Specs & Standards Help Text: Watch Lists

Personal Document Lists

Using Personal Document Lists, you can quickly retrieve frequently needed documents, and you never have to wonder if your key documents are out of date. Personal Document Lists can help you stay on top of regulatory and contract compliance issues by sending you email notifications when your selected documents are updated or revised.

Note: In order to use the Personal Document List feature, you must first register as an individual user. This allows the system to keep track of the lists you create. IHS does not sell or rent online user information to other companies. You will not receive unwanted "spam" as a result of completing this registration form. Privacy Policy

Creating Personal Document Lists
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To quickly create an empty Personal Document List so that you can add documents to it later:

1.	Click the View Lists button on the Menu bar. The View My Lists window opens: Note: If you have not yet registered, the Specs & Standards service will prompt you to do so. You must register as an individual user so the system can keep track of the lists you create. If you have created other lists, they will be listed in the drop-down list (as in the sample window above). If you have never created lists before this screen will be empty.
2.	Click the Create List button on the Menu bar. The Create List window opens:
3.	Enter a descriptive List Name. It can include up to 20 characters, including spaces.
4.	Click the radio buttons to indicate if the list is to be Secure and/or Private. Secure lists can only be updated (administered) by you. Private lists can only be viewed (accessed) by you. Lists that are not Secure or Private can be updated and viewed by anyone sharing your IHS Login Name and Password. Note: List Administration functions allow you to later give specific individuals access your Lists.
5.	Click the Submit button.

After creating the list, you can add documents to it. When your Personal Document List is complete, you can quickly view the documents on it at any time by searching using the Browse/Refine Search drop-down list and choosing Lists, or by clicking the View Lists button on the Menu bar.

You may also want to add an email notification so that you are alerted when documents on your list are revised.

To create a Personal Document List and immediately add documents to it:

1.	Perform a search. In the results list, click the check boxes in the first column to indicate the documents that you would like to add to the new Personal Document List. If you would like to add all of the documents on the results list, click the white Select All button at the top of the first column. Sample results list with documents checked to add to a Personal Document List.
2.	Click the white Add to List button at the top of the first column of the results list. The Add Items to List window opens. If you have never created a Personal Document List before, your screen will look like the one below. If you have Personal Document Lists they will be listed. Note: If you have not yet registered, the Specs & Standards service will prompt you to do so. You must first register as an individual user so the system can keep track of the lists you create.
3.	Click the Create List button on the Menu bar. The Create List window opens:
4.	Enter a descriptive List Name. It can include up to 20 characters, including spaces.
5.	Click the radio buttons to indicate if the list is to be Secure or Private. Secure lists can only be updated (administered) by you. Private lists can only be viewed (accessed) by you. Lists that are not Secure or Private can be updated and viewed by anyone sharing your IHS Login Name and Password.
6.	Click the Submit button. The Add Items to List window opens displaying the items you checked on the results list: Notice columns 2 and 3, Most Current and Specific Version. By default, the most current version of each document will be included on your list. Click the radio buttons in columns 2 and 3 as necessary to indicate the versions you need. Also notice the Select All buttons at the top of both columns. Should you ever want to change these version selections, on the Menu bar, click the View Lists button to open the View My Lists window, then click the List Administration button.
7.	Click the Submit button to confirm that you want the items added to your new Personal Document List.

You can now quickly view the documents on your list, or search them, at any time by using the Browse/Refine Search drop-down list and choosing Lists. You can also view your lists and access List Administration functions by clicking the View Lists button on the main Menu bar.

You may also want to add an email notification so that you (and/or others) can be alerted when documents on your lists are revised.

Email Notifications
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Using Personal Document List email notifications, you never have to wonder if your key documents are out of date. Email notifications help you stay on top of regulatory and contract compliance issues by letting you know when documents on your lists are revised.

Email notifications are not automatically set up for the list authors when they create Personal Document Lists. You must follow the procedure outlined below to set up and modify email notification lists.

Note: In order to set up email notifications (or use any Personal Document List feature), you must first register as an individual user. This allows the system to keep track of the lists you create and send you the email messages when documents on your lists update.

To set up an email notification:

1.	Click the View Lists button on the Menu bar. The View My Lists window opens:
2.	In the List Name drop-down list, select the name of the list to which you want to add an email notification.
3.	Click the Email Notification button on the Menu bar. The Email Notification window opens:
4.	Enter the email address of the person you want to receive the notifications and click the Submit button. The email address you entered is displayed. You can now enter another email address, or delete or update another email address for this list, if you wish.

To modify email notifications:

1.	Click the View Lists button on the Menu bar. The View My Lists window opens:
2.	In the List Name drop-down list, select the name of the list having the email notification that you want to modify.
3.	Click the Email Notification button on the Menu bar. The Email Notification window opens:
4.	To delete an email address, click the *Delete* link to the right of the address. To change/update an email address, click the Update link to the right of the address. To add another email address, enter the address in the text box and then click the Submit button.

Adding Items to an Existing Personal Document List
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1.	Perform a search. In the results list, click the check boxes in the first column to indicate the documents that you would like to add to a Personal Document List. If you would like to add all of the documents on the results list, click the white Select All button at the top of the first column. Sample results list with documents checked to add to a Personal Document List.
2.	Click the white Add to List button at the top of the first column of the results list. The Add Items to List window opens. Note: In order to add items to a list, you must first register as an individual user. This allows the system to keep track of the lists you are allowed to modify. If you have not yet registered you will be prompted to do so. Notice columns 2 and 3, Most Current and Specific Version. By default, the most current version of each document will be included on your list. Click the radio buttons in columns 2 and 3 as necessary to indicate the versions you need. Also notice the Select All buttons at the top of both columns. Should you ever want to change these version selections, on the Menu bar, click the View Lists button to open the View My Lists window, then click the List Administration button.
3.	In the List Name drop-down list, select the list to which you would like to add the documents.
4.	Click the Submit button.

Viewing Personal Document Lists
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On the Menu bar, click the View Lists button to open the View My Lists window:

Note: In order to view lists, you must first register as an individual user. This allows the system to keep track of the lists you are allowed to view. If you have not yet registered you will be prompted to do so.

The buttons in the upper right corner of the window allow you to toggle the view to either My Lists (the lists you have created) or All Lists (all non-Private lists created by anyone sharing your Loginname and Password).

On the View My Lists window, the lists you have created appear in the List Name drop-down list. The first list (alphabetically) is initially displayed. Select a list name and the list is displayed in the lower portion of the window. (See sample above.)

ALL Personal Document List functions can be accessed from the View My Lists (or View All Lists) window:

Top Menu Bar Buttons

List Updates - allows you to quickly view documents on your list(s) that have recently updated
View List - inactive on this screen
List Administration - opens the List Administration window where you can delete or rename your Personal Document Lists, and manage access. In this window you can also delete individual documents from lists, view Document History reports, and indicate if you want a specific version or the most current version of the documents to appear on your Personal Document Lists.
Create List - creates a new Personal Document List
Other List Function Buttons
Print List - prints the displayed list
Copy List - combines lists. Click to copy the displayed list and add it to another list.
Email Notification - allows you to tell Specs & Standards to send an email message to one or more addresses whenever a document on a list changes
Text Links Within the Document Listings
Summary - links to document abstracts, histories, and referenced documents, as available
Doc No - links to a pdf copy of the document
Title - contains links to the most current version of the document, if applicable. See the sample screen below.
Updated by - if the document on the list is not the most current version, a link to the current version appears in this column. An asterisk also appears in the last column. See the sample screen below.

This screen shows an example of a one-document list named 810 test. The document on the list (MIL-STD-810E CHG NOTICE 3) is not the most current version. However, the Specs & Standards service still provides a link to the current version in the Title and Updated by columns.

List Administration
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On the View My Lists window (or the View All Lists window), click the List Administration button to open the List Administration window:

In the List Name drop-down list, choose the name of a list. Then you can:

Check if documents on the list have recently updated. Click the List Updates button on the top Menu bar to open the List Updates window.
Delete the list. Click the Delete List button.
Rename the list. Click the Rename List button. List names can contain up to 20 alphanumeric characters, including spaces.
Manage access. Click the Manage Admins/ Access button to open the Manage Admins/ Access window where you can select who can administer (update) and access (view) the list.
Change the Secure and Private settings. Secure lists can only be updated (administered) by you. Private lists can only be viewed (accessed) by you. Lists that are not Secure or Private can be updated and viewed by anyone sharing your IHS Login Name and Password. Click the Secure List and/or Private List radio buttons as necessary and then click the Update Secure/Private Settings link.
Delete individual documents. Click the check boxes in last, Delete, column of the document(s) you want to delete. Notice the Select All and Clear All buttons at the top of the column. Then click the Update Documents on List button.
Indicate if you want the Most Current version or a Specific Version of the documents to appear on your list. Click the radio buttons in the third and fourth columns as necessary. Then click the Update Documents on List button. Notice the Select All buttons at the top of these columns.
Replace a specific version of the document with the most current version. Click the check boxes in the Replace column (second from the end) to indicate the documents that you want to replace, then click the Update Documents on List button. Notice the Select All button at the top of the Replace column.
Note: The document on your list will still be a specific version, but that specific version will be the one that is currently active.

Buttons on the top Menu bar also allow you to:

Return to the View My Lists window (or View All Lists window)
Create a new Personal Document List

List Updates
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The Specs & Standards service helps you with compliance issues and to stay in touch with new technology by allowing you to quickly check if documents on your lists have updated. In addition to following the procedure outlined below, you may also want to set up an email notification so that you are immediately alerted when documents update.

To manually check for document updates, on the List Administration window, click the List Updates button to open the List Updates window:

Lists you have created and any non-Secure lists created by others are listed on the left. Highlight a list name, highlight the appropriate date range, and click the Submit button.

You will also be alerted to updates by links that will appear on your search template:

Search template. Notice the (1) Docs have updated under "My Lists" link on the right.

Managing Personal Document List Access
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The Specs & Standards service allows you to decide who can update (or administer) your lists, and who can view them.

On the List Administration window, select the list in question and click the Manage Admins/Access button. The Manage Admins/Access window opens:

Click the check boxes to indicate who should be able to administer (update) the list and who should be able to access (view) it. Click the Submit button.