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Redesigned nef V 1.8
Last modified: 2014.08.06
IPC Internet Publication Help IPC E-Forum User Manual

NEF User Manual

VERSION 1.8

NEF User Manual

System requirements

What’s NEF

1. PUBLIC ACCESS

1.1. First screen

1.2. Project page

1.3 Download annexes page

2. RESTRICTED ACCESS

Login

Mailing List

2.3. Project Page

2.4. Add a remark

2.5. Add an annex

2.6. Action Plan

2.7. Project Info

System requirements

Browser compatibility was tested for Internet Explorer 7.0.57 + and Firefox 8.0.1

What’s NEF




1. PUBLIC ACCESS

1.1. First screen

If you can not login as an office, rapporteur or administrator, you can still browse the application. Here are the options you have:

1. The right part of the WIPO header displays language choice (English only so far), information regarding the connected office to NEF application, access login as well as general WIPO's site links

2. Application Name and brief description.

3.   Navigation information are displayed under WIPO header (i.e. NEF menu, link to NEF home page and NEF online help)

4. This part of the window serves for research with filters

5. The bottom part of the left provides the NEF application version (e.g. "1.0") and the date of import of the last MCD Working List sets ("Last modified")

6. The main part of the screen (centre/right part) displays data related to the selected screen and depending directly on the applied filters from the actions area

1 - First dynamic research box containing 3 selected fields:

          - Select the project status (A-Active, C-Completed, R-Withdrawn, S-Suspended)

          - Select the revision (CE - Committee of Experts - Nice, DV - Development Vienna Classif., LO - Committee of Experts – Locarno…)

- Select the rapporteur

2 - Second dynamic research by project number. After typing the first characters, the list of projects automatically updates.

3 - Third dynamic research - Possibility to search in the columns Subject, Current Action, Next Action and Any of these fields.

4 - Projects number - In the brackets you see the number of projects, displayed on the page

5 - Projects number - Project - A letter followed by three digits (e.g. 003, 145). Clicking on the Project name opens the project page

6 – Project subject column. Free text, normally 1 to ten words but could be more

7 - CL

8 - Rap. - Rapporteur - Two letter office code (IB, EP, JP, US)

9 - Next Action

10 - Deadline

11 - Update - Date of last submission concerning the project, introduced automatically by the system

TIP: Click on the table headings Project, Rap. And Update in order to sort alphabetically the information in the respective columns.

1.2. Project page

The project page in the public access allows only viewing the information about the project and downloading annexes.

1 - Next and previous projects links

2 - Status indication of the project (Active or Completed or Withdrawn or Suspended)

3 - Word annex link. Open directly the selected file.

4 - Pdf annex link. Open directly the selected file.

5 - Download annexes link (see below)

1.3 download annexes page

The user can select to download one or all Annexes in their original format or as PDF documents. He can also download several PDF Annexes concatenated in one common PDF file.

1 - Annexes check box selection

2 – Download format Selection

à ORIGINAL FORMAT: the selected annexes with word format are placed together in a zip file

à PDF FORMAT: the selected annexes with pdf format are placed together in a zip file

à PDF FORMAT CONCAT: the selected annexes are gathered in one pdf file

When downloading the documents in their original format or in PDF format they are archived with ZIP. Selecting PDF FORMAT CONCAT opens one PDF document, which includes all the selected annexes. If "Revision file" is checked, it will be included in the concatenated document as a cover page.

2. RESTRICTED ACCESS

Login

There is a Login link through which you can log in the application if you have a username and password. Logging in is necessary for adding annexes or submitting comments to a project.

Mailing list

The email notification is automatic. A script is started every day and checks whether there are new projects or changes to existing projects (like annexes added, new messages etc.) since the last notification and sends emails with the new information. The emails are in HTML format.

Link to a form with witch to subscribe/unsubscribe for e-mail notification

If the email address is entered for the first time, the user needs to select the types of projects that he wants to receive information about (see the screenshot below) by checking the appropriate boxes.

On the next page the projects that correspond to the selected criteria are displayed and can be selected by checking the box next to them. Checking the top check box in each table selects all projects in the table. After the selection is made the button Subscribe has to be clicked to finalize the subscription.

The following page is the project management menu. Next time the email is entered the user will land directly on this page.

1 - Opens a page where the user can select and subscribe to more projects.
2 - Opens a page containing all selected projects, with a removal option.

3 - My Projects List displayed above.
4 - Opens a page where the user can make a systematic selection and subscribe to more projects.
5 - Option to remove the email address from email notification. To unsubscribe from the Mailing List just click the YES button on the Unsubscribe page. The email is deleted from the mailing list and no further notifications are sent.

2.3. Project page

When editing a project, the page displays the tabs “Add a remark”, “Add an annex” for every identified user and “Action plan”, “Project Info” for the office that is rapporteur for this project and the administrator.

Project page outlook for the office that is not a rapporteur for the project

Project page outlook for the office that is a rapporteur for the project or an administrator

Annex file lower 10 Mo

Doc Annex world 2003

1 - Project Info - A form for editing the project information
2 - Action plan - The Rapporteur can add actions to the project. If the action is set as current it is highlighted in yellow.
3 - Add an annex - Offices can add annexes (- .DOC, .WPD, .RTF files) or write a message, which is saved by the application in .txt format.
4 -
Add a remark - Offices can add text remarks that are displayed in the lower right part of the screen.
5 -
Download Annexes -
6 and 7 - ANX and PDF columns - By clicking on the numbers in these columns you can download the corresponding annexes in DOC (TXT, ..) or PDF format can be download.
8 - Content
9 - Origin - The office that has uploaded the document
10 - Date - Date of upload of the document
11 - The option to edit editand deletedelete an annex is available only to the office that added the annex and to the administrator
12 - Table for displaying actions
13 - Table for displaying remarks

2.4. Add a remark

Write the remark in the text area field using only alphanumerical characters or any ASCII printable or extended characters and click in ADD.

2.5. Add an annex

Offices can add annexes or write messages, which are saved by the application in .txt format.

The maximum file size of annexes that can be posted is 20 MB.

Update an already posted annex:

User who needs to update an already posted annex file, needs to wait 5 minutes to see that their posting is correctly taken into account by the system.

List of the authorized extensions files: DOC, DOCX, XLS, XLSX, PPT, PPS, PDF, XML, TIF, JPG, PNG, GIF, BMP, EPS, JB2, JP2, JPX, JPM, PBM, JIF, ZIP

Types of files:

  • MS Word files (.doc and .docx) à PDF
  • MS Excel file (.xls and .xlsx)        à PDF
  • MS PowerPoint file    à PDF
  • PDF file à no action for PDF conversion
  • XML file à no action for PDF conversion

Image files à PDF

  • TIFF (Tagged Image File Format)
  • JPEG (Joint Photographic Expert Group)
  • PNG (Portable Network Graphics)
  • GIF (Graphics Interchange Format)
  • BMP (Window Bitmap)
  • EPS (Encapsulated Post Script)
  • JB2 (JBIG2, Joint Bi-level Image Experts Group)
  • JP2 (JPEG2000)
  • JPX (Extended JPEG2000)
  • JPM (JPEG2000, Part 6)
  • PBM (Portable Bitmap File Format)
  • JIF (GIF Flate)
  • ZIP file à (no action for PDF conversion)

Note that the PDF format is used as pivot format to ease potential problems of incompatibilities between the authoring tool (e.g. MS Word) used to create the posted annex and the tools used by another user to read it in original format.

Therefore, where possible, posted  annex are automatically converted to PDF and associated controls will be performed (anti-virus control, file size and mime type)

Note that print options of the posted annex (e.g. an Excel file) are preserved during this automatic conversion into PDF. Therefore those printing options (e.g. fit all columns on a single page, landscape orientation…), should be checked in the original file before posting.

2.6. Action plan

The rapporteur and administrator can add actions to the project. If the action is set as current it is highlighted in grey.

Actions can be edited any time, the rapporteur can set their deadline and determine their position in the list of actions. By checking the box Current, the action is set as current.

TIP:In order to select more than once office from the list hold, down the Ctrl key and then click on each selected office.

2.7. Project info

Form for editing the project information