FAQ

I. COMMUNICATION
Are the Webinar presentations made available?
Is there any guidance material available for circulation to committee members? For TCs’?
Where should we write if we have any suggestions for improvement?
II. CHUNKS
Why has my JTC Committee been selected although it is under CENELEC lead?
Some of the WGs in my committee are currently disbanded but we will need to access the information in the future. Will these disbanded WGs be migrated too?
III. USAGE
Will the drop-in box documents be migrated?
What about shortcuts between folders within a WG area?
Will safari be supported?
In which order are the members presented in the members list?
Can you email to all members?
Is it possible to select different criterion to present the members list?
Can we select a series of documents or should we have to select them one by one?
Can we reserve a specific N-number?
Is there the option to create a document without a cover page?
How will I upload an Excel file or PPT and keep the format/file type to that and not convert in PDF?
Where is the link to "Submission interface"?
Will the subject of notification mails be automatically adjusted according to your role in the committee? So that I immediately know if e.g. I have to vote on a ballot or if it is just for information.
What is the link to the new website? Will the login stay the same?
Is there a size limit for uploading?
How can notified N-Docs be notified? What exactly are ‘documents to be notified’?
Is it possible to change a document before it gets ‘notified’?
Can I format the text in the description field of the metadata of a document?
Are the folders ‘NA Working’ and ‘Internal History ’on the DIN Livelink be migrated to the new platforms?
(DIN Hosted Committees) Will non-N documents be migrated from the ‘Internal History File’ and ‘NA Working Folder’ in all project folders at DIN-hosted committees?
When you create a link, is it visible by all the members or only by the secretary?
When viewing a document how to copy the link or hyperlink to another document?
Is it possible to ‘add versions ’ like for instance upload a word document and later upload a pdf-version as a new version as it was the case on the Livelink?
When a document supersedes a previous notified document, will it be specified as it was on the Livelink?
IV. OTHER APPLICATIONS
Will you still be able to access Projex from CEN Documents?
How will e-Trans and the HAS platform work with the migration to CEN Documents?
Will it still be possible, as secretary, to see the responses received during the course of a vote?
I currently have a CIB running at a TC level. The closure is planned at the end of the month. Will this running CIB be affected by the migration?
V. MISCELLANEOUS REQUESTS
When I download a group of files in a zip, the original ‘modified date’ is altered to today’s date. Is there any way we can keep the original modified date?
At ISO ballot documents include all ballots including those that are closed. Is it possible to only list open ballots?
Is the test environment already accessible for trying out?
During the migration process, if there is a reservation number in eCommittee, will it be kept as ‘reserved’ in CEN Documents?
My committee used to be hosted on the DIN- Livelink and now I cannot access CEN Documents. How should I log in?
We were told there is no need for working groups to make decisions. But there is a need to have internal ballots, like ISO CIB for collecting comments so is there a possibility to start internal ballots like there was on the Livelink?
My TC has a number of folders which hold repository documents i.e. when documents are uploaded they do not produce an N-numbered document on Livelink. I understand these folders are no longer possible on CEN Documents but will my committee still have access to them via the eCommittees platform?
What will happen to non-technical committees like sector Fora?

I. COMMUNICATION

 

Are the Webinar presentations made available?
Yes, the Webinar presentation is available. You may find it on the CEN Quarterly IT Tools trainings page :
https://www.cencenelec.eu/aboutus/ourservices/Training/ITtools/Pages/default.aspx

 

Is there a standard communication sent out to all committees?
There is a standard communication sent out by Email to all officers and they should then communicate to all people involved.

Is there any guidance material available for circulation to committee members? For TCs’?
There is an article in the Knowledge Base called “getting started” that gives a sense on how to navigate, download the documents and use the application:
https://helpdesk-docs.iso.org/category/463-getting-started


Another article in the Knowledge Base is dedicated to Committee Delegates and Experts:
https://helpdesk-docs.iso.org/article/478-quick-guide-for-experts-and-delegates


Then, for every new user who connects to CEN Docs, there is a pop-up message done through the beacon widget that invites the users to read an article on how to get started.
This is a first step to helping new joiners.
You will also receive a template document that you can use to inform your members and experts. The template explains what will happen next. The communication to these people has to go through your channel

 

Where should we write if we have any suggestions for improvement?
Send your requests / suggestions to the Helpdesk at ISO at helpdeskcentc@iso.org

 

II. CHUNKS

 

Why has my JTC Committee been selected although it is under CENELEC lead?
There is no plan to move CEN-CENELEC JTC Committees led by CENELEC to another server. They will remain on the IEC server with all their documents.
The only thing that will be moved from our Content Server (Livelink) is an empty Committee shell which contains no documents, and only presents a link to the Committee workspace on the IEC server.

 

Some of the WGs in my committee are currently disbanded but we will need to access the information in the future. Will these disbanded WGs be migrated too?
Disbanded committees are currently kept on our servers but are not accessible to any user.
The ISO/CEN Project team decided these groups will not be included in the initial migration from eCommittees to CEN Documents.
They might be migrated in the future, but the team first needs to decide if all Disbanded committees should be migrated or if very old structures could just be archived to avoid overloading our systems with obsolete documents.
In the meantime, the disbanded structures and their documents remain stored in eCommittees on Livelink, and, if needed, may be available to you on request.

 

III. USAGE


Will the drop-in box documents be migrated?
Yes but it will be called ‘Member Upload Area’.


What about shortcuts between folders within a WG area?

Shortcuts will not be migrated, but you may create your own by creating 'Link' objects in Nuxeo.


Will safari be supported?
Yes, Safari is supported (at least recent versions). And so are Chrome, Mircrosoft Edge and Firefox. 


In which order are the members presented in the members list?
It is based on roles: Officer roles first, other roles after.


Can you email to all members?
You can only email to all members. You cannot unselect recipients.


Is it possible to select different criterion to present the members list?
You may use the 'Filter' option on top of the screen to select on any text string. You may also export the list to CSV and sort it in Excel as you wish.


Can we select a series of documents or should we have to select them one by one?
In most of document lists, including Search results, you may select several documents by clicking in the selection circles in the left-side column. Multiple selections using the ‘Shift’ ‘Ctrl’ keys also work in these columns.


Can we reserve a specific N-number?
You can reserve an N-number (the next available) but you cannot reserve a specific N-number. To reserve an N-number, simply create a document without uploading any file. The number will be kept for this document and the document created in the ‘to be notified’ status.


Is there the option to create a document without a cover page?
You may choose 'No Rendition' and select the option "without a cover page" in the criteria at the bottom of the page.


How will I upload an Excel file or PPT and keep the format/file type to that and not convert in PDF?
When uploading a document, 4 types of renditions are possible:
1. None: the document will keep its original format.
2. PDF: the document will be simply converted in PDF.
3. PDF rendition with Coversheet: the document will be converted in PDF and the CEN Coversheet will be appended at the beginning of the document.
4. PDF Rendition with N-Number stamp: the document will be converted in PDF, and its N-Number will be stamped at the bottom left-corner of each page.


Where is the link to "Submission interface"?
There is currently no Submission interface application at CEN.


Will the subject of notification mails be automatically adjusted according to your role in the committee? So that I immediately know if e.g. I have to vote on a ballot or if it is just for information.
We have reorganised the notifications/documents based on their expected action. Now documents are grouped in action items, like ‘act’ or ‘reply’. In the signature of the sent Email, you can see the name and the role of the sender of the notification. This should help you estimate the urgency of the request.


What is the link to the new website? Will the login stay the same?
Direct link is: https://sd.cen.eu/documents 
Access is then also possible via eCommittee structure kept on the Livelink. Your credentials are the same as before so same Login Name, same Password. Be aware that CEN Documents is case sensitive (upper case and lower case).


Is there a size limit for uploading?
No formal size limit, but we advise you to avoid files bigger than 1 GByte


How can notified N-Docs be notified?
The N-document will no longer be shown as ‘to be notified’ but as ‘available’ in your list of documents. Furthermore, it will carry the N and a number and will be found in the N column of your document list.

What exactly are ‘Documents to be notified’?
They are documents that aren’t visible to the committee yet and once they’ve been ‘notified’ (published), an email is sent out to all the members to notify them of the document. Also, an N-document can no longer be changed once notified.


Is it possible to change a document before it gets ‘notified’?
It is possible to delete the document and create a new one and upload it again.


Can I format the text in the description field of the metadata of a document?
It will soon be possible as it is planned for the next release.


Are the folders ‘NA Working” and ‘Internal History’ on the DIN Livelink be migrated to the new platform?
Yes, they are. ISO has developed scripts to recover these missing folders. 


(DIN Hosted Committees) Will non-N documents be migrated from the ‘internal history file’ and ‘NA working folder’ in all project folders at DIN-hosted committees?
They will be migrated to a ‘project’ subfolder in the ‘administration’ folder (restricted folder).


When viewing a document how to copy the link or hyperlink to another document?
When viewing the document, access the 3-point menu in the upper-right part of the screen and select the ‘Copy link’ option. This is the link you should copy and paste in your other document or in a ‘Link’ object. This link will remain valid, even if the document is moved to another place, which is not the case of the Url displayed in the Address field of your Internet browser.
To create a link, click on the +Document icon from the left and select the LINK icon. You will then be able to paste the link created above in the Url field of this object.


When you create a link, is it visible by all the members or only by the secretary?
It depends of the access rights defined for the Folder where the Link is stored: - only Secretaries and/or Convenors have access to the ‘administration’ folder - all committee users have access to the other folders.


Is it possible to ‘add version’ like for instance upload a word document and later upload a pdf-version as it was the case on the Livelink?
Yes, it is possible. To update a file version, click on the ‘add version’ icon. This action will add a major version to the document version number (+1.0).


When a document supersedes a previous notified document, will it be specified as it was on the Livelink?
Yes, absolutely. When uploading a new document, in the creation screen there is a field called ‘Replaces’. This field allows you to search and select one document of your committee. This will link these two documents.

 

IV. OTHER APPLICATIONS


Will you still be able to access Projex from CEN Documents?
The link to Projex is not migrated from eCommittees, but Projex-Online is still accessible from the CEN application portal using the ‘Projex-Online’ option.
In order to have a direct access from CEN Documents, you could also create a Link Object in the General Committee Documents folder with the following link:
https://projex.cencenelec.eu/

 

How will e-Trans and the HAS platform work with the migration to CEN Documents?

e-Trans and the HAS platform will be managed in other projects at a later stage. For the time being, both platforms remain on the current CENTC Livelink Content Server.


Will it still be possible, as secretary, to see the responses received during the course of a vote?
Yes, nothing changes in e-Balloting.


I currently have a CIB running at a TC level. The closure is planned at the end of the month. Will this running CIB be affected by the migration?
The Balloting software and the eCommittee platform are independent. There won’t be any side effect of the migration on your open ballot.

 

V. MISCELLANEOUS REQUESTS


When I download a group of files in a zip, the original ‘modified date’ is altered to today’s date. Is there any way we can keep the original modified date?
This problem has been detected by the development team at ISO and a correction might be deployed in a future software release.


At ISO ballot documents include all ballots including those that are closed. Is it possible to only list open ballots?
In the current version of CEN documents, when you click on the link that leads you to the Ballots application, it shows all ballots for your committee. To see the open ballots in your committee you select Status = ‘Open’ and click on the [Search] button to relaunch the search.


Is the test environment already accessible for trying out?
There is no Test/Training environment for CEN Documents.


During the migration process, if there is a reservation number in eCommittee, will it be kept as ‘reserved’ in CEN Documents?
Yes for all committees that are hosted on the CENTC platform only. For those who have reserved an N-Number on the AFNOR or DIN Livelink, these will be missing. In this case, we ask you to contact us and we will organize the reservation of the number. We strongly advise to notify documents as much as possible before the migration.

 

My committee used to be hosted on the DIN-Livelink and now I cannot access CEN Documents. How should I log in?
Users were automatically deleted from DIN-Livelink if they have no membership in any other DIN hosted Committee. You first need to log in CEN Documents using your CEN account.
In the SIF (Standardization Identity Federation) screen, choose [Use your CEN account]:

- You will then be able to login using your CEN credentials as defined in the Global Directory (not the former DIN account). Be aware that these credentials are case sensitive and you need to write the exact email address and password using the appropriate higher and lower cases
- If you do not remember your CEN password, the CEN Login screen provides a link called ‘I forgot my password’. If you click on this link, the system will send you an email with a link to reset your password.
Please note that the password you choose must be a minimum of 8 characters, contain both numbers and letters, and cannot contain any of the ISO acronyms such as ISO, TC, SC, WG etc.

 

We were told there is no need for working groups to make decisions. But there is a need to have internal ballots, like ISO CIB for collecting comments so is there a possibility to start ballots like it was on the Livelink?
At CEN, there is currently no Balloting similar to ISO consultation at WG level.


My TC has a number of folders which hold repository documents i.e. when documents are uploaded they do not produce an N-numbered on the Livelink. Will it be possible to have them on CEN Documents too?
These documents should also be migrated in the coming days. Should there be some missing documents, the eCommittee platform will still be available for some time as a back-up.

 

What will happen to non-technical committees like sector Fora?
Non-technical committees will be migrated within other projects sometime later this year.

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