Helping Yourself in PD2 SPS Spotlight Series July 2015

Overview Preferences Searching Shortcuts Notes Alerts NOTE: This information was originally created for The SPS Spotlight Series project, which ran from November 2013 through November 2015.  Updates to the original content may be incorporated to ensure accuracy. If you have any questions about this information, please contact the SPS Help Desk at sps.helpdesk@caci.com. Overview Preferences Searching Shortcuts Notes Alerts

Helping Yourself in PD2 There are several ways within PD2 to accomplish the tasks that have been assigned to users. In the course of their work, there are ways that a user can “help themselves” towards accomplishing these tasks. These items do not require a Contracting Officer’s Warrant. They are common to all users and may be used at any time. These tips are not mandatory, but only serve to help the user in day to day operations.

Helping Yourself in PD2 - Preferences We will begin with “Preferences”. User “Preferences” define the default settings for your personal desktop. They are a set of “options” that define your personal preferences for your desktop. These options are personal and do not affect other users on the system.

Begin by going to the menu Utilities, then Preferences… Helping Yourself in PD2 - Preferences Begin by going to the menu Utilities, then Preferences…

Helping Yourself in PD2 - Preferences The Preferences window displays. The items that are optional and adjustable, are separated into the various tabs. The first is the “General” tab.

Helping Yourself in PD2 - Preferences The General tab is further separated into four parts which are General, Procurement, Mail, and Default DoDAAN.

Under “General”, a user may “Confirm to exit”. Helping Yourself in PD2 - Preferences Under “General”, a user may “Confirm to exit”.

Helping Yourself in PD2 - Preferences When “Confirm to Exit” is selected, the user will receive this message when attempting to exit PD2. If it is not selected, the system will exit immediately without this warning.

The next item under General is “Save configuration on exit.” Helping Yourself in PD2 - Preferences The next item under General is “Save configuration on exit.”

Helping Yourself in PD2 - Preferences When this item is selected, the system will save the configuration (open cabinets or folders) that was last used.

Helping Yourself in PD2 - Preferences When it is not selected, the system will close all cabinets and folders when the system closes.

The next area is called “Procurement”. Helping Yourself in PD2 - Preferences The next area is called “Procurement”.

Helping Yourself in PD2 - Preferences Here, users may select Auto Ordering Preferences, enable Payment Request Auto Validation, or enable Auto Sort Document concerning selected clauses in a document.

Users may also select “Emergency Contingency Preference”. Helping Yourself in PD2 - Preferences Users may also select “Emergency Contingency Preference”.

Helping Yourself in PD2 - Preferences The choices are “Emergency”, “Contingency”, “Emergency and Contingency”, or the default of “N/A”.

Helping Yourself in PD2 - Preferences When “N/A” is selected, and a contract is selected to be released, this message will display.

Helping Yourself in PD2 - Preferences When any of the other items are selected, and a contract is selected to be released, this message will display.

The next area is called “Mail.” Helping Yourself in PD2 - Preferences The next area is called “Mail.”

Helping Yourself in PD2 - Preferences This area allows for the Notification of new items in the PD2 Inbox. Further, the user may establish parameters such as checking or sending Mail, or Forwarding Mail to another user temporarily.

Helping Yourself in PD2 - Preferences The last area under the “General” tab is called “Default DoDAAN. This area shows any DoDAAN assigned to the user.

Helping Yourself in PD2 - Preferences The next tab is called “Password/FPDS-NG”. Here the user may change their PD2 Password or, activate or disable the FPDS-NG CAR Pre-fill Data window when performing CARs.

Helping Yourself in PD2 - Preferences The next tab is called “Notification” and features “Notification Preferences”.

Helping Yourself in PD2 - Preferences This area allows the user to be sent an “Alert” pertaining to the various items on this tab. Note: Users or System Administrators may not add to this list.

Helping Yourself in PD2 - Preferences The next tab is called “Req. Addr”. This area allows the user to select Default Addresses for Purchase Requests and Telecommunications Requests that they create.

Helping Yourself in PD2 - Preferences Finally there is the “Other Addr.” tab. This area allows the user to select a default Issuing Office, Payment Office, or Line Item Ship To Address for the listed documents. When all selections are made click the [OK] button.

Helping Yourself in PD2 - Preferences A PD2 message window will display giving the user the opportunity to save the selected preferences.

Helping Yourself in PD2 - Searching PD2 has its own internal Search feature to locate documents and containers, either on your own desktop or on another user’s desktop. There are two categories of searches. They are: Basic Extended

Helping Yourself in PD2 - Searching The Search feature may be accessed by one of three methods. The first is to “click” the flashlight icon on the tool bar.

Helping Yourself in PD2 - Searching The second method is to go to the File menu, and then click “Search…” Note: The third method is shown here and is to click the “Ctrl + F” keys on your keyboard.

Helping Yourself in PD2 - Searching In either case the “Search” window will display. This is the “Basic” Search window. Here the user may search by Title, Number, Document Type, or by Owner.

Helping Yourself in PD2 - Searching In the bottom left of the Search window, there is a dropdown arrow. Click it to access the Extended Search Window.

Helping Yourself in PD2 - Searching The Extended Search window now displays. Here you may narrow your search criteria using additional filters for finding the document or folder.

Helping Yourself in PD2 - Searching An additional feature is to search the storage area in the database. Click the [Search Storage] button.

Helping Yourself in PD2 - Searching The “Search For Documents Archived To Storage Database window displays. The title is self explanatory. Here the user may search for documents by specific ranges.

Helping Yourself in PD2 - Searching When the user has entered all pertinent information, they would then click the [OK] button.

Helping Yourself in PD2 - Searching If the information is available in the database, it will be displayed in the “Search Results” window. Note: The user is free to change the search criteria without closing this window.

Helping Yourself in PD2 - Shortcut The next item we will look at for Helping Yourself in PD2 is the Document Shortcut. A Document Shortcut is an electronic link to an original document. It allows other users to access a document on your desktop when it is routed to them. The Shortcut provides the same level of access as that of the owner of the document.

Helping Yourself in PD2 - Shortcut Only one user may edit the document whether through the actual document or through the Shortcut. If the original document is moved to a part of the system where the user with the Shortcut does not have access, the user is notified. Multiple Shortcuts may be created and distributed to other users. When the other users are finished with the Shortcut, it can be deleted. The original document is not deleted.

Helping Yourself in PD2 - Shortcut When a Shortcut is sent to other users, whatever changes they make to the document reflect in the original! There is no track changes feature in PD2 so, there is no history of what has been changed. Follow your office policy on the use of Shortcuts.

Highlight the document for which a Shortcut will be created. Helping Yourself in PD2 - Shortcut Highlight the document for which a Shortcut will be created.

From the menu select File→ New→ Shortcut. Helping Yourself in PD2 - Shortcut From the menu select File→ New→ Shortcut.

Helping Yourself in PD2 - Shortcut Immediately, what appears to be a copy of the original document will display. It will have a square with a blue arrow in it. This is the “Shortcut.” This is NOT the real document, but just a link to it.

Helping Yourself in PD2 - Shortcut When the user double-clicks the “Shortcut,” the actual document will be opened for review or revision.

Helping Yourself in PD2 - Shortcut When the document is open from either the original or the “Shortcut,” it may only be edited by the person who opened it first. The other person will get a “read only” copy when they open it.

Helping Yourself in PD2 - Shortcut A document may be edited, generated, approved, or even released from the “Shortcut.” When the person having the shortcut is finished, they may simply delete it.

Helping Yourself in PD2 - Note The next item we will look at for Helping Yourself in PD2 is called a Note. Within PD2 an electronic yellow “sticky note” may be attached to documents, folders and envelopes. When a document, folder, or envelope is opened, the note will display. Notes remain on documents and containers until they are deleted.

Helping Yourself in PD2 - Note To create a “Note,” first highlight the item to which the note will be attached.

This may even be done from within the search window. Helping Yourself in PD2 - Note This may even be done from within the search window.

Helping Yourself in PD2 - Note Click the icon for “Note” on the toolbar or click the menu File then Note.

The Note will now display. Helping Yourself in PD2 - Note The Note will now display.

Edit the Note as necessary. When finished, click the [OK] button. Helping Yourself in PD2 - Note Edit the Note as necessary. When finished, click the [OK] button.

Helping Yourself in PD2 - Note The document (or container) will now appear with a yellow sticky note in the upper left corner.

Helping Yourself in PD2 - Note If you double-click the document, it will open, displaying the Note first. When finished reading or editing the Note, click [OK] to keep it or simply delete it.

Helping Yourself in PD2 - Note If another Note is desired, simply click the [Add] button and Note 2 of 2 will display. Edit it as you wish and then click the [OK] button to save it.

Helping Yourself in PD2 - Note A Note may also be placed on a “Shortcut”. If this is done, the Note will also appear on the actual document that the shortcut was created from.

Helping Yourself in PD2 - Alerts Our final item to look at for Helping Yourself in PD2 is called an “Alert”. Alerts are PD2’s internal messaging system. It is officially called the Alert Manager. Alerts may be used for the following functions: Receiving messages generated automatically by the system Send and receive messages from one user to another Send reminder messages to yourself Receiving messages generated by the system require no action except to read it.

Helping Yourself in PD2 - Alerts To send an Alert to yourself or others, go to the menu Utilities→ Alerts→ Create…

Helping Yourself in PD2 - Alerts The “Create Alert” window displays. Here several decisions are made. First, select the user the Alert will be sent to (including yourself, if necessary) .

Helping Yourself in PD2 - Alerts Click the [>>] button to select the user. Note: More than one user may be selected.

Select the date and time the alert should be sent if necessary. Helping Yourself in PD2 - Alerts Select the date and time the alert should be sent if necessary.

Helping Yourself in PD2 - Alerts Write the appropriate message that is to be conveyed to the selected user. Now click the [OK] button to send the Alert.

Helping Yourself in PD2 - Alerts The Alert has now been sent. When the user receives it, the “Alert Manager” window will display on their desktop. A portion of the message will convey. The user will have to double-click the message to read its full content.

Helping Yourself in PD2 - Alerts When the user does this, the full message will display. After the message has been read, click the [OK] button.

Helping Yourself in PD2 - Alerts The message will be saved but is now “non bolded”. If the user chooses, the user may delete the message by clicking the [Delete] button.