archiving with tendocs quick load
Contents
1. nmast Software Making Your Job Easier WinTen TenDocs End User Manual User Manual Edition 7 2010 Making Your Job Easier Winten Tenmast Software 132 Venture Court Suite 1 Lexington KY 40511 nmast Software Making Your Job Easier www tenmast com Support 877 359 5492 support tenmast com Marketing 877 836 6278 info tenmast com Fax 859 367 7480 WinTen TenDocs End User Manual User Manual Edition 7 2010 Copyright 2010 Tenmast Software Allrights reserved This manual as well as the software described in it is furnished under license and may be used and or copied only in accordance with the terms of such license The content of this manual is furnished for informational use only is subject to change without notice and should not be construed as a commitment by Tenmast Software Tenmast Software assumes no liability for any errors or inaccuracies that may appear in this manual Except as permitted by such license no part of this publication may be reproduced stored in a retrieval system or transmitted in any form or by any means electronic mechanical recording or otherwise without the prior written permission of Tenmast Software Permission to produce copies for official use is expressly granted to organi zations and individuals with a current Update and Support Agreement with Tenmast Software for the maintenance and support of Tenmast Software s WinTen TenDocs An2. 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 8 If the 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 tate Page at the bottom of the preview screen to rotate the document 90 degrees If the scanned document has more than one page click tate All 2 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 TenDocs 7 2010 Edition 2 5 Chapter 2 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 fe archived document table Click periodically to refresh the data on the scree
3. and archiving tool that has been built into the WinTen suite of programs Tenmast Document Tenmast documents are any electronic files documents that you want to associate link with a record in your Tenmast system WinTen TenDocs 7 2010 Edition 1 6 TASKS This chapter provides an overview of the tasks you can perform with the TenDocs Archive screen and Quick Load scanning applications Archiving with TenDocs Archive Screen 2 2 e Accessing the TenDocs Archive Screen 2 2 e The TenDocs Archive Screen 2 3 e Viewing Sorting Documents 2 4 e Scanning Tenmast Documents Into the Archive 2 4 e Printing Tenmast Documents Into the Archive 2 6 Archiving WinTen Reports 2 1 e Viewing Archived Reports 2 9 e Resetting an Interrupted Scan 2 9 e Printing Documents 2 9 e To Preview a Document 2 9 e To Print an Individual Document 2 10 e To Print Multiple Documents 2 10 e E mailing Documents 2 10 e Faxing Documents 2 10 Archiving with TenDocs Quick Load 2 11 e Accessing TenDocs Quick Load 2 11 e The TenDocs Quick Load Screen 2 12 e Scanning Archiving Non Tenmast Documents 2 12 e Printing Archiving Non Tenmast Documents from Word Excel Adobe Acrobat 2 13 e Resetting an Interrupted Scan 2 14 TenDocs 7 2010 Edition 2 1 e Editing Default Settings 2 14 Printing Archiving Tenmast Documents in Maintenance Programs Fixed Assets Purchase Orders Using Quick Load 2 15 ARCHIVING WITH TENDOCS ARCHIVE SCREEN When working with TenDocs docu
4. housing unit e Other This category is only used for those miscellaneous documents that cannot be easily categorized in any other category e Report This category is used to archive reports in each WinTen program e 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 e Work Order This category is used for documents related to a single work order Note Only available when archiving documents using Quick Load e Section 8 Property This category is used for documents related to a single Section 8 property Note Inspections should be considered PH Unit or Section 8 Property documents TenDocs 7 2010 Edition 1 3 Programs and Screens where TenDocs is accessible e Administrative Document Category e Available only through Quick Load e Asset Document Category e Fixed Assets Maintain Assets screen gt Main tab e Board Document Category e Available only through Quick Load e Contracts Document Category e Available only through Quick Load e Employee Document Category e Payroll Maintain Employee screen gt General tab e Executive Document Category e Available only through Quick Load e Financial Document Category e Available only through Quick Load e History Document Category e Available only through Quick Load e Household Document Category e Applicant List Maintain Applicants screen gt Applicant tab e Occupancy a
5. 4 Choose the page size letter or legal of the document you want to scan archive 5 Ifthe document you are scanning has information you want to archive on both sides check the checkbox to enable duplex scanning 6 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 tate Page at the bottom of the preview screen to rotate the document 90 degrees If the scanned document has more than one page click tate All 2 to rotate every page in the scanned document 90 degrees 7 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 Quick Load 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 Printing Archiving Non Tenmast Documents from Word Excel Adobe Acrobat 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 save the document you want to archive 2 Click the File menu and select Print The Print window appears 3 Select your TenDocs Archive pr
6. Archived Report from the menu that appears The TenDocs Archive screen appears OR From Tenant Maintenance screens where the Reports Menu icon is available such as Occupancy and Rent Calculation click on the toolbar and then TenDocs 7 2010 Edition 2 2 Chapter 2 click Archive on the Tenant Reports screen that appears The TenDocs Archive screen appears The TenDocs Archive Screen Pe Tenes Jol J A a Document Type eam Members lian Go amp Powered by Tenmast Software Archie Pages Document Certificathom Hember Last Memet jember 54 4 HOH Last HUH HOH 55H Hous Time Type Date Marne F rst Ham First 111 Ham Pty E ER pe en 1 Be LO O1 08 ALEXANDER NANCY 409 92 2492 ALEXANDER NANCY 09 92 2492 31222 ra am I me 10 01 08 ALEXANDER NANCY 409 92 2492 ALEXANDER NANCY 409 92 2492 31222 rbb rasen 4 Application 10 01 08 ALEXANDER NANCY 409 92 2492 ALEXANDER NANCY 409 92 2492 31222 M Selected Documents Print Email e Pu e Use the green navigation arrows on the toolbar gt to go backwards or forward in the sequence of TenDocs screens in which you have been working fe e Use a to refresh the data on the screen For example if you have just scanned a document and want to view its information as soon as possible in the document table e Click i to exit out of the TenDocs Archive screen and return to the WinTen screen from which you accessed the TenDocs From th
7. TenDocs 7 2010 Edition 2 11 The TenDocs Quick Load Screen fi TenDocs Quick Load IOI x File Help view Archive Document Category Household 7 Household ID Certification Date SE e Document Type bd HOH SSN ee HOH Last Name PO HOH First Name PO Member 35h SS Member Last Name PO Member First Hame PO Member ID FO Clear Form Color Black White Page Size Letter Duplex Scanning You can only scan documents with the Quick Load tool The documents you scan here will then be stored in the TenDocs document archive v To access the TenDocs document archive click View Archive on the toolbar The TenDocs Archive screen opens v To work with Quick Load settings click the File menu and select Settings from the menu that appears v To exit out of Quick Load click the File menu and select Exit from the menu that appears or click XJ v To clear the fields and begin a new scan click CLEAR FORM Scanning Archiving Non Tenmast Documents 1 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 2 Specify the document s information as necessary TenDocs 7 2010 Edition 2 12 Chapter 2 3 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
8. depend on the chosen category 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 SS u If the document you are scanning has information you want to archive on both sides check the checkbox to enable duplex scanning 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 After scanning the document is now stored and available to work with in the TenDocs archive TenDocs 7 2010 Edition 2 16
9. e Income Verification e Birth Certificate e Drivers License e Lease e Release of Information VALUABLE VOCABULARY Archive Storing document images in a secure off site browser location Archive Browser The archive browser is the hub for all your document archive activ ity where you view sort your current archived documents search for specific docu ments print a document batch of documents e mail a document batch of documents and or fax a document batch of documents if applicable Archive Time System time date a document image was archived Document Category A document category is the name given to a group of similar documents such as Household Asset or Work Order Note Document catego ries are NOT user defined document categories are set up and defined only before implementation of the TenDocs system Document Tag Document tags are 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 TenDocs 7 2010 Edition 1 5 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 c
10. ear after a successful scan 4 Enter a different field width if necessary This is the amount of characters allowed to be typed into a text box 5 Inthe archive URL text box enter the URL of your TenDocs archive web browser This allows the Quick Load tool to send scanned document information to the TenDocs archive tool 6 Click SAVE to save and apply your changes to the Quick Load interface Click CANCEL to cancel your changes and return to the TenDocs Quick Load screen Printing Archiving Tenmast Documents in Maintenance Programsl Fixed Assets Purchase Orders Using Quick Load In most cases Quick Load is used to archive non Tenmast documents However because of the type of database that certain WinTen programs are built upon you must use the TenDocs Quick Load tool to archive Tenmast documents found in those programs Use Quick Load to archive Tenmast documents found in the follow ing WinTen programs e Consumable Inventory e PH Desktop Inspections e S8 Desktop Inspections e Work Orders e Fixed Assets e Purchase Orders Note Tenmast documents are any electronic files documents that you want to associate link with a record in your Tenmast system WinTen There are two ways you can use Quick Load to archive documents in the aforemen tioned WinTen programs v Physically print a hard copy of the document you wish to archive and then scan the document into the TenDocs archive using Quick Load For more i
11. eed 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 on page 9 TenDocs 7 2010 Edition 2 8 Viewing Archived Reports After archiving a report you can then view and work with the report on the TenDocs Archive screen v On any WinTen program s Reports screen click on the toolbar and select View Archived Report from the menu that appears The TenDocs Archive screen opens You can then preview e mail print or fax the archived reports Resetting an Interrupted Scan If you are scanning archiving multiple page documents or scanning archiving docu ments in quick succession you will sometimes receive a message that states Wait ing 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 and to cancel the archi
12. ertificate document type Note Docu ment types are user defined HAs can add document types as they wish Duplex scanning vs simplex scanning Duplex scanning automatically scans both the front and back of a document simplex scanning only scans one side of a docu ment Note all duplex scanners are able to scan in simplex mode while simplex scanners can only scan one side at a time Central Scanning One primary area scanner is used for multiple users Local Scanning Each user has their own scanner Non Tenmast Document Non Tenmast documents are a broad range of 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 Note In most cases Quick Load is used to archive non Tenmast documents However because of the type of database that certain WinTen programs are built upon you must use the TenDocs Quick Load tool to archive Tenmast documents found in those programs For more information please see Printing Archiving Tenmast Documents in Maintenance Programs Fixed Assets Purchase Orders Using Quick Load on page 2 15 Quick Load Stand alone Windows application that is used for the quick scanning and archiving of non Tenmast documents With TenDocs Quick Load you do not need to be working in WinTen programs to scan a document Scan Using a scanner to create a digital image of a document TenDocs Document imaging
13. essage 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 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 After scanning the document may take a few minutes to appear in the archived fe document table Click periodically to refresh the data on the screen and display recently scanned document s Archiving WinTen Reports With the TenDocs tool you can archive WinTen reports quickly and easily Note For more information on archiving reports in the WinTen Maintenance programs Fixed Assets program Purchase Orders program please See Printing Archiving Tenmast Documents in Maintenance Programs Fixed Assets Purchase Orders Using Quick Load on page 15 From Reports screens 1 Access a WinTen program s Reports screen 2 Specify the repo
14. inter from the printer name drop down list xl TenDocs Archive a Br Ide Find Printer zvprtl NowFORMS Print to file NowFORMS Capture Driver Manual duplex 4 Click OK The Quick Load screen opens TenDocs 7 2010 Edition 2 13 5 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 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 go S o If the document you are scanning has information you want to archive on both sides check the checkbox to enable duplex scanning Scan 10 Click lt 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 Resetting an Interrupted Scan If you are scanning archiving multiple page documents or scanning archiving docu ments in quick succession you will sometimes receive a message that states Wait ing 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
15. is screen you can 1 View sort your current archived documents 2 Scan Tenmast documents into the archive 3 Print a document batch of documents TenDocs 7 2010 Edition 2 3 WinTen Chapter 2 A E mail a document batch of documents 5 Fax adocument batch of documents if your agency has a fax license Viewing Sorting Documents Once on the TenDocs Archive screen you will see your archived documents in a 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 document cate gory is represented For example if you accessed TenDocs from the Tenant Manage ment screen in Tenant Accounts Receivable the Household document category is represented in that area of that program Therefore only document types pertaining to that category will be available to sort with v Select a document type from the drop down list and click f Go All archived documents that match the specified document type will display in the table below Document Type Birth Certificate Certification Documents Citizenship Declarations Correspondence Court Rulings v 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
16. ition 1 1 Note Only agencies with a fax license have the ability to use the fax option What TenDocs Does For You Advantages of the TenDocs tool e No extra software to deal with TenDocs and TenDocs Quick Load works with all WinTen programs e No timely conversion processes No changes or conversion is needed for WinTen to WinTen e Security and peace of mind Since TenDocs works on a separate server from your Tenmast software TenDocs provides a secure off site storage area for your agency s documents Disaster recovery No problem e Easy access TenDocs has remote access availability e Usability and ease of use Access points into TenDocs are logical and easy to find also the TenDocs archive screen is simple and easy to navigate Document Categories TenDocs files documents under document categories which are groupings of infor mation 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 Ten Docs archive as a boundless online filing cabinet Tenmast 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 d
17. list of documents accordingly alphabetically or by date For example if you click the Document Type column header the table will sort alphabetically by the document type s first letter A Z scanning Tenmast Documents Into the 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 docu ments files found IN WinTen programs that you want to associate link with a record in your Tenmast system WinTen use the Scan Document feature 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 the Archive on page 6 1 Access the TenDocs Archive screen 2 Click gt on the toolbar and select Scan Document from the menu that appears A Scan Document box opens TenDocs 7 2010 Edition 2 4 Chapter 2 3 Select the document type of the document you want to scan archive from the drop down list 4 lf you have selected a document type categorized under the household document category please specify the household member to whom the document pertains Document Typ Member REGINA ABNEY Page Size Colors Notes P any optional notes about the document here Duplex Sethin Enable Duplex Scanning OF Cancel 5 Choose the page size letter or legal
18. ments you want to archive are separated into two categories Tenmast documents and non Tenmast documents Tenmast documents are documents that exist in Tenmast s WinTen software programs and therefore are automatically tagged associated to records in WinTen Non Tenmast documents are documents that exist outside of Tenmast s WinTen software programs and therefore are not automatically tagged associated to records in WinTen The TenDocs Archive screen when accessed from a WinTen program can scan archive and tag associate Tenmast documents See The TenDocs Archive Screen on page 3 The TenDocs Quick Load tool can scan archive and tag associate non Tenmast documents Accessing the TenDocs Archive Screen Note For more information on accessing TenDocs in WinTen Maintenance programs Fixed Assets program Purchase Orders program please see Printing Archiving Tenmast Documents in Maintenance Programs Fixed Assets Purchase Orders Using Quick Load on page 2 15 From Maintenance screens Example The Tenant Detail screen in Occupancy and Rent Calculation if the screen has multiple tabs the icon is usually found on the first tab 1 Double click or edit a line item on the appropriate Browse screen The corresponding Maintenance screen appears 2 On the first tab of the Maintenance screen click on the toolbar The TenDocs Archive screen opens From Reports screens 1 Click on the toolbar and select View
19. n and display recently scanned document s Printing Tenmast Documents Into the Archive For Tenmast documents files NOT found in WinTen programs that you want to associ ate link with a record in your Tenmast system WinTen use the Print to Archive fea ture 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 associ ate link with a record in your Tenmast system WinTen use the Scan Document feature See Scanning Tenmast Documents Into the Archive on page 4 1 Access the TenDocs Archive screen 2 Click on the toolbar and select Print to Archive from the menu that appears A Print to Archive box opens Print To Archive ES Members REGINA ABNEY ai Colors OF 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 color scheme is best for documents with signatures as well as most scanned documents 6 Enter any optional notes about the document in the textbox TenDocs 7 2010 Edition 2 6 WinTen Chapter 2 7 Click OK to begin the scan A m
20. nd Rent Calculation Tenant Detail screen gt Main tab e Section 8 Tenant amp Landlord Maintain Tenants screen gt Tenant Data tab e Tenant Accounts Receivable Tenant Edit Review screen gt Tenant Data tab e HUD Document Category e Available only through Quick Load e Other Document Category e Available only through Quick Load e Public Housing Unit Document Category e PHAS Add Edit Cumulative Data Records screen e Report Document Category e All programs Reports screen e Occupancy and Rent Calculation Tenant Detail screen gt Reports menu icon gt Tenant Reports screen e Section 8 Tenant amp Landlord Maintain Tenants screen gt Reports menu icon gt Tenant Reports screen TenDocs 7 2010 Edition 1 4 e Section 8 Property Document Category e Section 8 Tenant amp Landlord Maintain Housing Unit screen gt General tab e Rent Reasonableness Maintain Housing Unit screen gt General tab Maintain Housing Unit for Comparisons screen gt General tab e Vendor Document Category e Accounts Payable Invoice Detail screen e Accounts Payable Vendor Information screen gt General tab e Work Order Document Category e Available only through Quick Load 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 document types in the Household category are e Asset Verification
21. nformation please see Scanning Archiving Non Tenmast Documents on page 2 12 v Print Archive the document into the TenDocs archive using Quick Load See steps below 1 Access a WinTen program s Reports screen or any screen where a print option is available 2 Specify the report s criteria options click OK select to print to the printer option and click OK again The Print Setup screen appears OR TenDocs 7 2010 Edition 2 15 WinTen Chapter 2 Select to print for example by clicking on the toolbar and the Print Setup screen will appear 3 Inthe specific printer drop down list select your TenDocs archive printer Which Report Activity For Report Order Search Selection C Summary of WO Activity Month Year v0 Number Unit Number Analysis Work Code Summary with Period Unt Number Project Percentages 3 F Pmieri lO Pront Cade C Summam ofta Sinale Emolovee Tae Foe a CE C Summe banks r Summa Frinta mber Summe iFa Contras currently Big Printer X Cancel Preven C Matena enLiocs Archive Options atch T A Serie all items Totals rOnenkahon Paper C Summ Potrai Size Letter A haa C PHASY CS Landscape Source Automatically Select PHASE x X Cancel Click OK The Quick Load screen opens a Select the document category of the document you want to scan from the drop down list The fields displayed on the screen will
22. propriate 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 ARCHIVING WITH TENDOCS QUICK LOAD The purpose of Quick Load is to quickly scan and archive non Tenmast documents that you want to store in the TenDocs archive but are not associated linked with any record in your Tenmast system WinTen Note Tenmast documents are any elec tronic files documents that you want to associate link with a record in your Tenmast system WinTen Note In most cases Quick Load is used to archive non Tenmast documents However because of the type of database that certain WinTen programs are built upon you must use the TenDocs Quick Load tool to archive Tenmast documents found in those programs See Printing Archiving Tenmast Documents in Maintenance Programs Fixed Assets Purchase Orders Using Quick Load on page 15 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 Accessing TenDocs Quick Load 1 Double click the TenDocs Quick Load desktop icon The TenDocs Quick Load screen opens
23. rawer gt Tenant s file folder gt Household category gt Birth Certificate document type The default categories provided at setup are e Administrative This category should be used for documents related to the administrative functions of your agency e Asset This category is used for documents related to fixed asset inventory items Note Only available when archiving documents using Quick Load e Board This category is used for documents associated with your board of directors such as board minutes and resolutions e Contracts This category should be used for documents related to any of your agency s outside contracts e Employee This category is used for documents related to a single payroll employee e Executive This category is used for documents pertaining to your agency s executive level of business TenDocs 7 2010 Edition 1 2 WinTen Chapter 1 e Financial This category is for documents related to accounts payable information such as invoices e History This category is for bulk archiving old documents for which additional tagging is unnecessary e Household This category is used to track any documents related to a household family member or anything to do with a certification or tenant e HUD This category is for HUD correspondence documents unrelated to WinTen data such as audit related documentation e Public Housing Unit This category is used for documents related to a single public
24. rt s criteria options Click DB 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 Sj Archive Report View Archived Regart The TenDocs Archive Report screen opens TenDocs 7 2010 Edition 2 7 WinTen Chapter 2 TenDocs Archive Report Report Date 0 1272007 E Report Name Leases Report Archive Example Hobe x Cancel 5 Edit the report date and report name if necessary 6 Enter an optional note about the report in the space provided 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 7 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 1 From Tenant Maintenance screens where the Reports Menu icon is available such as Occupancy and Rent Calculation click the icon The Tenant Reports screen appears 2 Check the checkbox of the report you want to archive and then click E 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 n
25. t you want to print To Print Multiple Documents 1 In the 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 E mailing 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 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 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 Faxing Documents For agency s that have a fax license you have the ability to fax documents from the TenDocs archive TenDocs 7 2010 Edition 2 10 1 In the document table click g in the row of the document you want to fax A Fax screen appears Enter the ap
26. 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 and to cancel the archiving of the other non existent documents 2 Access 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 Editing Default Settings You have the ability change the Quick Load screen s default settings to tailor the interface to your specific needs 1 Click the File menu and select Settings from the menu that appears The Settings window appears 2 The default document is the document category that is automatically displayed in the document category drop down list on the Quick Load screen What you enter here should be the document category you work with the most TenDocs 7 2010 Edition 2 14 3 Check the clear after scan checkbox if you want the fields on the Quick Load screen to automatically cl
27. ving of the other non existent documents 2 Open Quick Load Accessing TenDocs Quick Load on page 2 11 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 Printing Documents To Preview a Document v Inthe document table click 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 e Use the view settings to zoom in out of the document page e 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 TenDocs 7 2010 Edition 2 9 Note The fax option is only available if your agency has a fax license e 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 e Click 4 to return to the TenDocs Archive screen To Print an Individual Document v Inthe document table click in the row of the documen
28. y references to company housing authority or individual names or identities in examples or screen images are for demonstration purposes only and are not intended to refer to any actual organization or person TenDocs 7 2010 Edition OVERVIEW TENDOCS TenDocs is 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 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 TENDOCS QUICK LOAD TenDocs Quick Load is a stand alone Windows application 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 sys tem WinTen With TenDocs Quick Load you do not need to be working in WinTen programs to scan archive a document What TenDocs Does With TenDocs you have the ability to e Scan documents image documents and store them in a secure off site archive e Archive documents document images from any other software that has printing capabilities such as Word or Excel e View Print E mail Fax Scan Archive image documents e Print E mail Fax Scan Archive a batch of image documents TenDocs 7 2010 Ed
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