For GCdocs Users: Working Remotely with GCdocs

To All GCdocs Users,

As many employees are working remotely over the upcoming weeks due to the COVID-19 pandemic, we want to ensure a seamless work environment especially for those with intermittent connection to their virtual network.

Please follow the instructions or links below for reserving and downloading a document using the Enterprise Connect and GCdocs Web interfaces.

Enterprise Connect

Part I - Reserving a document

  1. Double-click the GCdocs logo on the desktop to launch Enterprise Connect. The Windows File Explorer is displayed.
  2. Expand the folder structure or access your Favorites, and navigate to the document you wish to reserve.
  3. Right-click the document and click Reserve. The document displays a red checkmark symbol on the application icon – symbol of a reserved document.
  4. Drag the reserved item to the desktop, and begin modifying it.

Part II – Adding a local copy as a new version

  1. Once the document has been modified and saved, double-click the GCdocs logo on the desktop. The Windows File Explorer is displayed.
  2. Expand the folder structure or your Favorites, and navigate to the document you wish to unreserve.
  3. Drag the modified document on the desktop over the original one in GCdocs. You will be prompted to save the document as a new version.
    Note: You will need to have two Explorer windows opened side by side.
  4. Once the new version has been added, right-click the reserved document and click Unreserve. The red checkmark symbol disappears.

Web Interface

Part I – Reserving a document

This will prevent other users from modifying the document.

  1. Launch Internet Explorer. Access GCdocs through your Favorites, and navigate to the document you wish to reserve.
  2. Click the document’s Functions menu and click Reserve. The Reserve page is displayed.
  3. Under the Options area, click the Download link to download the most recent version of the document to your computer.
  4. The Open or Save notification bar appears at the bottom of the screen. Click the drop-down list and click Save As.
    Caution: If you select the Save button and have not specified the location of your saved document, the system will automatically save it in your Downloads folder.
  5. The Save As window appears. Navigate to where you want to save a copy of the document outside of GCdocs. Click Save.
  6. In GCdocs, click the Submit button. The GCdocs Enterprise Web page where the document is located is displayed.
  7. Click the Open folder button on the notification bar to access the document and modify it.
  8. Once you complete the modifications to the document, follow Part II below to add the new version to the original document in GCdocs.

Part II – Adding a local copy as a new version

Once the document has been modified, you unreserve it by adding a new version.

  1. Launch Internet Explorer. Access GCdocs through your Favorites, and navigate to the document you wish to unreserve.
  2. Click the reserved document’s Functions menu and click Unreserve.
  3. In the Unreserve page is displayed, select the Add New Version check box.
  4. The page refreshes and new fields are displayed.
  5. In the Description field, add any necessary comments (optional).
  6. Under the File area, click the Browse button to locate the copy of the document outside of GCdocs.
    Note: If the document uses the Advanced version control, click the Add this as a minor Version or Add this as a major Version radio button.
  7. Select the document and click Open.
  8. Click the Submit button. A new copy is added and the document is unreserved.

Please contact the IM/IT Client Services Centre by email at aadnc.sti-its.aandc@canada.ca should you require further information.

Thank you,
IM/IT Communications

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