Records and Information Management IT - Enterprise Content Management SPIDR II Global Features Reference Guide April 2013

Page 2 Table of Contents Content Page SPIDR II New Features 3 Document Distribution Flow _________________________________________________4 Feature of Distribution _____________________________________________________ 5 Document Distribution Notification ______________________________________ 6 File Distribution Report _____________________________________________________7 Outlook Integration _______________________________________________________ 8 Address Book Management _________________________________________________ 9 Template Management _______________________________________________11 Questions/Feedback/Issue Reporting _________________________________________ 12

Page 3 The following new features are being introduced in SPIDR II effective…. 1.Document Distribution 2.File Distribution Report 3.Outlook Integration 4.Address Book Management 5. Template Management SPIDR II - New Features

Page 4 Document Distribution Flow

Page 5  To is a required field  CC and BCC are optional  To distribute to multiple people, type in full addresses, separated by comma, no spaces  To, CC and BCC are integrated with Address Book and Outlook  Subject is required to be entered by user  Template allows user to auto populate the body of the using pre-defined templates. Refer to E- mail Template Management for more information  File Type: Allows user to select web based file or native file uploaded  Password Protected User has option to distribute document with or without password. For Secret Content type, all documents are sent with password.  Expiration Period(Days) defines the expiration period of the hyperlink sent to recipients beyond which document cannot be accessed via the distributed  Scheduled Distribution Allows user to define date and time recipient should receive with document url {Note: Only PST Time is acceptable}  Body Free text editor allows user to edit the body of Features of Distribution Click To, CC and BCC to open Address Book and Outlook Default period is displayed. User can change this period as needed

Page 6 Without Password  Individual will be sent to people included in the distribution list  Document to whom the files were distributed is captured within the body of the .  link to access document is included within the body of the E- mail.  Disclaimer message is included in all distribution With Password  Each recipient will receive link as well as a separate containing password to access document.  Recipient must enter valid password to successfully access the document link.  Document link and password will only be valid within the expiration period set per distribution Document Distribution Notification To, CC and BCC listed as part of the body. Bcc shows up only to user listed in BCC Disclaimer

Page 7 File Distribution Report tracks the files that are distributed from SPIDR II including Date, Sender E- mail Address, Recipient Address, Extract Date, Title, File Name and Watermark text.  From the global navigation, select Library -> Reports  Select File Distribution Report tab  Enter search criteria to run the query  Report Results will appear  Adjust the divider to view Search Criteria and Results on the same page  Extract Date tracks the date and time when each and every recipient opens the document url link that was distributed to them File Distribution Report

Page 8  SPIDR II is now integrated with Outlook SPE Address Book.  Integration is available to users in two areas: –Document Distribution Screen –Add New Member to Group in Address Book  Document Distribution Screen –Click on To, CC or BCC to open Contacts selection screen –Select Outlook Contacts Radio Button –Search by either First Name/Last Name or Company –Click on Search button to continue –Pop up requesting Username and Password appears –Enter your IDM credentials to retrieve contacts from Outlook  Add New Member to Group in Address Book –Select Address Book from Utility in Global Navigation –Select Group Address Book –Select New Group –Select Add Member –Contacts Screen opens up where user can access Outlook to add contacts Outlook Integration Click To, CC and BCC to open Address Book and Outlook IDM User Name and Password

Page 9 Address Book Management allows user to define their address book and leverage it during distribution. –Address Book can be accessed via the Utility drop down on the Global Navigation Individual Address Book  Search for a contact by either First Name, Last Name or Company Name.  Individual Address Book allows user to create, edit, copy, delete and export (to Excel) contacts.  Deleting a contact from Individual Address Book deletes that contact from all groups in Group Address Book – Click on New Contact to open New Contact Screen – Within the Individual Contact form, one of the three fields is required: Last Name, First Name or Company. – All other fields are optional Address Book Management

Page 10 Group Address Book  Group Address Book allows users to define Groups that can be leverage during distribution  Users can create, edit, delete and export to Excel group contacts –Click on New Group to create a New group, pop up allows you to define group name, comments and Add members to a group. –Add members opens up contacts screen popup allowing users to add from individual contacts, combine groups and import outlook contacts If is provided for an Individual contact and added to the group address book, group address book will display as either –Last Name –First Name –Last Name, First Name or, –Company If is not provided for an Individual contact and added to the group address book, group address book will display as either –Last Name <> –First Name <> –Last Name, First Name <> or, –Company <> Address Book Management

Page 11 Template Management allows users to define templates that can be leveraged during distribution.  Two key features of templates include: 1. Content Owners can set default standard templates that can be utilized by all users of the content type. 2. Individual users can define their own templates  From Global Navigation, select Utility > E- Mail Template  On the templates page, templates highlighted in red are default templates defined by Content owner. Templates listed in black ones are user defined templates. – Select New Template to open Create template screen. User can input name, description and body of the template – Content owner can flag a default standard template by selecting the check box below the Body. – Only content owner can edit and delete default standard templates  These templates can be used to auto populate the body of the during document distribution Template Management

Page 12 If you have any questions regarding the SPIDR II or require the SPIDR II team to provide training, please contact: Global Service Desk (GSD) via at Calling from the US: (310) or (877) SPE-SONY ( ) Calling from Europe: +44(0) or +800-SONY-1111 Questions/Training Required