Note: In EDMS terminology, what is usually referred to as a "folder" in most file systems is called a "project". Additionally, a "document" in EDMS is a container for files, rather than a single file. Every document has version control. Projects don’t have version control.
1. Open your browser and go to the EDMS website, https://edms.cern.ch.
2. Sign in using your CERN account credentials. Once signed in, you will see the EDMS dashboard.
On the main page, you will find the search bar and various sections such as "My Project" or the project-specific areas.
For the CMS Tracker Upgrade (Phase-2), you will need to navigate to the relevant project directory: Experiments → CMS → CMS Upgrade Phase 2 → Detector Systems.
The project/document structure is as follows:
To quickly access frequently used documents or projects, you can add them to your "Favorites" list:
This feature allows you to easily manage and access the projects and documents you frequently work with, without needing to search for them each time.
1. To create a new document, go to the project (folder) where you want the document to reside. Note that a document can be linked later to other projects or documents, and it can also be detached from its original location. EDMS is a database, not a directory structure.
2. Click the Create button, usually found on the toolbar or options menu.
3. You will be prompted to fill in details like the document type, name, and other metadata. Some fields can be tricky, so here’s a quick guide:
Very important: Until the document is approved, all the above fields (also the version number) can be edited by the document creator/owner at any time. So, don’t worry, the first fill of those fields does not need to be 100% perfect and definitive. The only element in the document that cannot be modified is the EDMS document number, which is unique and unchangeable.
Here is an example screenshot on how to fill in the form:
EDMS allows you to link the same document to different projects (folders). This is useful because updating the document will automatically reflect in all locations it is linked to.
To upload files to a document, you can do so while creating the document, or later on using the "add" link
By clicking on share you can allow other specific CERN users to view or edit the document (e.g. uploading new files)
Alternatively, you can send out the link to your document. Several links are available for each document, pointing to: a specific version, the latest version, or the latest approved version. You can find them here:
EDMS offers version control. Through the interface, you can change the status of a document to "In work", "Draft For Discussion", "Released", or "Obsolete". (Not all transitions might be allowed; e.g., in the CMS Tracker Upgrade context, one cannot move a document from "Draft for discussion" to "Released").
Document deletion is possible, but generally discouraged. You can do so in case you created a document by mistake, but first, it needs to be linked to a single project or document only. Usually, one should mark a document as "Obsolete" if it should be disregarded.