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eCommittees for WG Convenors

helpdesk@iso.org
 Current situation

Please note that there are a number of advantages in using this platform which you are currently not
benefiting from.

Livelink is a document-sharing environment, so the exchange of files is greatly facilitated and

would enable the group to be less reliant on email for such purposes.

Because it is a centralized system, it will ensure the transparency of your groups work.

When a new member joins the working group or when it is necessary to hand-over the leadership
of the group to a successor, all documents such as minutes, resolutions and working documents will
remain readily available for reference and record-keeping purposes.

Aside from these advantages, please note that the ISO Technical Management Board (TMB) adopted
Resolution 64/2012 which made the use of Livelink mandatory for engaging in ISO technical work.

A reminder regarding the compulsory use of Livelink (eCommittees) was also sent in a circular letter
dated 2013-08-20.

The ISO Helpdesk (helpdesk@iso.org) can provide assistance if you have any questions on how to
transfer documents to this environment.

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TECHNICAL MANAGEMENT BOARD RESOLUTION 64/2012

Adopted at 54th meeting of the Technical Management Board, Geneva (Switzerland), 13-14 June
2012

Policy on the use of ISO IT Services for ISO technical work

The Technical Management Board,

Approves the proposed policy on the use of IT Services for ISO technical work discussed at its June
2012 meeting with the modification that e-Committees is also mandatory for working groups, and

Requests the ISO Central Secretariat to take the necessary steps to implement and communicate
this policy.

Toolkit for conveners
http://isotc.iso.org/livelink/livelink/fetch/2000/2122/15507012/Getting_sta
rted_Convenors.pdf?nodeid=15507518&vernum=-
2

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Appointment of experts in a Working Group

Working group level decisions: one expert = one voice

(Committee level decisions: one country = one vote)

Experts in working groups

Experts are appointed by the P-members of the parent committee.
See ISO/IEC Directives, Part 1, clause 1.12.

Liaisons
A-liaisons (of the parent committee) and D-liaisons can also appoint
experts

Observer members
observers are not permitted in working groups.

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Objectives of the session

Help you get started with eCommittees, notably

Finding your way around the ISOTC server
Uploading N-documents
Resolving issues with document uploads
Notifying documents
Emailing Member

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Document management with ISOTC

https://login.iso.org

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What is the ISOTC server?

Purpose of the ISOTC Server:

Online document management
Online collaboration for committee members
Decentralized administration by the secretary

Different names, but one application

ISOTC = eCommittees = Committee Areas = Livelink

eServices for ISO Secretaries

The ISOTC home

Starting point for Committee work: access to all TCs and useful links to online
tools and documentation

Featured Items
Easy access links to
important and relevant
items

List View
Links to folders and
documents and the
eCommittee pages

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The ISO eCommittees

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Homepage for Committees hosted at DIN/AFNOR

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Navigation Menu
Easy access to eCommittee modules and functions
Role based visibility of menu items
Menu item Comment
Committee Home Link to the Committee homepage
Child Committees Link to the Committee Homepage for a Sub-Committee
Committee Projects Link to ISO Project Portal (specific URL per committee)
User Guides Access to the user manuals of ISO IT applications
ISO Applications Link to the list of ISO Applications (https://login.iso.org)
List of all Committees to which you have a role assigned in GD3,
My Committees
regardless of hosting server
My Tasks List of Tasks assigned to you
N-Documents List List of all numbered documents within this Committee
Sortable and printable list of Committee Members, showing all roles that
Member List
can be considered part of the membership of the committee
Opens an e-mail window to send an e-mail to the Committee Secretary;CC:
E-Mail to Secretary Convenor, Twinned Secretary, Twinned Convenor and Secretary/Convenor
Support Team
All emails sent to committee through N-doc notifications and email to
Mail Archive
members
Committee News Link to the Committee News Channel
Committee Task List Link to the default committee task list
N-Documents Notification Send document notifications to the Committee Participants
Notification Report View the list of N-document notifications sent
Link to the Submission interface (replaces folder 06 Documents to
Send documents to ISO/CS
ISO/CS)
E-Mail to Members Opens an e-mail window to send an e-mail to the Committee Members
Sortable and printable list of people that have access to Committee. It
shows all roles already included in the Member List, and additionally all
Secretary Member List
other roles that have access to the documents (for example voters, officers
of other committees etc)
eServices for ISO Secretaries
Member List versus Secretary Member List
Member List: Shows the official committee membership
Secretary Member List: Shows all people who have access to the
committee, including indirect roles

Member List Secretary Member List

Secretary (SEC)
Convenor (CNV)
Chairperson (CHP)
Committee Member (MBR)
Technical Program Manager
(TPM)
Twinned Secretary (ASE)
Twinned Convenor
Vice-Chairperson (VCH)
Liaison Representative
Secretary Support Team (SST)
Secretary/ Convenor Support
Team (SST)
Chairperson Support Team
(CST)
TPM Assistant (TPS)
Decentralized document
monitor
Centralized document monitor
All roles from Member list
Decentralized Committee internal
voter
Decentralized Ballot Monitor
(CIB)
Centralized Committee internal
voter
Centralized Ballot Monitor (CIB)
Committee Officer Access
No assignment (i.e. P- or O-
Member who have not appointed
an expert/liaison rep)

eServices for ISO Secretaries

Member list
List of all Committee members by role
Easy filtering and sorting
Can be exported (CSV for excel) and printed
Always up-to-date with the Global Directory

SEARCH EXPORT & PRINT

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Secretary Member list
Same features as Member List, but with additional roles displayed.

SEARCH EXPORT & PRINT

Contact MBUA of the responsible ISO Member Body

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Structure

Shows the entire committee structure with its Sub-Committees and Working
Groups
Easily identify how an SC is related to a Committee, what other WGs exist etc..

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Ballots

List of all current and active ballots for the committee with Type and end date
Direct link to the ballots in the Electronic Balloting Portal
Table sortable by type, reference and end date

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Meetings

List of all active meetings for the committee with date, location and status
Direct link to the meeting in the Meeting Management Portal
Table sortable by title, date, country, city and status
Meetings currently maintained by ISO/CS (tcsupport@iso.org)

eServices for ISO Secretaries

Library

Provides access to the documents in the Committee

All Electronic Committees and Working Groups have a predefined folder
structure (same for all, cannot be changed)
Folder: here you can upload any document
N-Folder: here you can only upload N-Documents
Click on View More to open the Library

eServices for ISO Secretaries

Library - Default folder structure
Folder Name
00.Secretariat workspace
01. Public information
02.General committee documents
03. Meetings and resolutions
04. Projects
05. Drop-in box for members
Intended use
This folder can only be seen by the Secretary
and Secretary Support Team
Public access and can be viewed without a log-
in to the ISOTC server.
Documents that do not relate to meetings or
projects
Documents relating to meeting organisation
and meeting resolutions, e.g. invitations,
agendas and minutes.
All documents relating to projects of the
Committee.
Used for the transmission of documents from
Committee Members to the Committee
Secretariat.
eServices for ISO Secretaries
Working with N-Documents

N-Documents are documents that have a unique number

Each TC, SC and WG has their own numbering
Aim: Document and version traceability
Each new N-Document needs to have a unique N-Number
The system will automatically suggest the next available number, but the Secretary
can choose any number that has not been assigned yet
Its possible to reserve an N-number
Document versions use Replace N-Document
Integrated PDF rendition of document, including cover page with metadata and
additional information
Uploaded N-documents need to be notified to the members through the
system, otherwise they are not visible to the members.
Assigned document numbers cannot be changed after notification

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N document life cycle
Visible to committee
Only visible to Secretaries & SST members

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 N-Document List

Shows all N-Documents

in the Committee
Advanced search Options
and filter criteria
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Uploading N-Documents
Step 1: Enter on the folder in which you wish to add a new document and then
click on icon
Step 2: Choose the file

Step 3: Enter Background Information (metadata, actions, coversheet)

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Uploading N-Documents (cont.)

Step 4 (Optional): Choose N-document to replace

Step 5: Choose rendition type

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Working with N-Documents

Document waiting for PDF rendition

Document is in review state, ready for notification

N-Number reserved

PDF rendition error

Document withdrawn

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Rendering N-Documents

Types of documents that can be rendered in PDF

Word files that are not protected by a password (doc, docx)
PDF files that are not protected by a password (to add a cover page)

Types of documents that cannot be rendered in PDF

Power Point files
Excel files
Zip or any other compressed format
Protected word or PDF files
Text files

eServices for ISO Secretaries

Reserve an N-number
Enter on the folder in which you wish to add a new document and then click on
icon

There is no document attached to

this number.
The Secretary needs to upload the
document later (Add File)

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N-document function menu

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N-Documents Notification Module

Uploaded documents not visible for committee members

before notification
Notification email can be customized with personal text
Notification report available, re-sending possible
Sender e-mail is officers e-mail
Automatic generation of ZIP files
Reminder mails if notification is not sent

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Notification report
View a summary of all notification emails sent and view details of each notification

View details of each notification and resend a

notification email to specific expert(s) eServices for ISO Secretaries
Replace a notified document
Notified documents cannot be deleted
To replace a N-document you need to upload a new document and use the
replace N-document functionality

1. Click on
2. Select the new document to be uploaded
3. Complete the Background information section
4. Click on Replace N-document tab

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Replace a notified document

Select the document that need to be

replaced by clicking on the + sign

5. Click on Rendition and Finish

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Email to Members
Send an email to Committee Members directly from the eCommittee Homepage
All messages archived in the Mail Archive (by date)
Possible to select members by roles and add/remove recipients
Customized Mail Message with attachments

eServices for ISO Secretaries

Rights and roles structure in the eCommittees

Committee Officers Committee Members ISO Admins, TPM

Can upload documents, Can see documents in Have full view rights
create notifications, add folders, except 00. to every eCommittee
and change folders Secretariat Workspace on the ISOTC server
below the main folder Can send e-mails to Can help the
structure level the committee committee officers
Can store documents Secretary and when there are
in folder 00.Secretariat participate in forum questions
Workspace discussions Get notification mails
Read only access to Can upload content in from the committees
all SCs/ WGs under folder 05. Drop-in box
the same parent TC for members
Gets notifications if
uploaded documents
are not notified to the
Committee members

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Thank you for your attention!

Questions?

helpdesk@iso.org

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