Home

ÿþA c t i v e W e b "! U s e r M a n u a l

1. 4 Click on the desired document as seen in the previous window Scroll down to the bottom of the page To Finalize a document 1 Click on Finalize This will make the electronic document non modifiable A verification message appears 2 Press Yes to finalize the document From that moment on it will only be available as Open Read Only and will not be available for deletion 2015 DocuData Software Corporation Inventory Tab 49 To Delete a document 1 Click on Delete The document will not be available for consultation or modification anymore A verification message appears 2 Press Yes to delete the document A confirmation message appears Message from webpage A The document was successfully deleted Note Finalized documents cannot be deleted To Email a document 1 Click on Email A new window will pop up on top where you can enter email addresses the subject of email and any notes you wish to attach to the email Recipient info company com Subject Motes Here is the information Yersions When you are ready to send the email you click on Email 2015 DocuData Software Corporation oso ActiveWeb User Manual Note If you need to send the email to more than one recipient separate the email addresses with a comma recipient1 domain com recipient2 domain com etc Note The limit of recipients you can send the email to is not defin
2. Before you can submit your order to the record center you need to specify the delivery type and select which address you want your order sent If you want to enter any special instructions to the record center to accompany your order you can do this in the box provided Delivery Special Instructions Submit Order Once you have chosen your delivery parameters you can click the Submit Order button to place your order with your record center Once the order is placed successfully you will presented an order slip similar to the one below which you can choose to print if you want to Order slip Record Center Status Item Type Number Description Recipient Reason Accepted Line Item 1 ROTATION CHARGE LABROSSE CLAUDE T Boxes 0 Files 0 Order Number 49086 Delivery Type REGULAR Delivery Date 2010 05 26 PM Delivery Address 1 rue Yan Horne Bureau Informatique Michel Montr al QUE H34 2B2 coor IS Ai The Order Slips screen indicates e the status of the order Accepted or Rejected e the item type e the file number the box number and the Field1 of the box 2015 DocuData Software Corporation ActiveWeb User Manual e the description of the file or box e the recipient and e the reason if the order was rejected Note Any item can be put on the cart even In House items Although these items will be sent on an in house picking list so the picking clerks at your office will be able to proc
3. JANE DOE JANED Supervisor 1 SUPER Modify the rights and click on Save 9 8 Holidays Viewing and managing holidays in ActiveWeb is divided in two parts The upper part shows the holidays defined at the record center The bottom part shows your holidays To easily determine which is which the record center holidays have the words Record Center next to them AND you cannot edit them as opposed to yours D inventory El my Cart Circulation E Disposal B Labels E report Holidays Depprtment Date Description Rete tion Schedule 01 01 2016 New Year s Day Record Center Field pefinitions Box __ Field efinitions File Date Description E 09 14 2015 DocuData Conference DEM01 Field J efinitions Document k Holidays Add New Date Date 73 Description If you need to add a holiday place a date and description in the Add New Date form and press Add To delete one of your Holidays press on the EJ beside the date in the Holidays screen Note Holidays coming up in the next 7 days are also shown on the home page of ActiveWeb when you log in 2015 DocuData Software Corporation Configuration Tab 109 9 9 Recipients Recipient is the person receiving the item and identified in possession of the item This individual may or may not have user rights in ActiveWeb In order to manage recipients efficiently and keep track of them enter rec
4. The Terminal Mode is a basic screen that lets end users recipients easily check out items This is normally used in a file room to facilitate the work of file room clerks and lets them take care solely of the picking refiling and checking in of items 1 Access the terminal mode by entering the correct address http lt ActiveWeb address gt terminal Note The customer must have a web license with the Active option that enables them to manage in house documents 2 Login 7 to the web normally The following screen appears 2015 DocuData Software Corporation Circulation Recipient Note The user opening the terminal must have edit rights to the Circulation tab 3 Enter the name of the recipient entirely or partially and select it in the list and press OK The following screen appears Check Out Items Bar code Boxes o Files o Close 4 Scan the item s one by one with the wedge scanner attached to the work station or enter the bar code manually and press Check out the bar code is usually at the bottom of a label and resembles this 1J 111 250000 If the bar code has not been entered properly the following error message will appear Execution Error Item not found Press F2 to continue 5 At the bottom of the window a summary of items checked out will be updated every time an item is checked out When all items have been checked out press Close 2015 DocuData Software
5. User Manual e None this means a disposal mode has not yet been determined Note Rules and regulations regarding retention and disposal of records vary from government to government For more information on these rules and regulations consult with your local regional and federal governments Create Retention Schedule Optional For gadh record senes soeary fhe netedtien pened Record Seres C 3 O Description Disposal Type Ccontidersigt Number of years before destruction Add Regord Series 5 yra Description Disposal Typis Contdentia Number of yey aaa Click on Add You can then edit the information you have entered and save changes Create Retention Schedule Optional For each record series specify the retention period Record Series Description Disposal Type Confidential Number of years before destruction th 5 YEARS Rename Disposal Type Recycle Edit after 5 Edit year s Click on Next 4 Define Box Locations Create box locations by entering a name and clicking on Add You can add more than one location 2015 DocuData Software Corporation Introduction 15 Create Box Locations Optional Usually each location will be a specific shelf location Location Aga 5 Define File Locations See the previous step Create File Locations Optional Usually each location will be a specific shelf locat
6. o Fora file Select if the location is a box or a shelf Either enter a box number or select a shelf in the drop down list 4 Click on Update Note If you wish to indicate that the box or file is either leaving from or returning to its internal home location then consult the Check OUT ItemsI7 Check IN Items 74 topics 3 8 Managing a Rotation Schedule ActiveWeb will check your scheduled delivery dates against record center and customer specific holidays Note Prior to scheduling your tape deliveries enter your organization Holidays 108 in ActiveWeb Scheduled delivery dates appear as a calendar icon with the number of scheduled dates appearing as a number to the lower right Clicking on this icon will take you to the Rotation Schedule section of the record lf this section is collapsed you may expand it by clicking the button See below In the rotation schedule section there are three methods for adding more delivery dates 1 Adding an Individual Delivery Date 2015 DocuData Software Corporation 34 ActiveWeb User Manual Add New Delivery Date Date Address AM PM Add A Type a date or select it using the calendar B Choose the address at which to deliver the tape C Select the preferred delivery time period AM or PM D Click the Add button 2 Adding Multiple Delivery Dates Using a Schedule You also have the option to set a recurring set of dates as seen in the screen shot
7. Learn More In any of the steps of the set up wizard you can click on the Learn More button to have additional information on this step Create File Locations Optional Usually each locaton will be a specific shelf location Locatior Wie a X DRAN In the following section the system prompts you to create shelf locations for boxes or files Mapping locations will help you track your items faster and more efficiently Depending on the number of shelves you have in your different offices we recommend two options 1 If you have less than 20 shelves name shelves according to the room they are in e g Office4o1 51 2 If you have more than 20 shelves in different buildings name the shelves i accordance with a detailed location scheme More information can be found here amp 1 Define Box Fields Click on a field to rename it Save the changes 2015 DocuData Software Corporation 12 Activeweb User Manual Define Box Fields You may change the order of the fends by aragging i a new postion Mandatory Mandatory Mandatory O Disabled O Mandatory Disabled _ End Date Rename Mandatory 2 Disabled 0O Record series Rename Mandatory Disposal Rename Mandatory Disabled O Location Rename Mandatory Note To manage Field Definitions consult Field Definitions Box Click here 101 Red fields are mandatory Blue fields are optional and Grayed out fields are disabled Click on
8. More to show additional fields Define Box Fields You may change the order af the feds Oy dragging i a new positon Box Number Rename Mandato Department Rename Mandato Desorption Rename Mandatory Disabled C Start Date Rename Mandatory Disabled End Date Rename Mandatory Disabled 0 Record series type Rename Mandate Disposal Rename Mandatory Disabled O Location Rename Mandato Eble the Mandatory Disabled pf Source Rename Mandatory Disabled m Define Values Mandatory Disabled a Define Values Mandatory Disabled Define Values Mandatory Disabled 4 Access Level Rename Mandatory Disabled amp To enable a field uncheck the Disabled box Mandatory a Disabled O Click Next once all changes have been made to save them 2015 DocuData Software Corporation Introduction 13 1 Define File Fields To reorder the fields position your cursor next to the name of a field to get the repositioning cursor Click and drag a field in the position of your choice Define File Fields You may change the order of the feds by dragging i a new positon File Number Renane Mandatory Disabled O Department Rename Mandatory Desoiption Rename Mandatory Disabled i P record series Rename Mandator End Date Rename Mandabory Disabled Disposal Rename Mandatory M Disabled Location Rename Mandatory More The only difference between file and box fields is th
9. The Favorites are accessed via the Search Types drop down box as explained in point D above This icon enables you to put items on or off your Work List Work Lists can be later used to populate disposal lists Refer to the Using the Work Listl 361 topic later in this manual for more information on work lists Clicking the Refresh icon will update the information for this file box or location based on what is in the database This may be necessary if someone else is working on the data for the same file box or record 2015 DocuData Software Corporation Inventory Tab 19 a Clicking on the Print Box Details icon will bring up a PDF report listing the details fields and history of the box PHAR BOX TERUS Note You will need a PDF reader to view these reports PDF readers are available free of charge from many sources including hitp www foxitsoftware com The following icon only concerns boxes Clicking on the Files icon will bring you directly to the file section of the current box The number indicates how many files are indexed in the box currently displayed ngi D o Clicking on the Location icon will bring you directly to the location section of the current box You can view details about the location as well as other items stored in this location m Location The following icons only concern files If you need to refer back to the box that contains this file click on the View the Box C
10. ate Page 1 lt lt Destruction List DEMO A 00257 gt gt 2005 04 30 11 41 22 File Description Start Dat e n 4 Date Dispesal Dispesal a a es ved New Date 2007 05 04 Wen Confiden 205 Box These ase sarple notas Total 1 I UNDZASTAND THAT ALL ELECTRONIC DOCUMENTS AND IMAGES CONTAINED WITHIN THESE RECORDS WILL SE DESTACYED AND LOST PEAMANENTLY Tate Signing Officer 2 Smith Jonn uo BE I s 0 Bhi fenss szn ret TO amp Unknown Zone Protected Mode Off a 3z Now you can print the report by using your browser s printing ability as shown in the screen shot above Note Once the list has been printed for authorization the list s state goes from created to locked and no more items can be added to the list see screen shot below You can remove items but not add any more If you wish to add more you can either delete the list before it gets authorized and Start over or just put your new items on a new list List 247 List Number oa Status Locked Description Disposal Type Non Confidential For Labrosse Claude T Authorized Processed Description Item Set Number 271 OM DISPOSA ACTIVE POLICY FILES ON DISPOSA ACTIVE POLICY FILES Pie baie 2015 DocuData Software Corporation Disposal Tab 3 6 1 2 Viewing Editing an Existing List To view an existing disposal list enter the list numb
11. section you will be able to edit existing templates and create new ones for a variety of label sizes Choosing a Template to Edit To access the drop down listing of all templates select the Configuration tab and select the Label Templates menu item Choose a template in the following listing Box Default New template File Default New template 2015 DocuData Software Corporation 112 Activeweb User Manual Location Default New template Note If you previously created new templates they will appear in the list below Default Editing an Existing Template The template you have previously chosen appears in the window io Options E Report configuration kd Labels D E inventory Circulation El Disposal Type Box Name Default Format Avery 5159 4 x 1 5 Fields Font Size Box Number 0 03 in 0 1 in 1 8 l in 0 2 in 10 pt Delete Bar code 0 307 in 0 1 in 3 in 0 45 g in Delete You may edit the label by moving and resizing felds on the preview Preview aT a 1R 299 Here is a detailed explanation of each field present on screen Type Box File or Location Name Here you can edit the template s Name to better describe the label s content and layout Format Choice list of commonly used Avery label sizes US and Canada Fields e Field This is the field s name You can
12. ActiveWeb User Manual Department Description Supervisor Supervisor address Coordinator Coordinator address Cancel Save You can fill in the fields you need to and then press the Save button when done It is the same process for editing or adding sub departments A Deleting or Deactivating a Sub Department e To delete a sub department click on the EF button next to it A confirmation message will appear Delete this department and all of it s sub departments e Click on Yes to go on deleting the sub department Note In order to delete a sub department it must not be assigned to any box or file otherwise the following message will appear 2015 DocuData Software Corporation Configuration Tab Execution Error Unable to delete the record has dependencies e To deactivate a sub department uncheck the Active box next to it This will remove it from the choice list when adding or editing an item If the sub department is the only one assigned to a department the department itself will not be available either Department Department Description ACCOUNTING Sub Departments Click here to add GENERAL Active w O GENERAL fe 2015 DocuData Software Corporation o ActiveWeb User Manual 9 2 Retention Schedules You can manage retention schedules document types from within ActiveWeb These types are used to classify records to calc
13. Corporation ActiveWeb User Manual 5 4 Check In Items Checking In is when an item is in your possession e g OUT lIn House and you want to make the item available again to other users This process indicates that the item goes from your possession to its home location i e file room cabinet etc 1 Press on the Check In button The following screen appears Box RC Number Boxes Files 2 Select the way the information will be entered Bar code Box RC Number File RC Number If you have a scanner attached to the workstation it will be faster if you select Bar code 3 When using bar codes scan the box or the file s bar code When entering RC Numbers start by selecting which type of item you will check In first e g boxes enter all the RC Numbers for this item type If need be repeat the same step for another type of item e g files Every time you enter a RC Number click on the Check In button below 4 At the bottom of the window a summary of Items Checked In will be updated every time an item is Checked In When all items have been processed click on Close 5 A Refile List will automatically be created to help keep track of items to refile and facilitate the refiling of items 5 5 Refile Lists PICKING LIST A Picking List is created when a user orders an item that has the IN IN HOUSE status This type of list is designed for the office clerk in the file room it accele
14. Know how to edit a field 9 6 User The User section allows the addition of new users to ActiveWeb and also allows existing users information to be edited To access this function select the Configuration tab and select the User menu item Here is a an example of what you will find when entering the user module of ActiveWeb D O inventory circulation E Disposal H Labels E report amp configuration tA 2 options Quit Doe Jane JD it Change Password JANE DOE JANED it Change Password Supervisor 1 SUPER it Change Password Note Not every user has access to the user tab because of its administrative features If you require access to this ask your record center Adding a User To add a new user click on Add 2015 DocuData Software Corporation 104 ActiveWeb User Manual Language English Active Groups Groups Io Office Clerk C Supervisor Department None all Partial Cancel Save ca These fields have the following values Login Name Mandatory field that can be used instead of the email when the user logs in to ActiveWeb Password and Confirm Password Mandatory field that is used when the user logs in to ActiveWeb Name and First Name Mandatory field used when contacting the user by email Telephone Optional field for internal use Email Optional field for internal use This information is nonetheless very useful when emailing Overdue Re
15. Options Tab nr 11 Mobile Application A simplified version of ActiveWeb can be used on your smart phone You will then have access to your records information anytime and anywhere 11 1 LogIn In order to log into ActiveWeb phone application go in a web browser e g Safari Google Chrome etc and type mobile at the end of your standard login link e g if you access ActiveWeb using https activeweb docudatasoft com then try https activeweb docudatasoft com mobile The following screen will welcome you adjusted for your screen dimensions Account number Email Password Enter Enter your account number email address and password and touch the Enter button Note Unlike the usual login page it is impossible to reset or change a password through this interface Although you can still do it if you access ActiveWeb through the standard address 11 2 Home After logging in the Home section lets you choose between different actions e Search lets you find items and view basic information e Check Out lets you check OUT items i e telling the system a recipient is taking out a box or file from its previous recipient or location by scanning the item or by entering the RC Numbers of items e Check In lets you check IN items i e telling the system a recipient is bringing a box or file back to its designated location by scanning the item or by entering the RC Numbers of items e Quit logs you o
16. and any notes you wish to attach to the email Recipient email companyx com Subject insert subject Notes insert notes When you are ready to send the email click on Email Note If you need to send the email to more than one recipient separate the email addresses with a comma recipient1 domain com recipient2 domain com etc The limit of recipients you can send the email to is not defined by ActiveWeb but by your internet service provider 2015 DocuData Software Corporation 56 ActiveWeb User Manual 3 12 4 Importing Images Into Files You can import images one at a time or pdf files by clicking on Import Images Images This file contains 71 images Documents Hooo a71 L27220 Previey ages View as PDF as PDF View as TIFF View as TIFF Email OCR and Index OCR and Index a C import Images scan Note The formats supported are tif bmp png jog and pdf Take note that PDF is a complex format such files should be handled as electronic documents Click on Browse in the dialog to choose an image or a pdf file from your computer When a pdf file is selected you must select the color in which it will be imported black amp white or color When all the information has been entered click on Accept File Name 0 aE ce After clicking on Accept you will get a confirmation message The following file will be imported Saved images
17. and choose the Record Center option Disposal Eq Labels In House Record Center l Here s what you first see when you enter the Record Center Disposal tab in ActiveWeb a List Number User All users Load list Status Disposal Type Authorized Create List Processed Search lists Here you can load or search existing lists and create new lists from scratch The following pages will show you how to effectively use the Record Center disposal module in ActiveWeb 2015 DocuData Software Corporation Disposal Tab 6 1 1 Creating a New Disposal List for RC 1 To create a new disposal list click on the Create List button as seen below List Number iS User Al users Status All Disposal Type All Authorized 0 to i N Processed Fa to a The window expands to show you the list creation form Create List Description Disposal Type Non Confidential Xs Source 2 Select the way you will create the list from the following From a Work List In order to create a work list please consult the following topic Using the Work List 361 Once your work list is created see step 3 From a Text Source If you choose to create the list via the text source then you will have to choose by which kind of text field you wish to populate the list as shown in the screen shot below Create List Description Disposal Type Non Confidential Source
18. at the record center IN IN FHOUSE This box will be stored internally in your offices file room and its content is usually consulted on a regular basis A new window appears 2015 DocuData Software Corporation Inventory Tab 29 Alternate Label 173 456 Box Number 123456 Owner John Department ACCOUNTING GENERAL BA Description Accounts Payable Start Date 01 01 2012 mal End Date 12 31 2012 mal Record series 6 YEARS 6 YEARS type Client number Taxation year Disposal Confidential 12 31 201 Variable Location OFFICE 3 4 Enter the different information of your new box or file the fields 27 in red are mandatory 5 Check the Add to the Label Print List check box if you want to print the item s Labell ed Add to the label print list Add to work list After the addition Display the created item 6 To view the item you just added select the Display the Created Item option in the drop down list To create another item after that select the Create Another Item option in the drop down list Add to work list O After the addition Create another item 7 When all the information has been entered click on Add If you have selected the Display the Created Item option a confirmation message pops up 2015 DocuData Software Corporation 30 ActiveWeb User Manual 3 6 The box was successfully added If you have selected the Create A
19. below Add New Tape Delivery Dates automatic rotation Start Date mal End Date a f Every P days C Every of every month C Every ist sunday 7 of every month C Every days left in month Every Sunday except the last of month Address AM PM Add Here is a description of the different fields e Start Date The earliest delivery date to be created will be this date or the first date after this date that fits the specified pattern e End Date The latest date to be created will be this date or the last date prior to this date that fits the specified pattern e Every X days If you want the tape box every week you would enter the number 7 e Every X of every month If you want the tape box on the 15th of every month you would enter the number 15 e Every X Weekday of every month If you want your tape box on the second Friday of every month you would enter 2nd and Friday e Every X days left in month If you want your tape box delivered 5 days before the end of each month you would enter the number 5 e Every Specific Day Except last last week of month Here you can schedule your tape 2015 DocuData Software Corporation Inventory Tab 35 box for a specific week day with the exception of the last week day of the month or with the exception of the week day of the last week of the month which may actually be at the beginning of the following month if for example th
20. beside the version you want to read This will open the desired version in the document s original program e g Microsoft Word or the equivalent e g RTF viewer Versions Date User Size Open Read Only 08 31 2012 01 17 07 Supervisor 1 23552 Open Read Only 08 31 2012 11 45 38 Supervisor 1 23552 3 11 6 Modifying a Document ActiveWeb integrates with Microsoft Office applications If you modify a document see steps below and save those modifications in the application you have the ability to save or cancel those modifications in ActiveWeb From the Inventory tab 1 Searchl 25 for a file 2 Click on the Documents icon from the tool bar Note The number beside the icon defines the amount of documents associated with the file 3 This will bring you down to the documents section Documents This file contains 2 documents Add New Documen t Description MAR User Manual v5 91 v4 e Open Read Only How to change or update the MyActivereco View Ine Loch A Open For Modification Fina Tadd N lOl Email Click on the Documents icon and select Open for Modifications This will automatically open the latest version 4 When your modifications have been made save the document in the program before closing it Click on Save Modifications at the bottom of the window If you do not want your modifications to be saved click on Cancel Modifications If you do not press on any b
21. button 2015 DocuData Software Corporation Configuration Tabl 115 10 Options Tab 10 1 Options Overview The Options tab enables you to change some aspect of the user interface inside the Inventory tab Particularly you can choose which fields are displayed in the search results the location of the search results and the number of results per page This screen will appear when you open the Options tab invertor cretion E pivosi E aveis Eeport SScontowaton_ Eloptone Web Search Field Definition Boxes Not selected Selected RC Number Box Number Department Status Start Date D Description End Date Withdrawal ep Disposal Record series type Entry Date ee a Web Search Field Definition Files Not selected Selected e RC Number File Number Department Status Start Date O gt Description End Date Withdrawal Disposal Record series Entry Date Web Search Field Definition Documents Not selected Selected Document number Number Old Number Status File RC D gt Description Access Level Electronic a Author Creation Date Registration Date ep Search result position Left Number of results per page 3 Hide hi
22. locations Viewing Delivery Slips _ 2015 DocuData Software Corporation 92 ActiveWeb User Manual fit Home B Inventory E My Cart mm Disposal mi abels E Report amp Configuration options Type Deliveries slips scanned images Template Search Start Date 07 01 2008 End Date 07 08 2008 al af Result of the search Deliveries slips scanned images Address 2 9424 07 02 2008 BY DATE 2301 Cannes Brulee POUTCH FOR VAN HORNE 279425 07 02 2008 CLIENT COURIER 2301 Cannes Brulee 279500 07 02 2008 BY DATE 2301 Cannes Brulee POUTCH FOR VAN HORNE 2 95 6 07 03 2008 BY DATE 2301 Cannes Brulee POUTCH FOR VAN HORNE 279577 07 03 2008 REGULAR 1 Van Horne Avenue R ception avant 2 9646 07 03 2008 CLIENT COUR DATE Photocopy room LaSalle First search for a date range at which you know a delivery was likely to have occurred Then click on the calendar icons to input the date range and then press the Search button when ready If there is some matches to your search you will see a list of delivery slips as shown above Note The date range cannot exceed 62 days When you click on one of these search results a PDF file will be generated It will contain the imaged delivery slip You might be prompted to either download open it or it will open automatically on another web page Generating Boxes and or Files Reports The process is the same for boxes or f
23. new window Images This file contains 71 images Documents x 000 Pages 1 2 3 4 6 8 1 2 7 20 View as PDF View as TIFF OCR and Index Import Images Please select a zoom size and click on the image you wish to vi w 100 M You can also view these as PDF or TIFF format by pressing the appropriate button When viewing them in this format a window appears showing the processing of images ex 2 6 You may decide to stop the process by clicking on Cancel 2015 DocuData Software Corporation Inventory Tab 53 3 12 2 Creating a Document Index This feature let s you group images into a document This can be used to map the content of a file it resembles a table of content and makes it easier to search and sort images included in the same file Images This file tus 71 mages PE ae Pages Please select a zoom size and click on the image you wish to view 100 mAr or Plee rai Bhia fe eerie Lewes Mariai e i El For example in the picture above the current file contains 71 images or 71 pages of image This means can index groups of pages together using the following buttons To ADD a document index To EDIT an existing document index To DELETE an existing document index Let s index the first 5 pages as an example 1 Click on Add to start a new document index A dialog appears 2015 DocuData Software Corporation 54 ActiveWeb User M
24. scanning the item s bar code e or by entering the item s RC Number 1 Start by choosing the Check In mode Bar code or RC Number 2 scan the Bar code or enter the RC Number in the field 3 Touch Check In Note The total number of each item type box or file checked in will be updated at the bottom of the screen 2015 DocuData Software Corporation Mobile Application 121 Check in Check in by Bar code Bar code Scan Check in Boxes 0 Files 0 11 5 Check Out Checking OUT items i e telling the system a recipient is taking out a box or file from its previous recipient or location by scanning the item s bar code or by entering the RC Numbers of items 1 Start by entering the Recipient s name Touch OK Check out Recipient Scan OK 2 Choose the Check Out mode Bar code or RC Number 2015 DocuData Software Corporation 122 Activeweb User Manual Check out Recipient john Check out by Bar code Bar code Scan Check out Done Boxes 0 Files 0 3 Scan the Bar code or enter the RC Number in the field 4 Touch the Check Out button Note The total number of each item type box or file checked out will be updated at the bottom of the screen 5 Touch the Done button when you want to change the recipient or if you want to stop checking out items 11 6 Quitting Your Mobile Session To quit your mobile session go back to the Home tab and touch the
25. the Setting Up 1 ActiveWeb 17 topic The following is a list of the default fields and how they may be used When in doubt please ask your record center Field Descriptions Status Automatically updated field that indicates the current status activity can also be used of a box or file The status of an item will affect what can be done with it For example items that are IN are available for order Items that are SELECTED have been placed on an order that has already been submitted and therefore cannot be placed on a second order at this time Some statuses and their meanings include e PRINTED The record and label exist but have not yet been used e IN In House this means that the item is at its assigned location e OUT In House this means that the item is already in someone s possession recipient e PRE ADD To be sent to your record center e IN At your record center e OUT Temporarily out to the specified recipient e SELECTED Awaiting delivery to a recipient e TO DESTROY e TO DELETE e TO TRANSFER e DESTROYED Destroyed by the record center after processing an authorized disposal request e DELETED Permanently removed from storage but not necessarily destroyed e TRANSFERRED Transferred to another account or storage facility based on an authorized transfer request Recipient When an item is OUT or OUT In House another field will appear at the right of the status This field designates the recip
26. they are collapsed by using the sign Keywords Alphanumerical field used to add new keywords to an item Keywords may be useful when using the Full Text Search see Searching for a Box or a Filel 25 These are search terms that do not appear elsewhere in the record s data but that you want to be able to find the record by History This read only field displays the history of the record including all changes to the descriptive metadata fields as well as when and who touched the item The Following Fields Apply to Files Only Documents This section allows you to work with electronic documents associated with a file For more information consult the Document 40 features of ActiveWeb Images This sections allows you to view scan and import images associated with a file For more information on the imaging features of ActiveWeb consult the Imaging Options 51 section The Following Fields Apply to Boxes Only Volume A read only field that indicates the volume of a box e g a banker s box is 1 2 cubic feet Files This section displays a list of the files contained in the box From here you may add files to a print list and you may also navigate to the file record by clicking on the appropriate list line Vault This value indicates if the box is stored in a vault The Following Fields Describe Locations Only Item Type This read only field indicates that this is a location Used 2015 DocuData Software Corpora
27. this recipient s boxes or files to another Recipient 24 or to Check In Items 74 2015 DocuData Software Corporation Configuration Tab 11 4 Once this is done repeat steps 1 and 2 A confirmation message appears Click on Yes to follow through with the process Emailing Overdue Memos Overdue memos are used to remind recipients that they have items in their possession for a period of time longer than allowed An email will be sent to these recipients listing all the items they have registered in their possession starting with oldest first 1 Click on Email Overdue Memo Email overdue memo Start Date 01 01 1600 M End Date 05 30 2012 7 2 Enter a date range manually or by using the Calendar icons and click on OK 3 The memos will automatically be sent to recipients that have items out Otherwise a message appears if recipients did not have an email set up in their information Click on Yes to continue A list of skipped recipients will appear Close it to go back to the Recipient menu item Refreshing the Screen The Refresh button at the bottom of the list is especially useful if many people have access to the recipient s module i e if your organization has more than one supervisor Click on the Refresh icon and the most recent information will be displayed on screen 9 10 Label Templates Label Templates determine the layout of printed labels for boxes and files After completing this
28. type a retention schedule is seen as a detailed description of e The reason why a physical record or electronic document should be kept e g legal fiscal historical etc e The length of time a document is retained as an active record see Active Records e How the record will be disposed of at the end of its active life cycle e g destroyed or archived for a specific amount of time U 2015 DocuData Software Corporation Glossary Of Terms 127 User A user in ActiveWeb can login directly by using their account number email address and password User rights vary by individual to access some or all the information managed by ActiveWeb Each user can have a different set of rights to vew modify add or delete items 2015 DocuData Software Corporation
29. 0 DPI Paper Size Auto Display Scanner Interface Text Recognition OCR Every scanner has its own interface and might not look like the one you see here The scanner s interface might appear to not show up at all It might just be that it is hidden behind another window so if you do not see your scanner s interface the first thing you should do is move or re size the other windows on your screen to make sure it is not hidden Once you re happy with the scan settings you can start scanning your images by pressing the appropriate button on your scanner s interface In the example here have to push the Scan button on the top right of the picture above Once the scanning is done you will see your scanned images 2015 DocuData Software Corporation eo ActiveWeb User Manual You can select see the check boxes in the picture above any image from the list of shown images ip 90 180 zro l and rotate them if you need to with A SC and or rotation buttons and or save them to the file When you click on Save button you will be asked for a confirmation Saved images will become permanent Continue al Note This dialog is an important part of the import process because once an image is imported it cannot be deleted unless the whole file is destroyed on a disposal list After clicking Yes on this dialog the image will be appended to the end of the image list So for exam
30. 2015 DocuData Software Corporation Configuration Tab Name Modules office Clerk C None All Partial Scan Box r File rd Depa rtment Authorized User m Jord er m Activity Report E Retention oO Schedule lu ser Group C Search ia Internal l i Location M Circulation ri In house Disposal E aaa oO8 OOF Ea gt q w TAA AO Oo O we oO OO ORD h a oOo O s8 O O aa aaan Cancel Save a For every module check off the actions permitted Scan Add Edit or Delete associated to Scan means that the person only has read only rights in ActiveWeb Add means a box file or document can be added depending on the module it is associated to Edit means a box file or document can be edited depending on the module it is associated to Delete means a box file or document can be deleted or Destroyed depending on the module it is Here is a list of common actions performed in ActiveWeb and the rights associated to them Searching Deleting items Creating deletion lists Checking items in Checking items out Adding a new box file or document Editing an Existing User To edit a user s rights or contact information click on Edit beside the related user 2015 DocuData Software Corporation 108 ActiveWeb User Manual C E inventory cireattion E visose E configuration E options Users Doe Jane JD
31. 3 26 48 IMAGE INDEX CHANGE SUPERVISOR 1 11 15 2012 03 27 57 IMAGES VIEWED SUPERVISOR 1 11 15 2012 03 28 01 IMAGE INDEX CHANGE SUPERVISOR 1 11 15 2012 03 29 05 ELECTRONIC SUPERVISOR 1 11 15 2012 03 29 31 IN IN HOUSE SUPERVISOR 1 3 11 4 Viewing a Document Viewing a document implies that the document will be opened in a viewer which means that even if you do not have the application on your workstation e g Microsoft Word you will still be able to read its content 1 Searchl 251 for a file 2 Click on the Documents icon from the tool bar 2015 DocuData Software Corporation Inventory Tab 45 Note The number beside the icon defines the amount of documents associated with the file 3 This will bring you to the documents section 4 Click on the Documents icon and select View This will automatically open the latest version in a viewer Documents This file contains 2 documents Add New Documen t MAR User Manual v5 91 v4 How to change or update the MyActivereco 5 With this integrated viewer you are now able to vew PDF Word Excel and PowerPoint without any software installation on your computer To close the viewer click on the X at the top right corner of the window Note The viewer can only open files smaller than 20 MB From the Document Window 1 If you have already selected the document and you want to view it from the window where all the d
32. 5 DocuData Software Corporation Disposal Tab 85 6 2 Creating a New In House Disposal List You can manage In House disposal lists in ActiveWeb To access the different disposal options for boxes and files stored in your offices In House click on the Disposal Tab and choose the In House option Disposal Labels fin House___ Record Center fr Fi TM This screen will happen when you enter the In House Disposal tab for the first time Action Transfer Files to Boxes X Empty Search From Disposal Non Confidential Record series Department By Internal Location Checked out less times in last Month s than Items older than Month s Work list Text Files By Number 2015 DocuData Software Corporation s ActiveWeb User Manual Here you can create new lists from different sources and dispose of items in various ways The following pages will show you how to effectively use the In House disposal module in ActiveWeb Creating a List 1 Choose the action you want to perform from the following choices Action Transfer Files to Boxes w Transfer Files to Boxes Empty ransfer Boxes to Pre Add Destroy boxes Destroy files Physicals Search Destroy files Electronic e Transfer Files to Boxes The files In House you will select will go in boxes In House e Transfer Boxes to PRE ADD The boxes In House you will select will go in the PRE ADD state in order to be trans
33. ActiveWeb User Manual 2015 DocuData Software Corporation ActiveWeb User Manual 2015 DocuData Software Corporation All rights reserved No parts of this work may be reproduced in any form or by any means graphic electronic or mechanical including photocopying recording taping or information storage and retrieval systems without the written permission of the publisher Products that are referred to in this document may be either trademarks and or registered trademarks of the respective owners The publisher and the author make no claim to these trademarks While every precaution has been taken in the preparation of this document the publisher and the author assume no responsibility or liability for errors or omissions or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany tt In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document Published May 2015 in Montreal QC Canada Publisher DocuData Software Corporation Technical Editors Elie Romano Contents 3 Table of Contents Part Introduction 6 JADOUL DAIS MaNnUaliaicids cisco celiac tavenencas coos E A 6 2 Prerequisites and Technical Considerations csccccsceeeeceeeeceeeeseeeneeeenseeceseeeeseseeeneeeeneeeones 6 3 Ob
34. DocuData Software Corporation 40 ActiveWeb User Manual To have more information on the records that were skipped click on View Log Once the import is complete you may work with the records Note It may take some time before all newly added records are indexed for full text search 3 11 Documents Options The following options are used to manage electronic documents associated to a file After reading this section you will be able to view read create edit email finalize and delete documents For a video tutorial follow this link Note This section appears in the Electronic Document Management version of ActiveWeb Please contact your record center if you lack this functionality but would like to know more 3 11 1 Adding a Document Before being able to manage electronic documents and edit them you have to specify a work directory in the Options 18 tab This has to be done the first time you log in on a specific computer or if you want to change directory to another one 1 Searchl 281 for a file 2 Click on the Document icon from the tool bar Note The number beside the icon defines the amount of documents associated with the file 3 This will bring you down the page to the documents section Documents This file contains 3 documents Add New Document Number Status Description ELECTRONIC qui de droit ELECTRONIC Questions ELECTRONIC Copie de Excel Previsio_Encouragement In edition L
35. IONS Fill in the fields you need and then press the Save button when done Description of the fields seen on this screen Type This field indicates the name of the document type This value will appear in the drop down list associated with Type field of the boxes and files from the inventory modules English and Spanish Descriptions These fields give the English and Spanish descriptions of the document type Retention Active This field indicates the active retention period for boxes and files of the selected type Semi Active This field indicates the semi active retention period for boxes and files of the selected type Disposal Modes Active This field indicates how the documents will be disposed of at the end of their active retention period Semi active This field indicates how the documents will be disposed of at the end of their semi active retention period The following list describes the disposal modes CONFIDENTIAL These documents will be disposed in a confidential manner NON CONFIDENTIAL 2015 DocuData Software Corporation 100 ActiveWeb User Manual These documents will be disposed in a non confidential manner NONE A disposal mode has not been determined PERMANENT These documents will never be disposed of REVISION These documents will be placed on a list so that they can undergo a special verification before being disposed of SAMPLE These documents will be placed on a
36. ON DISPOSA ACTIVE POLICY FILES 363 ON DISPOSA ACTIVE POLICY FILES 379 ON DISPOSA ACTIVE POLICY FILES 53 ON DISPOSA ACTIVE POLICY FILES Add boxes from work list Add boxes from text Print for authorization Delete List 3 From here you can add or delete boxes to the list until your satisfied with it The next step will be to print the list for authorization so that you can get the signing officer to sign the list and then send the list back to your record center so they can proceed with the disposal of the items on the list lf there are any boxes that cannot be disposed of a message indicating the box number and the reason will be shown If you want to keep a record of the list before you do any modifications to it you can choose to print it by pressing on the Print button Make sure to remove any problematic box from the list otherwise you will not be able to print it for authorization When you click the Print for authorization button a new window will appear with the authorization report like this 2015 DocuData Software Corporation e2 ActiveWeb User Manual x 3 Google e 4 or request DocType 2 ReportIndex 6 ReportRecordRcNumber 2 away Sharda a http flocalhost 38080 rcweb PdfProces Su Favorites 5 Suggested Sites Web Slice Gallery D D Sm Page Safety Tools JE P O F lS hk Arao 0 8 2 1 0 pa http flocalhost 8080 rcweb PdfProcessor request
37. Quit button 2015 DocuData Software Corporation Mobile Application 123 Search Check out Check in 2015 DocuData Software Corporation 124 ActiveWeb User Manual 12 Glossary Of Terms A Active Records A document or record no matter the format that is made widely available and commonly used before it is archived or destroyed Account Number This number is assigned to you by your record center upon sign up and is given to you This unique number is assigned to an individual user organization or company Archives A place in which archival records or other important historical documents are permanently kept Avery Labels Avery labels a U S based company are commonly sold and available on sheets These labels are sold in different sizes and can be attached to files boxes shelf locations etc Avery labels are widely used because they can be printed on laser or ink jet printers Cx Change of Hands Changing the recipient of an item Check In Performing a Check In tells the system a user is bringing the file or box back to its original location e g file room cabinet shelf etc or making the electronic document available to other users Check Out Performing a Check Out tells the system a recipient is taking a file or box from its assigned location e g file room cabinet shelf etc and is now in the recipient s possession For electronic documents a recipient ta
38. Text T Field Text Number RC Number Field 1 Bar code You can now choose from 4 different fields to enter your data Box Number Box RC Number 2015 DocuData Software Corporation s ActiveWeb User Manual Field 1 Bar Code You can only populate your list with one type of field at any one time You cannot enter some data as Box Numbers and others as Bar Code for example When entering data in the Text field you HAVE to enter one item per line 148 149 as opposed to having them on the same line Separated by commas 148 149 Having them on the same line WILL NOT work With the Auto Create Function If you choose the Auto Create method this screen will appear Create List Description Disposal Type Non Confidential Date Bol E Type All i Department all All i Accepted Restrictions Restricted items No only Enter the date range for which boxes are due to be destroyed and then fill in the rest of the fields according to your disposal needs 2 Press on the Create list button at the bottom of the page The following screen appears whether you choose the Work List Text or the Auto Create method 2015 DocuData Software Corporation Disposal Tab st List 247 List Number 247 Status Created Description Disposal Type Non Confidential For Labrosse Claude T Authorized Processed Item Set Number Status Description 271
39. To the right your record center may post useful information including announcements and links ED inventory circttion E oispose Ed abets E revor contouration E options D OC U Data Announcement RCWeb 5 50 00 e record center usually will use this place to make special announcements available to its customers As you can see you can also put images here docudafla Direct access Total control olidays of the record center for the 7 next days Description Test Holiday Record Center 2009 04 29 2015 DocuData Software Corporation 3 Inventory Tab 3 1 Inventory Tab Layout Home Tab The Inventory tab is used to Add boxes and files to your inventory Add images and documents to your inventory Query and edit information for existing inventory View and modify your list of Favorite items Add or remove items from a Work List Add items to a label print list 89 The following images highlights key features of the Inventory tab The Red letters on the screen shot are referenced by the text below a onion Dj Fut Text search eI Enter 2 sear E F Hide Search Results Show Advanced Search C 333G oom l SEGA 1 Number 0001 Location OFFICE Status AVAILABLE Description TSSB Number BOX 0002 Location OFFICE Status AVAILABLE m Box RC Number 1 Entry Date 10 21 2013 Status AVAILABLE Alternate Label m Number 0001 Loc
40. a ee wine tc ei eee net de once ea ee 108 FRE CIDIC FINS aa eect ae eee entice ewe ee teeta taing 109 Label Template Siccinscisecctasscdenecatdurevaccacunistccasmancecueteebdnanadancaeuackoveseatsateasiakdeaeeatsocunsacbieasts 111 Options Tab 115 ODUONS OVETVIE Wissii roinaa a aE a AE E AAAS REE 115 Mobile Application 117 LOO Miccio E E aana 117 POM Cer creeereata pecs eE aE a a a a 117 SearC henen a a sectbonubavarnsace 118 2015 DocuData Software Corporation Contents 5 A CNG CK Maer 120 5 CHECK Ob rcersdcuosorce nse a a beanie enw rau date cube uae 121 6 Quitting Your Mobile Se SSiOm sia sce cc cada sete eect eke oe ketch eee eects eee deat geet 122 Part XII Glossary Of Terms 124 2015 DocuData Software Corporation ActiveWeb User Manual 1 Introduction 1 1 About This Manual Welcome to ActiveWeb This manual is meant as a user reference to ActiveWeb It will help you to perform your daily operations easily and efficiently whether it be for searching ordering viewing adding items printing labels or any other operation this manual will guide you through it For a quick overview of ActiveWeb s capabilities see the Promotional Video Conventions Used in This Manual This manual was created for both online viewing and print When references to other topics are made throughout the manual they are made with hyperlinks to enable you to browse to the referenced topic with a simple click of the mouse A page icon wi
41. abrosse My Documents Puissan Browse FAOS Keywords Delete the originalis file s Add to work list M A confirmation message appears after the document has been added to the app 3 11 2 Description of Document Fields Item Type This read only field qualifies the item as a document Status 2015 DocuData Software Corporation a2 ActiveWeb User Manual This read only field indicates that the item has the ELECTRONIC status RC Record Center Number This is a read only numeric field It indicates the unique number automatically attributed to a document It is used internally by the system for tracking purposes File This is a read only field that indicates the number of the file the electronic document is associated with Old Number This read only alphanumeric field can contain up to 16 characters When a document number is modified the old number is displayed in this field for reference Note If the number is changed a second time or more the original number s will not be retrievable using a search by Old Number On the other hand all Old Numbers of a document are saved in the document history so entering the Old Number s under a Full Text Search would give you the result s you are looking for Registration Date This read only field indicates the first time a document was added Finalization Date This read only field indicates the date the document was finalized Document Type This
42. acters and may be associated to drop down lists of values Fields 4 and 5 accept 4 characters each Access Level This is a numeric field containing a value between 0 and 9 inclusively Access Levels can be used to prevent unauthorized users trom editing boxes with access restriction 0 being the least and 9 the most restrictive access When editing the field the user can only assign a value less than or equal to his own level Note If the Access Level of a user is less than the box access level the user is not allowed to view edit or destroy it Disposal There are three fields related to disposal 1 The disposal mode which may be CONFIDENTIAL NON CONFIDENTIAL NONE PERMANENT REVISION SAMPLE or SEND TO DEPOT 2 The disposal date 3 The disposal date calculation method If VARIABLE the disposal date of a document corresponds to the retention period added to the End Date when present or to the Entry Date If FIXED the disposal date is not determined by the retention policy for the document type and may be entered manually or by a data import Range These fields define the lowest and highest values of the alphanumeric index on the documents in the box or file These fields are very useful if your documents are sorted alphabetically or numerically for example by client name or case number Using the range parameter in the advanced search it is possible to identify records that might include an it
43. adata fields include e File or box number Description Start date the date the item was created End date the date the item should finish its active life or be destroyed Department or owner N Never Destroy This means the item will not be destroyed once it reaches the end of its active life cycle It will forever be kept for reference purposes e g Classified or confidential documents R RC Number This unique number is automatically assigned by ActiveWeb to the item upon its creation It is used by the system to accurately track the item s every move Recipient The recipient is the person that receives the item file or box This person may or may not be a user in ActiveWeb Record Recorded information regardless of medium or characteristics that has been created or received by an organization and has been used by that organization as evidence of its activities or because of the information contained Records Management The planning controlling directing organizing and other managerial activities involved with respect to records creation maintenance use and disposition in order to achieve adequate and proper documentation of the policies and transactions of an organization Recycle Non Confidential Disposal This type of disposal is for documents that are to be shredded or recycled Retention Schedule Also called record control schedule record disposition schedule records schedule or document
44. al To enable a field uncheck the Disabled box Mandatory f Disabled O To define values for a specific field click on Define Values beside the field to edit Define Values x Lookup values Remove New value 1999 Lookup values only _ To add a value in the selection list enter a value in the New Value field and click on Add Lookup values 1999 Remove New value Lookup values only ta To remove an existing value from the selection list select the value in the Lookup Values list and click on Remove To close this window and save you changes click on OK 9 4 Field Definitions for Files You can manage Field Definitions for files within ActiveWeb Field Definitions can be edited made mandatory can be given drop down values or can be disabled To access this function select the Configuration tab and select the Field Definitions File menu item Please refer to the Field Definitions For Boxes 10 topic to know how to edit a field 2015 DocuData Software Corporation Configuration Tab 103 9 5 Field Definitions for Documents You can manage Field Definitions for documents within ActiveWeb Field Definitions can be edited made mandatory can be given drop down values or can be disabled To access this function select the Configuration tab and select the Field Definitions Document menu item Please refer to the Field Definitions For Boxes 10 topic to
45. anual Start End Description All you have to do is enter the start and end page to be indexed and a description for the index 2 Once you click on Accept this new index will automatically be chosen in the Documents drop down menu Images This file contains 7 1 images Documents Pages 1 2 7 20 Preview images View as PDF as PDF View as TIFF View as TIFF Email OCR and Index OCR and Index Import Images You can edit this same index by clicking on the Edit icon or delete it with the Delete icon You can keep adding editing and deleting your indexes until you are happy with the results Note When adding a new index or editing an existing one be careful not to choose the same end page as an existing index The value of the end page needs to be unique in order for the app to accept the modification or the addition Indexes can later on be used in full text searches 26 to quickly find images Only the first image of the index is tagged with the index s description 2015 DocuData Software Corporation Inventory Tab 55 3 12 3 Emailing Images Images can be emailed to any valid email address Enter an interval of images and or a list of images separated by commas in the fields Be careful not to put any spaces between characters otherwise an error message will appear Click on Email A new window will pop up Enter recipient email addresses the subject of the email
46. at files have additional fields to use Click on Next 2 Define Departments To create a department enter a value in the field and click on Add To add another department enter a value and click on Add Another Create Departments Optional Department Add another ENER Renan If you do not want any departments click on Next and a default one will automatically be created 3 Create Retention Schedules This step encourages you to create one or many Retention Schedulel 981 that determine the amount of time records are kept before being destroyed Enter a name and a disposal type Confidential Recycle or None Lastly indicate the number of years the records are to be kept Note The description field is optional Here is a small description of each disposal mode e Confidential This type of disposal is usually reserved for documents containing highly delicate or confidential information Typically confidential disposal must respect certain rules for shredding size and disposal methods e Recycle this means that the items should be shredded or recycled e Sample this means that the items will be sampled before their destruction mode is decided upon e Revision this means the items will be placed on a list to undergo verification before being disposed of e Permanent this means that the item should not be disposed of and should be kept indefinitely 2015 DocuData Software Corporation 14 ActiveWeb
47. ation OFFICE Department GENERAL GENERAL Description Description BS ws Number BILLS Location OFFICE Status AVAILABLE Description a Disposal Permanent Start Date End Date Record series GENERAL 11 search results 12 31 3999 J Variable In the screen shot above A The active tab is highlighted telling you where you are Clicking on one of the other tabs will take you to it B The Hide Show Search Results button toggles the list of search results on or off indicated by the letter G on the picture above Note The search results can be moved to any side of the screen Top Bottom Left or Right if you wish This can be configured in the Options A tab The Hide Show Advanced Search button toggles the display of additional search filters on or off The filters are hidden in the screen shot above and displayed in the image below Note A little warning box beside the Show Hide Advanced Search button See below indicates that filters are active Forgotten active filters are a common reason for not being able to find the expected items with a search 2015 DocuData Software Corporation ActiveWeb User Manual Filters active D This drop down allows you to select the index or the type of search to use This is also used to view your favorites list and work list Other options may include Box Number File Description Full Text Search and many others E T
48. cords 1 Language Mandatory field specifying the language of the user s interface There is a choice between English and French Active 2015 DocuData Software Corporation Configuration Tab 105 Mandatory field indicating if the user can access ActiveWeb Groups Check list of the different rights user groups and individuals have access to If a group is checked off it means the users will have its related access rights Departments Check list of the different departments the individual has access to If a department is checked off it means the user will have access to the files boxes and electronic documents assigned to it Editing an Existing User To edit a user s rights or contact information click on Edit beside the related user a Name Office Clerk First Name Clerk sd Telephone Ext 1234 Email jsmith domain com Language English Active Groups Ir Office Clerk C Supervisor Department None All Partial Groups Department hal Cancel Save la Edit the information in the appropriate fields e g login name name first name telephone email etc and edit the user s rights by selecting one or many user groups and departments When all the changes have been made click on Save to save the information or on Cancel to cancel the modifications Deactivating a User In order to block a user from accessing ActiveWeb click on Edit beside the r
49. ddition or Cancel to exit the window Adding the Recipient to the Label Print List Click on the Add to the Label Print List icon i beside the desired recipient Editing the Recipient s Information Since the short name is used as the main identifier for a recipient s information you cannot modify it like all the other recipient fields see below for information about renaming a recipient 1 Click on the Edit icon beside the desired recipient 2015 DocuData Software Corporation no ActiveWeb User Manual 2 Edit the fields that need to be modified and click on Save to accept the modifications or Cancel to exit the window Renaming a Recipient Renaming a Recipient means transferring the identity of a recipient to another recipient Therefore when one renames a recipient it must be for an existing recipient The main usage of this feature is when for example a recipient is inactive i e JO and you would like to reuse its short name for another user i e JOE Example If you have the following list of recipients JOHN JANE JOE JO and want to rename JOE to JOHN you could On the contrary if you wanted to rename JO to JAMES the system would not let you because it is not an existing recipient 1 Click on the Rename Recipient icon EY beside the active recipient to take the previous example JOE 2 Enter the name of the recipient you want to use in the future e g JOHN and select it C
50. e Friday of the last week of April is at the beginning of May e Address The address to which the tape box is to be delivered to e AM PM The preferred time period at which you want the tape box delivered A Specify the desired pattern including the address B Click the Add button to create delivery dates according to the specified pattern 3 Adding Delivery Dates From a List In the third section you may type or paste in a list of delivery dates Add New Delivery Dates From a List Date Mask OD MM rer Date 23 02 2010 18 04 2071 Address AM PM A Select a date mask B Type or paste in a list of dates one per line formatted to match the date mask C Choose the address at which to deliver the item D Select the preferred time period for the delivery E Click the Add button to add the specified delivery dates for this item Viewing or Removing Delivery Dates Once delivery dates are added they will appear in the Rotation Schedule section as follows Rotation Schedule Tape Schedule Future Delivery Dates Date AM PM Address B 2009 05 14 1 rue Yan Horne Bureau Informatique Michel Delete all delivery dates To delete a specific delivery date for the tape box click on the red X next to the corresponding date To remove all future delivery dates click the Delete all delivery dates button 2015 DocuData Software Corporation 36 ActiveWeb User Manual 3 9 Using the Wor
51. e bottom of the page The following screen appears Box Bar code Location Box Box Number Status Description OFFICE 102 3 IN IN HOUSE PAYABLES 2009 OFFICE 102 2 OUT IN HOUSE PAYABLES FEBRUARY 2008 Cancel Process Items 7 4 4 To validate the items on the list you can e Scan the bar code with a scanner 2015 DocuData Software Corporation ActiveWeb User Manual e Select RC Number in the drop down list enter a value in the field and click on OK or e Check the box situated at the extreme right for each item on the list this is used for smaller lists Once all items have been validated press on the Process items button at the bottom of the window To cancel the processing of this list press Cancel 5 The following report will appear showing errors or confirming that a number of items has been processed Error a 1 item s processed successfully Errors The state of the item is not valid The item is not available Click on Close to return to the In House Disposal tab 2015 DocuData Software Corporation Disposal Tab e 7 Labels Tab 7 1 How to Print Labels ActiveWeb enables you to print your own labels for boxes files locations and recipients if you have a printer in your office The labels are printed on Avery sheets If you want to customize your label templates consult Label Templates 1111 Printing labels in ActiveWeb is very simple Follow the
52. ed by ActiveWeb but by your internet service provider 2015 DocuData Software Corporation Inventory Tab 51 3 12 Imaging Options The following options are used to manage images within a file You can view create email import scan and index images For a complete video tutorial follow this link This tab is only available when using the Imaging version of ActiveWeb 3 12 1 Viewing Images in a File 1 Search 251 for a file 2 Click on the Images icon from the tool bar Note The number beside the icon defines the amount of images associated with the file 3 This will bring you down the page to the images section Images This file contains 71 images Documents Wooo Pages l 1 2 7 20 Preview images view as PDF View as PDF View as TIFF view as TIFF Email OCR and Index OCR and Index Import Images Import Images scan 4 Enter an interval of images and or a list of images separated by commas in the field Be careful not to put any spaces between characters otherwise an error message will appear Click on Preview images 2015 DocuData Software Corporation 52 ActiveWeb User Manual Images This file contains 71 images Documents eee Pages ATOT Import Images 1 71 1 2 7 20 View as PDF View as TIFF OCR and Index 5 Select a zoom value and click on an image to view it It will appear in a
53. ed in the Authorized User module lf this happens please contact your record center to advise them It is probably because you have no email address configured for your account at the record center 2015 DocuData Software Corporation Introduction 9 When your email is received this acknowledgment will appear prompting you to reset your password 3 Inbox t O 8 From Subject Date Today info docudatasoft com ActiveWeb Reset password info docudatasoft com Sent Fri 18 04 2008 4 11 PM To erickp docudatasoft com t j Message _AVG certification_ txt 215 B Click here to reset your password When you Click Here on the link in the email you will be directed to a page on the web where you can choose a new password for yourself R initialisez mot de passe Reset Password Nouveau mot de passe New Password Confirmer mot de passe Confirm Password Soumettre Enter Check off Remember to save your login information Changing Your Password Check off Change Password and enter your current and new password in the fields Resetting a Password If you have lost your password click on Reset Password at the bottom of the login fields Enter your account number and email e g CUS 001 admin company com The system will automatically send you a new temporary password via email Your account may have security requirements in place such as passwords must be between 6 to 16 cha
54. ed or added directly to your order if you have the paper information 2 On the My Cart page in the delivery section make sure you choose a delivery type that relates to Imaging as shown in the screen shot below Delivery Type Address 1250 Commerce Avenue Suite 2250 Special Instructions Submit Order Note Your particular imaging delivery types available from your record center might be called something different than what is mentioned here You might not have access to any of these as well If in doubt contact your record center 3 When you are ready just click on the Submit Order button to send your order 4 When your record center is finished processing the order you will receive an email Similar to the one below indicating that your file is now available for viewing in ActiveWeb and will also tell you which RC number to find it with 2015 DocuData Software Corporation e ActiveWeb User Manual Subject Docu D pot Inc New items scanned on 2008 07 15 14 58 From info docudatasoft com lt info docudatasoft com gt Date 2 58 PM To erickp docudatasoft com The following items have been scanned 1 0 File 20 3529 UNION PAVING COMPANY ERICK P CLAIMS imi 230859 5 You can go then into ActiveWeb and look 5 at the image s Scenario 5 Ordering Other Items amp Services Sometimes your record center offers different services or other items other than your regular boxes and
55. een replaced with those of your record center Logging Into ActiveWeb e To login enter your customer key login name or e mail address and password in the provided fields and click on the Enter button 2015 DocuData Software Corporation 8 ActiveWeb User Manual e f you want to change your password while logging in click the Change Password check box These additional fields will appear Entrez Login Num ro du client Customer Key Nom d acc s Login Name Mot de passe Password Nouveau mot de passe New Password Confirmer mot de passe Confirm Password In the two additional fields enter and confirm your new password Then press the Enter button to login and change your password all at once e f you have forgotten your password click on the Reset Password link which appears to the left of the Enter button You will be asked to enter your customer key and login name it can also be the email you gave the record center R initialisez mot de passe Reset Password Num ro du client Customer Key Po Soumettre Enter After pressing Enter this screen will appear confirming an email message has been sent to yOu Windows Internet Explorer X A Requ te compl t e un courriel suivra Request submitted an e mail will follow If for some reason the email was not sent this message will appear Windows Internet Explorer Configuration error Your email is not configur
56. elated user Select No in the Active field Click on Save From that moment on the user will be unable to log into 2015 DocuData Software Corporation 106 ActiveWeb User Manual ActiveWeb Changing a User Password To edit a user s password click on Change Password beside the related user Cancel Save A Enter and confirm the new password and click on Save 9 7 User Group The User Group section allows the addition of new user groups to ActiveWeb and lets you edit or delete existing ones To access this function select the Configuration tab and select the User Group menu item When you first open the Users menu item this screen will appear a User Group SECRETARY Supervisor Note Not every user has access to the User Group menu item because of its administrative features If you think you require access to it just ask your account administrator The Supervisor user group is always there by default Adding a User Group To add a new user group click on Add Name Mandatory field describing the user group i e this is usually related to the job function Modules Choice between None Partial and All When None is chosen the user will not have access to any module When All is chosen the user will have access to all the modules This is usually reserved for power users and supervisors When Partial is chosen a list of modules appears
57. em based on an alphabetical index Item Set The purpose of an item set is to ensure that you don t accidentally order one part of a multi part record To add an item to an item set simply type in a name or label and add the same item set label to the remaining items As you start typing the item sets will try to auto complete helping you to determine if a label has already been used or not and ensure that you type it correctly When one item in an item set is ordered the remaining items in the set will also be placed on the order If you do not want the additional items then you can remove them from the order Location The content of this field may vary depending on the type and status of the item 2015 DocuData Software Corporation a ActiveWeb User Manual For boxes this field will only contain information when the box s status is IN In House If it is IN In House the field will show the box s present location However if it is OUT ln House the field will show the box s last assigned location For files stored IN HOUSE at the customer location the field shows the physical location of the file It can either be in a box designated by number or a on shelf To manage locations at your site consult the Managing Locations 31 topic Notes Alphanumerical field used to add notes to an item When notes are expanded for view by using the sign they will remain so for all documents viewed subsequently until
58. ems Quantity i y Department Recipient Labrasse Claude T Add Line tems Batch Addition The Batch Addition section is where you add many boxes and or files onto the order at the same time So whatever criteria you choose to use make a Batch Addition make sure there is only one criteria per line In the case of numbers for example you would just enter one number per line as in as in this example Ohm eIc 2015 DocuData Software Corporation 64 ActiveWeb User Manual i Batch addition Boxes By Number a Boxes By Number Boxes By RC Number Boxes By Field 1 Boxes By Description Files By Number Files By RC Number Files By Field 1 Files By Description Items By Bar code Recipient Smith John Return Permanently Out C Delivery This is where you choose which delivery type to use for your order and the address to which you want those items delivered You can also enter special instructions to your record center there also if needed Delivery Address Special Instructions Submit Order 4 2 Placing an Order to Your Record Center Placing an order to your record center is easy There are a few different ways to accomplish this task depending on what you want to order or be returned Scenario 1 Order from Searches One common way to place items on an order is to first search 251 for the item you need and then place it on the order To place it to the order press the
59. eport by various fields and can choose a specific output format When you press the Create button the report will output something similar to this Order Items VAN 001 Delivered Delivery Date Description Bar code Address Order Delivery Entry Date Recipient Yes 08 08 2008 PM MISCELANEOUS SERVICE 1 Van Horne Avenue 403154 283127 08 08 2008 NATHALIE AUC Yes 08 11 2008 PM 65 GAL BIN ROTATION FULL Photocopy room LaSalle 403159 283257 08 08 2008 Yes 08 11 2008 AM MISCELANEOUS SERVICE 2301 Cannes Brul e 403157 283219 08 08 2008 JEAN FRANCO Yes 08 11 2008 PM MISCELANEOUS SERVICE 2301 Cannes Brul e 403158 283256 08 08 2008 JEAN FRANCO Yes 08 12 2008 PM Box 108 TEST PAID INVOICES D D 1s 26 800000056 1 Van Horne Avenue 403549 283376 08 12 2008 Yes 08 12 2008 AM MISCELANEOUS SERVICE 2301 Cannes Brul e 403301 283340 08 11 2008 JEAN FRANCO Yes 08 12 2008 PM MISCELANEOUS SERVICE 2301 Cannes Brul e 403302 283377 08 11 2008 JEAN FRANCO Yes 08 12 2008 PM SALE OF LETTER LEGAL BOXES 1 Van Horne Avenue 403549 283376 08 12 2008 No 08 13 2008 AM MISCELANEOUS SERVICE 2301 Cannes Brul e 403478 283464 08 12 2008 JEAN FRANCO Yes 08 13 2008 PM MISCELANEOUS SERVICE 2301 Cannes Brul e 403479 283546 08 12 2008 JEAN FRANCO Yes 08 13 2008 PM MISCELANEOUS SERVICE 1425 boul Ren L vesque Ouest 403694 283548 08 13 2008 CLAUDE CAUM No 08 14 2008 PM 65 GAL BIN ROTATION FULL Photocopy room LaSalle 403658 0 08 13 2008 No 08 14 2008 AM MISCELANEOUS SERVICE 2301 Cann
60. er in the List Number field and click on the Load List button to view it If you do not know the list number you will have to Searchl s the list instead anvenory Ey cart cron open E ravet E neron 8 contowaton Elonion List Number User All users Status All Disposal Type All Authorized Create List Processed Search lists Create List Description Disposal Type Non Confidential Source Work list Create List 2015 DocuData Software Corporation sa ActiveWeb User Manual 6 1 3 Searching For an Existing List You can search disposal lists by using the different search criteria as seen in the screen shot below Alternatively if you already know the list number you are looking you can Load 83 the list invnion Ey car craton oposa z E avet E neron 8 contowaton Elon List Number Load list Create List Create List Description Disposal Type Source Create List When searching for specific lists you can Search lists All users All All Search lists created by the currently logged in user or all users Filter on different list status such as created locked authorized or destroyed Filter lists based on their disposal type Filter based on the authorized and or processed date range After all the information has been entered press on the Search button The results will be shown below the search filters 201
61. es Brul e 403657 283595 08 13 2008 JEAN FRANCO No 08 14 2008 PM MISCELANEOUS SERVICE 2301 Cannes Brul e 403659 0 08 13 2008 JEAN FRANCO Total 14 2015 DocuData Software Corporation Report tab 95 9 Configuration Tab The elements available in this tab are mostly for management purposes It enables you to easily manage departments retention schedules field definitions for files and boxes user accounts and label templates 9 1 Departments You can manage departments from within ActiveWeb To access this function select the Configuration tab and select the Department menu item Here is a an example of what you will find when entering the Department module of ActiveWeb inventor creuar E puper Eaves Elnenr 8 contwraton lotion Department Department Description ACCOUNTING Sub Departments Click here to add GENERAL Active O GENERAL Note You may not have the option to edit or delete x departments This will happen if your company has a copy of DocuData s ActiveFile Software installed and replicated with your record center or your user settings at the record center prevents you from editing departments Here you can add edit and delete main and sub departments Adding and Editing Departments Whether you are adding a new department or editing an existing one the interface is the same for both This screen will appear 2015 DocuData Software Corporation
62. ess the order and send it to you The order confirmation report will show which items will be coming from in house locations For more information please consult the Picking Lists and Refile Lists 74 topic If you have different delivery scenarios of your own which are not described in this manual please contact your record center for additional information 2015 DocuData Software Corporation My Cart tab 71 5 Circulation 5 1 Circulation Tab Layout When you first open the Circulation tab you are presented with the following screen if no refile list has been created M O inventory circulation Disposal 2 Labels Period 05 30 2012 to 05 30 2012 i Refile Lists E report configuration z E options List Number Date Time User 05 30 2012 01 20 30 Supervisor 1 Mew t O Check Out Items Change of hands Check In Items Here is a short description of each element present on this screen Period These calendars let you enter a date range for viewing Refile Lists Refile Lists A Refile List is created automatically when items are checked IN Check Out Items or Change of Hands This button will let you check OUT items i e telling the system a recipient is taking possession of the file or box from its previous recipient using a wedge scanner or by entering the RC Numbers of items Check In Items This button will let you check IN items i e telling the system a recipient is bring
63. establish templates for import with your record center and to have them associate these templates to your account If you wish to be able to perform imports but the import button to the far right of the search area does not appear on the Inventory tab of ActiveWeb please contact your record center Once the import functionality has been activated and you have data available in the template perform the following steps to import it or watch the step by step video 1 Go in the Inventory tab 2 Click on the Import button to the far right of the search area 3 Choose an import file and press the Accept button 4 A confirmation request appears This operation cannot be undone Continue Wes i 5 Click Yes to continue If an error message such as this appears Alert http localhost B080 Inweld parameter valje impart type could not be determined from file nama This means that you may not have used a recognized template Template names should start with the template number in square brackets i e 1 box data csv would tell ActiveWeb to attempt the import using the rules for template 1 Changing the box data part of the name would not affect the import but changing the 1 part would result in the above message 6 The import will be processed and a summary of results will appear Import complete Record Added 2 Record Updated D Record Skipped g View Log Clase 2015
64. ferred permanently to the Record Center e Destroy Boxes The boxes In House you will select will be destroyed at your premises e Destroy Files physical The physical files In House you will select will be destroyed at your premises e Destroy Files electronic The electronic files you will select will be erased permanently from the database 2 Select the way you will create the list from the following Empty List An Empty List will let you add items by scanning them with the wedge scanner attached to your workstation With the Search Function If you choose the Search method you will have to fill out some of the following fields Search Hi O Bhl E Disposal Type Department By Internal to Location n out less times in last Monthis an Items older than Month s From to Search by period by selecting a range of dates Press on the calendar icon ji to select a date Disposal Search by Disposal type by selecting one in the list Type Search by Document type by selecting one in the list Department Sub department Search by Department and Sub department by selecting them on the list Internal location Search by internal location interval Enter a range of locations from to Check out less than __ times in last __ Month s Search by number of times checked out for a specific period of time calculated in months 2015 DocuData Software Corporation Disposal Tab Items older than _ Month
65. filed button This is very useful when the list of items is extensive 2 Check of the Picked check box beside the item This is normally used when you have very few items on your list When all items have been picked press Close Refile List A Refile List is created when a Recipient 1031 or the office clerk checks IN an item that has the OUT In House status This type of list is designed for the office clerk in the file room it accelerates the refiling process by organizing the items to be refiled For more information about checking IN an item consult the Check IN Items 74 topic 2015 DocuData Software Corporation ActiveWeb User Manual To View a Refile List and Mark Items as Refiled 1 Enter a date range in the period fields e g from to by using the calendar icons to select dates 95 01 2012 EE to 05 30 2012 E HRE Ej Note The date range cannot exceed a month Put in the first date and click in the second date field the system will automatically put in the maximum date permitted 2 Click on View option at the extreme right of the list you want to view Refile Lists List Number Date Time User 6 05 30 2012 01 20 30 Supervisor 1 view Print 3 The following screen appears Bar code s Mark item refiled Box Number Status Description Refiled OFFICE 102 r 2 OUT IN HOUSE PAYABLES FEBRUARY 2008 O There are 2 ways of indicating that the item i
66. files These can be ordered from this section The Line Items drop down menu lists all the items and services available to you To add an item or service you select it from the drop down menu indicate a quantity select a department to be billed to and add the recipient s name to whom it will be delivered then press the Add Line Items button like in the screen shot below i Line Items anani Department Recipient Once you are satisfied with the items on your order you can Specify Your Delivery Options and Submit Your Orderl 691 to your record center scenario 6 Returning Items to the Record Center use this section if you want the record center to pick up items from you This is the simplest way to return boxes files or tapes to the record center It is assumed that the items are either already inventoried or that the record center does the data entry for you upon arrival In either case the items should already have a bar coded label on them You obtain these labels from your record center ahead of time i Returns Pickups Item Type Box select the item type you want to send to the record center enter the quantity and click the Ada button Once you are satisfied with the items on your order you can Specify Your Delivery Options and Submit Your Orderl e to your record center 2015 DocuData Software Corporation My Cart Tab 69 Specifying Delivery Options and Submitting Your Order
67. he Documents icon from the tool bar Note The number beside the icon defines the amount of documents in the folder 3 This will bring you down the page to the documents section 4 Click on the document you would like to consult Viewing or Modifying the Information of a Document This will bring you to the document s information 2015 DocuData Software Corporation 4a ActiveWeb User Manual B T a en File Client number Enter a search criteria to begin Add box Add file Add location Hide Search Results Show Advanced Search AF ae ae G file File Number 006 Status IN IN HOUSE Item Type Description bocument Status ELECTRONIC RC Number 5 Parent File loos Old Number Registration Date 11 15 2012 Finalization Date 11 15 2012 Document type pdf Number 001 Description MAR User Manual v5 91 v4 Author DocuData Software Creation Date 11 15 2012 C 01 50 17 Keywords t History 1 search results BA Open Read Only All Viewing Who is Modifying a Document Scroll down to the History section of the document and see which user has checked out the document for the last time History Date Time Status Comment Data 11 15 2012 01 06 35 IN IN HOUSE SUPERVISOR 1 11 15 2012 03 22 07 IMAGES SCANNED SUPERVISOR 1 1 images 11 15 2012 03 22 49 IMAGES VIEWED SUPERVISOR 1 11 15 2012 03 25 49 IMAGES SCANNED SUPERVISOR 1 70 images 11 15 2012 0
68. his is the place where you enter your search keywords Click on Search to start your search Search results will include any items that meet both the search criteria and the active filters These are displayed in area G Search results may be positioned using the Options s tab 13 F These are the buttons you use to add a box file or location to your inventory See Adding or Deleting a Box or File 281 and Adding a Location 3 lf you have data import templates available you may also see an importl 39 button G These are search results They may be hidden by clicking on Hide Search Results B Search results may also be repositioned and made to include different fields using the Options 13 Tab 115 H This toolbar allows you to work with the displayed item in various ways Below is an explanation of each icon Work List D Refresh This icon is used when you want to place an item to your order You can view the list of items you added to your order by clicking on My Cart tab in the top section This icon is used when you want to place your item s label on a print list To print your labels select the Labels tab and print them from there More information about printing labels is contained under the Labelsl 89 tabl 8 section later in this manual This icon enables you to place an item on a list of Favorites You can then go back to your Favorites to quickly access the items you have placed there
69. ient to whom the item is now registered to and when they received it You can change the recipient of an item this action is also called a Change of Hands by modifying the name in the field and pressing on the Update button The system will add this change in the item s history once the item itself is updated Consult the following topic for information on managing your Recipients 109 RC Record Center Number This number is created automatically and sequentially assigned by the system and is a read only numeric field Within an account and item type the RC Number is unique It is used internally by the system for tracking purposes It also appears as the last segment of the box and file bar codes Old Number This is a read only alphanumeric field containing a maximum of 16 characters When a box or file number is modified the prevous number will be displayed in this field for reference Number 2015 DocuData Software Corporation 22 Activeweb User Manual changes are also recorded in the record s history Alternate Label Optional alphanumeric field containing a maximum of 30 characters Your record center will advise you to fill in this field which allows the tracking of your items using bar codes produced outside ActiveWeb Entry Date Read only field Until the item arrives at the record center for the first time the entry date will indicate the date on which the record was created Once it has arrived at the
70. iles We will use the box example You can either choose a template that your record center has generated in advance for you or you can build the report from scratch If the record center generated templates for you you will see them appear in the drop down field called Template as shown in the screen shot below 2015 DocuData Software Corporation Report tab 93 inventory my cart ED Disposal E Labels E Report A configuration El options Type Box report Tem late Report Fields Notselected o Selected Humber RC Number Department i Start Date D End Date D Withdrawal Description Insert or remove fields Order fields on the report Disposal 2 Sort by Number Filter on Field Type Value Number e Lessthan Output format POF al Create lf you do not want to use one of these templates and you want to create your own report then select some fields from the Not selected side and move them to the selected side Once selected you can also change the order in which the fields are going to appear on the report by using the up and down arrows Once your fields are all selected you can choose which field the report is going to be sorted by the output format PDF HTML Excel or CSV as in the example below You can also add filters to your search on several fields as shown below Sort by Number X Filter on RC Number G
71. ing the file or box back to a designated location which makes it available to other users This is done by scanner or entering the RC Numbers of the items 5 2 Check Out Items Checking Out is when an item is IN your on site file room IN HOUSE and you want to take it OUT to your possession This process indicates that the items goes from the office file room to a recipient 1 Press on the Check Out button The following screen appears 2015 DocuData Software Corporation ActiveWeb User Manual Check Out Items Change of hands Recipient Box RC Number Check out Boxes g Files o Close 2 Enter a Recipiento 3 Select the way the information will be entered e g Bar code Box RC Number File RC Number If you have a scanner it will be faster if you select Bar code Barcode Bar code Box RC Number File RC Number 4 When using bar codes scan the box or the file s bar code When entering RC Numbers start by selecting which type of item you will check out first e g boxes enter all the RC Numbers for this item type If need be repeat the same step for another type of item e g files Every time you enter a RC Number press the Check Out button below 5 At the bottom of the window a summary of Items Checked Out will be updated every time an item is checked Out When all items have been checked out press Close 5 3 Checking OUT Items in Terminal Mode
72. ion Location Aga 6 Complete the Wizard Click on Complete Previous Con This will redirect you to ActiveWeb interface Go in the Inventory tabl 17 to Add Your First Boxes 28 1 6 Navigating in ActiveWeb e Navigation from page to page must be done solely using the buttons links and icons on the pages themselves You cannot use the back or forward buttons of your browser to navigate e At the top of each page in ActiveWeb tabs allow the user to switch tasks easily inventory ep Circulation fl Disposal H Labels B Report configuration hs E options e For security reasons sessions will time out after a defined period of inactivity By default the timeout is 15 minutes e When the session is about to timeout a warning appears Clicking the OK button within 1 minute will permit you to continue your session Note This time out can be changed between 5 and 715 minutes by your record center if needed 2015 DocuData Software Corporation 16 ActiveWeb User Manual 2 Home Tab 2 1 Home The Home tab is the first window displayed after you have successfully logged into ActiveWeb A To the left ActiveWeb displays holidays for the next 7 days This includes record center holidays as well as holidays specific to your own organization See Holidays 108 for instructions on adding your own holiday dates to prevent accidental scheduling of deliveries on these dates B
73. ion e For a file location check off the Full box or leave it blank when it is empty or not entirely full 5 To view the item you just added select the Display the Created Item option in the drop down list To create another item after that select the Create Another Item option in the drop down list 6 When all the information has been entered click on Add at the bottom of the window This confirmation message pops up The location was successfully added 7 lf the location is displayed you may add it to the print list by checking off the printer icon To print labels please consult the following topic How to Print Labels a9 Searching for a Box or File Location 2015 DocuData Software Corporation Inventory Tab 33 1 Select one of the following search types in the drop down field at the left of the window Location Box Location File 2 Enter the location name partially or entirely Press Enter or click on Search to initiate your search 3 The search results appear at the left of the window By default the first result in the list will be selected and you will see its details on the right side of the screen Assigning a New Location to an Item The box or file needs to be in the OUT In House or IN In House status for the following steps to be valid 1 Searching for a Box or Filel 251 2 scroll down to the location field 3 For a box o Select a location in the drop down list
74. ipient names in this list This will quicken operations since a drop down list of recipients beginning with the same letter will appear when changing a recipient or checking OUT items E report configuration z E options fi Inventory My Cart amp D Circulation Disposal B Labels Recipients Short Name JOHN D Email overdue memo Adding a Recipient 1 Verify if the recipient is already in the list If not click on Add 2 Enter the information in the following fields Short Name The information in this field should be chosen to reflect the person s identity in a shortened form The Short Name cannot be associated with more than one recipient When choosing a recipient the short name appears once you enter its first letter along with all the other short names beginning with the same letter First Name MI Middle Initial and Name Enter the person s first name middle initial if needed and last name Email Enter the person s email address Active Check box indicating that this recipient is authorized to loan files When a recipient does not need access to ActiveWeb anymore or stopped working for your organization always chose to deactivate it You can do this by unchecking the box This will enable you to track down the recipient s information if a problem occurs for example if the person forgot to put the entire content of a file back in the physical folder 3 Click on Save to accept the a
75. k List Work lists can be used to e Populate disposal lists e Add many items to a label print list e Permanently check out OUT items e Add all to order Viewing a Work List 1 Go in the search types drop down field and select Work List 2 Click on Search The current content of the Work List will be displayed Adding or Removing Items to from a Work List 1 Locate the item s to add to the Work List 2 To add an individual item to the Work List click on the Add to Work List icon either in a search result list or at the top of the record The icon will change to indicate that the item is now on the Work List 3 To remove an item from the Work List click on the This Item is in Your Work List icon besides the item 4 To add all items on a page of search results to the Work List at once click on the Add to Work List icon for All at the bottom of the search results Any item on that page that was not on the Work List will be added Note If all items on the search result page are already on the Work List then the This Item is in Your Work List icon will be displayed and clicking on it will cause all items on this search result page to be removed from the Work List Clearing a Work List 1 Press on the Work List button at the top right and select the Clear Work List menu item 2 All the items will be removed from the list automatically Work list ag Add all to order 3 Add all to print li
76. kes control over documents while other users can continue to view it Concurrent User Licenses A software license that is based on the number of simultaneous users accessing the program e g a 2 user license would allow any 2 people to be using ActiveWeb at any one time Confidential Disposal This type of disposal is usually reserved for documents containing highly delicate or confidential information Typically confidential disposal must respect certain rules for shredding size and disposal methods D Digitize To scan paper documents and pictures into a digital format that can be processed by a computer Disposal The process by which physical items are destroyed and eDocs are deleted See also Confidential Disposal and Never Destroy 2015 DocuData Software Corporation Glossary Of Terms 125 Department A department describes the administrative unit to which an item belongs It can be used to restrict items from being viewed by other department users Document A piece of written printed or electronic matter that provides information or evidence or that serves as an official record a eDocs Electronic Documents Electronic documents in the media format e g Word Excel images emails etc 7 File An organized collection of related data arranged into records that are stored together and stored as a unit Filtering Results Applying rules to reduce the number of less relevant results H Histor
77. l to download the package or click here to access the download page directly 2015 DocuData Software Corporation Introduction For browsers such as Chrome version 45 or later you may need to specifically enable the Java plug in If this is a problem we recommend using a browser such as Firefox or contacting support docudatasoft com for a link to the latest instructions on enabling Java on your browser If you have technical difficulties accessing or using the software with issues not covered in this manual please contact your record center for Support 1 3 Obtaining a Username and Password In order to use ActiveWeb you must be authorized both with your record center and your company You will need a user name and password to access the software If you do not have them already please contact your record center 1 4 Signing In or Logging Out of ActiveWeb ActiveWeb is accessed via the internet If you do not already have the internet address of ActiveWeb please ask your record center You can also view the video on the same subject This screen will appear when you first login to ActiveWeb Q docudafa Direct access Total control Entrez Login Num ro du client Customer Key Nom d acc s Login Name Mot de passe Password E Changer mot de passe Change Password R initialisez mot de passe Reset Password Soumettre Enter Note The DocuData logo colors and languages may have b
78. lick on Save 3 A confirmation message appears Click on Yes to follow through with the process or No to stop it 4 Edit the recipient s information since the system always keeps the information of the first recipient using this short name see above for instructions Deleting a Recipient Before deleting a recipient evaluate if this action is necessary by asking yourself Does one recipient need the person s short name for identification purposes If the answer is No consider deselecting the Active box of this recipient Its information will be available for tracking purposes But if the answer is Yes then you can either transfer the name to another user See above for instructions or proceed with the following steps 1 Click on the Delete icon Ed beside the recipient you want to delete 2 The system will check if the recipient has any items in his possession OUT ln House lf the recipient has any items OUT In House we suggest you click on No Then run a report based on the following steps box and file reports follow the same process A Go in the Report tab B Select the Box Report option C Send the Out to and the RC Number fields in the Selected column D Add a filter with the following information Field Out to Equal Value Short name of the recipient you want to delete E Select an output format F Create the report and print it if need be 3 Proceed to transferring
79. list so that samples can be extracted before disposing of the remaining items SEND TO DEPOT Documents must be sent to another storage area different from the off site record center where they will be stored indefinitely From that moment on the off site record center will no longer responsible for the conservation of the documents Active When this field is unchecked this type is set as inactive and can no longer be associated to documents Classified This field indicates that the document has a classified status Restrictions Field containing the values defined in the Restriction module at the record center This field is vewable only when the Restriction Integrity field of the Customer Information module is set to Yes at the record center and when the customer is not electronically linked to the record center via the ActiveFile Software This field indicates the restrictions associated with the selected type Legal Evaluation This field indicates how long the document needs to be conserved from a legal point of view Financial Evaluation Indicates how long the document needs to be conserved from a fiscal point of view Note the Classified Legal Evaluation Financial Evaluation and Restrictions fields are optional when creating a retention schedule 2015 DocuData Software Corporation Configuration Tab 101 9 3 Field Definitions for Boxes You can manage Field Definitions for boxes wi
80. little shopping cart icon at the top of your item s detailed view The icon will pass from this tothis when added If you want to order a non inventoried file from a box you first search for the box itself and then click on the file icon in the box module like this 2015 DocuData Software Corporation 6OQ a 0 oF File Icon Item Type Ebo Status PRE ADD kC Number gpggo00z25 When you click on the file icon the screen will move to the file section of the box like this Files This box contains 1 Files Number Description ogai PRE ADO If the file does not appear in the listing above JUST TESTING Pe A S you can enter a new one and add it to the order File Description at the same time eg ees If subsequently the file is not found at the Recipient Doe John record center it will be deleted from the Permanently Gut O inventory Here the image states you first need to make sure that the file is not already listed in the box If it is then you add it to the order by pressing the shopping cart icon EA If the file is not on the list then you add it to the box and order at the same time by filing the necessary fields to identify it and click the add to order button to add it to your cart You repeat the same steps to keep adding items to your cart Once you are done adding items you can browse the My Cart tab where you will find one line on your cart for each ite
81. m that you placed The line will look similar to this v Delete Item from cart here Edit recipient here ReturnItemtoRChere Perm out item herew Number Status Description Recipient Permanently Out Charge back code 139 CLOSED CLAIMS FILES Labrosse Claude T 4 oO 4 F 4 4 a Copy to all items below Edit the charge back code here From here you can fine tune some of the parameters like the recipient whether the item is to be returned to the record center or if you plan to keep it at your location indefinitely after delivery permanently out You can also modify the charge back code this may not apply to you To delete an item from your cart press the red X on the left side of the item Once you are satisfied with the items on your order you can Specify Your Delivery Options and Submit Your Orderl e to your record center Scenario 2 Order Via a Batch Addition Another quick way to place an order where you already know either the Box or File Number RC Number Bar code Description or any other field indicated in the drop down menu listed in the screen shot below 2015 DocuData Software Corporation e ActiveWeb User Manual i Batch addition Boxes By Number Boxes By Number Boxes By RC Number Boxes By Field 1 Boxes By Description Files By Number Files By RC Number Files By Field 1 Files By Description Items By Bar code Recipient Smith John Return Pe
82. manttenieewaccedigerisents 61 Placing an Order to Your Record Cente r cccccccscceeeceeseeeeeeeeeenseeeneescnseseesnseeeneeeensesonseeees 64 Circulation 71 Circulation Tab Layout ssia cutee cba heuer nei E a 71 Check OuuMNems vesesticcotecctiswsccdiete e a E 71 Checking OUT Items in Terminal MOde ccccesceceeceeeeeeeeeeesesceeneeeeneeeoneesoeseseesneeeeneeeones 72 CHECK IN MOINS erasi R N E EARE EE EA AEE E SEE 74 Rene LiSA E A 74 Disposal Tab 78 Record Center Disposal FaBrica nia a AA aa eNi 78 Creating a New Disposal List for RC ssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnmnnn nennen nnmnnn nnna 79 Viewing Editing an Basung Listos aeaa Peart Sehr Sse a aa EA Naaa Ea 83 Searching For am Basting EIS teea a Eaa aa AE aaa a aaa TAEAE 84 Creating a New In House Disposal LisSt cccccceeeeeeeeeeeeeeeeeseeesaseeeneesenseseseseesneeseneeeones 85 Labels Tab 89 HOW tO Punt Labels enii a e a a A ea a a Ea 89 Report tab 91 HOW 10 Create REDONS noinein a a a a a EEE 91 Configuration Tab 95 IE DAMM GC AES srir e E E EAE BEET 95 Retention Schedule Ssnan a a 98 Field Definitions for BOX OS creision a a aa a a aa 101 Fiela DETINITIONS Ior FeSi a Ea e EEEa 102 Field Definitions for DOCUMENIMS cccccseseseeeeeeeeeeeeneeeeeeeeneneneeeneeeeeeeeneaeasnsneneeeeeenenensnsnes 103 USE e T E A 103 User GOUD aar a a gre bce cers sue Geaeiae 106 Holida yS crai a avai a te ns Gaels sat
83. mation 1 Searchl 28 for an item to edit 2 Enter the new information in the Field Descriptions 21 mandatory fields are in red 3 Click on Update A confirmation message appears Note If you edit a record then attempt to navigate away from it without saving the changes ActiveWeb will display the warning message below If you wish to save your changes click on Cancel in the dialogue box then click on Update Current item contains unsaved changes that will be lost Continue Cancel OK To Add and Edit Notes or Keywords 1 Click on the sign besides Notes or Keywords for notes you can also click on the Notes icon 2 A window appears below the title of the field 3 Add or edit the Notes or Keywords 4 Click on Update Note Keywords are particularly useful when using the Full Text Search options of the Inventory tab see Searching for a Box or a Filel 281 2015 DocuData Software Corporation 28 ActiveWeb User Manual 3 5 Adding or Deleting a Box or File Adding Boxes for the First Time 1 Select the Inventory tab 2 Click on Add Box Add box Add file Add location 3 If prompted select the status of the item Item Type amp Box Status PRE ADD IN IN HOUSE PRE ADD This is usually a box in transit to the record center A Pre Add box is usually filled with documents it s content described using the different data fields and shipped over for archiving
84. nother Item option a message prompts you to indicate whether you would like to add a new record using similar data The box was successfully added Would you like to reuse last data for the new entry No Yes Press Yes to reuse the same information and make data entry faster Press No to enter different information for the next item Repeat the steps above for every box Adding Files 1 Select the Inventory tab 2 Click on Add File H i Add box Add file Add location 3 lf prompted select the status of the file Item Type 5B File status PRE ADD IN IN HOUSE ELECTRONIC PRE ADD This is usually a file in transit to the record center A Pre Add file is usually filled with documents it s content described using the different data fields and shipped over for archiving at the record center either in a box or on a shelf IN IN HOUSE This file will be stored either in a box or on a shelf internally in your offices file room and its content is usually consulted on a regular basis ELECTRONIC At the moment this file contains electronic content only 4 A new window appears Enter the different information of your new file the Field Descriptions 2 in red are compulsory 2015 DocuData Software Corporation Inventory Tab 31 5 Check the Add to Print List check box if you want to print the item s Labell sd 6 To view the item you just added select the Di
85. ocked by another user Finalized Add New Document Note When you are modifying a document it appears light green If it is being modified locked by another user it appears light red and if it has been finalized it appears light blue 4 Click on Add New Document Click on Browse select an electronic document and click on 2015 DocuData Software Corporation Inventory Tab oat Open Note A document can be a file a compressed file e g zip or a folder When a folder is added its content cannot be emailed The compulsory information in red is automatically entered according to the file s information when the fields do not have a drop down value The field list is configurable under the Configuration tab in the Field Definitions Document section If the information is not the one you wanted to save edit it and fill the information for the rest of the fields 41 Number Description Questians Author PO Creation Date 12 30 2010 Brezz 0 ARETOEN C Documents and Setting o o Browse 5 To get rid of the original file on your computer check the Delete the Original s File s box You can also add the document to the Work List by checking the associated check box Click on the Add button Number 123010 1122 pasivan questions SCCOCOCS 7 7 OU Author Bohn Smith Creation Date 12 30 2010 ma 11 22 32 Attached File C Documents and Settings Claudia L
86. ocument s information is click on View at the bottom of the window 2015 DocuData Software Corporation 46 ActiveWeb User Manual A gE m wlauw E Item Type Document Status ELECTRONIC RC Number 5 Parent File googled Old Number Registration Date 11 15 2012 Finalization Date 11 15 2012 Document type pdf Number 001 Description MAR User Manual v5 91 v4 Author DocuData Software Creation Date 11 15 2701 01 50 17 Notes Keywords History Versions AEO O OOO Lopen Read onik view Emaii 2 When you are finished viewing the document click on the X at the top right corner of the window 3 11 5 Reading a Document Reading a document implies that the document will be opened in the application itself e g Microsoft Word which means that the application needs to be installed on your workstation 1 Search 25 for a file 2 Click on the Documents icon from the tool bar Note The number beside the icon defines the amount of documents associated with the file 3 This will bring you to the documents section 2015 DocuData Software Corporation Inventory Tab e To read the latest version Click on Open Read Only at the bottom of the window This will automatically open the latest version in read only mode e To read an older version Click on the desired document in the list Scroll down to the Versions section and click on the sign to open it Click on Open Read Only
87. on this page 2015 DocuData Software Corporation e2 ActiveWeb User Manual My Cart This is the area of the page where items you add to your cart will appear From this area you can delete items from your cart and or specify extra information like the recipient the return or permanently out status to your order items Here is a screen shot to illustrate Delete Item from cart here Edit recipient here ReturnItemtoRChere Perm out item here v Number Status Description Recipient Permanently Out Charge back code EJ 139 IN CLOSED CLAIMS FILES Labrosse ClaudeT Oy Oy 4 a Copy to all items below Edit the charge back code here Non Inventoried File Open Shelf files only The Non Inventoried file section is where you add a previously non inventoried open shelf file directly to the order inventorying it at the same time When the order is processed at the record center and if the file cannot be found it will be removed from inventory i Non Inv File File Number fs File Description File Field 1 fe Start Date End Date fo Recipient Permanently Out C Add Return Pick Ups This section is used when you want the record center to pick up items from you This is the simplest way to return boxes files or tapes to the record center It is assumed that the items are either already inventoried or that the record center does the data entry for you on ar
88. ontaining this File icon g View the Box Containing this File Clicking on the Print File Details icon will bring up a PDF report listing the details fields and history of the file Print File Details Note You will need a PDF reader to view these reports PDF readers are available free of charge from many sources including hitp www foxitsoftware com Clicking on the Documents icon will bring you to the documents section 40 where you will be able to view and work with them A number indicates how many documents are attached to the file Documents l This is the part of the screen where you see the details data fields of the currently selected item s By scrolling down this section you will find different areas of interest such as Notes History Files Images when viewing file information only etc The status field can be either IN In House or Electronic J You can use these buttons if you want to add all of the items you see in the search results at 2015 DocuData Software Corporation 20 ActiveWeb User Manual once on the labels Order Print List or Work List More information about orders and label printing can be found in the Labelsl s tabl 89 section of this manual 2015 DocuData Software Corporation Inventory Tab 21 3 2 Description of Default Fields Fields in ActiveWeb may be renamed hidden or made mandatory according to the needs of your organization see
89. ple if you had 35 images in before scanning these 2 images the newly imported images will be located at 36 and 37 2015 DocuData Software Corporation Inventory Tab et 3 12 6 Performing OCR and indexing 1 Search 25 for a file 2 Click on the Images icon from the tool bar Note The number beside the icon defines the amount of images associated with the file 3 This will bring you to the images section Either scan 58 or import 56 a new image Once this is done or for existing images enter an interval of images using hyphens and or a list separated by commas Do not to put any spaces between characters otherwise an error message will appear Images This file contains 71 images Documents eee Pages 1 5 1 2 7 20 View as PDF View as TIFF Email OCR and Index lt l 4 Press on the OCR and index button This process will recognize amp index the words in the image making those keywords available when using the full text search 261 4 My Cart Tab 4 1 My Cart Tab Layout When you first open the My Cart tab this screen will appear if you have not added anything to your cart yet inven By co E crainon E oroa z Erare nner 8 connraton onions My Cart To add items to the order click on I Inventory Returns Pickups Box Sale Shredding recycling Line Items Batch addition Delivery Submit Order The description of different areas found
90. r one scroll down the list to see all the values you can choose from Each new field added is placed in the upper left corner position O from the top and 0 from the left To Delete a Field Click on Delete beside the field you want to delete it from the label To Move a Field on the Label e In the Field section Enter the desired position in inches in the top and left columns associated to that field e In the Preview section Drag and drop the field in the correct position To Re size a Field on the Label e In the Field section Enter the dimensions you want the field to be in the width and height columns associated to that field e In the Preview section Re size the field by dragging the bottom right corner into the right position 2015 DocuData Software Corporation ona ActiveWeb User Manual Creating a New Template When you select New Template the screen you view is very similar to the one appearing when editing a template The only difference is that the name will be empty and only one field is present bar code in the listing Saving or Canceling Modifications Once you have created or modified a template you can either e Save your changes by clicking on the Save button OR e Cancel your changes by quitting your session without saving Deleting a Template To delete a template select the template you want to delete in the drop down list at the top of the window and click on the Delete
91. racters long and contain at least one number and one letter or you can only log in from certain location Please contact your record center if you require more information about this After clicking Enter you should receive a confirmation that an email has been sent to you 2015 DocuData Software Corporation 10 ActiveWeb User Manual Request submitted an e mail will follow lf for some reason your email did not go through the system will let you Know what the problem is e g invalid parameter value account number etc If the problem persists contact your record center When you click on Click Here support docudatasoft com g via mail vc0 f to me Click here to reset your password You are redirected to a page where you can choose a new password for yourself Reset password New password Confirm password The system will confirm the change Logging Out of ActiveWeb At the top of the ActiveWeb window click on Quit at the far right 2015 DocuData Software Corporation Introduction 1 1 5 Setting Up ActiveWeb With the Wizard Your record center will help you to configure your ActiveWeb account to meet your business needs If you have an existing records management system then you will likely set up by importing that data lf you are looking for guidance in setting up a new records management system then your record center might walking through the set up wizard described here
92. rates the picking process by organizing the items to be picked Once an item is picked the clerk Checks OUT the items for the Recipient 109 or the recipient checks it OUT himself For more information about this procedure consult the Check OUT Items 771 topic To View a Picking List and Mark Items as Picked 1 Enter a date range in the period fields from to by using the calendar icons TE to select the proper dates 2015 DocuData Software Corporation Circulation Period 2010 10 27 Fa to 2010 10 27 5 Mi T Ww T F 5 all afl sli ell 7il ell 9l 24l 2s _26lBEEA 28l 29l 20 Note The date range cannot exceed a month Put in the first date and click in the second date field the system will automatically put in the maximum date permitted 2 Press on the View option at the extreme right of the list you want to view Period 2010 10 20 EE to 2010 10 27 E Pick lists List Number Date 2 2010 10 25 12 36 18 Smith John View Print Check Out Items Check In Items 3 The following screen appears Et 2 Recipient Number Status Description jaa ooo 800000001 SMITH JOHN g 800000001 IN IN HOUSE Close There are 2 ways of indicating that the item is leaving its location 1 First select one of the following options Bar code Box RC Number or File RC Number Then scan the bar code with a wedge scanner or enter the RC Number and finally press on the Mark Item Re
93. re information These filters are available when you click on Show Advanced Search when a value has been entered selected in one or many fields a Filters Active warning appears Press Enter or click on Search to initiate your search 2015 DocuData Software Corporation 26 ActiveWeb User Manual 3 The search results appear at the left of the window By default the first result in the list will be selected and you will see its details on the right side of the screen Performing a Full Text Search 1 Select Full Text Search in the drop down field at the left of the window 2 Enter your search criteria or keyword in the empty field next to it Optionally you can also include additional filters from the filters section Press Enter or click on Search to initiate your search 3 The search results appear at the left of the window By default the first result in the list will be selected and you will see its details on the right side of the screen Here are a few additional details abc def Finds documents containing abc and def abc OR def Finds documents containing abc or def abc NEAR def Finds documents containing abc near def abc def Finds documents containing the phrase abc def abc Finds documents containing terms starting with abc abc def Finds documents containing abc without any def 2015 DocuData Software Corporation Inventory Tab 3 4 Editing Box or File Infor
94. read only field indicates the file extension of the document e g doc vsd ppt xls etc thus revealing its type e g Word Visio PowerPoint Excel etc Number This alphanumeric field can contain up to 20 characters numbers and letters This field contains the number assigned to the document The following values are all valid 100 100 01 01 TB 00002 Access level This is a numeric field containing a value between 0 and 9 inclusively Access Levels can be used to prevent unauthorized users trom editing boxes with access restriction 0 being the least and 9 the most restrictive access When editing the field the user can only assign a value less than or equal to his own level Note If the Access Level of a user is less than the box access level the user is not allowed to view edit or order it Description This is an optional alphanumeric field containing a maximum of 40 characters This field contains the description of the item Author This optional alphanumeric field can contain up to 20 characters This field indicates to whom the document belongs to and is strictly for internal use for the customer Creation Date This compulsory field is either automatically filled in when first selecting the document to add or it 2015 DocuData Software Corporation Inventory Tab pa can be entered manually before selecting a document It indicates the date of creation of the electronic document not to be confused
95. reater than v RC Number Less than RC Number Greater than Output format To add a filter choose which field to filter by in the drop down menu the type of filter lt gt etc and a value if needed then press the Add button to add the filter Once you are done press the Create button to generate the report Box List By Number 27572 Box Number Department Description End Date Disposal Out to 002 ACCOUNTING GENERAL INCOME TAXES 2008 05 15 2017 Non Confidential 003 ACCOUNTING GENERAL INCOME TAXES 2009 05 15 2017 Non Confidential 1 ACCOUNTING GENERAL INCOME T 2008 03 06 2017 Non Confidential 3 ACCOUNTING GENERAL PAYABLES 20 03 06 2017 Non Confidential 4a9 ACCOUNTING GENERAL TEST 05 15 2017 Non Confidential ACCOUNTING GENERAL PAYABLES JANUARY 2006 03 06 2017 Non Confidential Viewing Ordered Items To view what was ordered during a specific time period you choose the Order Items report from 2015 DocuData Software Corporation ActiveWeb User Manual the Type drop down menu and filter on a date or date range as shown in the screen shot below fh inventory F my cart Hl Disposal E Labels El Report A configuration G options Chuit Type Order hems Template p Report Fields Sart by EniyOate Filter on 201005102 Entry Date wo Greater ihan Entry Date Less than 2010 05 26 Dutput format POF You can also sort the r
96. record center the Entry Date indicates the date of the delivery on which the item first arrived at the record center If no end date or fixed disposal date is available for the record this may be used in calculating the disposal date of that record based on the document type Withdrawal Date Read only field that indicates the date when the box or file has been removed from the inventory date at which the document became DELETED DESTROYED or TRANSFERRED Number This field is required for boxes only and is an alphanumeric field containing a maximum of 20 characters This maybe read only Examples of valid values include 100 100 01 01 TB 00002 Owner This is an optional user defined alphanumeric field containing a maximum of 20 characters This field is usually used to indicate to whom the box or file belongs Department This is a required drop down alphanumeric field containing a maximum of 30 characters that indicates to which department and sub department a box or file belongs to For example CLAIMS CLOSED CLAIMS indicates that the box is in the CLOSED CLAIMS sub department of the CLAIMS department Departments may be configured through the Departments 95 section of the Configuration tab Description This is an optional alphanumeric field containing a maximum of 40 characters This field contains the description of the item Note There are additional fields available that can also be used as description fields If your de
97. rival i Returns Pickups Item Type Box Select the item type and enter a quantity before pressing on the Add button Box Sale This is used to order new boxes from the record center enter the quantity the department the boxes will be billed to and change the recipients name who will receive the boxes 2015 DocuData Software Corporation My Cart Tab 63 i Box Sale Quantity Department Recipient Labrosse Claude T Add Box Sale Recycling Bin Rotation This section will be displayed when your record center offers shredding or recycling services First you need to select the type of service you need either rotation or emptying then you need to select the container from the list of container types Enter the quantity the charge back code or department it depends on the way you are billed and edit the recipient if needed Click on the Add button when all the information has been entered E Shredding recycling Service Shredding container bag rotation shredding Container Quantity i f charge backeode Recipient Labrosse Claude T Add Line Items The Line Items section is where the record center offers different items for sale and or services other than just box and file retrievals Most likely these items or services will be listed here Select the item enter a quantity select a department and change the recipient name needed i Line It
98. rmanently Out C Then all you have to do is list the numbers or any other field info on a line of its own in the area under the drop down You can choose the standard options Recipient Return amp Permanently Out if needed i Batch addition Boxes By Number 36543 83546 94546 69865 33265 Recipient Smith John Return C Fermanently Out d Once you are satisfied with the items on your order you can Specify Your Delivery Options and Submit Your Orderl 631 to your record center Scenario 3 Ordering Non Inventoried Files OQpen Shelf Files Onl Use this section if you want to add an open shelf file to your order which is not inventoried into the system yet It is assumed that you Know personally that the file really exists When the order is processed at the record center if the file cannot be found it will be removed from inventory 2015 DocuData Software Corporation My Cart Tab i Non Inv File File Number fe File Description File Field 1 Doo Start Date Doo a End Date Recipient Permanently Out C Add Once you are satisfied with the items on your order you can Specify Your Delivery Options and Submit Your Orderl 69 to your record center scenario 4 Ordering Imaged Documents Imaging on Demand You can request files to be imaged by your record center for later vewing in ActiveWeb Here s how you proceed 1 Searchl 251 for the files to be imag
99. rsisaraionaina nananana aasaran anaana aaa aata daaa aa Na a EAKA NAAN 41 Viewing or Modifying the Information of a Document sssnsssnssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn 43 Viewing a Document ceaiin anaana aaraa aaa aaa a a a Aaaa A aAA aandaa aaa Aaa A Aaa AARNA Aa Aaaa aaa aaa aaa Aaa ARAR AARG A Aaaa naana 44 Reading a Doc MmeN tersisa aa aAa a ea Eaa E aAa 46 M difying a Document sesionet ranana aiaa aaa aa Aaa daa TAA NAARAAN Aa Aaaa EA AAAA AAAA KANAA RR KASNA NAS 47 Finalizing Emailing and Deleting a Document sssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnen n nnmnnn nnmnnn 48 12 IMAGING OPINON Scia a a a a ae dea 51 viewing IMAGES MINA Fle nsisaiiioara tecais leas acd ncetecce tu e E a S cam ben cen aar EE S ES EO p ia RN 51 Creating a Document IGG a a a a 53 Emailing Mage S sicriu i ea Raa aa aaaea aS AE ee aa aaae a E 55 importing images nto Hle sS soa enaa aeaa aaae a e aaa a aa a 56 Scanning Images Into FES crisi aa aaa a a araa 58 Perl rming OCR ahd indexing ssi a eecwanccrantandeccehccasecepedeess 61 Part IV My Cart Tab 61 2015 DocuData Software Corporation 4 ActiveWeb User Manual 1 2 Part V a A OQO N Part VI 2 Part VII 1 Part VIII 1 Part IX O O N OO OF FBP WD N _h Part X Part XI My Catt Tabb La yOu ticicacsicccscsnclcenasievecessenctdigeeiscnseaneldencuttceneewarstdigericesanveidm
100. s Search by number of months since the creation of the item From a Work List In order to create a Work List please consult the following topic Using the Work List 36 Once your work list is created see step 3 From a Text Source If you choose to create the list va the Text Source then you will have to choose by which kind of text field you wish to populate the list as shown in the screen shot below Text Boxes By Number Boxes By Number Boxes By RC Number Boxes By Field 1 Boxes By Description Files By Number Files By RC Number Files By Description Items By Bar code p You can now choose from different fields to enter your data Boxes by Number Boxes by RC Number Boxes by Field 1 Boxes by Description Files by Number Files by RC Number Files by Field 1 Files by Description Items by Bar code Select a field that is written in black the fields in gray are not available The fields available vary from one action to the other i e when destroying boxes only fields pertaining to boxes will appear You can only populate your list with one type of field at a time i e you cannot enter some data as Boxes by Number and others as Items by Bar code When entering data in the Text field you have to enter one item per line 148 149 as opposed to having them on the same line separated by commas like this 148 149 Having them on the same line WILL NOT work 3 Press on the Create List button at th
101. s back in its location 1 Select one of the following options Bar code Box RC Number or File RC Number Then scan the bar code with a scanner or enter the RC Number and finally click on the Mark Item Refiled button This is very useful when the list of items is extensive 2 Or check off the Refiled box beside the item This is normally used when you have very few items on your list Bar code a Mark item refiled Status OUT IN HOUSE Box Number Description When all items have been refiled click on Close To Print Any List 1 Enter a date range in the Period fields from to by using the Calendar icons to select dates 2015 DocuData Software Corporation Circulation 95 01 2012 E to 05 30 2012 T slate 20 22 23 HHE E Note The date range cannot exceed a month Put in the first date and click in the second date field the system will automatically put in the maximum date permitted 2 Click on Print option at the extreme right of the list you want to view Refile Lists List Number Date Time User 6 05 30 2012 o1 20 30 Supervisor 1 view Print 3 The report will be opened in a new window in PDF format 2015 DocuData Software Corporation ActiveWeb User Manual 6 Disposal Tab 6 1 Record Center Disposal Tab You can now manage disposal lists in ActiveWeb To access disposal lists for boxes at the Record Center click on the Disposal tab
102. scription includes a date range or an alpha numeric range it is often best to include this data in the Start End Date and Range fields since these will help you to more easily identify a box that might contain a given file that falls within those ranges Start Date End Date Optional fields with a predefined date format that can be modified These fields are used to specify the start and the end dates for files and boxes The disposal date will be calculated by adding the retention period to the end date when it is present Using the date range parameter in the advanced search it is possible to identify records that might include an item from a specified date Start Date The date when the file or box is created End Date 2015 DocuData Software Corporation Inventory Tab 23 Marks the last day of a file or box active life and is now ready for archiving e g The box containing Invoices 2012 will have an end date of December 31 2012 Record Series This field indicates the Record Series an item belongs to and establishes the Retention Period and Disposal Mode This required alohanumeric drop down field contains a maximum of 10 characters Record Series can be configured through the Retention Schedules 981 section of the Configuration tab Field 1 Field 2 Field 3 These are optional alohanumeric fields of various lengths These fields are typically either renamed for your own use or hidden Fields 1 3 accept up to 20 char
103. se steps 1 In order to add boxes and or files and or locations to the Print List go in the Inventory tab and click on the Add to Print List icon for each item you wish to add In order to add recipients to the Print List go in the Configuration tab click on Recipient and click on the Add to Print List located next to the recipient The icon will go from this state Sav to this one 1 once the item is on the list 2 When you have added all the items you want to print select the Labels tab a Box Number Status Description S 5 IN IN HOUSE PAYABLES JANUARY 2008 Remove All Boxes Print format 5159 4 x 1 5 Edit Label Templates Start from position Warming To insure proper alignement of the labels set the Page Scaling option to None when printing the PDF document Example Print format 5159 4 x 1 5 Edit Label Templates Start from position Waming To insure proper alignement of the labels set the Page Scaling option to None when printing the PDF document Example Location Type Ea amp junn 506 Box Here you can remove individual labels or all from the print list if you made a mistake in step 1 Then choose the appropriate Avery label format from the drop down menu and the print start position of the first label on the sheet This is used to maximize the label usage of every Avery sheet Example if you want to star
104. select another field in this list if you want Note the preview section will show you the content of this field automatically 2015 DocuData Software Corporation Configuration Tab 113 e Top This indicates the number of inches with decimals between the top edge of the label and the top edge of the field e Left This indicates the number of inches with decimals between the left edge of the label and the left edge of the field e Width This indicates the width of the field in inches with decimals e Height This indicates the height of the field in inches with decimals e Font size This indicates the font size of the text for this field e Text This is only available when the Text field is selected This box lets you enter text that will appear on every label from this template Preview This section lets you arrange the general layout of the template manually Each field can be dragged to the correct position when you hover over a field with your mouse a hand appears Click on a field to drag it and release the button to drop it Each field can also be re sized by using the bottom right corner of the field Click and drag to the correct size Every change made in the preview section will automatically update the values in the Fields section top left width height To Add a Field Click on Ada Add When you Ada a new field the system automatically selects the first field in the list To select anothe
105. splay the Created Item option in the drop down list To create another item after that select the Create Another Item option in the drop down list Add to work list E After the addition Create another item 7 When all the information has been entered click on Add If you have selected the Display the Created Item option a confirmation appears If you have selected the Create Another Item option the following message appears The file was successfully added Would you like to reuse last data for the new entry Na Yes Press Yes to reuse the same information and make data entry faster Press No to enter different information for the next item 3 Managing Internal Locations Adding a Location 1 Select the Inventory tab 2 Click on Add Location 3 A new window appears 2015 DocuData Software Corporation 32 ActiveWeb User Manual a E inventory Circulation El Disposal Full Text Search ary Item Type EJ Location Location Type Box Capacity Add to the label print list Add to work list J After the addition _ Display the created item 4 Enter the information in the different fields 241 e Name the new location e Select the type of location box or file you want to add e For a box location enter the capacity total number of boxes that fit of that locat
106. st Clear work list Adding a Work List to a Print List 1 Create and view a Work List See above 2015 DocuData Software Corporation Inventory Tab 2 Click on the Work List button at the top right and select the Add All to Print List menu item 3 The items on the Work List will automatically be added to the Print List Adding a Work List to an Order 1 Create and view a Work List see above 2 Click on the Work List button at the top right and select the Add All to Order menu item 3 The items on the Work List will automatically be added to the order You can view your order by clicking on My Cart tab Setting Items That are OUT to Permanently Out DELETED Status This action basically informs the record center that the items that are already OUT will stay at your location and will not return to the record center The items will change from the OUT state to the DELETED state once the operation is accepted 1 Create and view a Work List see above 2 Press on the Work List button at the top right 3 From the menu that appears select Set Out items as permanently out Set Out tems as permanently out WD Add all to order Add all to print list 4 A confirmation request appears Set Out items as permanently out Continue This operation cannot be undone ves 0 5 If you want to go on with the process press Yes 6 A message will appear indicating whether the opera
107. story on item reports 2 Clear search filters on logout LI Select work directory Click here to view current work directory For Web Search Definitions Put the fields you need in the Selected area for both boxes and files by using the arrows You can 2015 DocuData Software Corporation ne ActiveWeb User Manual also choose the order of the fields with the Up and Down arrows These fields will be shown in the search results column and are used to describe the item For Other Options e Search result position This indicates how the search results are positioned in the Inventory tab e Number of results per page the Default number of results per page is 10 You can scroll down the choice list to select a different number e Hide history on item reports When this option is activated the history of items will not appear when printing Box or File Details 191 e Clear search filters on log out When this option is activated the search filters will be cleared once you terminate your session otherwise they will be saved for your next session e Select work directory This is necessary when you want to work with electronic documents This directory determines where the documents will be temporarily saved when working with them Click on Select Directory and select a folder To view the current directory you are using click on Click Here to View Current Work Directory 2015 DocuData Software Corporation
108. t printing from position 2 the labels on the sheet would print like this 2015 DocuData Software Corporation 90 ActiveWeb User Manual 3 When you are ready to print your labels click on the Print button The labels will open as a PDF file allowing you to print it from your PDF Reader NOTE To insure proper alignment of the labels set the Page Scaling option to None when printing the PDF document Click on the Example link on the web to view an image explaining what to do 2015 DocuData Software Corporation Labels Tab oo 8 Report tab 8 1 How to Create Reports The Report tab in ActiveWeb enables you to browse 14 types of reports Delivery slips scanned images Box Report Box Report work list Box Report favorites Box Report search results maximum 10 000 File Report File Report work list File Report favorites File Report Search results maximum 10 000 File Activities Order items Box Locations File Locations When you first open the Report tab you will see this drop down list from which you can choose the different report types Type Please select a report type Please select a report Box report Box report Work list Box report Favorites Box report Search Results Maximum 10000 Box Activities Template File report File report Work list File report Favorites File report Search Results Maximum 10000 File Activities Box locations File
109. taining a Username and PaSSwold ccccsccsesceeeeeeeeeeeeeeeeeeneeeensesoeseseesnseeeneesnsesonseseesnees 7 4 Signing In or Logging Out of Active Web cccccceteeeeeeeeeeeeeeeeeeeeeeeeseeaeeseeseeaeaseeeesaeaeeseeeneaes 7 5 Setting Up ActiveWeb With the WIZard ccccccseeceeeeceeseeeeeneeeeneesoeseseeeneeeeneeeonsesonseeeesnees 11 0 NAVIGATING INACTIVE W CD ercttcne semen Weer erie E E taunt 15 Part Il Home Tab 16 1 HOME spd ubseeaen cetera te ee seo a O aE 16 Part Ill Inventory Tab 17 T Inventory Tab aA VOUT itcscdaceseler edict aie tere a ea 17 2 DESCrIPUON OF Default Fields cossires inrol det eaaa a aa Arana 21 3 Searching and Viewing Information for a Box or a Fil ccccceceeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeneaes 25 4 Editing Box OF File Informati n scssi a aeaa a A Aa EEE EEEE NAESER iS 27 5 Adding or Deleting a Box or File asssannnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn 28 6 Adding FUES ce abae ieeer Lh eta town ok eter cit he uceiee 30 7 Managing Internal LOCAIONS cisco tesco eect elec aa 31 8 Managing a Rotation ScHEGUI 6 isicccsciss ccccecic hececvensvencsicccewciescsaesteskcewcbeesweresesscewsvencseascaebseecis 33 9 USING THO Work LISt asinna E dase E A aE Eae EEEE 36 10 IMporing NformatO NM sssrini a a ia a aa Eia Ea 39 11 DOCUMENTS QDUONS seian a a a a a a 40 Adding a DOCUMEN onikan aaeeea aare EEEE Ea aE 40 Description Of DOCUMENT Pelds ssniiiio
110. th the page number inside is always located to the right side of the hyperlink to reference page numbers when the manual is printed The page icons looks something like this 250 In this case it would mean that the referenced topic can be found on page 25 of the manual Example Here is a reference to the start page of the Inventory 1 section of this manual Your Feedback Your feedback and opinion is very important to us If you find errors in the document or have suggestions on how to improve it please feel free to send us your comments at support docudatasoft com 1 2 Prerequisites and Technical Considerations Prerequisites and Technical Considerations Most of ActiveWeb s functionality works without dependencies on most modern web browsers including Internet Explorer Firefox and Google Chrome Certain aspects of ActiveWeb s electronic document management and imaging functionality require a Java plug in These are e Uploading electronic documents or checking them in and out e Using your scanner to add your own electronic images to a file To use these you will need to have the Java Runtime Environment JRE installed on your local computer in order to use the image scanning feature of ActiveWeb The minimum version required is JRE 6 Update 10 though your browser and company s security policy will likely require you to have a more recent version Go to http www oracle com technetwork java javase downloads index htm
111. thin ActiveWeb Field Definitions can be edited made mandatory can be given drop down values or can be disabled To access this function select the Configuration tab and select the Field Definitions Box menu item Number Reri i Mandatory Mandatory Mandatory O Disabled Mandatory Disabled _ End Date Rename Mandatory Disabled 7 Record series Renam Mandatory Disposal Rename Mandatory Disabled O Location Rename Mandatory More Editing a Field Click on a field to rename it Save the changes Box Number Save Ca neel Mandatory Red fields are mandatory Blue fields are optional and Grayed out fields are disabled Click on More to show additional fields Box Number Rename Mandatory Owner Rename Mandatory Disabled Department Rename Mandatory Description Rename Mandatory 4 Disabled C Start Date Rename Mandatory Disabled _ End Date Rename Mandatory Disabled _ Record series type Rename Mandatory Client number Rename Define Values Mandatory Disabled _ Disposal Rename Mandatory 4 Disabled C Source Rename Mandatory Disabled v Field 2 Rename Define Values Mandatory Disabled v Field 3 Rename Define Values Mandatory Disabled v Access Level Rename Mandatory Disabled v Content Range Rename Mandatory Disabled v Vault Rename Mandatory Disabled 7 2015 DocuData Software Corporation 102 ActiveWeb User Manu
112. tion Inventory Tab 25 Read only field indicating the quantity of items presently available in this location Out This read only field indicates the quantity of items assigned to this location that are presently checked OUT In House by someone recipient Location This modifiable field contains the name of the location e g Office 505 John Smith s Office Type This modifiable field indicates if the location contains boxes or files Capacity This modifiable field indicates the total quantity of items that one can store in this location NOTE Keep in mind that these locations are not the ones the record center uses but only the ones used internally for offices and file rooms 3 3 Searching and Viewing Information for a Box or a File When you search for a box or a file you have the choice as seen in the screen shot below to Show or Hide the search filters Search filters give you the ability to narrow down your searches more precisely The different filters correspond to the box and file Field Descriptions 2A For a brief video on this topic see the following video Bisel INCOME TAX 2008 Searching for a Box or File 1 Select a search type in the drop down field at the left of the window see screen shot above 2 Enter your search criteria or keyword in the empty field next to it You can also include additional filters from the filters section see the Field Descriptions 21 topics for mo
113. tion was successful as well as the identity of any items that were rejected along with the reason why these items could not be set as permanently out 2015 DocuData Software Corporation 38 ActiveWeb User Manual Set Out items s permanently out Success List Number 249 Rejected Item Set Number Status Description Reason Box 1 has one or more files which are not OT CLIENT 4 0 7 Items that were not rejected will have been transferred to the DELETED state Populating a Disposal List 1 Create and review a Work List ensuring that only items for disposal are on it 2 Go in the Disposal tab 3 Press on the Create button 4 Select Work List in the Source field 5 Enter a description for the list and select which Disposal Model 981 you want to use when processing the disposal 6 Click on Create List A confirmation message appears indicating whether or not a Disposal List was created 7 The Disposal List will appear If items were rejected the items and reasons for rejection will appear over the list of items successfully added to the list Note Only items with the same Disposal Model 981 can be added to a Disposal List 2015 DocuData Software Corporation Inventory Tab 30 3 10 Importing Information ActiveWeb enables you to import data from spreadsheets that match predefined templates In order to activate this functionality it is first necessary to
114. ulate their disposition dates and to specify their disposition mode To access this function click on the Configuration tab and select the Retention Schedule menu item This screen will appear when entering the Retention schedule module of ActiveWeb Retention Schedule Deprtment Record Series Description SELECT SELECT RECORD SERIES TAX TAX DOCUMENTS o amp E B Label Templates xt Holidays D O inventory EJ my Cart circulation Disposal 7 B Labels report Here you can add edit and delete retention schedules Note You might not have the option to edit or delete Ed retention schedules This will happen if Your company has a copy of DocuData s ActiveFile Software installed and replicated with your record center Your user settings at the record center prevents you from editing retention schedules Adding and Editing Record Series Whether you are adding a new Retention Schedule or editing an existing one the interface is the same for both This screen appears Whether you are adding a new retention schedule or editing an existing one the interface is the same for both This screen will appear 2015 DocuData Software Corporation Configuration Tab 99 Type English Description Spanish Description Retention Active Non Confidential oo Month s Semi active Non Confidential Month s Active Classified Legal Evaluation Financial Evaluation Restrictions RESTRICT
115. ut of your session 2015 DocuData Software Corporation one ActiveWeb User Manual Search Check out Check in Quit To go back to the Home tab touch the Home icon in any of the sections or touch the Back button until you reach it Search 11 3 Search 1 Select a search type in the drop down field at the top of the window 2 Enter your search criteria or keyword in the empty field below Touch the Search button to initiate your search 2015 DocuData Software Corporation Mobile Application no Search search by Full Text Search Full Text Search Search 3 The search results appear on screen Back Search Results Box Number 002 Status IN IN HOUSE Description INCOME TAXES 2008 Box Number 003 Status IN IN HOUSE a Description INCOME TAXES 2009 gt 4 To view an item s details click the one you wish to view 2015 DocuData Software Corporation 120 ActiveWeb User Manual Status IN IN HOUSE Location UNIT 555 Alternate Label 000000003 Box Number 003 Owner Department ACCOUNTING GENERAL Description INCOME TAXES 2009 5 To go back to the search results click the Back button Click it twice to enter a different search criteria 11 4 Check In Checking IN items i e telling the system a recipient is bringing a box or file back to its designated location can be done two ways e by
116. utton the document will remain in the In Edition status and will not be available for other users 2015 DocuData Software Corporation a ActiveWeb User Manual From the Document Window 1 If you have already selected the document and you want to modify it from the window where all the document s information is click on Open for Modifications at the bottom of the window 2 When your modifications have been made save the document in the program before closing it Click on Save Modifications at the bottom of the window If you do not want your modifications to be saved click on Cancel Modifications lf you do not press on any button the document will remain in the In Edition status and will not be available for other users 3 11 7 Finalizing Emailing and Deleting a Document 1 Searchl 251 for a file 2 Click on the Documents icon from the tool bar Note The number beside the icon defines the amount of documents associated with the file 3 This will bring you down the page to the documents section a Ea Text Search J M Ente Search Add box add file add location how Search Results how Advanced Search a History z Documents This file contains 2 documents Add New Document Number Status Description 123010 1122 ELECTRONIC Questions pre o01 ELECTRONIC Copie de Excel Previsio_Encouragement In edition Locked by another user Finalized Add New Document
117. will become permanent No Yes Note This dialog is an important part of the import process because once an image is imported it Continue 2015 DocuData Software Corporation Inventory Tab cannot be deleted unless the whole file is destroyed on a disposal list After clicking Yes on this dialog the image will be appended to the end of the image list So for example if you had 35 images in before importing a new one the newly imported image will be located at 36 2015 DocuData Software Corporation s ActiveWeb User Manual 3 12 5 Scanning Images Into Files lf you have a TWAIN compatible scanner setup on your computer you can scan images directly into files va ActiveWeb Click on Scan The scan window appears The first thing you should do here is to make sure you have your scanner selected and ready for scanning As seen in the picture above you have to click on the Scanner icon to choose your scanner If you do not see your scanner in this list please ask your computer administrator to make Sure it is properly installed Note If your scanner does not have a compatible TWAIN driver installed the scanning will not work Once your scanner is chosen open your scanner s interface Here is an example 2015 DocuData Software Corporation Inventory Tab os Scanner HP Photosmart PS6510 TWAIN Document Profile Previous Profile Scanner Settings Sides Color Mode Resolution 30
118. with the registration date Field 1 Field 2 Field 3 These are optional alphanumeric fields of various lengths These fields are typically either renamed for your own use or hidden Fields 1 3 accept up to 20 characters and may be associated to drop down lists of values Notes This alphanumerical field is used to add notes to a document When notes are expanded for view by using the sign they will remain so for all documents viewed subsequenily until they are collapsed by using the sign When data is imported from a spreadsheet if the data is too long for the field e g the description field allows 40 characters the first 39 characters of the data will be placed into the field followed by an asterisk The full data will appear in the notes field e g DESCRIPTION Cash vouchers for client no 10202 002 01 The Notes field is included in the full text search index Keywords This alphanumerical field is used to add new keywords to an item Keywords are very useful when using the Full Text Search see Searching for a box or a file 251 History This read only field displays the history of the record including all changes to the descriptive metadata fields as well as all touches of the document Versions This section lists all the previous versions of the document Each version can be opened for reading 3 11 3 Viewing or Modifying the Information of a Document 1 Searchl 251 for a file 2 Click on t
119. y The history refers to the audit trail of an item It lists changes to the descriptive data and by whom and when each time the item has been handled e g check in check out change of hands location change etc Inactive Records The non current records of an organization preserved or appropriated for preservation because of their continuing or enduring value L Life Cycle A series of stages a document passes through during its lifetime The five stages in the life cycle of a record include the creation stage the distribution and use stage the storage or maintenance stage the retention and disposition stage and the archival preservation stage Location A location can be a file room cabinet or office and could even be smaller e g part of a shelf Locations are used to manage your physical documents on and off site efficiently so you can track where your items are at any given time Look up Value A look up value is a value within a drop down list i e choice list of items Look up values in ActiveWeb are ordered numerically or alphabetically no matter the order in which they were created 2015 DocuData Software Corporation 126 ActiveWeb User Manual Metadata When dealing with records management information is usually organized with description fields known as metadata fields There are many customizable metadata fields for files boxes and eDocs Each field describes an aspect of the item Typically met

ÿþA c t i v e W e b "! U s e r M a n u a l

Contents

Download Pdf Manuals

Related Search

Related Contents

&yuml;&thorn;A c t i v e W e b &quot;! U s e r M a n u a l

Contents

Download Pdf Manuals

Related Search

Related Contents

ÿþA c t i v e W e b "! U s e r M a n u a l