s meetings, setting up cases etc.
404  Board and council
360° User Guide
The Activation field is used for specifying
whether the board’s handlings and
information about the board are only to be
retained internally within the organisation
or whether they are to be published on the
Internet. The list gives you the following
options:
0 – Inactive. Used when a board is
dissolved. It is not possible to set up cases
to be considered by inactive boards.
1 – Internal. Used when a board and
information about it are to be active, but
no information about the board, its
meetings or the cases it considers are to
be published on the Internet.
2 – Internet, active board. This
designates an active board for which
information about the board, its meetings
or the cases it considers are to be
available for publication on the Internet.
3 – Internet, past boards. Use for an
active board’s previous periods in which
information about the board’s previous
meetings and cases are to be available for
publication on the Internet.
4 – Internet, other boards. Can be used
for councils, boards, committees and the
like that do not deal with political matters.
In the Color code field you can highlight
the board with a colour.
If a handling is highlighted as nominating
for a board case, this colour will be applied
to the board case when it is exported to
OneNote.
This applies to all boards the board case
involves when it is distributed via
OneNote.
The Allowance per meeting field is used
for entering allowance rates for meeting
participants.
The Sorting field is used for ranking the
board in the list of boards. If, for example,
you want a board to always be listed at
the top, enter the number "1".
In the Case for Meeting Doc. field you
can specify a case to which any
documents created can be saved.
In the Agenda template field, you have
the option of selecting an agenda template
for meetings of the board. All new
meetings set up for the board will by
default be assigned the selected agenda
on the meeting’s agenda/case list.
Note
These templates are created in Public
360° Administrator.
360° User Guide
Board and council  405
The Agenda periods field is where you
specify how board cases are to be
numbered at the start of new periods
(start of a new year). Select:

Never restart numbering.

Restart numbering on January 1
every year.

Restart numbering when passing
the board’s start date.
Example: Let’s say you have a board that
serves for four years. If you select the
option to restart numbering on January 1
every year, the solution will automatically
reset the numbering at the beginning of
each of the four years. This rule applies to
all the agenda items used by the board.
If the board has been appointed by
another board, you specify this in the
Appointed by field.
The Categories field is used for
categorising the board.
If you select the “Board – non tenure”
category, members of that board will not
have their tenure of the board added to
their total tenure. See View and register
board tenure (page 419) for more
information.
Communication
In this step, you can enter a direct phone
number for the board secretary, and the
e-mail address to be used for the board.
Contacts
In this step, you add the contacts who are
to receive documents from the meetings,
but who are not members of the board.
Click the Add button and then the
contact’s role in relation to the board.
Complete registration
Once you have finished, click Finish to
save and quit.
You can now add members to the board.
See Member management (page 407) for
more information.
406  Board and council
360° User Guide
Member management
The member management web part makes it easy to administrate the board memberships, distribution of
documents etc. This web part is accessible by all users, regardless of their role, and is ideal for those who
frequently add or maintain members in the various boards. For users with the board secretary role, this web part
is also available as a work list on the Public 360° quick launch menu.
Below and on the next few pages, we describe the various functions in this web part.
See also Produce member reports (page 457), Produce Board member dispatch list (page 458) and Create labels
for board members (page 459).
Add board members
Phase
Comments
Open the ‘Members
of board’ web part or
the ‘Manage board
members’ work list
Open the Members of board web part.
(For more information on how you can add
web parts to your desktop, see Create a
private desktop (page 28).)
Key/field
If you are a board secretary , you can
open this work list from the Quick Launch
by selecting Manage board members.
Select board
When the web part/work list is opened,
select the board you want to work with.
Add members
Click the Add button and then the role
the contact is to assume on the board.
When the search window appears, search
for and check the required contacts. Click
OK.
The contacts are now added to the board
with the specified role.
360° User Guide
Board and council  407
Replace members (Register leave)
Phase
Comments
Open the ‘Members
of board’ web part or
the ‘Manage board
members’ work list
Open the Members of board web part.
(For more information on how you can add
web parts to your desktop, see Create a
private desktop (page 28).)
Key/field
If you are a Board handler, you can open
this work list from the Quick Launch by
selecting Manage board members.
Select board
When the web part/work list is opened,
select the board you want to work with.
Select member
Click on the Replace member button.
When the ‘Replace member/Deputy’ dialog
box opens, select Handle members or
Handle deputies and then click on the
Search button to populate the left-hand
list with the current board members or
deputies.
Tip
If you want to filter the list on a specific
party, select it from the Party drop-down
list box before you click on the Search
button.
You can now use the Replace command
to replace a member with a deputy or a
deputy with a new person. The Set
Inactive command can be used to set a
person as “passive” (i.e. not active
member or deputy). The New command
can be used to add a person as a new
member or deputy from a given date. See
details below.
Replace member
When a member steps down from a board,
his or her place will usually be taken by a
deputy.
In the left-hand list, select the member
to be replaced.
In the right-hand list, select the deputy
member. (You can also search for new
deputy members by clicking on the ‘Find
new’ button above the list).
Click on the Replace button.
When the ‘Date’ dialog box opens, type in
the Valid from date and check that the
sequence number is correct.
Click OK.
408  Board and council
360° User Guide
Set inactive
If no deputy is supposed to replace the
member, you can set the member
inactive.
To set a member inactive, select the
member and click the Set inactive
button.
When the ‘Date’ dialog box opens, type in
the To Date.
Click OK.
Add new deputy
members
If you want to add a deputy member to
the members list, select him or her in the
right-hand list and click on the New
button.
When the ‘Date’ dialog box opens, type in
the Valid from date and check that the
sequence number is correct.
Click OK.
Complete
When you have finished with the 'Replace
member/Deputy’ dialog box, click on
Finish.
View inactive
members
To view both active and inactive members,
check the Include history check box.
The member who has taken leave will be
listed in the bottom of the web part.
Notice that both the Sequence number
and the Active fields are cleared.
360° User Guide
Board and council  409
Change the sequence of members
Phase
Comments
Key/field
By using the Change sequence functionality, you can handle the sequential “seatnumbers” for the members of a board. These are normally based on each member's
number of votes in the last election.
Open the ‘Members
of board’ web part or
the ‘Manage board
members’ work list
Open the Members of board web part.
(For more information on how you can add
web parts to your desktop, see Create a
private desktop (page 28).)
If you are a Board handler, you can open
this work list from the Quick Launch by
selecting Manage board members.
Select board
When the web part/work list is opened,
select the board you want to work with.
Select members
Select the members you want to change
the sequence order for in the web part.
Tip
You can filter the list on most of the
columns in this web part. If, for example,
you want to select all members of a given
party, filter the Member of political
party column.
In the example on the right, the result of
applying the filter will be to display only
members of the “Right-wings” party.
Select Change
sequence
Click on the Change sequence button.
Type in the new
sequence numbers
When the ‘Edit member sequence’ dialog
box opens, type in the new sequence in
the Sequence no. column.
Complete
Click on the Finish button to close the
dialog box and update the sequence
numbers.
410  Board and council
360° User Guide
Edit member properties (party representation)
Phase
Comments
Key/field
In the Members of board web part, you have the option of entering the party
representation.
Note
The Biography field and the Allow information to internet option are now defined
directly on the Contact. See Register politicians (page 414) for more information. The
distribution information is defined in the “Distribution” web part/work list. See Manage
distribution information (page 412) for more information.
Open the ‘Members
of board’ web part or
the ‘Manage board
members’ work list
Open the Members of board web part.
(For more information on how you can add
web parts to your desktop, see Create a
private desktop (page 28).)
If you are a Board handler, you can open
this work list from the Quick Launch by
selecting Manage board members.
Select board
When the web part/work list is opened,
select the board you want to work with.
Select member
Select the member you want to edit and
click the Edit properties button.
When the ‘Edit board member’ dialog box
opens, enter the required details.
Enter party
representation
The Member of Party and Representing
Party fields let you indicate that the
member is a member of or represents a
party.
These two fields list all organisations
registered in Public 360° with the category
"Political party".
Complete registration
360° User Guide
Once you have finished, click OK to save
and quit.
Board and council  411
Manage distribution information
Phase
Comments
Key/field
In the Distribution overview – boards web part, you have the option of entering
distribution properties for the members and other document recipients.
Open the
‘Distribution overview
– boards’ web part or
the ‘Manage
distribution info’ work
list
Open the Distribution overview –
boards web part. (For more information
on how you can add web parts to your
desktop, see Create a private desktop
(page 28).)
If you are a Board handler, you can open
this work list from the Quick Launch by
selecting Manage distribution info.
Select board
When the web part/work list is opened,
select the board you want to work with.
Add new document
recipients
By using the Add existing contact
button, you can add new contacts to the
selected board’s distribution list, which
means that the contacts will receive the
material published from the board
meetings.
Edit distribution
properties
To define the properties for the document
recipient or board members, select the
member(s) you want to edit and click the
Edit properties button.
Tip
You can select multiple members in this
list. The 'Stop from date', 'Stop to date'
and 'Notes' fields are not shown when
more than one member is selected.
When the 'Edit distribution info’ dialog box
opens, enter the required details. The
following outlines the options available in
this dialog box.
Dispatch group. Use this field to group
the document recipient(s) in one of up to
ten different dispatch groups.
Distribution. Select the distribution
method for dispatches to the selected
document recipient(s).
Stop from date and Stop to date. To
stop the distribution for a period, type in
the stop from and to dates.
No. of copies. When distribution channel
is “Print”, specify the number of paper
copies to be sent to the selected document
recipient(s).
Complete registration
412  Board and council
Once you have finished, click OK to save
and quit.
360° User Guide
Register information about board members
When dealing with boards, councils and committees, it is usually important for the businesses and contact persons
that will be used in the various boards to be registered with some additional information in the Public 360°
contact register.
The procedure for registering this is described here.
Register political parties
Phase
Comments
Key/field
Whenever you want to register an enterprise in Public 360°, you follow the
instructions for Create new contacts (page 70).
Here we describe how to register an existing enterprise as a political party. Once an
enterprise has been registered as a party, it will be listed in the ’Political parties’ work
list and individuals can then be linked to the party as politicians.
Find enterprise
Search for the enterprise you want to
register as a political party.
Select Edit properties
Click the enterprise’s context menu and
select Edit properties.
This step generally
In the Categories picking list, transfer
the "Political Party" value to the list of
selected values.
Finish registration
Once you have finished, click Finish to
save and quit.
Tip
Contacts and private individuals linked to
a party by a role (in the relations step) will
automatically be assigned the category of
“Politician”. The relation can also be
created from the detail view for the
contact (relations tab).
360° User Guide
Board and council  413
Register politicians
Phase
Comments
Key/field
Whenever you want to register a person in Public 360°, you follow the instructions for
Create new contacts (page 70).
Here we describe how to register an existing contact person as a politician.
Find contact
Search for the contact you want to
register as a politician.
Select Edit properties
Click the contact’s context menu and
select Edit properties.
General step
In the Categories picking list, transfer
the "Politician" value to the list of
selected values.
In the Biography field, you can enter
information about members.
Allow information to Internet. Make
sure that this checkbox is cleared if the
member is opting-out of publishing
information beyond name, board function
and party affiliation.
Address step
This step allows you to register the
politician’s home address and work
address.
Communication
step
In this step, you register the politician’s email addresses. The address registered in
"E-mail for meeting docs" field is the email address used when sending out
information to the members of a board.
414  Board and council
360° User Guide
Relations step
In this step, you specify which party the
person belongs to or represents by clicking
the Add button and then select Party.
When the search window appears, search
for the party in question.
Tip
To restrict the search to political parties,
select “Political Party” as the category.
Applies to Advanced Search.
Check the required party and click OK.
Finish registration
360° User Guide
Once you have finished, click Finish to
save and quit.
Board and council  415
Register financial interests
Phase
Comments
Key/field
To enable assessment of a person’s reliability in respect of any potential conflict of
interest in different cases, the person’s financial interests should be registered in
Public 360°.
Normally a report will be created listing all registered financial interests for persons
included in a board. See Produce Member Reports (page 457).
Find contact
Create or search for the contact you want
to work on.
Select Edit
Click the contact’s context menu and
select Edit properties.
’Relationships’ step
In the 'Edit properties’ wizard, select the
Relationships step.
Click the Add button and then select
required role.
Tip
If you need other roles than those
available in the list, you will have to create
them in the "Contact – Contact role" code
table in 360° Administrator.
When the search window appears, you
search for the enterprises in question.
Check the required enterprise and click
OK.
Specify date for
relationship
If the relationship was or will only be
active for a set period, you can specify a
date range.
Check the relationship you want to specify
a date range for and click the Edit
properties button.
When the dialog box opens, you specify
from and to dates and can write an
explanatory note if necessary. Click OK.
Finish registration
416  Board and council
Once you have finished, click Finish to
save and quit.
360° User Guide
Actions under the relations tab
Phase
Comments
Key/field
All relationships, financial interests etc. can be listed under the Relations tab for the
contacts.
That way, the Relations tab will provide a lot of useful information about a contact.
In the following we describe some of the functions under this tab.
Find contact
Find the contact you want to work on and
open the Relations tab.
Register new
relations
Click the Edit properties button to add
more or edit existing relations. See
Register financial interests for more
information.
The link to the board is also a relation.
View only active or
closed relations
If you only want to view the contact’s
active or closed relations, select the
required filter from the View list at the
top right of the tab.
Active are all relations where the date
range has not been specified or where the
relation is still within the specified date
range.
Closed are relations where the specified
date range has not commenced or has
been exceeded.
360° User Guide
Board and council  417
Set driving allowance and payroll number
Phase
Comments
Key/field
In order to compensate meeting participants, the payroll number and any driving
allowance must be set for each participant.
When generating meeting and driving allowance reports, these data are called up
together with the meeting allowance (set for the board) for all participants who have
attended the meetings.
Find contact
Create or search for the contact you want
to work on.
Tip
You can also open the contact by clicking
the required name under the Board
meeting’s Attendance tab.
Set driving allowance
and payroll number
In the contact window, click the contact’s
context menu and select Edit driving
allowance.
Note
This menu option is available only for
contacts who are members of one or more
boards.
In the dialog box, enter the number of
kilometres and payroll number (from the
ERP system) and click OK.
What do you want to do next?
Generate report on meeting and driving allowances (page 454)
418  Board and council
360° User Guide
View and register board tenure
Phase
Comments
Key/field
In order to keep track of how long a politician has served on one or more of your
enterprise’s boards, you can enter the politician’s tenure (number of days, months
and years served) in each office.
The value entered for the tenure is used, for instance, for calculating when the
politician has earned remuneration.
The description below applies only to contacts registered under the “Politician”
category in Public 360°. See Register politicians (page 414) for more information.
View Tenure
Opening the detail view for politician
displays the politician’s total Tenure.
Tenure shows the total length of time in
which the politician served on boards or
otherwise held office, present and past. .
The value is given in number of months.
This field is updated on the 1st of each
month.
View current
assignments
Open the Current assignments tab to
view which boards the politician serves on.
View previous
assignments
Open the Previous assignments tab to
view which boards the politician has
served on in the past and any other offices
held.
View other relations
Open the Relations tab to view details of
the politician’s relations, financial interests
etc.
See also Actions under the relations tab
(page 417).
Enter tenure
recorded in other
solutions
If the politician’s tenure has been recorded
in other solutions (i.e. not in Public 360°),
it will have to be entered manually in
Public 360°.
How:
1. Click the politician’s context menu
and select Edit properties.
2. When the ‘Edit properties’ wizard
opens, enter the value (number of
months) in the Tenure (old
system) field.
Note
This field is only relevant when you want
to transfer past tenure from other systems
to Public 360°.
Because of this, the field is usually hidden.
To display the field, it has to be activated
by a setting in Public 360° Administrator.
The tenure entered for the politician on
boards under the “Board – non tenure”
category are not included in the total
tenure. See Create board for more
information.
360° User Guide
Board and council  419
Set up board meeting
Phase
Comments
Select board
Find the board you want to link the
meeting to.
Key/field
Use the Quick Launch or search facilities.
Create meeting
The Board opens.
In the Meetings list, click the New
Meeting button.
General
When the 'New Meeting' wizard opens, as
a minimum, complete the mandatory
fields (
).
In the Start time and End time fields,
enter or select a meeting time from the
calendar.
You may want to change the Title of the
meeting.
Contacts
In this step you have the option of linking
in any contacts besides the members of
the board. This step has no special
function for the purposes of board
meetings.
Complete registration
Once you have finished, click Finish to
save and quit.
What do you want to do next?
Edit agenda (page 421)
420  Board and council
360° User Guide
Edit agenda
Phase
Comments
Key/field
Having set up a meeting on the system, you can then create an agenda for it so that
you can plan which cases are to be dealt with at the board meeting.
Open meeting
Open the meeting you want to add an
agenda to.
The meeting can be opened from the
Quick Launch or by opening the board and
then selecting the meeting from the
Meetings folder.
Edit agenda
Select the Agenda folder. Click the Edit
Agenda button.
Link agenda
When the 'Edit Agenda' window opens,
you can then add items to the agenda.
You can add agenda items using a
template or individually.
Add agenda template
Click the Add agenda template button
and select a ready-made agenda
containing agenda items.
The agenda templates are created in 360°
Administrator.
Add a new agenda
item to the agenda
If you don’t have a suitable template or
want to add an additional agenda item,
click the New button.
When the ’New agenda item’ dialog box
opens, enter a Description.
If you want to have the option of linking
documents (handlings) to the item, you
will also have to select Type. Handlings of
the selected type will then be linked to the
item.
Items for which no handling is to be linked
need to be added without any type.
Agenda items such as break, external
speaker or the like do not require this.
Click OK to add the item to the agenda.
Complete registration
Once you have finished, click Finish to
save and quit. The agenda is now ready
and documents to be dealt with by the
meeting can be inserted against the
individual items.
You can also start entering handlings
360° User Guide
Board and council  421
before completing and quitting the
agenda.
422  Board and council
360° User Guide
Add documents to handling
The procedure of setting documents to board handling is normally performed by the person responsible for a case,
a Caseworker or head of department/manager.
Concept
Comments
More information
Handling
In order to be able to add a document to a
board meeting, a ’board handling’ must be
created for the document.
See Add existing document to handling
(page 424)
The board handling contains information
about the board that will be dealing with
the document, which agenda item it sorts
under and any meeting call.
and Create case proposition and add to
handling (page 425)
Handling plan
If a document is to proceed through
several handlings, the handling plan is
designed to control the sequence of the
handlings and hence which board is to
handle the document first.
See Edit handling plan (page 428)
Handling template
A handling template is a ready-made
handling plan adapted to reflect the
handling sequence for a specific type of
board case.
See Create handling template (page
429)
360° User Guide
and Add document to handling using
handling template (page 430)
Board and council  423
Add existing document to handling
Phase
Comments
Key/field
In the following, we describe how to add an existing document to a board handling.
Search for document
Search for and open a document to be
handled by a board.
Use the Quick Launch or search facilities.
Schedule new
handling
Open the Board handlings folder.
Click the New board handling button.
The 'New board handling' dialog box
opens.
Enter details
In the No. Field, enter the number in the
sequence of handlings this document is to
proceed through. If this is the first
handling the document is to proceed
through, enter the number 1.
When the handling is created, the
document’s description will be copied to
the Description field. Make any
corrections required.
In the Board field, select or search for the
required board.
In the Meeting field you can propose a
meeting. Cancelled meetings are not
shown.
The Agenda item field is used for
grouping the handling so as to place it
within the correct agenda item for a
meeting.
Note
Here are a few brief notes about the
connection between Meeting Date and
Agenda item (handling type). If you
select a meeting, the system will only
show agenda items for this particular
meeting. If no agenda items have been
recorded for the meeting, nothing will be
listed. In other instances, you may only be
allowed to enter either the meeting date
or an Agenda item.
Check the Restricted field if the handling
is not to be released to the public domain
or otherwise referred to. If the document
has been graded, this checkbox will be
checked by default.
Confirm
424  Board and council
Click the OK button to complete
registration.
360° User Guide
Create case proposition and add to handling
Phase
Comments
Key/field
When creating a document of the ”Case proposition/Recommendation” type, the
Board handling plan step will be included in the ’New document’ wizard.
Note
Other types of document can also be set up to show the Board handling plan step in
the ’New document’ wizard’.
Create new
document
Click the New menu button, then
Document and Case Document.
Select document type
When the ’New document’ wizard opens,
fill in the fields in the General step in the
usual way. As a minimum, you will need to
complete the mandatory fields (
)
From the Document type drop-down list,
select "Proposition".
Link document to
Board handling plan
Click the New handling button that now
appears on the right of the Document type
field.
Tip
You can also add the document to
handling by clicking the New button in the
Board handling plan step.
Enter details
In the No. Field, enter the number in the
sequence of handlings this document is to
proceed through. If this is the first
handling the document is to proceed
through, enter the number 1.
When the handling is created, the
document’s description will be copied to
the Description field. Make any
corrections required.
In the Board field, select or search for the
required board.
The Agenda item field is used for
grouping the handling so as to place it
within the correct agenda item for a
meeting.
Note
Here are a few brief notes about the
connection between Meeting Date and
Agenda item (handling type). If you
select a meeting, the system will only
show agenda items for this particular
meeting. If no agenda items have been
recorded for the meeting, nothing will be
listed. In other instances, you may only be
allowed to enter either the meeting date
or an Agenda item.
Check the Restricted field if the handling
is not to be released to the public domain
360° User Guide
Board and council  425
or otherwise referred to. If the document
has been graded, this checkbox will be
checked by default.
Confirm
426  Board and council
Click the OK button to complete the
registration.
360° User Guide
Create handling without document
Phase
Comments
Key/field
If required, a handling can be created without a document being linked to it. Such
handlings can be linked to a meeting agenda in the usual way. This type of handling is
usually set up by a board secretary.
Open wizard
Click the New menu button and then
Handling.
Enter information
In the No. field, enter the number in the
sequence of handlings this document is to
proceed through. Since the board handling
is not linked to any document, you can
enter 1 in the field.
Enter a comprehensive Description. The
text identifies the handling activity and will
be used when it is shown on the agenda.
In the Board field, select or search for the
required board.
In the Meeting field you can propose a
meeting. Cancelled meetings are not
shown.
The Agenda item field is used for
grouping the handling so as to place it
within the correct agenda item for a
meeting.
Note
Here are a few brief notes about the
connection between Meeting Date and
Agenda item (handling type). If you
select a meeting, the system will only
show agenda items for this particular
meeting. If no items have been recorded
for the meeting, nothing will be listed. In
other instances, you may only be allowed
to enter either the meeting date or an
Agenda item.
Check the Restricted field if the handling
is not to be released to the public domain
or otherwise referred to. If the document
has been graded, this checkbox will be
checked by default.
Complete registration
360° User Guide
Once you have finished, click Finish to
save and quit.
Board and council  427
Edit handling plan
Phase
Comments
Key/field
If a document is to be set up on the agenda for multiple board meetings, multiple
handlings must be created for that document. The handling plan will then determine
the sequence of the board handlings the document is to proceed through.
Search for document
Search for and open the document to be
handled.
Use the Quick Launch or search facilities.
Open board handling
Open the Board handlings folder.
Click the Edit handling plan button.
Edit handling plan
Numbering of board
handlings
The ’Edit handling plan’ dialog box opens
with a list of the boards and any meetings
that will be handling the document.
The No. column shows the sequence of
the handlings in the handling plan.
Normally, the handlings will be performed
serially, but you can also propose that
the document be handled in parallel by
two boards. To do this, you then have to
enter the same number in the No. field.
Parallel handling entails that the board
secretary attempts to set the document
for handling at meetings of multiple
boards without a requirement for any one
of the handlings to be completed before
another.
To edit a handling, select it and click the
Edit properties button.
Complete registration
428  Board and council
Once you have finished, click Finish to
save and quit.
360° User Guide
Create handling template
Phase
Comments
Key/field
A handling template is a ready-made handling plan designed to cater for different
types and handlings.
You must have the role of board secretary in order to be able to create handling
templates.
Select New
Click the New menu button and Handling
Template.
Enter details
When the 'New board handling template '
wizard opens, as a minimum, complete
the mandatory fields (
).
Enter an explanatory Title. The title will
be displayed when the template is used
and should be intuitive.
Date shows the current date and over
time will indicate how long it has been in
use.
Complete registration
Once you have finished, click Complete to
save.
Set up first board
handling
Open the Board handlings folder.
Click the New board handling button to
add the first of the boards to be included
in the template.
When the ’New board handling’ dialog box
opens, enter the information as described
earlier. Note that the description of the
board handling should be worded in such a
way that it can be reused.
Once you have finished, click OK.
Repeat for the next board handlings.
The template is now ready.
Note
The template is a document. If you
subsequently want to edit it, you have to
remember to search for it under the
Document item.
360° User Guide
Board and council  429
Add document to handling using handling template
Phase
Comments
Key/field
In many cases it will be helpful to use a template for creating a set of handlings for a
document to be handled by specific boards.
Search for document
Search for and open a document to be
handled by a board.
Use the Quick Launch or search facilities.
Schedule new
handling
Open the Board handlings folder.
Click the Add Handling Template button
and then the required template.
Propose meeting
dates
The ’Add handling template’ dialog box
opens.
If you want Public 360° to propose
meeting dates for the boards, check the
Add Meeting dates box. The meeting
dates will then be filled in for board
meetings set up to show a meeting date.
Complete registration
430  Board and council
Click OK to save and quit.
360° User Guide
Add handlings to meeting agenda
Phase
Comments
Key/field
When documents have been added for handling by a board, they will be shown in the
Agenda Candidates tab for the meetings of the board. Once shown here, they are
ready to be added to the meeting agenda. All documents subject to handling can be
added to the meeting agenda. A document containing handlings is also referred to as
a “board case”.
Open meeting
Open the meeting you want to add the
handlings/board cases to.
The meeting can be opened from the
Quick Launch or by opening the board and
then selecting the meeting from the
Meetings tab.
Edit agenda
Select the Agenda tab and click the Edit
Agenda button.
Add handlings/board
cases to agenda
Select one or more cases in the ‘Agenda
items candidates’ list and click the To
agenda button.
The cases will now be moved to the item
in the ‘Cases on agenda’ list which
matches the handling.
If there are several items of the same type
on the agenda, in the ‘Cases on agenda’
list you will need to select the item you
want to attach the case to.
Handlings that do not have a matching
item type on the agenda cannot be added
to the agenda.
Change order of
board
cases/handlings
Using the arrow buttons you can move
one or more board cases up or down
within the selected agenda item.
Select the board cases cases you want to
move and click the required button.
You use the text field and Move button
when you want to move a single board
case to a specified position within the
agenda item.
Change order of
agenda items
Using the arrow keys, you can also move
one or more agenda items up or down in
the ‘Cases on agenda’ list.
Complete registration
Once you have finished, click Finish to
save and quit.
Tip
If the agenda already contains items, you
can also add cases directly to the agenda
360° User Guide
Board and council  431
from the Agenda Candidates tab.
Note
If you add handlings/board cases to the
meetings of boards which hold subsequent
meetings (with case lists issued), Public
360° will ask you if you want to renumber
the existing board cases or use an
additional number. If you do not want
subsequent board cases to be
renumbered, click the Additional no.
button.
The example on the right shows the use of
an additional number. Where additional
numbers are used, the board case
numbers used for subsequent meetings
will be unaffected.
432  Board and council
360° User Guide
Set meeting status
Phase
Comments
Key/field
The meeting status is a coded ’situation report’ on the meeting.
Open meeting
Open the meeting you want to assign a
status for.
The meeting can be opened from the
Quick Launch or by opening the board and
then selecting the meeting from the
Meetings tab.
Set status
Click the meeting’s context menu and then
Set status and the required status.
Status codes
The following default status codes are
available:
360° User Guide

In Preparation. This status is set
when the meeting is set up. There
is the option to set documents to
be dealt with (’handled’) at the
meeting.

Public. The agenda is ready to be
released to the public domain and
can be published. The agenda can
still be edited.

Locked Agenda. When the agenda
has been locked you can no longer
remove or move the board
handlings. There is still the option
of adding board handlings.
However, there will no longer be
any option of entering the meeting
in the handling plan for a
document.

Arranged. Once a meeting
changes to this status, the board
cases on the agenda change status
to ”Handled”.

Postponed. The agenda for the
postponed meeting will be deleted.
The board cases will be available to
be set up for handling at the next
meeting.

Cancelled. The agenda for the
cancelled meeting will be deleted.
The board cases will be available to
be set up for handling at the next
meeting.
Board and council  433
Set status of board cases
Phase
Comments
Key/field
Handling status shows the status of board cases.
Note
Individual status codes are set automatically in relation to meeting status. Only on an
exceptional basis should these be set manually.
Open meeting
Open the Agenda folder in the meeting
you want to work on.
Select board case
Select the board cases you want to assign
a status to.
Select status
Click the Set status button and then
select required status.
Status codes
Normally, the following status codes are
used:
434  Board and council

On the Agenda. This status is set
automatically when the board case
is set on the agenda for a meeting.
(Any manual change of status will
not in itself set the board case on
the agenda).

Handled. This status is set
automatically on the board case
when the meeting has been held.

Resolution. This status is set
automatically on the last board
case in the handling plan for a
document after the board meeting
has been recorded as held.

Postponed. Use this status if the
board case has to be postponed.
The board case will be available for
setting on the agenda for the
board’s next meeting.

Withdrawn. Use this status if the
board case is no longer relevant for
consideration by the meeting.

Returned. Use this status if the
board intends to return the board
case for reconsideration by the
board that dealt with the case
previously. The board case will be
shown in the list of ’Agenda items
candidates' for this board provided
that meetings are available for the
board during the currently
applicable period. (The case will be
returned to the board within the
same period, never in the next
period).
360° User Guide
Change agenda numbering
Phase
Comments
Key/field
If you, for some reason, need to correct numbering of agenda items or board
cases/handlings, you use the ‘Change agenda numbering’ dialog box.
Open meeting
Open the meeting where you want to
change the numbering.
The meeting can be opened from the
Quick Launcher.
Select Change agenda
numbering
Click the meeting’s context menu and
select Change agenda numbering.
Set start values
When the ‘Change agenda numbering’
dialog box open, type in the wanted start
values and click OK.
You are done.
If you want more information about the
different numbering options, continue
reading below.
Public 360° can be set up with one of the
following three different numbering
options.
1. Numbering of board
cases/handlings. (Default)
2. Numbering of agenda items.
3. Manual numbering.
In addition, the numbering can be set up
to run Across all types or Within type
(Default).
If Public 360° is set up with:
360° User Guide
Board and council  435
Numbering of board
cases/handlings
When this numbering option is in use, the
‘Change agenda numbering’ dialog box will
show one Start value field for each of the
agenda items on the agenda.
In Start value field, you can now select
the wanted start value for the board
cases/handlings within each Agenda item.
In the example on the right, the start
value for the cases/handlings in the For
decision agenda item is set to "5".
Numbering of
agenda items
When this numbering option is in use, the
‘Change agenda numbering’ dialog box will
only show a single Start value entry.
In this field, you select the wanted start
value for the agenda items.
In the example on the right, notice that
the numbering of the Agenda item is set
to 5.
Manual numbering
When this numbering option is in use, the
renumbering is done from the Edit agenda
(page 421) window.
How:
1. On the meeting, open the 'Agenda'
tab and click on the Edit agenda
button.
2. In the 'Edit agenda' window, select
the wanted board case/handling
and then click on the Edit button.
3. When the 'Edit agenda activity'
dialog box opens, type in the
wanted value for the
case/handling.
4. Click OK.
436  Board and council
360° User Guide
Mass update board documents
Phase
Comments
Key/field
The mass update window gives you a quick way of readying documents to be dealt
with by the various boards. The window lets you update document status and add
remarks.
Run mass update
From the Functions menu, select Mass
update documents.
Search for
documents to update
Click the Search documents button.
When the search window opens, search for
the documents you want to update.
The usual search window is expanded with
fields ideal for finding board documents.

Board name

Meeting date

Agenda item

Board Case number – From and To
Note
This search facility will only find
documents where the document type has
been set up for Board & Council
management.
Towards the bottom of the search window,
select documents to include in the mass
update and click OK.
Select values in
Status and New
remark fields
In the mass update window, now select a
status for the documents and type in any
remarks.
If you do not add a remark, the field will
not be updated either.
Select all the documents you want to
update in the list at the bottom of the
window.
Run update
Click the Update button to run the mass
update.
Display results
The items will now be ticked off as they
are updated.
If an item cannot be updated for whatever
reason, this will be indicated by a red X
symbol.
360° User Guide
Board and council  437
Produce meeting documents
Phase
Comments
Key/field
The document templates used in Public 360° will normally be customised for each
individual organisation. The procedures below show how to create the documents.
Once an agenda is ready and all the necessary board handling activities have been
linked to it, you can then open the agenda to produce a meeting summon or minutes
book. You can produce documents regardless of meeting status.
Tip
From 360° SP7 and later, we strongly recommend using the Meeting Book feature.
See Produce meeting book (page 440).
Open meeting
Open the meeting you want to produce an
agenda for.
The meeting can be opened from the
Quick Launch or by opening the board and
then selecting the meeting from the
Meetings list.
Select signatories
To merge participants who are authorised
as signatories into the meeting minutes,
the signatory authority must be
registered.
Open the Attendance tab. Click the
context menu for the participant and
select Minutes book signing.
A pen icon appears in front of the meeting
participant’s name.
Select document
template
Select the Agenda folder.
Produce agenda: Click the Produce
button, and then Agenda.
Produce minutes: Click the Produce
button, and then Minutes Book.
Edit content
MS Word opens and the information
recorded for the meeting, agenda items
and handlings are merged into the right
place in a new document file.
Enter the required text in the Word
document and save in the usual way.
Transfer document
Once the document is fully completed, you
transfer it to the document archive in
Public 360° by clicking the Save Agenda
or Save Minutes Book button available
on the MS Word toolbar.
This button only needs to be used to
transfer the document the first time it is
used. Later, you can edit the file in the
same way you would other files in Public
360°.
438  Board and council
Save minutes
Save Minutes book
360° User Guide
Tip
When the document is saved and ready,
click the Remove [Save] button to
finalise. This button removes all macro
buttons and macros from the document.
Removing the macros reduces the risk of
error messages appearing when external
recipients open the document.
Recommended!
About the document
360° User Guide
Remove [Save]
A reference to the document is available in
the Documents folder. If a case has been
set up for the board to which the meeting
documents are to be linked, the document
will then be linked to this case. If no case
has been set up for the board, the
document will be created as a different
type of document.
Board and council  439
Produce Meeting book
Phase
Comments
Key/field
Meeting book is a feature that reduces the workload when producing and distributing
meeting documentation to external participants. The Meeting book feature merges all
the meeting files into a single PDF file.
Once the agenda is ready and all the necessary board handling activities have been
linked to it, you can open the meeting to produce a meeting book.
You can produce documents regardless of meeting status.
Note
The Meeting book features requires 360° to have been set up for 360° Format
conversion.
Open meeting
Open the meeting you want to produce
the Meeting book for.
The meeting can be opened from the
Quick launch or by opening the board and
then selecting the meeting from the
Meetings list.
Select Meeting book
When the meeting opens, open the
Agenda folder. Click the Produce button,
and then Meeting book.
Select content
Select:
Produce public version to include public
(unclassified) board cases/handlings.
Documents linked to confidential cases will
then not be included in the Meeting book.
Generate agenda to include the meeting
agenda as a table of content.
Include latest summons to include the
latest summons. Note that this option
requires that the summons have been
produced before producing the Meeting
book and that the board is set up with a
Case for Meeting Doc.
Select attachments
Select:
All to include all files attached to the
agenda items including previous decisions.
Propositions and previous decisions
only to only include previous decisions
and the main propositions (or other
documents) linked to the board
case/handlings.
440  Board and council
360° User Guide
Click OK.
A dialog box opens to confirm that the
format conversion is in progress.
360° Format conversion runs without user
intervention. You can therefore safely
close this dialog box and continue working
on other tasks.
It may take several minutes before the
converted file is displayed.
Tips
To open the in progress dialog box again,
click the Produce button, and then Show
meeting book progress.
When the meeting book is produced, click
on Click to view the meeting book to
open it.
Note
Unless the board has been set up with a
Case for Meeting Doc., the PDF file is
not automatically saved anywhere. If you
close the file without saving it first, you
will have to regenerate it.
Front page example
The front page is produced from a Word
template that can be customized for you
and your organization.
By default, the front page includes a
"Note:" section. Information typed into
the Note field on the meeting, will be
presented here.
Where is the PDF file
saved?
If the board is not set up with a Case for
Meeting Doc., the PDF file is not saved
anywhere.
If the board is set up with a Case for
Meeting Doc., the produced PDF file will
be saved as a document in Public 360°.
You can open the document from the
Meeting's Documents tab.
360° User Guide
Board and council  441
About the Meeting
book content and
sort order
Sort order of files within one agenda item:
1. Proposition (main file)
2. Nominating handling/decision document (see below for details)
3. Attachments to the proposition document
Decisions from previous board cases/handlings.
About Nominating
handlings
The nominating handling is the valid decision from a previous meeting. This is only
true when a board case is processed in several meetings/boards.
The nominating handling is normally the decision from the previous board
case/handling, but you can manually set another board cases/handlings as the
nominating handling.
442  Board and council
360° User Guide
Paperless meeting for iPad (eMeetings)
In order to prepare a meeting in Public 360° for a Paperless meeting for iPad, a SharePoint site will need to have
been set up for the board/council. The meeting and the associated documents will then have to be exported from
Public 360° to the SharePoint site where it can then be readied for publishing to the iPad. To be able to export
from Public 360°, you must have the role of Board Secretary.
eMeetings module
PUBLIC 360°
PUBLIC 360° LRG
BUSINESS 360°
Optional
Optional
Optional
Create a SharePoint site for a board
Phase
Comments
Log in to SharePoint
site
Log in to the SharePoint site for
eMeetings.
Key/field
Tip
The address for this site should be
available from your system administrator.
Create board site
Create a site for the board meeting you
exported from Public 360° in the previous
step.
From the Site Actions menu, select Site
Settings, and under "Site Collection
Administration", select Create new
board site.
Fill out the Title field and any
Description.
Tip
To keep things simple you may want to
use the board name from Public 360° in
the Title field.
Under "URL name" complete the URL by
filling out the text field. This may, for
example, be the same as the board name.
Click OK to finish. The new board will be
displayed immediately. It will also appear
in the menu bar.
Tip
To go back to the main window with the
menu bar, click the up button and select
eMeetings.
360° User Guide
Board and council  443
Give users access to a board
Phase
Comments
Select board
Click the board you want to give users
access to. For example, "Building
committee 2011" in the figure on the
right.
Key/field
Click Site Actions and select Site
Permissions.
Select users
Click Grant Permissions and under
Select Users, select users.
Grant permissions
Under Grant Permissions, select the
Read access level. Meetings, agenda
groups and cases will by default inherit
permissions for board access. There is also
an option to set custom permissions for
these in the same way as described
above.
Complete registration
Once you have finished, click OK to save
and quit.
444  Board and council
360° User Guide
Export meetings from Public 360°
Phase
Comments
Select meeting
From the Functions menu, select Export
to Public 360° Paperless Meeting for
iPad.
Key/field
In the search window that comes up, call
up the relevant board meeting and click
OK (in the search window). Select an
export destination for the meeting
documents.
Export directly to a
board
If your system is set up to do so, you will
now be given a window for selecting the
board you want to publish to. You can also
choose to exclude restricted contents.
Select board and click OK. Publication is
now complete and the meeting and
associated files will be saved under the
selected board on the SharePoint site.
If you do not see the window shown here
on the right, proceed with the export
process described below.
Make a note of the
path to the exported
files
A dialog box showing the path to the
exported files now appears.
The path has the form:
\\Server\360users\onenote\no\[user]\.
Make a note of this path because you will
need it later for fetching the files from
SharePoint.
360° User Guide
Board and council  445
Add a board meeting to the SharePoint site
Phase
Comments
Key/field
Dependent on how Public 360° is
configured, the procedure below can also
be executed automatically
Upload the meeting
and its documents
In the site for the Board, click
Publication Data.
Select the Documents tab.
Click New Folder to create a folder for
the meeting documents that are to be
published.
Give the folder a name (for example,
same name as the meeting date,
yyyy.mm.dd) and click Save. Select the
new folder when it appears in the list.
Click Add document. In the dialog box
that comes up, click Browse to go to the
folder you exported the meetings to when
you were in Public 360° (See 'Preparations
in Public 360°'), and select a file for
upload.
If you will be uploading many files, click
Upload Multiple Files. In the window
that opens, you can either drag and drop
files and folders or navigate to them and
select many at a time. Note that this
function is only available for use with
Microsoft Internet Explorer.
Click OK to start the upload.
Make the meeting
available for iPads
446  Board and council
Once the files have been uploaded, find
the XML document, and from the XML
document’s context menu, select Publish
Meeting.
360° User Guide
In the dialog box, documents subject to
secrecy are checked for exclusion by
default. If such documents are to be
included, you will have to disable this
checkbox.
Click OK to start publication.
Once publication has finished, the users
will see the meeting and associated
documents on their iPad.
360° User Guide
Board and council  447
Maintain board/meetings on the SharePoint site
Phase
Comments
Key/field
Dependent on how Public 360° is
configured, the procedure below can also
be executed automatically
Add and replace
documents for a
meeting
If new documents need to be added to the
meeting, simply work through the
procedure as described under Add a board
meeting to the SharePoint site (page 446).
In Public 360°, select the new documents,
and on the SharePoint site, select the
current board from the menu bar. This
also applies to changed documents to
replace existing ones. However, you must
then make sure that the Overwrite
existing files checkbox is enabled. This
comes up after you have clicked "Add
document" on the SharePoint site.
Make the meeting available for the iPads
again, as explained in Add a board
meeting to the SharePoint site (page 446).
Delete a board from
the SharePoint site
Note
This procedure can only be used if the
board do not have published meetings. If
so, you must use the procedure under
"Delete a meeting from the SharePoint
site", but now for a board.
Select the board you want to delete. From
the Site Actions menu, select Site
Settings, and under "Site Actions, select
Delete this site. You will receive a
warning to which you respond by clicking
Delete to confirm.
Delete a meeting
from the SharePoint
site
Note
You should only delete a meeting if it is
published by a mistake.
Select the board with the wrongly
published meeting, and then select the
meeting in question.
From the Site Actions menu, select Site
Settings. Under Site actions, select
Manage site features.
Activate "360° eMeetings Board Site
Deletion.
It should look like this when you are done
448  Board and council
360° User Guide
Again, from the Site Actions menu select
Site Settings.
Then select Delete this site and sub
sites.
You will now get a list of what will be
deleted so that you can check.
Click Delete to confirm.
Note
If this is a big meeting, it might happen
that the deletion will stop. This is because
SharePoint limitations. If so, you just open
the page again and click the 'Delete'
button. The deletion will continue from
where it stopped.
360° User Guide
Board and council  449
Publish board, meetings and documents to 360°
OpenGov Meetings
Phase
Comments
Key/field
In the following, we describe how you publish information about boards and their
meetings and documents from Public 360° to the internet for public access.
Classified meeting documents with the "Secrecy" status set, and meetings documents
that have not been journalized will not be published.
In order to publish board information, you need to have the role of Board Secretary in
Public 360°, and the module 360° OpenGov Meetings must be installed.
The web service publishing is based on rules, ensuring that the Freedom of
Information Act is upheld. You can remove documents that you do not wish to publish
or that have not been marked with the correct protection information. This is done by
changing the registered information or classification in the Board and council module
in Public 360° (see the last step). Boards and meetings will not be published online
unless they are actively marked for publication. A new meeting is only published when
a user changes the status of the meeting in Public 360°.
Select board
Search for and select the relevant board.
Activate board for
publishing
From the context menu, select Edit
properties.
In the Activation field, select 2 Internet, active board for publishing.
Non-published boards will have the
activation status "1 - Internal".
Tip
If you do not want earlier board periods to
clutter your published lists you can set
them to activation status "0 – Inactive"
The Sorting field is used to sort the
boards in the published list on the
website. Enter a number in this field. 1 is
the highest priority and this board will
appear at the top of the list on the
website.
The notes field in the Notes tab will be
published along with the board. Here you
can enter information about the board.
The formatting will be retained on
publication, so that you can create a
structured text with paragraphs, lists, etc.
Click Finish.
Publish the board's
meetings
450  Board and council
In the Meetings tab, select one of the
board's meetings to publish.
360° User Guide
Select a meeting and, from the meeting's
context menu, select Set status and
Public.
The meeting, with its documents and info,
will be published.
Do the same for all the board's meetings
that are to be published.
Remove a published
board or meetings
from the internet
If you have published a board or meeting
that should not have been published, it is
easy to undo this.
You remove a board by setting its status
back from "2 - Internet, active board" to
"1 - Internal". Use the same procedure as
in the first two items under "Activate
board for publishing".
You can remove a single meeting for a
board by setting the status of the meeting
back from "Public" to one of the other
statuses. Use the same procedure as for
"Publish the board's meetings".
360° User Guide
Board and council  451
Register meeting attendance
Phase
Comments
Key/field
In the Attendance folder you can plan and post-process the meeting. The list of
members are also used as the basis for determining meeting attendance figures.
See also Generate report on meeting and driving allowances (page 454).
Open meeting
Open the Attendance folder in the
meeting you want to work on.
In the folder you can do the following:
Get members
If the members do not appear in the list,
you can look them up by clicking the Get
board members button.
To add participants other than the board
members, click the Add participants
button.
Register attendance
The list contains all members of the board,
but not deputies. All members are set up
by default as active.
Register
deputisation
Click the member’s context menu and
select Register deputy.
The 'Register deputy' dialog box opens
with a list of board deputies and party
affiliation.
Check the deputy you require and click
OK.
Note
You will not be able to undo these actions
without adding all the members again
from scratch and deleting the deputy.
Register
attendance
Select the participant in the list and click
the Register attendance button.
When the ‘Register attendance’ dialog box
opens, check the boxes against the board
cases/handlings the selected participant
attended and click OK.
Recording attendance by board case
provides better information for the
minutes and for paying allowances.
If the participant was completely absent
from the meeting, uncheck all the board
cases.
If the participant's attendance at the
meeting was partial, both "Present" and
"Partial attendance" will be selected.
452  Board and council
360° User Guide
360° User Guide
Board and council  453
Generate report on meeting and driving allowances
Phase
Comments
Key/field
After meetings have been held and attendance has been registered, you can generate
a report listing all the meeting participants and their allowances.
In order to obtain a full report, the following information will have to have been
registered in advance:
Find board

Meeting allowance. Registered for the board. See Create board (page 404).

Payroll number and driving allowance. Registered for the contacts. See Set
driving allowance and payroll number (page 418).

The participants must be registered as having been ‘present’ or in ‘partial
attendance’. See Register meeting attendance (page 452).
Open the board you want to generate the
report for.
Use the Quick Launch or search facilities.
Open report
Click the board’s context menu and then
Generate report.
When the dialog box opens, use the From
date and to date to specify a date range
for the report.
Click the Get report button to find all the
contacts who have attended meetings
within the specified period. One row per
meeting. Partial attendance is also
indicated.
Generate report
454  Board and council
Click the Actions button and then
Microsoft report to generate the report.
360° User Guide
Example:
360° User Guide
Board and council  455
Reports in Board
When dealing with boards, councils and committees, the Available boards and Members of board work lists
give you access to a set of reports and lists.
Produce board reports
Phase
Comments
Key/field
From the Available boards work list you can produce reports and lists of the boards
available.
Open work list
Open the Available boards work list.
Filter list
In the 'Available boards' work list you can
now use the Category and View menu
buttons to apply a filter to the list so that
it only shows boards of a certain category
or status.
Filter columns
You can also filter the columns so that the
list only shows boards with a certain value
in one or more of the columns.
The majority of the columns in the list can
be filtered.
Start report
Click the Start report menu button and
then the required report.
The report opens.
Print report
Click the Print button to print the report.
Export report
If you want to export the report to another
format, select the required format from
the Export button.
456  Board and council
360° User Guide
Produce member reports
Phase
Comments
Open the Members of
board web part/ work
list
Open the Members of board web part.
(For more information on how you can add
this web part to your desktop, see Create
a private desktop (page 28).)
Key/field
If you are a Board handler, you can open
this work list from the Quick Launch by
selecting Manage board members.
Select board
When the web part /work list is opened,
select the board you want to work with.
The work list will now show the members
in the selected board.
Start report
Click the Start report menu button and
then the required report.
The report opens.
Print report
Click the Print button to print the report.
Export report
If you want to export the report to another
format, select the required format from
the Export button.
360° User Guide
Board and council  457
Produce Board member dispatch list
Phase
Comments
Open the Distribution
overview – boards
work list/web part
Open the Distribution overview boards web part. (For more information
on how you can add this web part to your
desktop, see Create a private desktop
(page 28).)
Key/field
If you are a Board handler, you can open
this work list from the Quick Launch by
selecting Manage distribution info.
Select board
When the web part /work list is opened,
select the board you want to work with.
The work list will now show the members
in the selected board.
Start report
Click the Start report menu button and
then the required report.
The report opens.
Print report
458  Board and council
Click the Print button to print the report.
360° User Guide
Create labels for board members
Phase
Comments
Key/field
If you plan to send letters or packages to multiple members in a board, you can
create labels for all the members.
Labels can also be printed from the Contact search window, but below we describe
how you can print labels from the web parts Members of board and Distribution
overview - boards.
Open the ‘Members
of board’ web part or
the ‘Manage board
members’ work list
Open the Members of board or the
Manage board members web part. (For
more information on how you can add this
web part to your desktop, see Create a
private desktop (page 28).)
If you are a Board handler, you can open
this work list from the Quick Launch by
selecting Manage board members or
Manage distribution info..
Select board
When the web part/work list is opened,
select the board you want to work with.
Create labels
In the upper right-hand part of the web
part, click on Create labels and then
select the wanted template.
The labels will open in Word and are ready
for printing on a sheet suitable for labels.
By default, the members' Name, Address,
Dispatch group, Board code and number
of copies are merged to each label.
Tip
Labels can also be printed from the search
for Contacts window.
360° User Guide
Board and council  459
Publish
Publication
Comments
What to publish?
Generally we recommend that you publish board information whenever new meetings
are set up, whenever the list of members changes and whenever cases have been set
up for handling by the board. For meetings, the routine might for example prescribe
that when an agenda is locked and the meeting status is set to Public (release to
public domain), the meeting should be published internally.
Publish board
Publish meetings
Publish board list
460  Board and council
’Publishing a board’ means that the
information registered in connection with
the board is readied for transfer to the
intranet or Internet.
’Publishing a board meeting’ means that
the information registered in connection
with the meeting is readied for transfer to
the intranet or Internet.
A board list is produced as a page listing
all the boards alphabetically.

The text from the Notes in
Board details

Meetings that have been set up
for the board. Cancelled
meetings are published
internally, but not externally.

The board’s active members
and deputies.

Cases that have been set up for
handling by the board. The list is
sorted with the last board case
at the top. Inactive cases are
only published internally.

Note that files attached to board
cases must be officially recorded
in order to be publishable. This
applies to case propositions for
example.

Date, time and venue.

Text that has been entered in
the Notes field in the details for
Appointment – Board meeting
will be entered under the
subtitle of ’For information’.

The agenda with all agenda
items.

Documents and the role
assigned to the document.

Meetings that have been set up
for the board.
Cancelled meetings are
published internally, but not
externally.

Note that files attached to board
cases must be officially recorded
in order to be publishable. This
applies to case propositions for
example.

List of all boards. Boards set up
with the ’Internal’ activation
type will only be added to the
list for purposes of internal
publication.
360° User Guide
Publish meetings, boards and board lists
Phase
Comments
Publish Board
Open the All Boards work list. Click the
board’s context menu and select Publish
Board List.
Publish Board
meeting
Open the Board Meetings work list. Click
the meeting’s context menu and select
Publish Meeting.
Publish Board List
Open the Board work list and click the
Publish Board List button.
Key/field
The ‘Publish’ dialog box opens.
Select variant
In the Publishing variant select internal
or external publication.
In the case of external publication, details
concerning board cases and documents
screened from the public domain will for
example not be published.
Confirm
Click OK to publish the board.
Get list of published
files
As part of the process, a document will be
created showing which files are generated.
Quality control
The published data will be placed in a
subfolder of your work folder.
The work folder is used for intermediate
storage. Here you can quality control the
data before posting them to an intranet or
the Internet.
The screenshot on the right gives you an
example of what the published data might
look like.
In order to be able to see the data as they
will be presented, you will need to copy
three folders to your work folders. These
folders are css, img and xsl.
The folders are supplied with the server
installation under C:\360\360 Program
Files\Samples\BoardPublishing.
Contact your system administrator for
help in adding these folders to your work
folder.
360° User Guide
Board and council  461
Register new board period
Phase
Comments
Key/field
When the period for a board approaches expiry, you can choose to create a board for
the next period based on an existing one.
Select New period
Click the board’s context menu and then
New period.
Edit fields
The ’New board’ wizard opens immediately
with the same information as in the board
you used to base it on.
Register a new Period (by default this is
set to the previous board’s expiry date).
Check all the other fields and edit as
necessary in all the steps in the wizard.
Members
The Members step shows the members
from the previous period. If the list of
board members is not ready when you
register the new period, you can opt to
leave the members as they are until the
list is ready to be edited in the new board
period.
Complete registration
Once you have finished, click Finish to
save and quit.
The board will now be shown in the board
list as an independent entity. Once a
board with a new period has been created,
you can start entering the first meetings
of the board.
Note
There is nothing to prevent you from
updating information for the board in
previous periods. You should therefore
always check that you are editing the
board for the correct period.
462  Board and council
360° User Guide
Work lists and web parts for Board secretaries
Phase
Comments
Key/field
As a Board secretary, the work lists provide you with a number of useful functions
that you can use to find, process and report on boards, board meetings, cases and
documents.
Board handling
Available boards
Lists your available boards.
This list can be filtered on board category,
and active and inactive boards.
From this list, you can produce the reports
Boards report and Board member
dispatch list and also publish the boards.
(See Publish (page 460)).
Meetings
Lists the meetings in your available
boards.
From this list, you can publish both
meetings and boards. (See Publish (page
460)).
All boards
Lists all boards– also boards set to "0 Inactive."
From this list, you can publish your
boards. (See Publish (page 460)).
Manage board
members
Lists the members of a selected board.
You also use this work list when adding
and managing board members.
See Member management (page 407) for
more information.
You can also produce member reports
(See Produce member reports (page 457))
and produce labels (See Create labels for
board members (page 459)) from this
worklist.
Manage distribution
info
Lists the members of a selected board.
You also use this work list when adding
and managing board members.
See Member management (page 407) for
more information.
This is a variant of the Manage board
members worklist, but with other
columns.
You can also produce member reports
(See Produce member reports (page 457))
and produce labels (See Create labels for
board members (page 459)) from this
worklist.
Document Decision documents
Lists all decision documents with status
"Reserved" and where you are responsible
person. I.e. all decision documents
produced from the minutes of meetings
file. (The Decision document is produced
from a macro button within the minutes of
meetings file).
From this list you can edit files and
dispatch documents to the archive.
360° User Guide
Board and council  463
Web parts
customized for
Board and council
The web parts listed below can be added
to your personal desktop. For more
information, see Create a private desktop
(page 28).
All boards
This Web part has the same content as the
work list All boards.
You can connect this web part to the web
parts Members of board or Distribution
overview - boards.
Available boards
This Web part has the same content as the
work list Available boards.
You can connect this web part to the web
parts Members of board or Distribution
overview - boards.
Members of board
This Web part has the same content as the
work list Manage board members.
Lists the members of a selected board.
From this web part, you can produce
member reports (See Produce member
reports (page 457)) and produce labels
(See Create labels for board members
(page 459)).
Distribution overview
– boards
This Web part has the same content as the
work list Manage distribution info.
This is a variant of the Members of
board web part, but with other columns.
From this web part, you can produce
member reports (See Produce member
reports (page 457)) and produce labels
(See Create labels for board members
(page 459)).
Political parties
Lists all political parties.
From this web part, you can produce the
report Political parties.
You can connect this web part to the web
part Members of party.
Members of party
Lists the members of a selected party.
From this web part, you can produce the
report Members of party.
Note
This web part must be connected to the
web part Political parties. See Connect
web parts (page 31) for more information.
Decision documents
464  Board and council
This Web part has the same content as the
work list Decision documents.
360° User Guide
My propositions
This web part lists all of your case
propositions that are currently set to
handling by an open or planned board .
For propositions to be handled by more
than one board, the next board and
meeting are also shown.
Clicking the Other handlings hyperlink
brings up a list of any subsequently
planned handlings for the case
proposition.
My meetings
This web part lists all the meetings you
will be attending. The default is for all
meetings to be listed one month ahead
and one month back in time.
This web part is accessible by all users –
regardless of their role, but is ideal for
those who frequently attend internal
meetings.
My boards
This web part lists of all the boards of
which you are a member and the role you
play in the various boards.
This web part is accessible by all users –
regardless of their role, but is ideal for
those who frequently attend internal
meetings.
360° User Guide
Board and council  465
Historical search
This module allows you to search for and view cases and documents in databases created using applications other
than Public 360°. The database of historical data will need to be adapted slightly, and Public 360° will need to be
specially configured for the search to work.
Note
Data in the historical database cannot be edited using this function. To do this, you will have to use the original
application.
Historical search module
PUBLIC 360°
PUBLIC 360° LRG
BUSINESS 360°
Optional
Optional
Not available
360° User Guide
Historical search  467
Search historical archives
This function allows you to search for cases and documents in historical databases. These might for example be
databases created using applications other than Public 360°.
Phase
Comments
Select search and
item
Click the Historical search menu button
and then select the item type you want to
search for.
Add search criteria
and count number of
results
The search window that opens contains
fields tailored to the item you selected.
Key/field
Enter values in the fields you want to use
for searching. For information about the
different types of fields, see Extended
Search (page 49).
To count how many results are generated
by the search, click on Actions and
Count.
The number of results is shown above the
list of search results.
Perform search
Click the Search button to run the search.
All items that meet the search criteria will
be displayed in the list of search results.
468  Historical search
360° User Guide
Create case with cross-references to historical
cases
Public 360° can be set up with an option for making cross-references to cases held in a historical archive.
Once this option has been enabled and you create a new case in Public 360°, the documents associated with the
historical case will appear as documents under the new case you have just created.
Phase
Comments
Create case
Click the New menu button. Select Case
and then the case type enabled for crossreferences to historical cases.
Key/field
As a minimum, complete any mandatory
fields (
), such as case Title, in the
usual way.
Archive case
Open the General step.
In the Preceding case field, find the case
you want to cross-refer to.
To search, enter the start of the case
number you want to search for and then
press RETURN or click the button to the
right of the field.
Complete registration
Once you have finished, click Finish to
save and quit.
View historical
documents
Open the Documents tab.
From the View drop-down list, select
Preceding case.
The documents relating to the preceding
case will now appear on the tab.
360° User Guide
Historical search  469
Import historical cases and documents
A historical search involves getting read access from Public 360° to cases and documents from historical
databases.
But if you want to work on historical cases or documents, the cases (or cases with their documents) have to be
imported into Public 360°. See description below.
Phase
Comments
Search for the case
you want to import
Search for and open the historical case
you want to import. For more information,
see Search historical archives (page 468).
Select import
Click the historical case's context menu,
then the required import option (see
below) and case type if appropriate.
Key/field
Import options:
Select Import case if you just want to
import the selected case.
Select Import case with documents if
you want to import the selected case and
all documents and files.
Select Import documents if you want to
import the selected case's documents to
an existing case in Public 360°.
This option is only available in the
following instances:

The case you have selected has
already been imported into Public
360°, i.e. it was previously
imported using Import case.

A case has been manually created
in Public 360° with a reference to
the case you have selected. See
Create case with cross-references
to historical cases (page 469) for
more information.
Note
Public 360° can be set up with a
maximum permitted number of documents
which can be imported from a case. If the
case has more documents than this
maximum, the menu option ('Import case
with documents' and 'Import documents')
are not displayed for this historical case.
470  Historical search
360° User Guide
Complete case details
if necessary
When the 'New case' wizard opens, the
fields will be prefilled with values from the
historical case.
The import function is always adapted to
your enterprise. Normally, the historical
field values will be mapped to equivalent
values in Public 360°, but in principle they
can be mapped to other values entirely.
By default, you register yourself as
Responsible person (with unit) for both
the case and the documents. (Whether the
document's senders and recipients are
to be imported is defined by a setting in
Public 360° Administrator).
A reference to the historical case will also
be created automatically. Case parts,
audit trails and case references are
however not imported.
Complete any values in the wizard and
click Finish.
Note
If you have selected the import option
‘Import documents’, the new case's detail
window is opened directly, bypassing the
new case wizard.
The detail window for the imported case
will now open.
Progress of document
import
If you selected the import option 'Import
case with documents' (or 'Import
documents'), the documents will also be
imported.
The import of the documents with files
takes place on the server without user
intervention. The import may take a while
to complete.
You can follow the progress of the import
by opening the Details tab and viewing
the status in the Preceding case import
status field.
(Click Refresh F5 to refresh the detail
window).
When the status shows "The case and its
documents are imported", the documents
are in place.
View documents
When the documents have been imported,
they appear in the Documents list.
Normal processing rules will now apply to
these documents.
360° User Guide
Historical search  471
View preceding
documents
In cases imported from historical archives,
in the Documents list, you can also use
the View dropdown list to change the
document view.
Select the Preceding case view to display
the documents as they were saved in the
historical archive. Note that you only have
read-rights to these documents.
The "All" view displays the imported
documents (assuming they have been
imported).
472  Historical search
360° User Guide
Reports and statistics
This section describes the reports and statistics included with Public 360°.
View reports and statistics
Phase
Comments
Open reports and
statistics
On the main menu click on the Reports
button. Point to Journal reports or
Statistics and then select the report or
statistic you want to view from the submenu.
Specify selection
criteria
When the 'Selection criteria' window
opens, specify the selection criteria as
applicable.
Key/field
For more information about the 'Selection
criteria' windows, see also Available
journal reports (page 483) and Available
statistics (page 475).
Produce the report
360° User Guide
Click the Start report button to view the
results.
Reports and statistics  473
Functions in the reports and statistics windows
Function
Comments
Key/field
The Menu bar below the Parameter bar at the top of the window gives you some
useful functions.
Refine selection
criteria
If the report did not include the required
data, click on the Change criteria button
to return to the 'Selection criteria' window.
Browse to page
Let's you move to another page. If the
report consists of several pages, the arrow
keys let you browse to the first, previous
or last page. You can also enter the page
number you want to go to in the white
field and press ENTER.
Note
Please note that the report does not count
the number of pages in the report. This is
simply a resource-saving measure. To
illustrate this, a question mark is shown
next to the "of #" text.
Zoom
Let's you zoom in and out of the report.
Search
Let's you find a word or a text string in the
report.
In the search field, enter the word you
want to find and click the Find button.
Convert to PDF
Saves the report as a PDF file.
474  Reports and statistics
360° User Guide
Available statistics
The statistics provide a general impression of workloads, case processing time and other performance indicators
broken down by department.
Statistics: Simple usage statistic
Phase
Comments
Key/field
This statistical report shows the number of active users per month broken down on
departments. Definition of use is that the users have visited (opened or viewed) Public
360° items (Cases, Documents, Activities, Projects, Contacts or Estate). The items to
be logged are determined by a setting in 360° Administrator.
Selection criteria
Organisational unit.
Select year.
Example
Columns in the report
Column
Comments
Year
This statistic shows one page per month.
Departments
Shows the departments.
Active
Shows the number of active users. Active users are users who have visited 10 or
more items this month.
Less active
Shows the number of sporadic users. Less active users are users who have visited
between 1 and 9 items this month.
Inactive
Shows the number of inactive users. Inactive users are users who have no visits this
month.
360° User Guide
Reports and statistics  475
Statistics: Usage by roles
Phase
Comments
Key/field
This statistical report shows the number of active users within the given period and
broken down by roles and departments. Definition of use is that the users have visited
(opened or viewed) Public 360° items (Cases, Documents, Activities, Projects,
Contacts or Estate) in the specified period. Which items to be logged are determined
by a setting in 360° Administrator.
Selection criteria
From date and To date.
Organisational unit.
Example
Columns in the report
Column
Comments
Departments
Shows the departments.
Role
Shows the user roles. If a user has multiple roles in the system, the usage activity is
logged on the role that the user had when the item was opened.
Active
Shows the number of active users. Active users are users who have visited 10 or
more items within the period.
Less active
Shows the number of sporadic users. Less active users are users who have visited
between 1 and 9 items within the period.
Inactive
Shows the number of inactive users. Inactive users are users who have no visits
within the period.
476  Reports and statistics
360° User Guide
Statistics: Documents: Processing and backlog
Phase
Comments
Key/field
This statistical report shows the number of documents processed within a given period
together with the number of backlog items for both the current backlog period and
previous periods.
Selection criteria
From journal date and To journal date.
Organisational unit
Document profile. If no document profile
is selected, cases and documents from all
archives will be shown.
Incoming and outbound documents are
included in this report by default.
You can optionally choose to Include
memos (“Internal memo with follow-up”).
Example
Columns in the report
Column
Comments
Org. unit
Displays one row for each selected organisational unit.
Received
Shows the number of incoming documents (and, if selected, all incoming memos)
officially recorded within the period.
Outbound
Shows the number of outbound documents (and, if selected, all sent memos) officially
recorded within the period.
Signed off
Shows the number of incoming documents (and, if selected, all incoming memos)
signed off (or replied to) within the period.
New
Shows the number of new backlog items within the period, i.e. all incoming
documents (and, if selected, all incoming memos) with a journal date within the
backlog period that have no sign-off date.
Older
Shows the number of old backlog items within the period, i.e. all incoming documents
(and, if selected, all incoming memos) with a journal date prior to the backlog period
that have no sign-off date.
Total
Shows the total number of backlog items, i.e. the sum of old and new backlog items.
360° User Guide
Reports and statistics  477
Statistics: Cases: Backlog
Phase
Comments
Key/field
This statistical report lists the number of cases created within a given period together
with the number of unfinished cases for both the current period and previous periods.
The statistic is intended to act as a supplement to regular backlog checks. The
statistic is also a useful tool for obtaining an impression of the current workload and
consequently for informing decisions about workload redistribution.
Selection criteria
From case date and To case date.
Organisational unit
Example
Columns in the report
Column
Comments
Org. unit
Displays one row for each selected organisational unit.
New
Shows the number of new cases within the period, i.e. all cases with a case date
within the selected period and which require follow up.
Not closed
Shows the number of new cases within the period that have not been closed, i.e. all
cases with a case date within the selected period that have not expired or been closed
and which contain documents that have not been signed off.
Old not closed
Shows all cases that had not yet been closed at the start of the current period, and
which contain documents that have not been signed off.
This means cases whose case date predates the first date in the selected period and
where the case is still being processed.
Total not closed
Shows the total number of non-finalised cases, i.e. the sum of not closed and old not
closed.
478  Reports and statistics
360° User Guide
Statistics: Documents: Processing time
Phase
Comments
Key/field
This statistical report shows average time taken from when a document is received by
your organisation until it is officially recorded. This is a useful tool for managers who
need to get an impression of any bottlenecks.
Note that this statistic only list documents that are answered by reply documents and
officially recorded within the selected period. The reply letters must also be officially
recorded/finalized.
These statistics are intended as an aid to planning work, i.e. business plans, staffing
rosters or budgets, to provide an overview for management of case processing times.
Selection criteria
From date and To date
Organisational unit
Document archive. If no document
archive is selected, cases and documents
from all archives will be shown.
Example
Columns in the report
Column
Comments
Org. unit
Displays one row for each selected organisational unit.
Intervals
Shows the case processing time by time intervals.
360° User Guide
Reports and statistics  479
Statistics: Cases: Processing time
Phase
Comments
Key/field
This statistical report shows the average time taken from when a case is created
within the organisation until it is closed. This is a useful tool for managers who need
to get an impression of any bottlenecks.
These statistics are intended as an aid to planning work, i.e. business plans, staffing
rosters or budgets, to provide an overview for management of case processing times.
Selection criteria
From date and To date
Organisational unit
Case type. If no type is selected, all case
types will be shown.
Example
Columns in the report
Column
Comments
Org. unit
Displays one row for each selected organisational unit.
Intervals
Shows the case processing time by time intervals. Case processing time is defined as
the time elapsing between the case creation date and the last document’s document
date.
480  Reports and statistics
360° User Guide
Statistics: Documents: Number of registered
Phase
Comments
Key/field
This statistical report provides an overview of the number of registered documents per
time unit and organisational unit. The aim is to provide an impression of changes in
workload over time.
Selection criteria
Select year.
You can also restrict the results by
Document archive.
Document type.
Example
Columns in the report
Column
Comments
Org. unit
Displays one row for each selected organisational unit.
Months
Shows the number of registered documents of the type(s) selected, by months.
360° User Guide
Reports and statistics  481
Statistics: Cases: Number of registered
Phase
Comments
Key/field
This statistical report provides an overview of the number of cases per time unit and
organisational unit. The aim is to provide an impression of changes in workload over
time.
Selection criteria
When the Selection criteria window opens,
select the required year, and case type
as applicable.
Example
Columns in the report
Column
Comments
Org. unit
Displays one row for each selected organisational unit.
Months
Shows the number of cases of the selected type, by months.
482  Reports and statistics
360° User Guide
Available journal reports
This section outlines the standard journal reports that come with Public 360°. The reports covered in this section
are reports which are necessary in order to fulfil the requirements in the legislation and regulations or which are
normally required for other reasons.
Note
The Journal reports are only available if you have permission to view them. By default the journal reports are
available for users with the Registrar, Administrator or Manager roles.
Tip
In addition to the standard reports described in this section, you can also create simple reports in Public 360° by
using the search functionality (with export to Excel or Word). See Finding information (page 33) for more
information.
360° User Guide
Reports and statistics  483
Report: Archive summary
Phase
Comments
Key/field
The purpose of this report is to provide an overview of the sub-archives into which the
archive have been subdivided, with a statement of the archive period that it or they
are included in, classification system, status and physical location. This is important
for the overview in the archives.
Selection criteria
Archive period from and Archive
period to.
Journal archive.
Example
484  Reports and statistics
360° User Guide
Report: Case and document summary
Phase
Comments
Key/field
The purpose of this report is to provide a tool for the registry in its efforts to maintain
an overview of the archive material.
Selection criteria
Last journal date, from and Last
journal date, to.
Document profile. If no document profile
is selected , cases and documents from all
archives will be shown.
Example
360° User Guide
Reports and statistics  485
Report: Public journal
Phase
Comments
Key/field
The purpose of this report is to provide the public with information from your
companies registered documents.
The content of this report is designed as the Report: Ongoing journal (page 487)
report, but in this report all information that is exempt from public access is screened
out.
Screening
All cases and documents with an access code different to that of "Unclassified", can be
screened from the public domain. This allows you to protect information that is
governed by statutory provisions concerning confidentiality and personal data
protection. This information will also not be included in the ’Public journal’ report.
See Apply secrecy to a case (page 94) and Apply secrecy to a document (page 175)
for more information.
Selection criteria
From journal date and To Journal date.
Journal unit
Responsible unit
Responsible person
Incoming and outbound documents are
included in this report by default.
You can optionally choose to include
Internal documents and proposition
documents.
Example
486  Reports and statistics
360° User Guide
Report: Ongoing journal
Phase
Comments
Key/field
The purpose of this report is to provide an overview of all archived documents for
each day. The report contains information from case and documents, including
screened information.
Selection criteria
From journal date and To Journal date.
Journal unit
Responsible unit
Responsible person
Incoming and outbound documents are
included in this report by default.
You can optionally choose to include
Internal documents and proposition
documents.
Example
360° User Guide
Reports and statistics  487
Report: Backlog list
Phase
Comments
Key/field
The purpose of this report is to extract overviews of documents that have not been
fully processed and signed off or answered with a new document. In the latter case,
all inbound documents and all internal memos will appear on the backlog list until
they have the status “Completed” or “Officially recorded”. Temporarily answered
documents are not removed from the backlog list.
The aim of the report is to ensure that all enquiries received by your organisation are
answered within a reasonable period of time. The report also provides an overview of
your organisation’s workload.
Audiences
Managers: The back log list gives information on the current back log situation within
the unit.
Case responsible: The back log list can be used as a reminder that they have
unfinished cases.
Caseworkers: The back log list can be used as a reminder that they still have
documents that require processing.
Selection criteria
From journal date and To Journal date.
Responsible unit
Responsible person
Select the document types to be included
and whether preliminary signed-off
documents are to be included in the
report.
Example
488  Reports and statistics
360° User Guide
Report: Maturity list
Phase
Comments
Key/field
The purpose of this report is to show documents with a deadline for case processing.
If registrars are responsible for the maturity check, they must notify the caseworker
of the maturity date. Alternatively, caseworkers can follow up the maturity dates for
their own documents.
Selection criteria
Due date from and Due date to
Responsible unit
Responsible person
Incoming documents are included in this
report by default.
You can optionally choose to Include
internal documents.
Example
360° User Guide
Reports and statistics  489
Report: Downgrading list
Phase
Comments
Key/field
The purpose of this report is to provide an overview of documents that must be
reviewed in order to assess downgrading.
Selection criteria
Downgrade date from and Downgrade
date to
Journal unit
Responsible unit
Responsible person
Example
490  Reports and statistics
360° User Guide
Report: Transfer list
Phase
Comments
Key/field
The purpose of this "List for remote storage, transfer and handover" report is to
obtain an overview of the sections of the archive material that must be transferred to
a remote storage archive, an archive repository or another public sector body.
The report can be used as a remote storage list for the public body itself in connection
with periodization, as a handover list in connection with the transfer of archive
material between public sector bodies or as a transfer list in connection with transfers
to an archive repository.
Selection criteria
Period start and Period end
Journal sub-archive.
Example
Report: requests for access
For more information about this report, see View reports on requests for access (page 344).
360° User Guide
Reports and statistics  491
Glossary of Terms
Access code
In Public 360°, Access codes are used in order to screen information subject to legal statutes regarding
confidentiality and personal protection, such as national freedom of information acts. Access codes can be
registered on both case, document and file.
When an access code is different from "U - Unclassified", the document can be screened for the public. This makes
it possible to shield information subjected to confidentiality provisions and privacy. Screened information will not
be included in the 'Public journal' report.
Access group
You can consider Access groups as method for shielding information from other user groups in your company.
When using access groups as a part of the access matrix, the members of the group will be granted access to the
elements according to a level specified in the Access matrix.
Using access groups as part of the access matrix, members of one group, can for example have access to edit the
cases or documents in that group while other groups only have read permissions on Officially recorded/finalized
documents.
The Access group that all users of Public 360° is a member of is named "Public".
Archive
Archives consist of documents that are created in an enterprise, i.e. documents that are received or produced as a
result of the enterprise's work. Archive is also the highest level in the Archive structure.
Note
Do not confuse with the term "Document archive", which is not part of the Archive structure.
Archive code
See class
Archive parts
See Series.
Archive period
The period of time into which the archives are divided in connection with remote storage, etc.
Archive structure
The logical, hierarchical arrangement of archives. In Public 360°, each case is classified with archive, (optionally
sub-archive), Series, Classification system and Classes.
360° User Guide
Glossary of Terms  493
Breadcrumbs
Breadcrumbs or breadcrumb trail is the navigation aid shown at the top of each page in Public 360°. It allows you
to quickly navigate back to your recently used elements.
Case
Also called Case folder or Folder.
The Case element is used for gathering interrelated information, and as a tool for grouping case documents. This
gives you a good overview, and makes it easy to look up all the documents in a case.
Once you have created a case in Public 360°, the case will be assigned a case card showing case details such as
documents, contacts, notes etc.
All the contacts, documents, e-mail messages, projects, case parts and other items you link to the case will be
available from the case window.
Your organisation may have introduced more case types in order to differentiate cases to be processed according
to special routines.
Class
Formerly known as Archive code.
The components of a classification system. Classes are often part of a hierarchy.
Classification principle
See Classification system.
Classification system
Formerly known as Classification principle.
A classification system consists of classes that describes the archive creators functions and activities. It can also
describe subjects or objects (buildings for example). Classification systems may be derived from analysis of
business processes to ensure that the records and their metadata descriptions accurately represent the business
processes that created them.
Contact
In Public 360° we use the term contact as a generic term for enterprises, contact persons and private persons.
494  Glossary of Terms
360° User Guide
Context menu
On the context menus, you find the menu items that presently can be performed on the selected entity.
The content of the menu is adapted for the selected entity's status, user role etc. You will therefore at all times
only find functions that can be performed on the element in its current context.
The example below show the Case context menu.
Dispatch
When you in one of the Public 360° solutions dispatch a document, it means that the document is finalized. Which
again means that the document is made available for others while the file(s) are locked for further editing. When
dispatching, the document is sent either to the archive for a quality assurance or directly to the recipient through a
dispatch channel.
Document
In Public 360°, the term document is used when registering files, i.e. information about a file with any
attachments. A Document can be compared with a file card and contains information that categorizes and
describes the files.
If a document contains more than one file, are often those files considered as an entity representing the
document. For example, a contract can contain a main document (file) and several attachments, a letter can have
multiple attachments, while a drawing may for example exist both as a DWG file and a pdf file.
Document archive
Also called Document profile.
Document archive is a set of metadata properties classifying the different types of documents saved in Public
360°. The Document archive properties are defined in the "Code table: Document archive". Each document archive
can be set up with different sets of rules and additional fields.
Note
Do not confuse with the term Archive, which is part of the Archive structure.
360° User Guide
Glossary of Terms  495
Document category
In Public 360°, you can create different types of documents. The different types have different characteristics and
require different monitoring and processing.
Examples of document categories:

Incoming document is used on externally produced documents that must have an internal recipient. In
the Public 360° solutions, this category requires follow-up and needs a response (a reply or a sign-off
code).

Outbound is used on internally produced documents that require external recipient. This category does
not require any follow-up.

Internal memo with follow-up is used on internally produced documents that require one or more
internal recipients, but no external recipients. In the Public 360° solutions, this category requires follow-up
and needs a response (a reply or a sign-off code).

Internal memo without follow-up is used on internally produced documents, which may have one or
more internal recipients, but no external recipients. This category not require any follow-up.

Proposition is used on internally produced documents which may have one or more internal recipients,
but no external recipients. This category does not require any follow-up. (This document category is
preferably used in the Board and Council module).
Elements
This is the generic term for the elements that you can create in 360°. That is, Cases, Documents, Projects,
Contacts, Activities and Estates.
File
We use the term File on all types of files. This includes Word documents and Excel sheets. Awareness of this term
is important to avoid confusion with the term "Document".
File versions and variants
Version
Each time a file is opened for editing and then checked in again, a new version of the file is created in the
document store. The file list displays only the active version of the file (which normally also is the most recent
version of the file).
Variant
A file version can be saved in several variants. You might like to think of the variant as a new ‘version’ of a file,
but one that has the same version number as the file of which it is a variant, while having a different variant type.
Often the different file variants have the same content, but it can also be made variants of files whose contents is
changed from the original file. For example, there can be made an P - Public format variant from which
confidential information has been removed, so that it can be made publicly available.
If documents are delivered electronically to a remote storage archive, an archive repository or another public
sector body, it is usually a requirement that the files are in a format defined as "Archive Format". (The file
formats "PDF/A", ".txt", "TIF", "SGML", "HTML" and "XML" are examples of approved archival formats). This is
also formats suitable for long-term storage.
See also Create file versions and variants (page 138).
General document
Applies only for the Public 360° solutions.
General document is a type of document profile (document archive) that do not follow the guidelines for case
handling (NOARK) and is suitable for documents that are not of archival value. General documents may be linked
to a case, but that is not required. General documents does not get document numbers in the case and are not
included in the Public Journal reports.
Hashtag
A hashtag is a word or phrase, which makes it very simple to create your own structure and group different items
that relates to each other. You can have documents, cases, projects etc. in the same structure. See Using
hashtags (page 38).
496  Glossary of Terms
360° User Guide
Pin item
Pinning items in Public 360° is a quick and easy way to make items easily available for a shorter or longer period.
They can be unpinned at any time. You can pin any item, such as a document, a file, a project etc. See also Pin
and Share (page 34).
Quick launch
The Quick launcher is shown on the left-hand side of the Public 360° Web client. It includes shortcuts to your
work lists, history and favourites. The Quick launcher is optimized for your variant of Public 360°.
Quick search
Quick Search and Global Quick search consists of a single search field, but the search will be run across all of the
most frequently used fields for the selected item. For a complete list of the fields Quick search searches in, see
Fields indexed for Quick Search (page 45). This list also apply when searching from the Outlook side panel.
Series
Formerly known as Archive part.
Series are a defined section of an archive in which all cases (and documents) is subdivided and arranged according
to a single primary classification system.
Share element
Share is a quick and easy way to share any Public 360° items (for example your pinned items) with other users.
These other users will get the items in their "Shared items" list. See also Pin and Share (page 34).
Template filters
When you create new documents based on templates the ‘Select template’ dialog box opens showing three filters.
(The 'Import file/registration’ dialog box has only the two first filter options).
When the templates are registered in Public 360° Administrator, your System Administrator decides if the
templates should be available for everyone and everywhere or just for your org. unit.

Common
This is the default option if no templates are filtered for your Org. unit or to any other conditions. When
registering templates, your System Administrator can choose to add the templates to this list in addition to
the two other options.

My org. unit only
This is the default option if one or more templates are filtered for your org. unit.

Filtered list.
This is the default option if one or more templates are filtered for a specific condition. That is, if the
template for example is linked to a project, a specific case or progress plan.
Example
If a template is linked to a specific progress plan, the Filtered list is shown by default when creating new
documents from that progress plan.
360° User Guide
Glossary of Terms  497
C
Index
3
360° OpenGov Meetings 527
A
Access control 117, 209
Activate contacts 93
Activities in Case 130
Activity
create 444
Agenda 453, 487
administrate 487
Agenda numbering 509
Alerts 31
Allow information to Internet 478
Allowances 482
Appointments
archive 241
Archive code 395
Archive codes 401
Archive functions 393
Attendance 529
Audit trail 226
B
Biography 478
Board 461, 463
add handlings 503
agenda 487, 503
board case status 458, 507
create 463
edit 33
edit members 473
leave 468, 473
maintain members 467
meeting agenda 487
meeting documents 513
members 477
new period 545
party representation 473
publish 543
save as 545
set up meeting 485
Board case status 458, 507
Board handling 489
board reports 533
360° User Guide
Calendar 392
Case parts 109
Case parts (Ext. Participants) 131
Case phrases 107
Case remark 111
Case stakeholder 109
Cases 103
change case type 127
close 411
copy hyperlink 127
create 105
cross-referencing 553
edit 33, 127
mass update 419
new contact 145
on loan 413, 417
print all documents 128, 130
report 127
save as 127
scrap 423
screen 117
Casework 335
Casework process 336
Check in files checked out by others 429
Checklist 17
create 17
edit 18
Classification 395, 401
search 401
Classify case 395
Closed by caseworker 435
Collaboration room 281, 291
Collaboration room:Documents and files on the 360°
case/project (Web part) 287
Collaboration room:Documents on 360° project (Web
part) 288
Collaboration room:Progress plans for the 360° case
(Web part) 288
Collaboration room:The 360° case/project details (Web
part) 288
Conflicts of interest 480
Connect 291
Contact Person
new 83
Contact structure
navigation 95
Contacts 81
activate 93
copy hyperlink 97
delete 97
edit 33
inactivate 93
Internal contacts 89
relations 87
save as new 97
unregistered 145
Contracts 325
Contracts in my department (Web part) 329
Contracts to follow up (Web part) 329
Copy hyperlink 19
Counters 9
Create case document 397
Cross-references 181
Index  499
Cross-referencing to historical cases 553
D
Department Chief 259, 260
Desktop 35
connect web parts 39
customise 35
default 36
private 35
Web Parts 37
Dispatch document to archive 347
Dispatch document to recipients 347
Display format 171
Disposal 423
Divider sheets 433
Document
create from MS Office 276
Document reference
delete 227
Document references
edit 227
edit properties 227
Document remark 111
Document status 217
Documents 135
contract 326
Contract 325
copy to another case 403
create 137
dispatch 347
distribute 337
edit 33, 217
handling 457, 491, 493
insert standard texts 279
make reply 339
make reply by e-mail 341
mass update 419
Move to 217
move to another case 403
new 137
new contact 145
on loan 413, 417
personal 211
provisional reply 343
revisions 224
save as 217
Save as 143
screen 209
secrecy 117, 209
send for approval 189
send for commentary 189
send for review 189
sign off 345, 405, 406
to archive 347
workflow 189
Driving allowance 482
E
Edit checklist 18
Edit properties 33
Edit reminder 16
E-mail
archive 237
500  Index
include files 235
send and archive 233
Employees 100
Enterprise
new 83
Estate 437
link to contacts 438
new 438
Extended Search 59
External participants 109
F
Favourites 71, 73, 77
add row 78
delete 80
delete row 79
dynamic 73
edit 76
search variables 75
static 77
with search variables 74
Fields 7
date fields 7
drop-down list 7
mandatory 7
text field 7
with Get buttons 7
with picking lists 8
with search buttons 7
File finder 50
File log 222
File reference 162
File status 168
Files
activate earlier file version 176
approve 168
change sorting 162, 221
check in 159, 221
check out 221
copy hyperlink 221
copy or move 163
create from templates 147
delete 164, 221, 426
display properties 221
edit 159, 221
edit file properties 166
edit properties 221
file lock 167
file reference 162
get 222
import 153
log 222
new variant 221
new version 221
overview of functions 220
register hyperlink 161
Scrap 426
set status 221
sort order 166
Sort order 139
templates 147
type of relation 166
undo deletion 165
undo edit 159, 221
360° User Guide
variants 171
version 170
version history 176
view 220
view file references 221
view version history 221
Files checked out to others 435
Finalised by caseworker 435
Financial interests 480
Flags 357
Follow-up
flags 357
G
Global Quick Search 53
indexed fields 55
H
Handling
document 457, 491, 493
documents 489
without document 495
Handling activity without linked case or document 495
Handling plan 497
Handling template
create 499
use 501
Historical cases
import 554
Hyperlink 19
Hyperlinks
create 161
M
Make provisional reply to document 343
Make reply to document 339
mass update 419
Meeting and driving allowances 531
Meeting status 505
Meetings
agenda 453, 513
agenda 487
attendance 529
deputisation 529
meeting documents 513
minutes book 513
publish 543
Meetings book 515
Member reports 535
Microsoft Office 275
Minister 259
Minister Secretary 259
Move to number on agenda 503
MS Excel 276
MS Office 276
MS Word 276, 279
My contracts (Web part) 329
My contracts as line responsible (Web part) (Web part) 329
My library 213, 215
My open acquisition cases (Web part) 329
My pinned items 44
N
Name changes 101
Non-disclosure 117, 209
I
O
Import contacts (vCards) to Outlook 257
Import historical cases and documents 554
Inactivate contacts 93
Indexed fields for searching 55
Information act requests 369, 577
Instant Messaging services 7
Internal contacts 89
Office
archive 277
save document 277
Officially registered without files 435
On loan 413
OneNote digital notepad 23
Open acquisition cases in my department (Web part) 329
OpenGov Meetings 527
Our Team
See Internal contacts 89
Outlook
appointments 241
archive 237
archive appointments 241
Archiving multiple files 239
Searching 255
show document number 263
Outlook side panel 230
J
Journal reports 569
K
Keyboard 11
Keywords 121
L
Labels 64
Lean case processing 305
Leave 468
Library 213
Loan 413
register 413
return 415
360° User Guide
P
Parties to a case 131
Payroll number 482
PDF conversion failed 355
Permissions 119, 132
for case folders 431
Personal documents 211
Phrases 107
Index  501
Pin and Share 43
Political parties 477
register 477
Politicians 478
register 478
Post list 27
Preview files 177
Print documents 64
Private files 211
Private person
new 83
Process oriented file plan 123
Processes 123
Progress plan 305
Export and import 316
Progress plan web parts 323
Project 297, 298
create 298
edit 33
Publication 541
Publish 543
Q
Quick launch 547
Quick Search 51
R
References
register 181
Register as reply to multiple documents 410
Rejournalise 403
Relations 87
Remarks 111
create 111
Reminder 15
close 16
create 15
edit 16
Reminders 15
Reply to
multiple documents 410
Reports
board reports 533
economical interests 535
journal 569
members of board reports 535
person overview 535
Request for access 369
reports 390
statistics 390
Responsibility alerts 31
Retention time 423
Revisions 183, 224
change status 186
create 183
delete 224
properties 224
send for approval 224
send for review 224
show previous 185
RSS feeds 21
502  Index
S
Scanning 155
Screening 117, 209
Search 41
dynamic favourite 73
Extended 59
favourites 71, 73, 77
file contents 59
Global Quick Search 53
indexed fields 55
Quick Search 51
save rows 77
save search 73
search result 63
static favourite 77
Secrecy 117, 209
Secure zone 331
Secured zone status (Web part) 333
Security code 395
Send to my library 213, 222
Send to OneNote 23
Set document status 217
SharePoint Connect 291
SharePoint library 213
SharePoint workspace 281, 291
Shortcut keys 11
Shortcuts 25, 435
Sign off 345
close case 411
document with multiple recipients 408
internal memo 408
multiple documents 410
provisionally 343
register reply document 407
reply 341
Sign off documents 405
Sign-off
cancel 412
Sort file list 166
Stakeholders in a case 131
Statistics 561
Sub-archive 395
T
Tabs and counters 9
Tenure on boards 483
Text merge 279
Time served on boards 483
Today’s post 27
U
Undo edit of files checked out by others 429
Unregistered contact 145
Unresponded documents 27
Upcoming tasks 266
V
Variants 169, 171
Versions 169, 170
View files 177
360° User Guide
W
Web Part page 35
Web parts
connect 39
progress plan 323
Window elements 2
Windows 2
Work lists 25
activity history 29
Board secretary 547
Case history 25
contact history 29
document history 28
document overview 27
documents for distribution 25
documents in progress 25
documents not finalized 25
documents not signed off 25
files not finalized 27
my open cases 25
My open projects 29
Ongoing dispatches 26
post list 27
project history 29
registrars 435
unresponded documents 27
Workflow 189
Approve and escalate 196
Notify other users 199
Workspace 281
Workspace:Treeview (Web part) 289
360° User Guide
Index  503
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