E governance user manual v3

E-Governance User Manual – Samsung Galaxy Tab 10.1

Version 3.0 January 2013

Contents Main Device Functions ...........................................................................................................................................3 Home Screen Icons ..................................................................................................................................................4 Receiving Documents/Information ....................................................................................................................5 Calendar ..................................................................................................................................................................5 Email..........................................................................................................................................................................6 Viewing Your Email .........................................................................................................................................6 File Management ......................................................................................................................................................7 Receiving Committee packs/Synced Documents ....................................................................................7 Document Management ...................................................................................................................................8 Viewing Documents.................................................................................................................................................9 Using ‘My Files’ Icon ...........................................................................................................................................9 Using Adobe Acrobat Reader..........................................................................................................................9 Document Navigation ..................................................................................................................................... 10 Document Menu Bar/Document Editing ................................................................................................. 12 Managing Your Documents ............................................................................................................................133

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Main Device Functions

1. Power Button – Press once to put the device in/out of standby mode (in this mode it will still receive updates and emails) To turn the device on/off fully – press and hold the power button for several seconds.

2. Volume Button – Increases/deceases device volume 3. Quick navigation buttons :- Back previous screen if available.

- Home device start screen showing calendar and Email.

- Task Monitor Shows recently used and running applications.

4. System Status – Shows important system information including Wi-Fi connection and charge status of battery (press for detail).

It is vital that the status of the battery is checked and that the device is fully charged before bringing into the Estuary offices.

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Home Screen Icons Although the device comes pre-loaded with many applications, the main functions can be easily accessed by using the options available to you on the home screen.

1. S Planner (Calendar) – This is a linked calendar which is updated by members of the Business Support Team. All meeting dates are automatically shown and updated on this calendar.

2. SecureWeb – Web Browser for internet access.

3. Adobe Reader – Used to view and edit documents.

4. My Files – This is a link to downloaded/Synced files and committee packs.

5. Gmail – This is a link to the devices default email.

If you accidently go to a screen or application by mistake, touch return to the device Home screen.

the Home icon - to quickly

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Receiving Documents/Information Calendar An on-line calendar has been created which the Business Support Team can populate with Committee Meetings and other important dates.

Any dates put into this calendar will automatically synchronise with all of the E-Governance Committee Devices once they are connected to a Wi-Fi network.

To open the Calendar, either select the S Planner icon from the bottom of the home screen, or click on the day/date on the Calendar showing on the home screen.

Please remember – the calendar will only update with new dates if your device is connected to a Wireless Internet Connection (for example Estuary Head Office or your home wireless internet connection) Important – this calendar is for viewing only. Only members of the Business Support Team should add appointments to this calendar.

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Email Notification of new committee packs will be sent to the devices via Email from the Estuary Business Support Department. These will appear in the eha.sgnXX@gmail.com Inbox on the home screen as circled below (These accounts are not advertised so you should not receive SPAM email).

Viewing Your Email To view your full emails you will need to go to the gmail icon or just touch the email viewer on the home screen this will open the gmail application where your primary email account is setup.

The eha.sgnXX@gmail.com is unique to the device and you are able to compose, send, receive and delete emails.

If you accidently go to a screen or application by mistake, push the Home return to the device Home screen.

icon - to quickly

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File Management Receiving Committee packs/Synced Documents Each device has been set up to only receive packs for the committee in which the user is a member.

Files and folders under the Board folder are managed by Estuary Business Support, Committee Packs here will be automatically created, added and deleted.

After being notified by a courtesy email Committee Packs will appear in the corresponding folder, PDF files/Committee Packs can be moved to another folder for safe keeping.

Please remember that you will only receive Emails and Committee packs if your device is connected to a Wireless Internet Connection (for example Estuary Head Office or your home Wireless Internet Connection). Files can take up to 10 minutes to sync to your device.

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Document Management Folders can be created on your tablet device which correspond to your group membership.

Clicking on the ‘My Files’ icon on the home screen will take you to the Board folder (the default location for Synced documents) and display any sub-folders:

Once committee packs have been synced into the Board folder it is recommended you move the document into its relevant folder. To do this, simply select and hold on the document you wish to move and then slowly drag over to the left panel into the required folder.

To view the content of any folders simply tap it with your finger/stylus. If you have a large number of folders the left side panel of the screen can be scrolled up or down by dragging with your finger.

Ticking the selection box to the left of a folder/file in the main view will change the top menu icons to display options for deleting/copying/renaming the selected folder/file.

If you are unsure of an icons purpose or meaning – select and hold the icon for a couple of seconds and text label will display.

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Viewing Documents Using ‘My Files’ Icon To open a document simply select ‘My Files’ from the home screen, select the folder which contains the document you wish to open and select the document.

By default all PDF documents will open in Adobe Acrobat Reader

Using Adobe Acrobat Reader All documents will be sent to the device in PDF format. The easiest method to locate and open documents is through ‘My Files’ as explained previously, although you can open directly from within Adobe Reader on the home screen as shown below:

Once Adobe Reader is opened you will be presented with a list of documents stored or downloaded on your device.

To ensure that you can see all documents you should click on the Documents tab figure 1 and select All PDF’s figure 2.

To open a document, simply tap the title in the document view.

If you are already in an opened document you can return to the list of available documents by pressing the Documents/Recent button in the top left of the screen.

You may find that some pages of a document are best viewed in Portrait Orientation, whilst others are best viewed in landscape. Adobe Acrobat will automatically rotate and re-size the document if you rotate the device.

Always open documents through ‘My Files’ or Adobe Acrobat from the home screen.

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Document Navigation Navigation within a document is achieved either by swiping your finger across the screen or (if in single page mode) touching the left or right side of the screen. Whilst you are getting used to viewing documents on the device it is recommended to use Single Page mode.

To show the menu bar at the top of the screen – tap in the centre of the screen (shown in yellow).

The yellow rectangle areas shown allow you to turn the page forwards or backwards whilst in Single Page mode.

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For quick navigation through the document, tap the centre of the screen to show the menu bar – If there are bookmarks available you will see an icon at the bottom right (circled below) – click this for a list of quick-jump bookmarks in the document:

Taping the bookmark name will jump you to that page of the document.

If you are in a menu or have options on the screen that that you no longer need to use, you can normally return to the previous screen by pressing the back button at the bottom left of the screen

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Document Menu Bar/Document Editing To access the editing features (such as highlight, underline and freehand drawing) you will need to bring up the document menu bar at the top of the screen. To do this simply tap the centre of the screen (if no items are selected, most menus will automatically hide themselves again after a few seconds).

1. Acrobat Cloud Storage – This is not used 2. View modes – Select desired viewing mode. Recommended setting is Single Page.

3. Edit Tools – Allows editing of the document via sub-menu below:

Insert note - into document (using keyboard – this will not appear until icon is selected).

Highlight Text - drag finger/stylus over text to highlight.

Strikeout Text - drag finger/stylus over text to strikeout.

Underline Text - drag finger/stylus over text to underline.

Insert Text - into document (using keyboard – this will appear on the page as text).

Freehand Drawing - allows user to ‘write or draw’ on document.

Add signature - allows a stored copy of your signature to be added to the document.

4. Share Document – This is not used.

5. Search – search for text in the current document.

If you need to remove a comment/highlight from a document, touch the comment and select clear.

Please remember that once you edit the document using the note or text tool you must save the changes or they will be lost. When using the Freehand Drawing tool, you must either save or cancel to return to the menu.

Highlight/format functions will automatically save on the document.

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Managing Your Documents Over time you may build up a number of documents on the tablet device, or possibly have duplicate items if pack updates have been sent.

Within Adobe Reader there is the facility to ‘Manage’ documents on the device – including deleting or renaming items.

To access these features you must be in the main Documents view tab (as shown on page 8) and then select the Manage button in the top right of the screen.

Once in the Manage screen you will see that a series of empty boxes appear to the left of your document list, together with 4 icons at the top of the screen.

These icons allow you to perform the following tasks on any of the documents you select: Make a copy of the selected document Move document to a new folder Rename Document Delete Document Simply ‘tick’ the box of the document you wish to perform one of these actions on by tapping the box (to remove the tick, tap again) and then select the required action.

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