About Web Manuals
Web Manuals is an easy-to-use tool for collaboration in writing and publishing documents while ensuring information accuracy, availability and currency. Through the Web Manuals Portal, it´s possible to view, edit and supervise documents for large scale online-distribution within the organisation. The documents can either be created in the admin interface, uploaded as a PDF-file or even track documents of external sources.
There are different types of documents that the EFB allows you to view is the following:
The Web document is a document that is created within the Web Manuals system by your Editors. They can be viewed and edited within the frames of Web Manuals.
The File document is a document that consists of a file, which is uploaded to the system for the readers to download it or read it directly in the web browser.
The External document is a document that consists of an external source, in which the document with redirect you to this external source. This allows you to track external documents for changes.
Manuals Life Cycle
The first challenge with maintenance of operational manuals is whether there is critical information which has yet to be incorporated into the documentation. Web Manuals provides a structure for defining external data sources and acquire snapshots of the source content.
Web Manuals track online data sources such as EASA Airworthiness Directives by acquiring and storing a snapshot of the remote content at regular intervals, thereby providing the traceability required by regulations. When the remote content contains updated information, an administrator is notified by e-mail to allow for proper response.
Web Manuals provides an easy-to-use administration interface, that is similar to the popular word processing applications such as Word or InDesign. One of the great challenges with manual documents is that they tend to grow to several hundred pages of complex content, however with Web Manuals easy-to-navigate tree structure, it becomes a lot easier to handle.
Web Manuals provides the documents with a standardized design for creating coherency between the documents.
When you are ready to publish a new issue of a document, you create a new revision of that document and then it will trigger the next step in the process, which is the distribution of the newly created revision.
When a new revision of a document has been published, it is immediately made available on the document Portal. All published revisions during the day are collected during the night and sent as a notification e-mail to the affected users. When publishing a revision it is also possible to choose so that reminders will be sent out immediately.
One of the most essential things about Web Manuals is that the documents are comfortable to read. Web Manuals provides a quick, easy and intuitive experience, when browsing through your document with our excellent viewing functionalities.
At a Glance
Web Manuals Portal
This section will give you a quick overview of how your interaction with the Web Manuals system will look like.
After logging in, you will be redirected to the Web Manuals Portal. This page usually displays documents with revisions you have not yet read.
Web Manuals Reader
The Web Manual Reader makes it easy to navigate through the documents. The Reader interface also includes the ability to comment on pages, add pages to favorites, print options, etc.
Web Manuals EFB App
The Web Manuals EFB brings the document distribution system into your very own iPad or Windows tablet. This app gives the user an effective and comfortable way to view documents. The app comes with a lot of features and functions, such as searching for documents, easy and quick way to navigate through the environment and many more. These functions will be described further on in this iPad help guide. The EFB supports iPad 2 and beyond and Windows.
At the ipad app dashboard you can view recently updated documents as well as the already checked out documents.
Logging into Web Manuals
The following steps will guide you through the login process and introduce you to the Web Manuals system.
Recieving Your Username and Password
The Web Manuals experience begins when you first receive your login information from your system administrator. With this information along with the URL to you Web Manual site you will be able to login and experience Web Manuals at first hand.
The Login Interface
Whenever you enter the Web Manuals site, you will be prompted to enter your login information. Use the username and password as explained above, which is provided by your system administrator. When you are done click on “Login“
Web Manuals Portal
After you have logged into Web Manuals, the first thing you should pay attention to is the navigation menu, which is illustrated down below. Note: This may differ depending on how your site is set up.
Displays a list of your recently viewed documents with links to them.
- My Documents
Shows a list of documents that have been marked as favorites from Updates and Documents.
Enter a query and a list of all documents containing the words will be displayed.
- User Menu
This menu can display different options depending on the site and your permissions. The available options are: User Settings, Change Password, Admin, Help, Logout (can differ depending on user type).
- Updated (Unread documents)
This tab is usually the starting tab, which show you each new document revision that needs your attention.
- To Review
The page used for Reviewers, lists all the documents they have review access to.
This is where you can find all the documents you have access to.
Each tab will be explained more closely in the following sub-chapters.
This is usually the starting tab, but this depends on how your organisations site is set up. This tab displays all new document updates/revisions that concerns you and your position within the organisation. You will find an illustration of the tab down below.
- As you can see above, there are two documents that needs the users attention. Click on Open on one of the documents to access it.
- The Updated tab also displays important information regarding the document at hand, such as the name of the document, the latest revision, what type of document it is and what date the latest revision was published.
- If you click on the document name (as done in the example above with the document SMS) you will get even more information about the document. You will also see thumbnails of the pages in the document.
- After the first time you have read (checked out) the document, it will disappear from the updates list and will now be found under Documents.
This view gives you an extensive overview over the accessible documents. After the documents has been checked out from the updates page, this is where you will find them.
- Navigate through the categories on the left side to show the documents in the category on the right side, where you will find information regarding the document, such as name, revision, date, etc.
- By clicking on a document name you will open up an expanded view displaying additional information about the document, including thumbnails of the pages in the document.
The user menu, found in the upper right corner of the page, contains options for updating your user information, change your password, logout and more. Below we will go through all the available options.
This menu option allows the user to change his/her profile information. The available options are configurable for each site. If you feel that something is missing, please contact your system administrator.
This menu option allows the user to change his/her password, this option can also be turned off by your system administrator.
The admin menu options redirects you to the admin interface and is only available for users with permission to the admin interface.
This menu option redirects you to the Web Manuals service desk site where we have guides available to help you.
This menu option logs you out and redirects you to the login page.
The comprehensive search function allows the user to search for keywords inside Web documents, Word files and PDF.
By using the asterisk symbol (*) you can do wildcard searching, as seen in the example below where saf* results in findings of the work safety in several documents. Also, the search function might give you suggestions of words, e.g. if you misspell a word.
Keeping the Organisation Up-To-Date
One key element of the Web Manuals distribution system, is the email notification dispatches. This means that every time a relevant document is updated into a new revision the concerning user will be notified by email. The email lists all the documents the user needs to read and where to find them, as illustrated below.
- This is an excerpt of an notification email. Clicking on the underlined names will direct you to the document, however notice that you might need to login first on the intranet before getting access.
- This email will also contain valuable information about the current revisions that needs your attention, just as priority, revision name and the published date.
Accessing Your Document
This part will be a quick-guide on how to navigate to your document.
There are numerous ways to accessing your document, from the Updated page, from the Documents page and from the email notifications. The most common way to accessing your document is through the Documents page, where you find all your accessible documents.
Web Manuals Reader
The above image displays how the reader looks like when viewing a document.
Navigating Through the Document
For a detailed description on how to navigate through a document see the manual Document Navigation Guide.