Meridio: "How to" guides - WhatDoTheyKnow

Meridio: "How to" guides rco.lnformatlon Commlssloner's Offl ce

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ents: ment

How to declare do ments as records 4

How to delete documents 6

ave doc 8

Version control 10

in Ou L2

How to set Meridio uo in Micros Outlook L4

Search function 15

How to send links in Meridio 19

How to relocate do cuments in Meridio 20

How to save em ails into Meridio 2T

tu M 23

How to chanoe the a uthor of a document 25

r CCESS 28

Meridio o 30

Records and lnformation Management (RlM) Email : [email protected]

Locked Documents rco.lnformatlon Commlssloner's Offlce

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How to check who has a document lockedEach time you open a document in Meridio, it is locked to other users. Only oneperson can make changes to a document at any one time. This is to ensure thatcontent is not lost in the saving process; if two people were editing a documentat the same time it would be difficult to ensure that all relevant changes from bothpeople would be saved. This could result in the ICO losing vital information.For this reason, it is important to always remove the lock when closing documentsdown. This guidance shows you how to check who has a document locked.

Documents locked by others

Using Meridio through the web browsero

Navigate to the document inquestion and tick the check boxalongside it.

Select Properties on the toolbar.

Click Goto

This will take you to a screen telling youwho has the document locked.

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From here, go to the drop down box (which will be showing'Security')

Select Lock Properties

lffi-Þ*'If you need to get a document unlocked and the person who locked it is not in theoffice, please email the Meridio inbox.

NOTE: Any previous changes that have not been saved by the person who haslocked the document will be lost.

Records and lnformation Management (RlM) Email: [email protected]

2

Locked Documents rco.lnformatlon Commlsslone¡'s Offlce

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. Using Meridio through OutlookNavigate to the document in questionand click once to highlight ¡t.

Click on the drop down arrow next toDetailsSelect Locks

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If you need to get a document unlockedand the person who locked it is not in the office, please email the Meridio inbox.

Documents locked by you

You can easily check which documents you currently have locked by selecting theMy locked documents folder in Meridio.

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If you are already finished with any documents appearing in your My lockeddocuments folder, please open them up and close them down again, selectingRemove the lock when doing so.

This will ensure you are prompted to save any unsaved changes.

NOTE: Any previous changes that have not been saved by the person who haslocked the document will be lost,


3

Declaring records rco.lnformatlon Commlssloner's Off lce

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How to declare documents as recordsBefore declaring a document as a record it is important to understand thedifference between a document and a record, and you should ensure you have readthe 'Documents and Records - what is the difference?' guidance.

Put simply:

Declaring records through Outlook

Navigate through the fileplan to the document you want to declare as a record, andclick once on the document to highlight it.

In the Home ribbon at the top, you willsee a button for Declare as record.

Click this button.

A pop up box will ask'Are you sure that you want todeclare this document as a record?'

Click on Yes

A security markings dialogue box will open;you need not do anything with thisother than click on Declare.

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A document can be defined as a '5i¡¡,gl€ item containinE information'. It is an itemwhich will be useful for a relatively short period of time, and need not be kept onceits immediate purpose has been met.

record is sornething that we wan,t/need to preserve in writing or another perma-nent form to evidence particular activities. This might be necessary due to our legalobl,igations or to demonstrate an act ivity decision,

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Declaring records rco.lnformatlon Commlssloner's Offlce

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Declaring records through the web browserNavigate to the document you want to declare as a record. Tick the check boxalongside the document.

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This will bring up another screen on which you will need to click Declare again.

Your documents have now been declared as records.


5

Deleting documents rco.lnformåtlon Commlsslone¡'s Offlce

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NOTE:

. You are only able to delete documents that you added to Meridio, as you arethe document owner.

. You will not be able to delete records, even those declared by yourself.

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When deleting documents, be careful not to delete the entire document if all that isrequired is removing the shortcut to it.

Deleting documents through the web browser

Navigate to the document you want todelete.

Tick the check box alongside thedocument.

Click on the red X on the toolbar.

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tlrrt'ñYThis will bring up another screen

giving you the option toMark for Delete or Remove Shortcut

If the document is saved in other locations in Meridio, you will also notice theselinks will also be marked with red crosses.

This means the document is now marked for delete and will be purged from thesystem within 7 days,

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Deleting documents rco.lnformatlon Commlssloner's Offlce

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Deleting documents through OutlookBrowse to the relevant part of the Meridiofileplan, and click once on the documentto highlight it,

Click on Delete on the top ribbon

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This will give you two options:

If you select Delete from System,you will see the following box- Select Yes

This will bring up another box-Click OKI Il is not Fssòle lo rmove llis d@ment. Ðeletitr lesl', frøì

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This means the document is now marked for delete and will be purged fromthe system within 7 days. You do not need to take any further action.

After clicking OK, you will notice a small red cross on the icon.

If the document is saved in other locations in Meridio, you will also notice theselinks will now be marked with red crosses.

NOTE: once a document is marked for delete it is possible to un-rnark it before the7 day purge takes effect. Please contact the Meridio inbox for further information.

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7

Saving documents rco.lnformatlon Commlssloner's Oflce

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Saving documents from Microsoft Office softwareMeridio works automatically with Microsoft Office documents (see further down forguidance on how to save PDFs).

When working in Microsoft Word, Excel or PowerPoint:In the top left hand corner of the ribbon, click on File and select Save As to openthe standard save box.

NOTE: The save box will always open with the last location in the fileplan that yousaved a document to.

Navigate to the folder you want to saveto and double click on it to open it.

Follow then NS uida to

give the document a meaningful title.

You must select a category from thedrop down list.

It is acceptable to select'none' if noothers fit.

. Document Custom Properties tabThe category you select for the document will dictate what detail you will need tocomplete under Document Custom Properties tab.

The properties in red are mandatoryIf you do not complete the mandatoryproperties you will be unable to savethe document.

When all the necessary information iscompleted, click Save. sile I canre¡ I

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The document will be saved to Meridio but will remain open.

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Saving documents rco.lnformatlon Comm¡ssloner's Offlce

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dogrment

When you close the document down, the following message will appear

So that your colleagues can access the document when you are finished with it,remember to always select'Remove the lock'.

If you want to carry on working on the document, each time you save you willreceive the following message:

Click on Save to Meridio and click OK.

Saving PDFs

It is not possible to save PDFs into Meridio in the same way as other MicrosoftOffice documents.

To save a PDF, you first need to save it to your desktop orpersonal drive.

From here, drag and drop it (holding down the left mouse button)into the Meridio DropZone icon on your desktop. Once released intothe DropZone the familiar save as box will appear and you cancontinue to save as normal.

Remember: To delete the document from your own drive once it is saved inMeridio.

If you have scanned a document and sent it to yourself as a PDF attachment, youcan also simply drag and drop the attachment from the email into the relevantMeridio folder in the same way that you would drag and drop an email.

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Records and lnformation Management(RlM) Email : [email protected]

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Version control rco.lnformatlon Commlssloner's Offlce

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Version control is the management of multiple revisions of the samedocument. Version control enables users to identify one version from another,

A clear and consistent version numbering scheme will also inform:

. if a document is final or draft;

. whether a version has substantially changed;

. whether changes between versions are minor and relate only to spelling,grammar or formatting.

Version numbering

The following version numbering scheme is recommended so that we achieveconsistency throughout the office.

Initial draftYou have created a first draft andno-one else.has seen ít. You mayplan to work on it further beforeyou share it.

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:Make this versio

: Do not update the:Own edits.

n O,1 (vO.1)

version number when you save your

Shared draftYou have developed a draft whichyou are ready to share with

Updated draftYou have updated the draft andwant to give it a new versionnumber.

Final draftThe document has beencompleted and is ready to fulfil itsbusiness purpose, i.e.: as a plan,policy, instruction, piece of adviceetc.

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The new version number should reflect the nature ofthe update; i.e.:

. substántial editing is reflected by incrementing thesecond element. In this case, version 0.2becomes version 0.3.

o 'minor changes to grammar and, or, spelling isreflected by incrementing the third element. In thiscase, version 0.3 becomes version 0.3.1.

Make this version 1.O (v1.O)

If a final version has to be renewed, for example, fol-lowing a policy which has been reviewed, then start thenew drafting sequenee with version 1.1 etc. Once thedocument is ready to:be published again (see Finaldraft) then, in this case, version 1.1 becomes version2.O.

Status of document Version number

Email : [email protected] and lnformation Management (RlM)

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Version control rco.lnformatlon Commlssloner's Omce

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The words 'Draft' or 'Final' can also be added to the end of the file name to indi-cate the status of the version.

Usíng header information in your document

To avoid confusion over which document is the current version, as well as providingan audit trail for tracking changes, we recommend using the following format asheader information in documents which are likely to undergo a number of drafts:


11

Version history rco.lnformatlon Commlssloner's Off lce

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How to check version history in Outlook

Every time you save changes to a document in Meridio, a new version of thedocument is created. You are able to look at the version history of a document, seewho has saved new versions and also promote older versions (which is useful if anew version was saved by mistake!)

To view the document versionhistory:

Navigate to the document andhighlight it

In the Meridio ltem Actionstoolbar select Details, thenVersion History

This will open up the VersionHistory window

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The Version History window displays past versions of the document. As you will seefrom the screenshot below, versions are listed in chronological order, with the mostrecent version at the top.

Meridio retains the latest 1O versions of a

document, which are available to users, and aremarked with a green tick. These versions can stillbe opened and can also be promoted to the topof the version history list to become the newestversion.

Versions marked with a red cross are no longeravailable to users, as they have been removed fromthe system, Versions will become unavailable once theyhave exceeded the top 10 most recent versions.

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Version history rco.lnformâtlon Commlssloner's Omce

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How to open previous versions of a document in Outlook

Click on the version you wish to open from the versionhistory window, then click on the Launch button

This will open the document within its original softwareprogram (I.e. Word, Excel, PowerPoint)

The following warning will appear/ click OK

You should now be able to view the document

How to promote previous versions of a document in Outlook

In the event that you have saved a new version of a document in error, or theIatest version is corrupted you can 'promote'an older version.

Once you have opened the document version you wish to'promote', select file andsave as

This will open up the Meridio Save As window.The screenshot to the right highlights that the windowhas defaulted to Save as a new document

Navigate to the area in the fileplan where thedocument is currently saved

Once you have located the document, double clickon the document name

You should now notice that the Save as window haschanged to Create a new version of documentThe title will also be greyed out and you can add a

version comment. This is useful for the audit trail ofthe document, providing reasons for version changes

Once you have finished, click on save

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Set up Meridio: Outlook rco.lnfo¡mallon Commlssloner's Omce

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If you don't already have Meridio set up in Microsoft Outlook, you can follow thesesteps to get it:

With Outlook open, click on Filein the top ribbon,

Select'Account Settings'and from the drop down list thatappears,'Account settings' again

In the next box that appears, select the Data Files tab, and then Add.

In the next box, tick the box next to'use network logon'and then OK,and close the other box down,

You should now have Meridio added to your Outlook account,

For any issues or queries, please email the Meridio inbox

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Email: Meridio.help@ ico.ore.ukRecords and lnformation Management (RlM)

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The Meridio search function works in a very similar way to the advanced search inGoogle or any other online search engine.

To search Meridio effectively, you need to use the web browser rather thanthe Outlook search bar.

The web browser search is located in the top left hand side of the screen:

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There are Basic and Advanced options - it is recommended that you select theAdvanced tab. Unlike the basic search, the advanced one separates out title andcontent.

There are over T5O'OOO documents and records in Meridio so it is important totry to complete as much information as possible in order to narrow down the searchpa ra meters.

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Search function rco.lnformallon Commlssloner's Offlce

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Author

When you create a brand new document and save it into Meridio for the first time,you will become the author of that document.

However, if you have opened an existing Meridio document (for example a

template), made your own changes and then saved it using 'save as', you will notbe the author, The author will be the person who saved the original document.

With emails, the author will always be the person who sent the email. If yousave an email you have received into Meridio, you will be the owner of it but notthe author.

When saving documents using'save as'in the way described above, you are ableto change the author by overtypingyour name in the author box:

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Search function rco.lnformatlon Commlssloner's Offlce

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Searching TipsYour searches will only return results which you have correct access to see. Soyour colleague may perform the exact same search and return different results,

Documents which have clear, consistent naming conventions applied to them willbe much easier to find. The majority of the time you should know (or be able towork out) at least a few words of the title of a document.

Searching spec¡fic areas of the fileplan

You are able to search in individual folders or specificsections of the fileplan, Scroll to the correct area/right click and select search.

This will populate the location option in the search box

Searching for specific phrases

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To search for an exact phrase/ use speech marks around the phrase,e.g. "Meridio search function".

If you input two words in the search box, the default setting is to search for eitherof those words, so the results returned will include documents which conta¡n oneor the other.

To search for both words, use:

. speech marks (if the words are next to each other) or

. the AND Boolean operator (see next page).


L7

Search function rco.lnformallon Commlssloner's Offlce

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Boolean operatorsBoolean Operators are simple words (AND, OR, NOT) used as conjunctions tocombine or exclude keywords in a search, resulting in more focused andproductive results.

This should save time and effort by eliminating inappropriate hits that must bescanned before discarding.

Click here for a list of Boolean operators

ûisplay results using the falloi,ving cpt-rorrs...

QualÍly:

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For any further information or clarification, please email the Meridio inbox.


18

Sending links rco.lnformåtlon Commlssloner's Offlce

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All corporate information should be stored in an appropriate Meridio folder.This means that if you ever need to send information onto a colleague/ you cansimply send a link to the information without needing to send it as an attachment,

There are many benefits to sending links ratherthan attachments, for example:

. the link will always open the most up to date version of a document,

. links ensure that everyone has access to, and can work on, the samedocument

. links mean that the system is not slowed down by large numbers ofattachments being sent

Sending links through Outlook

Navigate to the document in question and click once to highlight it in blue

On the 'Home' bar of thetop ribbon, click onSend Link.This will automaticallygenerate an email withthe link.

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: 'ti

ll .i: ,T

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Sending links through the web browser

Navigate to the document inquestion and tick the box next to it

lÈ, Sùndpit'ô.ú9 f:åc¡lh¡c* uãilôqntrcntIsrtlold{rr?

On the top bar you will seethe option Send as Link.

This will automaticallygenerate an email withthe link.

If you have any queries or need to amend permissions to let other staff access aMeridio link, please email the Meridio inbox,

:Xi

Email : Meridio.help@ ico.ors.ukRecords and lnformation Management (RlM)

19

Occasionally you may need to move a document from one folder to another in theMeridio fileplan,

Relocating documents through Outlook

Navigate to the folder containing the document, and ensure that the folder youwant to move it to is visible.Drag and drop the document in the same way that emails can be saved intoMeridio,

Relocating documents through the web browser

Navigate to the document in question and tick the check box next to itio.rse.is ìô Pê'1 1

Ì?p¿ l'dd I1Èsiatc Frcrìr Tile

Tesl

t.¡essige-iransrùisgÞn ld ÅddeJ 6y Addùr;n DB:e

tj'i :'t :::C I ¿ 1 :.::i 2'j

LaBt HcdrfÈJ Dat¿

t:iî.¿1it1: 1 1 ?¡:3D¿lÉ

At the top of the page, select'Cut'.W

!_ -i *o tjul lU0py

Navigate to the folder you want torelocate the document to, and click'Paste' i'.iCspy ;*iPaste ] þ

This will relocate the document into the new location.

NOTE: Access permissions applied to the document will not change when youmove it to a new location.


20

Saving emails rco.lnformatlon Commlssloner's Offlce

o

Meridio works automatically with Outlook - to move emails into Meridio you need tobe in Outlook already.

The easiest and quickest way to move emails is to drag and drop the email intothe relevant folder. This will take you directly to the 'Add documents' boxallowing you to change the title and declare the email as a record (see third picturebelow).

Alternatively, while the email is open (or with theemail highlighted), click on the Move button on theribbon at the top.

This will produce a list of recently usedfolders - either select one of these orclick Other folder.

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ü!&!Þkir¿rr',þry(

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Clicking on 'Other folder' will generate a

box with the Meridio fileplan:

You will have to scroll through the fileplan to find thecorrect folder,

Then click on the folder and click OK

The following'Add documents'box will thena ppea r:

REMEMBER:

. Always un-tick the pre-ticked box to allow you to enter your own documenttitle, following your department's local naming conventions.

. Always tick the'Declare as Record' box when saving emails.

Once you click ok you will see the familiar save box where you will be able toamend the title before saving the email.

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2T

Saving emails rco.lnfoÌmallon Commlssloner's Off lce

a

! ¡_ìerir¡:Ìtr íi':

:JltBe t:':;.t,..:: ..,-:t ' , '.',= :r IEE&I lY€s. .

iScmnt No :

ßÁuthd N¡.d¿ Hðrgre¿vs <Ni.oh.!lårgrèðves@ico.... l¡o :

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il oMstDaÞ ?f,l1tlmß !5t43tÐ No i

ij i!.::tr1ì {i5}

'll ¡1¿!3Ê..d ?;

If you have any questions or problems, please email the Meridio inbox


22

My Workspace rco.lnformallon Commlssloner's Off¡ce

a

My Workspace is an area that you can set up to provide shortcuts to areas ofthe fileplan that you use regularly. You manage this area yourself, so you cancreate and delete the shortcuts whenever you like, for example in line withcurrent projects you are working on.

ì.iii lty l'¡orr"æ""td tÅ'.: l.tl ltrlormr¡on Go\.ernÐnÐe

J * ,, t, t t o *r"oros Llsnageae0l - l0toímôtbn Goye,nr0c€Ù ì:.1 lt€rid - tnfo.matpn Ltônagem€nt

d ì,..itt"* u""""" ton,ro,,ij ì.i.: puuticatbn schem - pre 201 I

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'fl li-l:

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it:t-i l¡" ,,utanu, orchivËs - tra¡sler:015

Adding folders to My Workspace through Outlook

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r qfl t,ry work:pace

'ï: 1,11 Information GgvernanceI q] f,ft.OO Re(ords ManagëmÊnt - Information Governan.€

.' ú l¡leridio - tnformation l.4anagement

'{} hl€r¡dio Ac(€ir Controlt't! Publi@tion s(hemè - pr€ 2011

' \i RÈ(ordr l,.lanagemenl - 2oL4/t5

.. ü] Ricords Manage ment : æíS/fO

I Re<ords Management - pre 2014

I {} lhe Nðtionð, Ar(hivet.. þ Tne National ,tr(hiv€5 - lran¡fer 101ì.' {b The National Ar(hive5 - trdnsler 2Ol4

.. ù! The Natlonâl Âr(hiv€5 - t¡anrf€r 2015. r'l¡ 1.1 l.û? Mrñ^råñdâ ñt l¡nd¡Í{}ãndiñð< -lñfôrmâliôñ GñvÞrñâñ

You can add folders at any level of the fileplan toyour workspace.

Scroll to the folder you want to add and right clickon it.

Select Copy Folder

This will generate a box with the Meridio fileplan,Scroll to My Workspace, highlight it and click OK

The folder will now be visible in your workspace

Deleting folders from My Workspace through Outlook

To remove a folder from your workspace, scroll to the folderin question and right click on it,

Select Delete folder.

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,

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Chæ rewrb - Ð1s/16


23

My Workspace rco.lnformatlon Commlssloner's Off¡ce

I

This will generate the following warning message

to ddeþ the folds'6,

Click Yes.

This does not mean the folder will be deleted from Meridio. The folder will no longerappear in your workspace.

Adding documents to My Workspace through Outlook

You can also copy individual documents to your workspace

The easiest way to do this is to drag and drop the document from its usualMeridio location to the My Workspace icon.

This will generate the following error message

The document has been copied into your workspace, It will still exist in its originalfileplan location.

Deleting documents to My Workspace through Outlook

Once you no longer want an individual document to appear in your workspace, youcan delete the reference to it.

Scroll to the document in your workspace and click once on it to highlight it. SelectDelete from the top ribbon and choose Delete Reference.


24

My Workspace rco.lnformatlon Commlssloner's Offlce

a

:Å11g le ra t :mlrl

:.b rB¿Ëiì ir D¡l¡lê

g/ {"'onr

tr{11ð }la}¡l iaunch .' låv.,linn -

..:f Srrl¡J Lln1: .

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.tl

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: î''r. trL.-r\.

l¡icôiil Hartflürct

|.lnôñ;'h 6rralirli'hltrid¡û 5Jt

Ì,1Ërid¡ð

The document will be removed from your workspace but will rema¡n in itsoriginal fileplan location,

,1, I Sqbjc{tFrora


25

Change the author of a document lco.lnformatlon Commlssloner's Offlce

o

When you save new documents into Meridio for the first time, you are automaticallythe author of them.

This has an effect when searching for documents (as you are able to search ondocument author), but it is also important that the metadata (data about data) ofany document we create is correct.

You can change the author of any document which you are also the owner of; thatis, any document that you have saved into Meridio (and not yet declared as arecord).

Checking and amend¡ng the author of a document through Outlook1: :..:-',a a \.?!.:.: t 1,. :', ::.. ..rt:l dóFr À! Uê¡

gl

*J

', )ilr

sl:¿i

1ù

':

{¡t.ir lhl å.{atr (*nt.0ì t&þ 9l ifiç ¡rÕprdiardiâl9t brf tw tn¿ çrxadtrd dn.umañ1,

s<0rilt f,lôrlin{lr{]tanJ lni 5{{úr¡ry ä¡õtl¡rq¡ tâÞ ôt lñal?9Fçrì¡<f gi¡lqg Þoif lðtlhf ttl?(ltd dt<!Þa41,

Navigate to the document in question and click onceto highlight it.

On the Home bar of the top ribbon, click on thedrop down arrow next to Details.

Select Properties

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hþfOp{çr {hr tlîldi lÀÞ {fihÈ Prâp!n¡cr {ì1149i?or icr th( r.lrdad dõ(çmant,

r¿drron tlirlôrt+¡>Èst lht vrt$itr liirì!ryiåb ùI ft( ÊfaFlritt<lirlä! bsr ftr rhT ¡al.rird dô r<#l*1.

ÐÉËd¿ !h. lna+t¡+¡t t¡b Ðr l!!r ¡!<.Þidii, di¡f?sl)eÌ l<-i iiiê i.¡+d{d d*<u6rrt.R*ld k!ô*ó{cQF.. i tÞ. pr, il.d F4 (.¡âçÀi: irb Þl ih.frl¡rdi(t d¡rl.? be. ,ôt lh. åil.qi.d dç.!É.ôi.

ÐÊa*i lha tt*!drd! låb +r lrìÈ làêp(íi¿t <lirtêfbnr !(-r lht J?l¿da* dð<u*¡¿ôt,

Lïco¡lrl€tljl Fþ tFtl¡"9y... . .

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[J Áffi8tü addh D¡k

ll bstÌdféd 3y

ll Lðsì r'øtu ùle[y[)ir@tùfelJ ¡srdd[JetdFq æþte

t&l@osfrVldd N? &l-.ç?EjËEEf-,þ<l¡æ> tb

In the box that opens up (as shown to the right) you willbe able amend the document author.

Once completed click Apply

17þ2Þ)t5 t4:Y.16

17102¡ær5 r4rt9:2102ð21¡l15 ¡5is:þ17,

t:


26

Change the author of a document lco.lnformåtlon Commlssloner's Offf ce

o

Checking and amending the author of a document through the webbrowserNavigate to the document in question and tick the check box next to it.

At the top of the page, select Properties.

The page that opens up will allow you to overtype the text in the authorfield:

D6¡ment Properties for # How to change lhe ãuthor of a dæumeìI ¡n Meridio

tÞscripüon {13}ä"æry

iJ re

ù co¡mnr

t turrlJ ems

: ::Vôtu. :::,:':::: :: :, : : :,

Once complete, click Update at the top.

If you have any questions or problems, please email the Meridio inbox,

t¡a¡ UB$ge.Froñ

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:êltcE

¡iaø*y

û?-r8?-.?l 1 :r '1 f i -ì¡i 58

lrærgB-Î¡ßrß9bn06l¿

Test ¡¡icobï8rg.eavês t9!12f¿01111:!a:;4


27

Information Asset Owners need to have assurance that the information they areresponsible for is only accessible to those who need it for their role.

Meridio allows us to restrict access / open up access where necessary, at any levelof the file plan. This guidance shows how you can check who has access to anyparticular area of Meridio.

Checking access though the web browser

Navigate to the folder you want tocheck access for.

With the folder highlighted on the lefthand side, click Properties.

This will open up the Properties page ofthe folder.

Here you will see 'Security'showing inthe drop down box.

.i' , : ¡_1..r1r r_?!..! jr.1!à,r?441!,

'' .:l: ¡';,:r¡ ri,{¡ å-4ì¿'i^à.r*^r:i,:;

" :,^ atl ç'a),:r' :t ;1.¡rt-.'lfirrllrr{i'l

"r:r:¡;- r: i.¡:;:ii:: i) lt ttr.t'.. ¡¿d -l

.¡.. J¡iÌdt)ì!'4.ù¡ lcr

, i¡ !..:.,'¡ii,--.,J !::iirJ: t ilt;-'at.-,.ittt.,1rf,l

' . )ta.!.. :'¿-a,t:,t

') . :. :: i-rt:ar-?...,rr. r,- |

'j: i::::: ià;":t¿r:l

,, WC*çæ;Wræ.G!''. a:a'.'.:11:

I -."',.---,!. 1 :,ra j_i:¡,

1 ::.rti.i 1.r:Y,!-

Click þ cnta

The next screen will show you who has access to the folder you selected. Youshould note that all folders beneath the one you selected may have differentaccess rights and these should be checked individually in the same way.It will also tell you the level of access the user will have - this will be either'Read'or'Amend'.

NOTE:

You will not be able to change access control yourself; please email the Meridioinbox to request changes.

If a folder has End

Wherever possibleneed to know whoinbox.

User access, this means that all staff can see it.

access is granted to groups, rather than individuals. If youare the members of the groups, p,lease email the Meridio

{ 4 :i tt i",l


28

Checking user access controls rco.lnformatlon Commls5loner's Offlce

t

Þcc,¡ lP: ¡rìlì:t:g:? !# 'r¿fê*;r++

/ :l i ¡ g,r:+9 ¡w*t *¡": r¡'¿?f*.*j l;i z t.. ;r 4.. Å.t* *i..c{â.s ie.Íî{! ;t ; ) ÞoLf d ø*a* j*,"hâr'j â.4 *r:¡:à¡..-.i{'d i:-: ¡ 1)*F{,sr.+.t*+-lv :r'1, ârs*6* ¿..,t raÊr.jr{"i:r:i,li åMer

d 1i.1 û tt tdi.lrt afÉrr i :ì 9 6¡ ¡6p,s¡ gqp1r,r4:s i:. i ût5 rù¡i¡fl{tur.r¡ i: r g ¿¡ p ¡.o rurt ** Áå{i s64a":

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,å--)

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! i: :;6 ç:- tt'rSF k6:* 1;:.: ç 64 41n^ ¡6¡t1

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* r,*,.

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6ti¿r T.d'J ii;6il ar 6T ?è*

'¡ iilg **¡'d ii. 5 t6 a¡?:È4t itP

Checking access though Outlook

Highlight the folder in question,right click and select'Properties'.

This will open the Properties box for the folder.

Select the 'Access Control'tab

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ai¿ th¡È s lö!+!l¿:i

.5 âr*¡ur,llt¡...

,,¡eJ


29

Renaming documents rco.lnformatlon Commlssloner's Offlce

o

When you save a document into Meridio, you become the owner of it. This givesyou additional rights, including the ability to change the name of it yourself. Notethat you cannot change the name of a record, only a document.

Renaming documents through OutlookNavigate to the document in question and clickonce to highlight it.

On the Home bar of the top ribbon,click on the drop down arrow next to DetailsSelect Properties,

In the box that opens up you will be able tohighlight and amend the document title:

This will only work if your name appears in theOwned by field.

Once complete, click Apply

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: ú¡¡lai Þcr frr , hi i(,a{i ar¡ dstûFrñi,

:: n*';l.:.>.tlffurily ñtårrd{rfrtQF,rÂi ihr 5r{$rìt, l,!rrting¡ !¡b Þf lhtPföËt¡1¡ri drtl*9 þÞ{ l}f !hË tçlçitq<} {ôi'rñ{!t!.

i:t I.:l¡J

I ÕftloÈe*i thr åó{ti lå12 +l thr fiúpa¡?¡{r d';!rntbói¿föi th¿ a*l{ttËd döft¡d{rit.

lioktrÐ¡lËår thr lt¿llf iåh óf lhr PrôtërliÉr *úlrçþöi lói thf iðltdÉd üÖÌúÉènf,

t_,\IJJ

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30

Renaming documents rco.lnformållon Commlssloner's Offl ce

o

Renaming documents through the web browser

Navigate to the document in questionand tick the check box next to it,

Document Properl¡es for ,*, How to rename Merid¡o documenls

At the top of the page, selectProperties.

The page that opens up will allowyou to overtype the text in thetitle field:

Once complete, click Updateat the top.

Description l'13)ftoÊErty

{} r¡re

fY comnl

û fi€ïype

l; Àùthor

D c¡t¿çory

l) ov¿n.n 8y

HÉroson \ïord 2007

ryllbolå Hàr9rè¡vas

If you have any questions or problems, please email the Meridio inbox.


31