User Manual Document Manag User Manual Document
Contents
1. With Document No _ Without Document No Team User Role From Team Select To Team Select lal TEAM USA E Team ABC Team B Team Forward Option Send To Both Purpose Search Text Description Search Text Description This action is used to forward a document to a specific team user or a role Here the user can have two options for forwarding with document number and without document number If the user selected the With Documents Number then he she can only send with to specific team The user needs to select from team and to team while forwarding because system will create the In Out document number according the team format given in the system 17 of 23 vienna Document Management System advantage If the user doesn t want to create an In Out Document then he she can use the Without Document Number option and he she should select a team role or user to forward g Send mail BX Send Email to lw 12 1 2014 Cc a Bcc Subject Attachment Cs a a 100 in O Ba Send Email x canel This option is used to send mail directly from the DMS system h Move Document This option is used to move a specific document from one folder to another folder User need to select the folder to where he she want to move the document i Attach to This is used to attach any document with a specific record in the Vienna Advantage For exa2. and user can see the uploaded details for that document 19 of 23 vienna Document Management System advantage gall Upload Document History p wa Upload Document History Organization HQ hd I P User Contact IGeasincAdmin Le Created On 7 7 2014 5 03 PM Document txt _5N20140707170245114_1077061 7 OK CREATED Document ID 1077088 Document Name 5N20140707 170248114 Attachment D 107863 1 File Name Sh_txt Result Input Type Manual Upload X 1 Subscribe This is used to subscribe a document which means after subscribe the owner of the document will get notifications for every change on the document User can use same button for both subscribe and unsubscribe Once the document is subscribed then the button automatically will be changed to unsubscribe m Copy Documents This is used to copy a document from one folder to another folder Copy Document Bs Folder Name T Doc Category _ Keep Check Out 8 yy User need to enter a new name for the new document and need to select a folder at where the document should be copy User can also select the document category Keep check out check box keeps the new copied document in the checked out status if the check box is true 20 of 23 vienna Document Management System advantage n In Doc No and Out Doc No This is used to create in out document number manually for a specific document System will automatically create thi
3. Delete 3 Uploaded Document History aB Subscibe 4 CCTY 76p 1076949 Available IdeasincAdmin IdeasIncAdmin report_writing_tcm44 411 1076946 Check Out By You IdeasincAdmin IdeasIncAdmin F Mydms re zz ere eT ae ae a Subscribe Copy Document e testi 3 ZIp3 223604 AValLa ble deasincadcmin ceasinc aamin IL EA David Ss A pdt file 1022311 Available Amal DMS User lB In Doc No a Out Doc No EJ Drs testing P pdf file 1022311 Available Amal DMS User AE Vikas Bansal 4 document move 1023857 Available Amal David Attribute Set FA Test Folder D Folder Subscription Notific 1075463 Available Amal DMS User a lampard1 a F ee nH ee j ee Attribute Set Instance H 4 Google test 1 1 A upload Ali Versic pre E i MB All Document Stig seed lala v ORY Folder Document Link v Ees Version ID Document Name Doc Category File Type File Size Version C b DMSIN OUT DOCI xlsx 16 556 10 7 4 Related Document Link MA 5 Exploring the Home Screen DMS Home Screen contains the following sections a Folder Panel On the left side of DMS Window contains the folder panel in which all the folder permitted to view for the logged user will be listed There are some default folder like inbox outbox all document and Subscribed Document folders There is a search field given to search for a folder with name at the bottom of the folder panel The folders are arranged in a tree structure that means a user can create folders as much as he wants
4. be very simplified with examples and print screen shorts Simultaneously it helps us to accelerate the implementation process of Vienna Advantage at the Client site The purpose of presenting the screens transactions reports and workflows to the user for getting some more ideas to reach and satisfy the customer s all requirements during implementation period Objective of this document is to show the complete process flow to users about the Document Management System DMS in E Governance system Document contains the print shots and details of each and every step which user needs to follow to understand amp to complete the Client managementprocess in E Governance System Document Management System in the E Governance System User needs to login into client portal of E Governance System with their credential provided to user AQE ERP acRM amp hy 4 English Login Enter your User Name Password and Select a language 4 of 23 Document Management System Role Client Organization Warehouse Date age EFF amp CRM Ideasinc Admin PN Ideasinc mi Ho wid Select Warehouse X 10 10 21 2013 Select the Role Client Organization Warehouse and Date Your Role determines which windows processes reports and such that you can access within Vienna Advantage Click the Login button to be brought to the Main window DMS is a system in which a user can upload store and track electronic documents U
5. documents also into the system That means if this check box is not true then the only documents in the folder that the user specified in the path will be uploaded DMS system will not allow the same file names in a folder There is a chance to happen this while auto upload To avoid this DMS system has a Keep Version functionality in which a user can select the action what system should do if a same file name founds If the Sync Sub Folder then keep version field will be disabled else it has 3 options e If document exists then return This option will return that document without uploading if the system finds a document with same name and type in the same folder e If document exist then create new document If any duplicate found then System will upload id and append the date and time with its name This option will create Uploaded Completed Documents 21 of 23 vienna Document Management System advantage and Uploaded Failed Document folder and will copy completer document and failed documents in to the corresponding folders e If Document exists then Create New Version In this option the system will create a new version of the document if it found as present already Auto uploading can do through email also This will upload all the email attachments to DMS Attachment name will be the document name and body of the email will be the description Once a document is uploaded to DMS through email then again it can
6. eeceeat em 12 We TIMI OG e E E E E A E A E T E E E A T E EEE E 12 O Foarinoar E E T nee es cena EE E EE O oas tee sae se 12 P EX DPOPIME CSCO Mie AS aA vay mae satenneasatamedonsdeoothosseusente soueeqeceaupncodsienceas 13 MTC OU a E et cts ess E na notes ae sudan E A E E A 13 D 8 ey2l0 ke 6le ea E eee ae ee ee ee eee eee ee 14 c Upload multiple doc UMeEntS a icsccosisenszoosseanncddwteahatsdotavestsmcntdedanuancdadiashadsnesauaebnneebensaecendieatesbeasaausbasssadandnaaubaeiniebaanstaen 15 O CAS OC ea E N 15 a DOCUMEN ACCE one ne ne E E E E ne eee 16 vienna Document Management System advantage D FOON O E E E 17 P Sna E E 18 M MOV DOCOMO D eere r A E E A O 18 D AA O E E E A S 18 D DEE a A auieoeeecessut 19 O A DIO AGG OCU Oy rA AAE E E E EAEE 19 D MIS CS e E 20 m COP DOCUM T e ne nsec oe sears cco av arcana ees msyoeuaatecceatancauenne dos nta cous cnraeoacasnsoseanusseiaxciaaeanannsnsessnsseaee 20 D ADOC ING AOU DOC N aarie opines posers se sse E seces suns A E EE E E E 21 8 Auto Upload documents in to the DMS System cccccessecccessccecesesccecesececeueeceeeuseceseusceecusceecegeceeseeeseeeseneceesenseeetees 21 o WW U Docume R 06 T tera em nm eee eee eee 22 3 of 23 Document Management System The Main scope of this document has prepared to make our client to understand the Document management System DMS and using of it with user friendly at client portal of our Vienna Advantage This document is to
7. h this attribute and the attribute set instance from Vienna Advantage application f Document Link Panel This panel is located in the right bottom side of the DMS window and this panel gives the information about the path of the selected document and the attachment details 6 Folder Actions On the right click of any folder user can see the folder actions that can be do with any folder New Folder New Sub Folder Rename Folder Delete Delete Sub Folder Move Folder Share Folder Subscnbe Folder Document Upload Multiple Upload Folder Information a New Folder To create a new folder in the same level click on the New Folder and enter the name as user wants Create Folder Ki Folder Name DMS New Folder 8 amp 0 b New Sub Folder To create a new sub folder right click on the folder where the user wants to create a new subfolder and click on the New Sub Folder menu Then user needs to enter the new sub folder name and click ok A new sub folder will be created in the folder 9 of 23 d e vienna Document Management System advantage If the user wants to copy the same permission of the parent folder then he she need to check the Copy Parent Folder Permission before clicking the ok button If this check box is true means all the users who have the permission for the parent folder will get the same permission for the new subfolder else the user who created the subfolder only will get the per
8. hange into a green color tick mark which means the document is checked out status If a user wants to check in the same document then he she should press the same button which he she used for checkout After a check out the button name will be changed as Check In 13 of 23 vienna Document Management System advantage b Upload document This button is used to upload a document into the DMS system Upload Single File 53 Select files to upload E o AA Document Name Category MetaData Detail Keyword File Type Version Description Save In User can browse the document which he she want to upload and can give a name in the Document Name field User can select the category from the document list for this document The Metadata Detail section contains the more specific details of the document which contains the keyword version description and save in folder name Most important is the save in folder name Here a user should select at which folder he she want to save this document If the user put any version then that version number will be assigned if not then default 1 0 version number will be assigned for that document After all this settings the user needs to click on the upload button to upload the document 14 of 23 vienna Document Management System advantage Selected Files AutoUpload docx 13 70 KB X Toh OH 8 70 KB Total 13 70 KB The document will be up
9. in different levels All documents will be displayed in the document panel of the selected folder If a user want to show all document in the sub folders of the selected folder then he she should check the Show Recursive Documents check box in the Document Panel E Show Recursive Document 6 of 23 vienna Document Management System advantage b Document Panel This panel is situated in the middle of the window Here a user can see the details of a document such as name document number status purpose created created by etc User can define how much documents are to be shown at a time by selecting the dropdown list of the Document on per Page Document On Per Page 20 There is a search field given for searching the documents by name or the content in the document All the words in a document will be indexed and stored in the system by a process to make the search easy for the user If a user wants to search the documents by number then he she should check the Document No check box which is located near to the search field _ Document No Search p G By selecting the Advance Search options located next to the default search field a user can search more specifically for a document Advanced Search Search Text OoOo o Doc From Doc To MA Date From s5 Date To as Doc Category E adb Attribute Set File Type C doc Attribute Set Instance IE _ d
10. l document from Inbox to this folder System provides filter functionality for both processes in auto upload System uses a filter on the basis of document extensions The extension we enter in the filter only that types of document will be uploaded to DMS rest of all will not be uploaded 9 In Out Document Reports If the user wants to check the system created in out documents number then he she can use the In Out Document Report There are two report named In Document Report and Out Document report which will show in and out numbered documents respectively as report 22 of 23 vienna Document Management System advantage Process Parameter eo This report contains two parameters like team and document If the user selects any team then the report will show the all in out documents created for that team Also user can select the specific document so that the report will show the in out document numbers generated respectively 23 of 23
11. loaded in the system and the indexing will be start automatically c Upload multiple documents This is similar like the upload functionality but using this we can upload multiple documents but maximum 10 at a time Upload Multiple Documents Select files to upload Upload File d Create Document Using this option a user can create a document directly to the DMS User can select the document type as doc pdf txt html and xaml 15 of 23 vienna Document Management System advantage File Type Doc Category Doc File docx PDF File pdt HTML File html RTF File rtf TEXT Filet txt XAML File xaml e Document Access This action is used to give the permissions to different users for a particular document After clicking this button the following screen will be showed same like as folder share Share Document Select User Select Role User e _ Public Access Document Name User Name Access mydms SuperUser Fu mydms David Nome Mone mydms IdeasIncAdmin _ mydms Jeff Read Write Here a user can give permission in two levels user level and role level User needs to select a user or a role to which he want to give the permission and need to select the level of permission he want same like the folder permissions as we discussed earlier 16 of 23 Document Management System vienna advantage f Forward Forward
12. missions Create Sub Folder PKA Sub Folder Name DMS Sub Folder lx Copy Permission of Parent Folder oo Rename a Folder This is the option to rename a created folder Here an owner who created the folder can only rename the folder User need to right click and select the rename option and need to give the new name for the folder New Name Folder Name Rename Folder oo Delete Folder Sub Folder This is used to delete a folder of sub folder This action can do only the owner of a user who has the permission to delete Deleting a folder means deleting all the subfolders and its files in which this user have the permission to delete If any user clicked on the delete menu the pop up message will come to for the confirmation If the user selected the Delete Sub Folders menu then all the sub folders under that particular folder will be deleted Move Folder This is used to move one folder to another folder This action can only do the users who have the minimum permission of Read Write Delete A public folder cannot be move into a non public folder but a non public folder can move in to a public folder 10 of 23 vienna Document Management System advantage Select Folder BS Folder Name X _ Make Main Folder O gt Make Main Folder option allows a sub folder to become a main folder first level folder parent folder f Share Folder If a user wants to share any folder between othe
13. mple if a user has his medical certificate in DMS and he she wants to attach this with his leave applications then he she can us this button 18 of 23 vienna Document Management System advantage The user need to first select the document E g Medical Certificate and click in the Attach To button Then he she need to select any record from any window Eg Employee Leave and need to click on the AttachDocumentFrom button from the document section of the left menu panel Now the document is attached with the record User can see if any document is attached with any record or not by seeing under the related document link at the Document Link Panel of the DMS located in the right bottom side of the DMS User can directly zoom the record from the same place to see which record is attached with the selected document j Delete This is the option to delete the documents uploaded in the system A user can only delete any document if he she has the permission to delete the document Delete Document Delete Document Link o Delete Document Latest Version O Delete Document oo While delete the user have the 3 options 1 Delete document link To delete the attached link 2 Delete Document Latest Version To delete the latest version of the documents 3 Delete Document To delete the entire document k Upload document History This is used to view the uploaded history of the document A new window will be open
14. not be uploaded to DMS in any folder using email One user can upload a document from email only once There is also an option to upload non attachment email Check the Read non attachment email checkbox This will upload all non attachment email For non attachment email subject of the email will be document name and text in the body of the email become document with txt extension Before this document upload process from email user has to do IMAP setting There is email setting window where user can do IMAP setting or user can also do IMAP setting in the auto upload window There is User Existing Setting checkbox and if the user checked true this then it picks the IMAP setting from Email Setting window else from same auto upload window In Email Settings window for IMAP settings user has to fill email address email from where he she wants to upload documents password of the email IMAP host and IMAP port number and save If user left uncheck the use existing setting checkbox then he she have to do the settings in the same window There is also a test button named as Test IMAP If all detail related to email are correct and you click on Test IMAP button then it shows authenticated message else it give error message for wrong credential For duplicate document keep version option is working same as from document from server For create new document option it create folder DMS Read Document and move al
15. o create a document directly to the selected folder i Upload This is the short cut to upload documents directly into the selected folder j Multiple Upload This is the short cut to upload multiple documents into the selected folder k Folder Information By this option user can view the folder information This include owner name of the folder folder Id amp created date 12 of 23 vienna Document Management System advantage 7 Exploring the Action Panel Action panel of DMS contains most of the functionalities Actions Gi checkout ig Undo Checkout t Upipad ha Multiple Upload i Document P Document Access H Forward AK Send Email E gt Attach To fj Move Document hill Delete Uploaded Document History gt Subscribe 1S Copy Document E In Doc No E Out Doc No a Check out Check out is the functionality in which a locked Checked In document is unlocked to change or edit When a document is checked out then the Undo CheckOut button also will be active which can be used to undo the checked out action There is a option that a user can download the document directly to the computer along with check out action For that a user need to check the Download Attachment Document check box in the check out pop up message box heckOut Message E Download Attachment Document oo After checked out the icon with the document name will be c
16. ocx _ Recursive lt amp 0 Chat Window located next to the Advance Search icon gives the user to put a comment from his for any document and that can be view all the users who ever have the permission to view the document and also they can give their comments in the same chat window 7 of 23 vienna Document Management System advantage IdeasIncAdmin 7 8 2014 10 44 35 AN Check this document and forward to the Administrative Section David Ok sir c Version Panel This is the panel located under the document panel which the more details of a document will be showed such as version id version document name category file type size created date descriptions keywords etc Els OE There is some functional icons given in this panel and they are for view workflow if any toggle the view of the details move between the versions open the document view the attachments download and save the attachment respectively d Action Panel The Action panel is located in the right upper side of the DMS window This panel contains lots of action button which we can user for different actions for a document These actions will be discussed later in detail 8 of 23 vienna Document Management System advantage e Attribute Set There is an Attribute set panel in the right bottom side of the DMS window after the action panel To assign any attribute for a document we can do it from here but user should create bot
17. r users he she can use this action menu This option will only display if the user has the full permission on the folder Sharing can be done in user level role level and public Share Folder Select User A Select Role User Dd _ Public Access A Folder Name User Name Access Set On Subfolders Files Subscribe IdeasIncAdmin Full LL subscribe SuperUser If the user wants to share any folder with other user then he she need to select the user radio button and need to enter the user name and click on the save button After that the user should select the permission level for the user 11 of 23 vienna Document Management System advantage Share Folder Ex w Select User Select Role User _ Public Access H Folder Name User Name Access Set On Subfolders Files Action Subscribe IdeasiIncAdmin Full 7 Lull subscnbe superUser EJERCE P Subscribe David E None Read Read Write Read Write Delete H Full Same this action can be done with a role mean a user can set permission to all users under a specific role If a user wants to set a folder as public then he she needs to check the Public Access check box g Subscribe Folder This is used to subscribe unsubscribe a folder Once a user subscribed a folder means he will get notifications for the further actions of that particular folder such as rename move delete upload etc h Document This is the short cut t
18. s in out document if the user forwards this document to a team with With Document Number option In another hand if a user want to send a document to an another user with in out document number then he she need to click this button as needed and forward document Without Document Number option and need to select any user or role 8 Auto Upload documents in to the DMS System There is an option in the system that a user can upload large number of document into the system by auto upload settings If a user has a bulk number documents saved in the system then he she can use the auto upload setting window to upload the documents User need to put the path of the files and need to put the folder id where he she want to upload the files el Auto Upload Settings bi vlz Auto Upload Settings Organization HQ Folder ID Keep Version IF Document exists then create new version Document Category Medical W Sync Sub Folder Email Attachment Settings Email Attachment Folder ID 1 006 074 Email Attachment Doc Cabegory Set Priority 7 Email Attachment Keep Version IF Document exists then create new version _ Use Existing Setting Read Non Attachment Email mapHeost imap gmail com I IMAP Is SSL ImapUsername testing dms2 gmail com IMAP Fassword A ImapPort 993 Test IMAP There is check box Sync Sub Folder which should as true if the user wants to upload all the subfolder
19. sing this DMS a user can create copy move forward receive edit download etc documents A user can keep track of a particular document by created different versions for each change Using DMS the manual paper work will be reduced and hence the paper cost can be saved in a firm 5 of 23 vienna Document Management System advantage DMS is integrated with the Vienna Advantage but it can also work as standalone system A standard DMS user interface screen shot has been given below Documents 7 Inbox Actons fa Inbox n Undo CheckOut Document On Per Page 30 Document No Search pG 2 Check Out Fy Undo CheckOut a Outbox a n i aenaioentint am P checkin doc Document Name Document No Status Purpose From Created By t Upload Ri Multiple Upload New test Folder k amp X DMS IN OUT DOC test case 1076984 Available David David eS FR My Computer By sample2014070410183357 1076991 Available 11 IdeasIncAdmin David E Document P Document Access F ideasincadmint sample2014070410183357 1076991 Available test permission David David 1 f D gt Forward Send Email MB create foldert2 sample2014070410183357 1076991 Available David David Document test GA sample2014070410183357 1076991 Available test David David Fy Move Document EJ Attach To Document test sample copy 1076796 Available lceasincAcmin IcdeasincAdmin A F Subscribe testi a Auai E AE T Aimi D
20. vienna Document Management System advantage User Manual Document Management System Version 1 0 1 of 23 vienna Document Management System advantage Table of Contents he TAT OG CUO a E E E N sages aasenresshouaesedeqhieassecaaasqcavancteesontunances E 4 2 ODO U n E sot cuin nt pp se pau os sown EEE A EEEE E E AA A 4 3 Login to BAGO Ver Mae Systeri sssrinds n an E EERS AE EAR EE EA EPE NAN ERAEN REEE ONAE PANAN ETENEE 4 4 Document Management System DMS in E Governance System ccccceccssseeseceecsssecesseeseeseeeeeessaeeeseeeseaeess 5 Be Exe EOI SC OC caer tcc sc dene saesiegaacie step occas ancea sa nteessenct E 6 D Foder ane Ree ane een ee ea ne A eee te ne ee nee eee 6 D DOCUMEN cas a Reem non tr ean E rn ce rn ee ee ee er nee ere ere 7 6 VASOP N E E ee eee eee er oer ee 8 W AOPA ere en ee ee re E A T A E E ee eo eee 8 NS FCS ars ce eerste arses E E tn gs is Gewese octon E tuete E oo 00a eau E yaiceytpaaoeonssnets eres 9 INNES cas nt cc reat ta searches sean oe E soon E E A content 9 D New UD FOS ena E E E 9 dT Roomer eer E E A E E AE 10 Gy Delete Foder UFOde aer a E AE EEE AE EEA E A 10 a Movo Fide rea E etee ator poets aaa eae aaeneuernmboneeaennneadece aimmaareasannecdaneuees 10 it Ame i EE gl Ga meme en eS ee eee 11 ot SUP 0 21d al 0 gunn nee teat eee nm en eee eee re ee er reer ny tee eee 12 BY VOC CN ieee ns sens ec sets E A sossesencetensees 12 BY Hooe AE A A A A E sce eateseoesae
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