WinTen² Shelter Plus Care User Manual
Contents
1. nmast Software Making Your Job Easier WinTen TenDocs User Manual This user manual is meant to provide guidance on the WinTen TenDocs program TenDocsis a Web based document imaging and archiving program integrated with the WinTen suite of programs With this program you have the ability to scan all your agency s electronic files and documents into a secure archive When TenDocs is launched you can scan print and or e mail all your agency s stored documents document images records reports etc that you use in WinTen or any of your daily work processes Quick Load TenDocs Quick Load isa stand alone Windows application used in conjunction with TenDocs that is used for scanning and archiving non Tenmast electronic files documents that you want to store in the TenDocs archive but are not associated linked with any record in your Tenmast system WinTen With Quick Load you do not need to be working in WinTen programs to scan archive a document Quick Load For Centralized Scanning There is a separate Quick Load application for agencies that use centralized scanning This can be used to quickly tag and archive documents images previously scanned into your agency s to be archived file directory With Quick Load for Centralized Scanning you do not need to be work ing in WinTen programs to tag and archive a document Note Quick Load interacts with a scanner to quickly scan and load documents with2. after saving on the preview screen the document is now stored and available to work with in the TenDocs archive o Toaccess the TenDocs document archive click View Archive on the toolbar The TenDocs Archive screen opens o To work with Quick Load settings click the File menu and select Settings from the menu that appears o To exit out of Quick Load click the File menu and select Exit from the menu that appears or click xl o To clear the fields and begin a new scan click CLEAR FORM WinTen TenDocs User Manual Copyright Tenmast Software 2011 22 of 32 Version 10 2011 Printing Documents from Word Excel Adobe Acrobat into Archive If you are working with a non Tenmast document in Microsoft Word Excel or Adobe Acrobat you have the option to archive that document into TenDocs directly from the Word Excel Acrobat interface 1 In Word Excel Adobe save the document you want to archive 2 Click the File menu and select Print The Print window appears 3 Select the TenDocs Archive printer from the printer name drop down list Ce tl Printer heme provertes_ Status Idle Find Printer Type zvprti Where NowFORMS J Print to file Comment NowFORMS Capture Driver J Manual duplex 4 Click OK The Quick Load screen opens Select the document category of the document you want to scan from the drop down list The fields displayed on the screen will depend on the chosen category
3. minimal tagging into the archive Quick Load for Centralized Scanning does not interact with a scanner and allows you to quickly add detailed tagging and then file already scanned documents Document Categories and Types WinTen TenDocs Access Points TenDocs Accessing TenDocs Archive Screen Viewing Sorting Documents in Archive Scanning Tenmast Documents into Archive Printing Tenmast Documents into Archive Archiving WinTen Reports Viewing Archived Reports Printing Archived Documents E mailing Archived Documents Faxing Archived Documents WinTen TenDocs User Manual Copyright Tenmast Software 2011 1 of 32 Version 10 2011 Quick Load Scanning Non Tenmast Documents into Archive Printing Documents from Word Excel Adobe Acrobat into Archive Resetting an Interrupted Scan Tagging amp Archiving Scanned Documents Centralized Scanning WinTen TenDocs User Manual Copyright Tenmast Software 2011 2 of 32 Version 10 2011 Document Categories and Types Document Categories TenDocs files documents under document categories which are groupings of information or tags that can be associated with a document such as Household Asset and Work Order These categories are then broken down even further into document types for example the Household category can be filtered down into types such as Birth Certificate Driver s License or Lease Thinking of the TenDocs archive as a bou
4. with a record in your Tenmast system WinTen7 1 Double click the TenDocs Quick Load desktop icon The TenDocs Quick Load screen opens 2 Select the document category of the document you want to scan from the drop down list The fields displayed on the screen will depend on the chosen category 3 Enter the document s information as necessary 4 Select the color scheme for the scanned document BlackWhite Gray or Color Note The gray color scheme is best for documents with signatures as well as most scanned documents 5 Choose the page size letter or legal of the document you want to scan archive 6 Ifthe document you are scanning has information you want to archive on both sides check the checkbox to enable duplex scanning Scan 7 Click A preview screen appears where you can view the document as it will be scanned archived Note If the document was accidentally scanned upside down you can rotate and correct it before saving it to the archive Click t P29 at the bottom of the preview screen to rotate the document 90 degrees If the scanned document has more than one page Rotate All L click to rotate every page in the scanned document 90 degrees 8 Toaccept the scan and archive the document click SAVE at the bottom of the screen To cancel the scan and not archive the document click DISCARD You are returned to the TenDocs Quick Load screen to scan another document if necessary Also
5. Archive screen appears OR 3 From Maintenance screens where the Reports Menu icon is available Click the icon and then click on the Tenant Reports screen that appears The TenDocs Archive screen appears Example The Main tab of the Tenant Detail screen in Occupancy and Rent Calculation TenDocs Archive Screen D a A Document Type A1 Members fian P Go Q Powered by Tenmast Software B A gt Bee o seen 10 01 08 ALEXANDER NANCY 409 92 2492 ALEXANDER NANCY 409 92 2492 31222 B A W En io 1 aa 10 01 08 ALEXANDER NANCY 409 92 2492 ALEXANDER NANCY 409 92 2492 31222 r IA gt Paen tae Application 10 01 08 ALEXANDER NANCY 409 92 2492 ALEXANDER NANCY 409 92 2492 31222 F Selected Documents Print Emai WinTen TenDocs User Manual Copyright Tenmast Software 2011 8 of 32 Version 10 2011 o Use the green navigation arrows 5 on the toolbar to go backwards or forward in the sequence of TenDocs screens in which you have been working e o Use s to refresh the data on the screen For example if you have just scanned a doc ument and want to view its information as soon as possible in the document table o Click H to exit out of the TenDocs Archive screen and return to the WinTen screen from which you accessed TenDocs From this screen you can o View sort your current archived documents o Scan Tenmast documents into the archive o Printa document batch of documents o E mail a document batch of documents
6. Enter the document s information as necessary Select the color scheme for the scanned document BlackWhite Gray or Color Choose the page size letter or legal of the document you want to scan archive o o NOO If the document you are scanning has information you want to archive on both sides check the checkbox to enable duplex scanning Scan D 10 Click A message box pertaining to your specific scanner appears to finish the scanning process You are then returned to the TenDocs Quick Load screen to scan another document if necessary Also after scanning the document is now stored and available to work with in the TenDocs archive WinTen TenDocs User Manual Copyright Tenmast Software 2011 23 of 32 Version 10 2011 Resetting an Interrupted Scan If you are scanning archiving multiple page documents or scanning archiving documents in quick succession you will sometimes receive a message that states Waiting for other documents to finish archiving This message indicates that there are other documents in your printer queue that are waiting for their turn to archive In most instances the message will disappear quickly as the other documents complete the archive process However if the message stays present on the screen and there are no other documents printer jobs displayed in your printer queue your archive attempt has been interrupted and you will need to reset your scan 1 Click CANCEL to clear the message
7. and to cancel the archiving of the other non existent documents 2 Open Quick Load and select Reset Interrupted TenDocs Scan from the File menu The archiving of the other non existent documents has been cancelled and your scanned document is now successfully archived Hint You can check your printer queue by either double clicking on the printer icon in your System tray or by navigating to the TenDocs Archive printer settings Start menu gt Printers and Faxes gt TenDocs Archive printer WinTen TenDocs User Manual Copyright Tenmast Software 2011 24 of 32 Version 10 2011 Tagging amp Archiving Scanned Documents The purpose of Quick Load is to quickly tag and archive documents images previously scanned into your agency s to be archived file directory Access Quick Load 1 Inthe TenCentral panel click the WinTen NET link The WinTen NET Home tab appears 2 Under the TenDocs heading select the Quick Load sub heading The Quick Load tab opens Select Scanned Documents Repository This is your agency s to be archived file directory It is the central location where all scanned documents files are saved after scanning 3 Click BROWSE to locate your agency s scanned file directory in the Browse for Folder window Select File s to Tag You are able to work with the following file types in Quick Load jpg tif and image based pdfs 4 Once you have selected the appropriate folder
8. associated linked with any record in your Tenmast system WinTen S scan Using a scanner to create a digital image of a document T Tenmast document Any electronic files documents that you want to associate link with a record in your Ten mast system WinTen WinTen TenDocs User Manual Copyright Tenmast Software 2011 28 of 32 Version 10 2011 Index archive emailing documents faxing documents printing documents viewing and sorting documents viewing WT2 reports archiving scanned documents WT2 reports Contact Address Email Phone Web Site document categories document types emailing archived documents faxing archived documents WinTen TenDocs User Manual Copyright Tenmast Software 2011 Version 10 2011 19 20 18 10 17 25 15 32 32 32 32 32 19 20 29 of 32 interrupted scan resetting non Tenmast documents print into archive scan into archive print into archive non Tenmast documents Tenmast documents printing archived documents Quick Load archive scanned documents overview print into archive reset interrupted scan scan into archive scan into archive non Tenmast documents Tenmast documents WinTen TenDocs User Manual Copyright Tenmast Software 2011 Version 10 2011 24 23 22 23 13 18 25 21 23 24 22 22 11 30 of 32 TenDocs access points overview TenDocs Archive Screen accessing print into archive scan in
9. keep a history of all e mails you send from TenDocs make sure to carbon copy cc your own e mail address on every TenDocs e mail you send 3 Click SEND to send the e mail or click CANCEL to cancel the e mail and return to the TenDocs Archive screen 4 Click to return to the TenDocs Archive screen Note To e mail multiple documents check the checkboxes of the documents you wish to e mail and then click the E mail link at the bottom of the screen WinTen TenDocs User Manual Copyright Tenmast Software 2011 19 of 32 Version 10 2011 Faxing Archived Documents For agency s that have a fax license you have the ability to fax documents from the TenDocs archive 1 Inthe document table click in the row of the document you want to fax A Fax screen appears 2 Enter the appropriate information in the fax document fields Click SEND to send the fax or click CANCEL to cancel the fax and return to the TenDocs Archive screen 4 Click to return to the TenDocs Archive screen Note To fax multiple documents check the checkboxes of the documents you wish to fax and then click the Fax link at the bottom of the screen WinTen TenDocs User Manual Copyright Tenmast Software 2011 20 of 32 Version 10 2011 Quick Load Overview TenDocs Quick Load is a stand alone Windows application that can be used in three ways depending on your agency s scanning policy With Quick Load you do not need to be working in WinTe
10. o Faxadocument batch of documents if your agency has a fax license WinTen TenDocs User Manual Copyright Tenmast Software 2011 9 of 32 Version 10 2011 Viewing amp Sorting Documents in Archive Once on the TenDocs Archive screen you will see your archived documents ina table To filter the table to only show certain document types use the document type drop down list at the top of the screen The document types displayed in the list depend on the program from which you accessed TenDocs and what type of document category is represented For example if you accessed TenDocs from the Tenant Management screen in Tenant Accounts Receivable the Household document category is represented in that area of that program Therefore only doc ument types pertaining to that category will be available to sort with 1 Select a document type from the drop down list and click Go All archived documents that match the specified document type will display in the table below Document Type Al Birth Certificate Certification Documents Citizenship Declarations Correspondence Court Rulings nd 2 You have the choice to organize the document table to your individual preferences by sorting any or all of the table s columns To sort the table columns click the column header link s The table will then sort the list of documents accordingly alphabetically or by date For example if you click the Document Type column header the tab
11. page size letter or legal of the document you want to scan archive 6 Select the color scheme for the scanned document BlackWhite Gray or Color Note The gray color scheme is best for documents with signatures as well as most scanned documents 7 Enter any optional notes about the document in the textbox WinTen TenDocs User Manual Copyright Tenmast Software 2011 11 of 32 Version 10 2011 8 Ifthe document you are scanning has information you want to archive on both sides check the checkbox to enable duplex scanning 9 Click OK to begin the scan A preview screen appears where you can view the document as it will be scanned archived Note If the document was accidentally scanned upside down you can rotate and correct it before saving it to the archive Click Page at the bottom of the preview screen to rotate the document 90 degrees If the scanned document has more than one page Rotate All Gp click to rotate every page in the scanned document 90 degrees 10 To accept the scan and archive the document click SAVE at the bottom of the screen To cancel the scan and not archive the document click DISCARD You are returned to the TenDocs Archive screen to scan another document if necessary Also after saving on the preview screen the document is now stored and available to work with in the TenDocs archive Note After scanning the document may take a few minutes to appear in the archiv
12. screen gt Main tab Tenant Accounts Receivables Maintain Unit Information screen gt Main tab Work Order Maintain Unit Information screen gt Main tab Report Document Category All programs Reports screen Occupancy and Rent Calculation Tenant Detail screen gt Reports menu icon gt Tenant Reports screen Section 8 Tenant amp Landlord Maintain Tenants screen gt Reports menu icon gt Tenant Reports screen Accounts Payable Process Checks Wizard gt Pre Check Report Expense Allocation Report Check Listing Report Payroll Process Checks Wizard gt Pre Check Report Pre Posting Report Section 8 Tenant amp Landlord gt Process Checks Wizard gt Pre Check Report Posting Report Section 8 Property Document Category Occupancy and Rent Calculation Maintain Unit Information screen gt Main tab Section 8 Tenant amp Landlord Maintain Housing Unit screen gt General tab Rent Reasonableness Maintain Housing Unit screen gt General tab Vendor Document Category Accounts Payable Maintain Invoice Detail screen Accounts Payable Maintain Vendor screen gt Main tab Purchase Orders Maintain Orders screen gt Main tab Work Order Document Category Work Order Maintain Work Orders screen gt Main tab WinTen TenDocs User Manual Copyright Tenmast Software 2011 6 of 32 Version 10 2011 Using TenDocs When working with TenDocs documents you want to archive are separated into two categories Tenmast documents and non
13. Tenmast documents Tenmast documents are any electronic files documents that you want to associate link with a record in your Tenmast system WinTen7 Non Tenmast documents are a broad range of electronic files documents that you want to store inthe TenDocs archive but are not associated linked with any record in your Tenmast sys tem WinTen The TenDocs Archive screen when accessed from a WinTen program can scan archive and tag associate Tenmast documents Accessing TenDocs Archive Screen Viewing amp Sorting Documents in Archive Scanning Tenmast Documents into Archive Printing Tenmast Documents into Archive Archiving WinTen Reports Viewing Archived Reports Printing Archived Documents E mailing Archived Documents Faxing Archived Documents WinTen TenDocs User Manual Copyright Tenmast Software 2011 7 of 32 Version 10 2011 Accessing TenDocs Archive Screen Youcan access the TenDocs Archive screen three ways depending on what you want to do as well as your individual security rights 1 From WinTen Maintenance screens Click on the toolbar of any maintenance screen The TenDocs Archive screen opens Example The Tenant Detail screen in Occupancy and Rent Calculation if the screen has mul tiple tabs the icon is usually found on the first tab foal 2 From WinTen Reports screens Click on the toolbar of any reports screen and select View Archived Report from the menu that appears The TenDocs
14. document page To fax print or e mail the document page from this screen use the links at the top of the screen Please note that you can only e mail print fax the one page of the document displayed on the screen Note The fax option is only available if your agency has a fax license 4 Use the page navigation options to select a specific page of the document to view You can select a specific page from the select page drop down list or click the Next and Prev page links 5 Click to return to the TenDocs Archive screen To Print an Individual Document 1 Inthe document table click gt in the row of the document you want to print To Print Multiple Documents 1 Inthe document table check the checkboxes in the rows of the documents you wish to print 2 Click the Print link at the bottom of the screen WinTen TenDocs User Manual Copyright Tenmast Software 2011 18 of 32 Version 10 2011 E mailing Archived Documents You have the ability to e mail documents from the TenDocs archive Note The TenDocs e mail tool is a stand alone tool and does not interface with Microsoft Outlook or any other e mail application so must type out the full e mail address es s 1 Inthe document table click l in the row of the document you want to e mail An E mail screen will appear 2 Enter the appropriate information in the e mail document fields such as To From Subject etc Hint If you d like to
15. ed document table Click periodically to refresh the data on the screen and display recently scanned document s WinTen TenDocs User Manual Copyright Tenmast Software 2011 12 of 32 Version 10 2011 Printing Tenmast Documents into Archive For Tenmast documents files NOT found in WinTen programs that you want to associate link with a record in your Tenmast system WinTen7 use the Print to Archive feature The Print to Archive option allows you to tag AND archive this type of document without having to physically print the document For Tenmast files documents found IN WinTen programs that you want to associate link with a record in your Tenmast system WinTen use the Scan Document feature See Scanning Ten mast Documents into Archive on page 11 1 Access the TenDocs Archive screen 5 2 Click on the toolbar and select Print to Archive from the menu that appears A Print to Archive box opens Print To Archive fed Document Type Application Members REGINA ABNEY Colors Gray Notes OK Cancel 3 Select the document type of the document you want to scan archive from the drop down list 4 Ifyou have selected a document type categorized under the household document category please specify the household member to whom the document pertains 5 Select the color scheme for the scanned document BlackWhite Gray or Color Note The gray c
16. eport you want to archive and then click Bi archive The report is automatically archived and viewable from the TenDocs Archive screen Note Since the reports accessed from the Reports Menu icon are all tenant household document types they do not need to be tagged and or labeled as such before archiving Therefore the archive screen is not needed does not appear here Note For more information on the Waiting for other documents to finish archiving message that may appear when archiving WinTen reports please see Resetting an Interrupted Scan WinTen TenDocs User Manual Copyright Tenmast Software 2011 16 of 32 Version 10 2011 Viewing Archived Reports After archiving a report you can then view and work with the report on the TenDocs Archive screen pa 1 On any WinTen program s Reports screen click the TenDocs icon drop down list on the toolbar and select View Archived Report from the menu that appears The TenDocs Archive screen opens 2 You can then preview e mail print or fax the archived reports if your agency has a fax license WinTen TenDocs User Manual Copyright Tenmast Software 2011 17 of 32 Version 10 2011 Printing Archived Documents To Preview a Document 1 Inthe document table click A in the row of the document you want to preview as it will be printed A Preview screen will appear with the first page of the document displayed 2 Use the view settings to zoom in out of the
17. file location click OK The Quick Load tab appears again with all the file s located in the directory displayed in a list 5 Check the checkbox es of the file s you want to tag As you check each box the selected file will appear in the Preview area located on the right side of the Quick Load tab After selecting the appropriate checkboxes click anywhere outside of the file list Select the document category of the document s you want to archive The fields displayed on the screen will depend on the chosen category o Asset After selecting this category a table appears with all your agency s active asset records displayed You can then select the asset record you want tagged associated to the selected file s o Employee After selecting this category a table appears with all your agency s active employee records displayed You can then select the employee record you want tagged associated to the selected file s o Household After selecting this category a Search button appears After click ing Search a Person Search screen opens where you can search for the appro priate tenant s you want tagged associated to the selected file s You can also select a certification date to associate to the document s WinTen TenDocs User Manual Copyright Tenmast Software 2011 25 of 32 Version 10 2011 o Public Housing Unit After selecting this category a table appears with all your agency s active units with its current tenant disp
18. layed You can then select the PH unit record you want tagged associated to the selected file s o Section 8 Property After selecting this category a table appears with all your agency s active Section 8 properties with its current owner displayed You can then select the S8 property record you want tagged associated to the selected file s o Security Incident After selecting this category a Search button appears After clicking Search a Security Incident Report screen opens where you can search for the security incident you want tagged associated to the selected file s o Trespasser After selecting this category a Search button appears After click ing Search a Person Search screen opens where you can search for the appro priate trespasser you want tagged associated to the selected file s o Vendor After selecting this category a table appears with all your agency s active vendor records displayed You can then select the vendor record you want tagged associated to the selected file s You can also enter a document date ref erence number grant code or contract ID to the document s o Work Order After selecting this category a Search button appears After click ing Search a Work Order Search screen opens where you can search for the appropriate work order you want tagged associated to the selected file s You can also select a certification date to associate to the document s 8 Select the document type of the docume
19. le will sort alphabetically by the document type s first letter A Z WinTen TenDocs User Manual Copyright Tenmast Software 2011 10 of 32 Version 10 2011 Scanning Tenmast Documents into Archive Tenmast documents are any electronic files documents that you want to associate link with a record in your Tenmast system WinTen For electronic Tenmast documents files found IN WinTen programs that you want to associate link with a record in your Tenmast system WinTen use the Scan Document feature Note For Tenmast files documents NOT found in WinTen programs that you want to associate link with a record in your Tenmast system WinTen use the Print to Archive feature See Printing Tenmast Documents into Archive on page 13 1 Access the TenDocs Archive screen 2 Click D on the toolbar and select Scan Document from the menu that appears A Scan Document box opens 3 Select the document type of the document you want to scan archive from the drop down list 4 Ifyou have selected a document type categorized under the household document category please specify the household member to whom the document pertains Scan Document xi gt Document Type Application Members REGINA ABNEY m Page Size Letter be Colors Gray Notes Fr any optional notes about the document here Duplex Setting Enable Duplex Scanning OK Cancel 5 Choose the
20. me given to a group of similar documents such as Household Asset or Work Order Note Document categories are NOT user defined document categories are set up and defined only before implementation of the TenDocs system document tag Units of information automatically assigned to a document once it is given a document category These tags can then be used as search criteria when locating a document in the archive For example the Household document category includes documents that have some of the following tags that people can use to locate a household document in the future head of household first name last name SSN etc document type Method of organizing scanned archived documents so you can find and access them later for example the birth certificate document type Note Document types are user defined HA s can add document types as they wish WinTen TenDocs User Manual Copyright Tenmast Software 2011 27 of 32 Version 10 2011 duplex scanning vs simplex scanning Duplex scanning automatically scans both the front and back of a document simplex scan ning only scans one side of a document Note all duplex scanners are able to scan in sim plex mode while simplex scanners can only scan one side at a time L local scanning Each user has their own scanner N non Tenmast document A broad range of electronic files documents that you want to store in the TenDocs archive but are not
21. n programs to scan archive a document Quick Load 1 Scanning and archiving non Tenmast electronic files documents that you want to store in the TenDocs archive but are not associated linked with any record in your Tenmast system WinTen 2 Printing non Tenmast documents from Microsoft Word Excel or Adobe Acrobat into TenDocs archive Quick Load for Centralized Scanning 3 Quickly tagging and archiving documents images previously scanned into your agency s to be archived file directory usually used by agencies with centralized scanning Hint Use Quick Load to archive all those non Tenmast documents clogging up your filing cabinets and after scanning these documents into the archive you can shred them and throw them away Note Quick Load interacts with a scanner to quickly scan and load documents with minimal tagging into the archive Quick Load for Centralized Scanning does not interact with a scanner and allows you to quickly add detailed tagging and then file already scanned documents WinTen TenDocs User Manual Copyright Tenmast Software 2011 21 of 32 Version 10 2011 Scanning Non Tenmast Documents into Archive You can quickly scan and archive non Tenmast documents that you want to store in the Ten Docs archive but are not associated linked with any record in your Tenmast system WinTen Note Tenmast documents are any electronic files documents that you want to associate link
22. ndless online filing cabinet Ten mast software modules and the document categories they encompass are the file drawers and folders and document types are the documents located within For example ORC module file drawer gt Tenant s file folder gt Household category gt Birth Cer tificate document type The default categories provided at setup are o Administrative This category should be used for documents related to the administrative functions of your agency o Asset This category is used for documents related to fixed asset inventory items o Board This category is used for documents associated with your board of directors such as board minutes and resolutions o Contracts This category should be used for documents related to any of your agency s out side contracts o Employee This category is used for documents related to a single payroll employee o Executive This category is used for documents pertaining to your agency s executive level of business o Financial This category is for documents related to accounts payable information such as invoices o History This category is for bulk archiving old documents for which additional tagging is unnecessary o Household This category is used to track any documents related to a household family member or anything to do with a certification or tenant o HUD This category is for HUD correspondence documents unrelated to WinTen data such as audit
23. nly through Quick Load Asset Document Category Fixed Assets Maintain Assets screen gt Main tab Board Document Category Available only through Quick Load Contracts Document Category Available only through Quick Load Employee Document Category Payroll Maintain Employee screen gt General tab Executive Document Category Available only through Quick Load Financial Document Category Available only through Quick Load History Document Category Available only through Quick Load Household Document Category Applicant List Maintain Applicants screen gt Applicant tab Occupancy and Rent Calculation Tenant Detail screen gt Main tab Section 8 Tenant amp Landlord Maintain Tenants screen gt Tenant Data tab Tenant Accounts Receivable Tenant Management screen gt Tenant Information tab Tenant Accounts Receivable Maintain Customer Information screen gt Customer Information tab PH S8 Desktop Inspections Inspection Detail screen gt Main tab gt Print Print Preview icon gt Print Inspection Reports screen HUD Document Category Available only through Quick Load Other Document Category Available only through Quick Load Public Housing Unit Document Category Occupancy and Rent Calculation Maintain Unit Information screen gt Main tab WinTen TenDocs User Manual Copyright Tenmast Software 2011 5 of 32 Version 10 2011 PHAS Maintain 50072 Form Submissions screen gt Main tab Maintain Unit Information
24. nt s you want to archive from the drop down list 9 Enter any optional notes about the document s in the textbox 10 To apply the tagging and archive the document s click H on the toolbar at the top of the screen 11 If a file you are working with is a tif file and it has multiple pages an Archive Page Selection window appears where you can select to either archive all pages archive the current page or archive specific pages If you choose to archive specific pages enter the page numbers you want to archive in the pages textbox 12 You can now tag and archive another document or set of documents if necessary Also the document is now stored and available to work with in the TenDocs archive Note If you need to edit tags for an already archived document you can do so in the TenDocs Archive WinTen TenDocs User Manual Copyright Tenmast Software 2011 26 of 32 Version 10 2011 Glossary A archive Storing document images in a secure database archive browser The archive browser is the hub for all your document archive activity where you view sort your current archived documents search for specific documents print a document batch of documents e mail a document batch of documents and or fax a document batch of doc uments if applicable archive time System time date a document image was archived C centralized scanning One primary area scanner is used for multiple users D document category The na
25. olor scheme is best for documents with signatures as well as most scanned documents 6 Enter any optional notes about the document in the textbox 7 Click OK to begin the scan A message appears stating that you can now print the non tenmast document you want archive using the TenDocs printer 8 Open the document you want to archive in any program with printing capability such as Microsoft Word Excel or Adobe Acrobat and print the document using the TenDocs printer The document will then be placed in the archive and tagged with the document information you previously set up on the Print to Archive screen WinTen TenDocs User Manual Copyright Tenmast Software 2011 13 of 32 Version 10 2011 Hint You also have the ability to print multiple documents in succession to the archive After entering the document s type color and notes and then clicking OK on the Print to Archive screen a message will appear asking if you have more documents to archive Selecting YES will bring up the Print to Archive screen again in order to archive additional documents Note After scanning the document may take a few minutes to appear in the archived e document table Click a periodically to refresh the data on the screen and display recently scanned document s WinTen TenDocs User Manual Copyright Tenmast Software 2011 14 of 32 Version 10 2011 Archiving WinTen Reports With TenDocs you can archive WinTen reports quickly and easily fr
26. om either any WinT en pro gram Reports screen or from the Tenant Reports menu From Reports screens 1 Access a WinTen program s Reports screen 2 Specify the report s criteria 3 Click D to preview the report for accuracy Click the TenDocs icon drop down list on the toolbar and select Archive Report from the menu that appears ZIME Archive Report View Archived Repyt The TenDocs Archive Report screen opens TenDocs Archive Report p Report Date f10 12 2007 E Report Name Leases Report Archive Example Note Email From To X Cancel 5 Editthe report date and report name if necessary 6 Enter an optional note about the report in the space provided 7 To e mail the report enter the appropriate e mail addresses in the From and To fields Note The TenDocs e mail tool is NOT integrated with Microsoft Outlook so you must type out the full e mail address es 8 Click OK to archive the report If you have entered e mail information the report will be e mailed The report is now available to work with in the TenDocs Archive screen From the Reports Menu icon WinTen TenDocs User Manual Copyright Tenmast Software 2011 15 of 32 Version 10 2011 1 From Tenant Maintenance screens where the Reports Menu icon is available such as Occupancy and Rent Calculation click the 2 icon The Tenant Reports screen appears 2 Check the checkbox of the r
27. related documentation o Public Housing Unit This category is used for documents related to a single public housing unit o Other This category is only used for those miscellaneous documents that cannot be easily categorized in any other category o Report This category is used to archive reports in each WinTen program o Vendor This category is used to for documents related a specific vendor It can also be used to scan a document related to a single invoice or purchase order WinTen TenDocs User Manual Copyright Tenmast Software 2011 3 of 32 Version 10 2011 o Work Order This category is used for documents related to a single work order o Section 8 Property This category is used for documents related to a single Section 8 prop erty Note Inspections should be considered PH Unit or Section 8 Property documents Document Types Document categories are then broken down even further into user defined document types You are then able to filter a table of documents from these variables For example common doc ument types in the Household category are o Asset Verification o Income Verification o Birth Certificate o Drivers License o Lease o Release of Information WinTen TenDocs User Manual Copyright Tenmast Software 2011 4 of 32 Version 10 2011 WinTen TenDocs Access Points Listed below are the WinTen programs and specific screens where TenDocs is accessible Administrative Document Category Available o
28. to archive Tenmast documents print into archive scan into archive WinTen reports archiving viewing archived WinTen TenDocs User Manual Version 10 2011 Copyright Tenmast Software 2011 U O Oo N Oo 13 11 15 17 31 of 32 About Tenmast Software Company Information Tenmastis an established leader in providing excellent software and expert support to the public housing industry We produce software for managing tenant and financial data tracking main tenance activities performing unit inspections and producing standard HUD and agency spe cific reports and data reporting files We have been automating housing authorities across the United States since 1985 Contact Information Phone 877 359 5492 toll free Fax 1 859 367 7480 Email info tenmast com Address 132 Venture Ct Suite 1 Lexington KY 40511 Web Site www tenmast com WinTen TenDocs User Manual Copyright Tenmast Software 2011 32 of 32 Version 10 2011
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