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ECM User Guide

1. 18 RETURNING TO THE PREVIOUS SEARCH CRITERIA SCREEN 19 ADDING A DOCUMENT ECM 1 ccccccccccccccccccccccccccccccccccccccccccccccccccccccccccs 20 NAVIGATING THE ADD TO ECM MAINTAIN sese ese ese esesesesesesese tese te sete e un 20 ADDING EMAILS TO ECM FER 21 ADDING TO OY OPTIONS 22 MANUAL REGISTRATION 23 USING OQUICKADD PROFILE S 26 ADDING WORD AND EXCEL DOCUMENTS INTO 30 PPT GS TR Ose P MM E E cpt E PME SM een ee nate eee 31 USING OUICK ADD PROFILES accesses sets wcrc erst c 34 ADDING DOCUMENTS USING WINDOWS EXPLORER 36 MANUAL REGISTRATION Noms m 37 USING wn a eee eee 41 THE TASK LIST 43 2 65 ECM User Guide Federation 3 Records Management Services SENDING A TASK TO AN USER cccccccccccccccccccccccccccccccccccccccccccceccceccees 43 SENDING AN EMAIL TO AN EXTERNAL
2. 44 USING THEECIMTASICEIST 46 ACCESSING TASKS FROM THE CI DASHBOARD cecececececererecerererercrercreeerecacacacnenenencnenenenecenscecscecscucncucucucucesersvars 46 ACCESSING TASKS FROM BROWSER E 47 ACCESSING TASKS FROM OUTLOOK VOR Si o OVEM 47 NAVIGATING THE TASK oreet iet Io DNO E edu E 48 AC CTHONINGO TASK 49 WORKFLOW FASKS 52 USING MICROSOFT OUTLOOK amp ADVANCED FUNCTIONALITY 53 IDENTIFYING OUTLOOK EMAILS THAT HAVE BEEN ADDED TO ECM cccecececececececccececececeeseeeeeeeeseeeeeceeeeesececeeeeeeees 53 USING MICROSOFT WORD EXCEL amp ECM ADVANCED FUNCTIONALITY 55 USING THE TEMPLATE 56 USING FUNCTION MM 56 GING THE lB LAR 58 USING THE INSERT LINKS FUNCTION 55scoisuo tuere eoe p EK E ER 62 USING THE INSERT DOCUMENT FUNCTION e ese esse e ese e ese esee sas 62 USING THE PROPERTIES FUNCTION a Poe 62 RESPONDING IN ECIVISS 63 3 of 65 ECM User Guide Federation 3 3
3. Click OK to close and save the note 7 Click Add to ECM to finalise the registration of the record into ECM Delete the email from Outlook refer instructions on page 28 Using Quick Add Profiles Quick Add Profiles contains predefine metadata which can be automatically applied to the record you are adding Fields that can be predefined include the Document Classification Document Summary the index the document is to be attached to Internal and External references If you have a quick add profile you d like to use click on the Quick Add Profile Tab at the side of the Add to ECM screen to open the Quick Add Profile sidebar Add To ECM DWS Document Set Re Mascot 5 Quick Add Profile ID Default i My Default Quick Add Profile DocumenFies 32 Select the Documents to be added ta Message Including Attachments 52 KB J Document Properties displayed E image001 7 3 7 image 7 KB 26 of 65 ECM User Guide Federation 2 2 Records Management Services The Quick Add Profile side bar will appear with a list of Quick Add Profiles you have access to Add Profiles Double click or drag and drop to apply the Quick Add Profile to this document l Default Default l Overseas Travel Proposal Add To ECM WS Document Set Re Mascot Quick Add Profile ID Default Document Files
4. View Active Tasks Search 4 SajunoAe 4 Accessing Tasks from Browser Within Browser you can access your tasks by clicking on Task List from the Home Panel Accessing Tasks from Outlook If you prefer to work from Outlook clicking on the Add Ins Tab and selecting ECM Task List will take you to the ECM Task List Browser Home Send Receive Folder View Technology One Add to ECM 4 Goto Task List Help 98 Sync Adobe PDF Menu Commands Custom Toolbars Page 47 of 65 ECM User Guide Federation 2 5 Records Management Services Navigating the Task List Task List Limit Tasks Document Number Langley Michelle v Standard Refresh Deadline 2 Received 0 Pri 0 Standard 1 Langley Michelle 15 07 2013 2 Standard CheckIn Langley Michelle 25 07 2013 2 5 Standard CheckIn La Michelle 11 10 2013 2 User Group if you have access to other user s task lists or are a member of a group using the drop down list will allow you to change the task list view This always defaults to your personal Task List Limit Tasks To defaults to Standard shows all tasks Selecting Registration followed by Refresh will show registration tasks Selecting Personal followed by Refresh will limit tasks only sent to you not to a group Refresh refreshes the task list to display new tasks User Group Limit Tasks To Documen
5. ECM User Guide Federation 2 57 Records Management Services 2 Complete non mandatory fields Author the person who is classed as having created the document or the signatory of the document where an administration officer has created on behalf of another person Document Date this is the date the document was created Documents should be registered into ECM at the time of creation so this may be today s date or another date if the document has previously been saved to a network drive or other storage device Date Received this will be the date the document was received into the organisation for internally created records the date received and the document date will usually be the same date Internal External Reference use these if you have additional information you would like to search on i e an external reference id 3 System defined fields The system will automatically complete the following fields each time a document is registered DWS Document Set ID this is a unique ID assigned by the system Document Number this is a unique ID assigned by the system Date Registered this is the date the document was registered into the system and cannot be changed by the registering officer Registration Officer this is the person who registered the document into the system and cannot be changed 4 Addalink to the Subject Index To allow other officers to locate the record it must be linked to a Sub
6. Recent Places 111 4 Libraries Documents RU Music Pictures B Videos Computer Local Disk C SYS 51 2 In another window locate the document you want to register 3 Dragthe document from its current location and drop it onto the Add to ECM icon in ECM Windows Explorer Add to My ECM Search Browse ECM ate Results rig Add to EC QU SHARED FS3 DATA L gt Records Management Mail Registered v Search Mail Registered Organize v Burn New folder Name Date modified Type Size Mt Helen Mail Delivery Service June 13 pdf 12 07 2013 12 05 Adobe Acrobat D 523 KB Registered Mail 2012 xlsx 4 01 2013 8 51 AM Microsoft Excel W 82 KB Registered Mail 2013 xlsx 18 09 2013 10 57 Microsoft Excel W 82 KB 14 Computer amp Local Disk C SYS FSI MLANGLEY 51 SHARED 51 K SHARED FS3 DATA L Page 36 of 65 Federation 2 2 Records Management Services 4 The Add to ECM Maintain screen will appear 1 Add To Maintain TechnologyOne e Add To ECM DWS Document Set 114913 UB Postage Meter Instructions 3 Quick Add ProfileID 1 Default J My Default Quick Add Profile Add and Edit Document Document Files wipe eno
7. ECM User Guide Federation 2 57 Records Management Services Click on the X to exit Field Chooser ECM Helpful Hints You can also register an email by highlighting the email in your Inbox or other Outlook folder by selecting Add to ECM from the Add Ins Tab Don t forget to register emails from your Sent folder as well as your Inbox Customising your Add to ECM Maintain Screen Customise your Add to ECM Maintain Screen by saving frequently used Indexes as Favourites and renaming Favourites to ensure they are meaningful to you Adding a Recently Used Index to your Favourites While in the Add to ECM Maintain Screen right click on the index you want to add to your favourites Select Add to Favourites Renaming a Favourite Right click on the Index in Favourites Select Rename The Index name will appear with a box around it amend the name and press enter to save the change Page 29 of 65 ECM User Guide Federation 2 2 Records Management Services Adding Word and Excel Documents into ECM 1 Open the Word or Excel document you want to add to ECM CLF 2 Insert Page Layout References Mailings Review View Acrobat ECM GA Find Replace m Xx i ear P Arial 12 7 i2 g AaBbCcX AaBbC Paste x I U ae x x 7 TNormal TNoSpaci Headingl mes Select Clipboard Font Paragraph P Styles P Editing
8. How to use Franking Machine university of Ballarat Step 1 Daily mail process Learn to succeed 1 Remove blue covers fold and place underthe bench near rubbish bin 2 START machine by pushing silver button located under the left side of the feed deck 2 Click on the ECM Tab on the Word Excel Toolbar File Home Insert Page Layout References Mailings Review View Acrobat ECM Template Save s Properties 4 Insert Links LS Toggle Links e Options i View a Save amp Version gil Tools 7 43 Insert Documents Sever Links Add to Edit Help ECM Quick Access ECM Linking 3 Click Add to ECM File Hom Insert Page Layout References Mailings Review View Acrobat ECM Template Save Properties Insert Links LA Toggle Links Options i View Save amp Version gl Tools 2 Insert Documents Sever Links Add to ECM Edit Help ECM Quick Access ECM Linking Page 30 of 65 ECM User Guide Federation Records Management Services 4 The Add to ECM Maintain screen will appear The document being registered will appear under Document Files U Add To ECM Maintain TechnologyOne e gt O _ __ Add To ECM DWS Document Set 114913 UB Postage Meter Instructions 3 i g
9. Refer to the next section for registering emails word excel and PDF documents Page 20 of 65 ECM User Guide Federation 2 2 Records Management Services Adding Emails to ECM Responsibility for Email Capture e Where an email is sent by a University Officer either internally or externally it is the responsibility of the sender to ensure it is captured in ECM e Where the sender expects a reply the sender can wait until the reply is received before adding the email or register the original email into ECM plus any replies as a related link to the original email refer to the ECM User Guide for more information e Where an email is received from outside the University the receiver is responsible for capturing the record into ECM e Where an email is received from outside the University and a number of University officers are included as recipients the first officer named in the recipient list is responsible for capturing the record into ECM To add an email in ECM 1 Open Outlook and locate the document you want to add to ECM Home Send Receive Folder View Add Ins Adobe PDF 2 Ignore Meeting a gt Systems To Manager gt x QA lt x 9 Ne 1 Hl US a Bde 45 Clean Up VS IM 3 Team E mail of Done New New Delete Reply Reply Forward y gt 2 _ OneNote Assign Unread Categorize E mail Items amp Junk
10. ani c The Subject files matching the criteria of your search will appear d Locate and tick the subject file you want to attach the document to and click OK at the bottom right hand side of the screen search Subject 9 sert Drag a column header here to group that column DE Function Function Activity and Subject Activity and Subject Community Engagement and Development Community Relations Public Relations Unit Operations re Corporate Govemance Govemment Relations Commonwealth Legislation Relating ta UB Core Business Development Corporate Govemance Govemment Relations State Legislation Relating to UB Core Business Development O Coporate Govemance Occupational Health and Safety Operations Corporate Govemance Occupational Health and Safety Planning Review amp Monitoring O amp 5 Govemance Strategic Management Review Establishment and Final Reports Finances Financial Management Procedures Development Human Resources 33 65 ECM User Guide Federation UNIVERSITY AUSTRALIA p m Records Management Services 3 f you want to add any notes to the record you can do this by clicking on Add Notes Notes U Add Notes The maintain notes box will appear give your note a title and add the note details to the text field Maintain Notes TechnologyOne
11. t B Google gt x Convert m Select X 3 Search Rt Share SignIn 13 TechnologyOne ECM Favorites 505 News 3 University of Melbourne R Records management Public Record Office Victo https supportone techno fy d Pager Safeyv 5 A Document Subject ction Contacts Templates Home Log Out Mlangley Maintenance Hide Logo Help amp Local intranet Protected Mode Off fg 10 v 2 The Subject Index search screen will appear 3 Type in the name of the Subject File you want to search for This can be all or part of the name s and Search and sort results by Subject 4 Click Retrieve Retrieve Clear all Page 12 of 65 m ECM User Guide Federation Records Management Services 5 The Subject Files which meet the criteria of the search will appear in the Index Pane Fo E 7 Page Safetyy Out Mlangley Maintenance Hide Logo Help Function Activity and Subject a Results Human Resources Staff Management Superannuation Operations S information Management and Infrastructure information Management Operations Index Pane Technology and Telecommunications Operations Technology and Telecommunications Project Office Operations Learning and Teachinq Learning and Te
12. x Nw L DWS Document Set 114887 Re Note Templatg Text User Created By Create Date Cancel Click OK to close and save the note 4 Click Add to ECM to finalise the registration of the record into ECM Using Quick Add Profiles If you have a quick add profile you d like to use click on the Quick Add Profile Tab at the side of the Add to ECM screen to open the Quick Add Profile k Page 34 of 65 ECM User Guide Federation 2 2 UNIVERSITY AUSTRALIA Records Management Services The Quick Add Profile side bar will appear with a list of Quick Add Profiles you have access to Qm a mm 0 Add To Maintain TechnologyOne Quick Add Profiles 9 Double click or drag and drop to apply the Quick Add Profile to this document Add To ECM DWS Document RMS Work Instruction How to Use the Quick Add Profile ID Default Add and Edit Document gj Forward To UB Postage Meter Instructions 3 1 377 KB 3 Cancel 5 1 YMO y Document Details To use a Quick Add Profile 1 Click and drag the Quick Add Profile across to the left dropping it anywhere on the Add to ECM screen oc om Add ECM Maintain TechnologyOne Profiles Pa i Double click or drag and dro
13. Federation Z2 ECM User Guide Records Management Services Version 2 ECM User Guide Federation 3 Records Management Services LOGGING INTO ECM ven 4 NAVIGATING THE CI DASHBOARD ccccccccccccccccccccccccccccccccccccccccccccccccccccceccs 5 TAD 5 6 ORGANISE ECM FAVOURITE S 6 ADD AN INDEX TO ECM FAVOURITES 7 ARRANGING FAVOURITE S Rm 8 NAVIGATING ECNI I 9 esum UP ECM BROWSER RR uu 9 ROME 10 SEARCHING ECM sssssssssssssssssssssssssssssssssssssssssssesesosssssssssssssssssssssssssssssssssssso 12 A SINGLE INDEX SEARCH CC 12 CRO Gi RR 14 DOCUMENT PROPERTIES SEARCH EI DU 15 DOCUMENT SEARCH RESULTS eeeesssssssssssssssssssssssssssssssssssssssssssssssssssssssssssso 17 SEARCHING ADVANCED FUNCTIONALITY ccccccccccccccccccccccccccccccccecccceccs 18 CHANGING THE SEARCH RESULTS
14. All workflow tasks have task instructions regarding how to complete them Task Deadline Received Pri Incoming Task for SCHOOL Modification Request Approved Langley Michelle 09 10 2013 2 Incoming Task for ZOOL EA Program Modification Request Approved a Task Instructions The attached Program Modification request has been approved by the Academic Board and noted by Council Review any comments by clicking on the Document Action Menu white arrow next to the Program Modification Request below Click continue to notify Student Administration of the program modification All workflow tasks will have an action button at the bottom of the task Actions may include e Approved e Not Approved e Confirm Action e Continue e Next Clicking on the action button will complete the task and progress the workflow Page 52 of 65 User Guide Federation UNIVERSITY AUSTRALIA Records Management Services Using Microsoft Outlook amp ECM Advanced Functionality The ECM Add Ins tab in Microsoft Outlook allows you to not only add emails to ECM it also allows you to navigate directly to ECM without needing to change screens or access the CI dashboard or browser Home Send Receive Folder View Add Ins Adobe PDF Technology One Addto ECM Goto Task List 2 Help 8 Sync Menu Commands Custom Toolbars Clicking on Go to ECM will open the ECM Browser Clicking on the ECM Task Li
15. Reply amp Delete Create New V Policy Read T Up New Delete Respond Quick Steps Move Tags 4 Favorites lt Search Inbox Ctrl E p Inbox zx p j i 24 Sent Items D ECM ID Subject Received Deleted Items 20 4 Date Today UB UB Friday 5 July 2013 Fri 5 07 2013 4 m langley ballarat edu au E i L3 Inbox 4 Date Yesterday E MEN Leanne Edwards Re Mascot Thu 4 07 201 Pond Meee 2 Double click on the email to open it 3 Message pane at the top of the email click Add to ECM Message Adobe PDF a j B V gt x 3 Ee Meeting 23 Systems gS Rules Tag 9X Mark Unread q Add to 3 IM v t To Manager M OneNote Categorize Y Junk Delete Reply Reply Forward y _ Assign Translate Zoom All Morey 32 Team E mail Y Adions policye Follow Up v Delete Respond Quick Steps Move Tags Editing Zoom ECM Page 21 of 65 Federation 5 Records Management Services 4 The Add to ECM Maintain screen will appear Add To ECM Maintain TechnologyOne Add To ECM DWS Document Set 114887 Re Mascot Add to ECM Later Quick Add Profile ID Default 4 My Default Quick Add Profile E Forward To Document Files Cancel Select the Documents to be added to ECM 25 Add Index Link Message Including Attachments 52 KB 1 Documen
16. Document Date 4 07 2013 6 10 06 PM Date Received 4 07 2013 6 10 06 PM added to the summa ry Responsible Officer aJ Registration Officer 10118 Langley Michelle 5 at time of registration Subject 1 O Function Function Activity and Subject Activity and Subject O 85 Human Resources Staff Management Travel Travel Amrangements Page 27 of 65 ECM User Guide Federation 2 2 UNIVERSITY AUSTRALIA Records Management Services 2 Complete the registration by filling in any fields which have not been prepopulated if required 3 Click Add to ECM to complete the registration process 4 Delete the email from Outlook To easily identify which emails have been added to ECM you can add the ECM ID field to your Inbox and Sent Box D 122835 Anne King To do this Right click on the heading bar and select Field Chooser 12 t Arrange By b Date Older Reverse Sort Field Chooser Remove This Column Michelle m Kate Di G Group By This Field Michelle 1 Group by Box Elizabeth alla C View Settings PDDDD From the drop down list select User defined fields in Inbox or Sent Items Field Chooser User defined fields in Inbox m Add On Send Flag Drag and drop the ECM ID field onto the heading bar ECM ID From 122726 Michelle Langley Page 28 of 65
17. Govemance Govemment Relations State Legislation Relating to UB Core Business Development Corporate Govemance Occupational Health and Safety Operations Corporate Govemance Occupational Health and Safety Planning Review amp Monitoring Corporate Strategic Management Review Establishment and Final Reports Finances Financial Management Procedures Development Staff CEDE in Streeter 5 f you want to add to any additional Indexes you can do this by selecting Add Index Link from the left hand side bar or by clicking on the index links at the bottom of the maintain screen 6 If you want to add any notes to the record you can do this by clicking on Add Notes Notes U Add Notes Page 25 of 65 ECM User Guide Federation 2 2 Records Management Services The maintain notes box will appear give your note a title and add the note details to the text field ee DWS Document Set 114887 Re Mascot Title Text
18. Guide Federation 2 5 Records Management Services To attach a response created in Word or an email received in Outlook i e an external party replying to an initial email already captured in ECM select Attach Document Note To save an email into ECM using Respond you will need to drag and drop the email to your desktop or network drive in order to import into ECM The Respond with a Document screen will appear E Respond with a document University of Ballarat Respond Class Abbr TS F OPEN PROS1013 G4 Transfer of State Archives Physical PROV Guideline Doc 5ummary Please browse your network and select a response document Response Document 1 Browse and locate the document or email you want to attach using the Browse button 2 Click OK once the document has been attached The document properties screen will appear The document summary will appear as the title of the original document or email prefixed with a RE 3 Amend the summary to identify that the document is a response and who the response is from for example Response from Public Record Office Victoria PROV Retention Requirements for Survey Records 4 The document will be linked to the parent indexes you are at this stage able to add additional indexes if required 5 Click OK to add the response to ECM Page 64 of 65 ECM User Guide Federation 2 2 Records Management Serv
19. Profle Dei Document Files 23 Quick Add Profiles E El gt Index Entries T ij Select the Documents to be added to ECM i Message Including Attachments 407 KB image003 26 KB imageD04 ME Subject Leaming and Subject Information Managem Subject Information Managen Documents sejnoAg gt Subject U Find Subject 2 Manually search for and select the Subject file from ECM To do this a Click on Find Subject Subject Find Subject Page 24 of 65 ECM User Guide Federation Records Management Services b Type in part or the entire subject you want to locate and click Retrieve Search Search WAetrieve MiSaved Search Drag a column header here to group by that column O Function Function and aS The Subject files matching the criteria of your search will appear C Locate and tick the subject file you want to attach the document to and click OK at the bottom right hand side of the screen search Subject sert Monet Drag a column header here to group that column Function Function Activity and Subject Activity and Subject Community Engagement and Development Community Relations Public Relations Unit Operations Corporate Govemance Govemment Relations Commonwealth Legislation Relating ta UB Core Business Development Corporate
20. d Select the Documents to be added to To use a Quick Add Profile 1 Click and drag the Quick Add Profile across to the left dropping it anywhere on the Add to ECM screen Quick Add Profiles Add To ECM Double click or drag and drop to apply the DWS Document 114887 Re Mascot Quick Add Profile to this document Document Files Default Defaut 2 Overseas Travel Proposal ud Select the Documents to be added to The metadata fields which have been predetermined will appear completed on to ECM screen In this example the Doc Security Doc Summary in the Document Details section has been completed and the Subject Link has been completed Add To ECM DWS Document 114887 Overseas Travel Proposal approved Quick Add Profile 07 7 aJ Overseas Travel Proposal 2 i Document Files i Select the Documents to be added to ECM Message Including Attachments 52 i Document Properties displayed Note only part of the um Summary has been F image 7 KB filled out as each record Document Details Doc Security INTRAV Intemational Travel Document Number 118705 would contain d iff erent mmary Overseas Travel Proposal ved m T information to be Author Leanne Edwards Date Registered
21. gain an understanding of the subject of the document without needing to open it Do not retype the contents of the document 2 Complete non mandatory fields Author the person who is classed as having created the document or the signatory of the document where an administration officer has created on behalf of another person Page 31 of 65 ECM User Guide Federation 2 2 Records Management Services Document Date this is the date the document was created Documents should be added to ECM at the time of creation so this may be today s date or another date if the document has previously been saved to a network drive or other storage device Date Received this will be the date the document was received into the organisation for internally created records the date received and the document date will usually be the same date Internal External Reference use these if you have additional information you would like to search on i e an external reference id 3 System defined fields The system will automatically complete the following fields each time a document is registered DWS Document Set ID this is a unique ID assigned by the system Document Number this is a unique ID assigned by the system Date Registered this is the date the document was added to the system and cannot be changed by the registering officer Registration Officer this is the person who added the document to the system and cannot be ch
22. to search for save and arrange favourite documents indexes and Quick Add Profiles Favourites appear in the registration screen when registering documents from Email Word Excel or using ECM Windows Explorer Page 6 of 65 ECM User Guide Federation 2 2 Records Management Services Add an index to ECM favourites 1 Select Index Entry from the ECM Favourite Type drop down box OrQgnise ECM Favourites gf cioe clea M retrieve ECM Favourites ECM Favourite Use the mouse to arrar Expand All Collapse Quick Add Profile 2 Select Add ECM Favourite from the side bar under Actions to Perform Add ECM Favourite 3 Create Folder Save and Clear Save 3 Select the Index from the Search Index drop down list in the Search field and click Retrieve too Selected Entries AR Search gene ised Drag a column header here to group by that column E 87 Page 7 of 65 ECM User Guide Federation 2 5 Records Management Services For this example we are searching Index Contacts Keywords Technology One the Contact s name 5 When the file appears tick to select and click OK to add to favourites Search Contacts Search Index Contacts amp Weare Moni 0 Add Criteria Clear Criteria Clear Values Save Search Load Search Drag a column h
23. to the original email in ECM Page 54 of 65 ECM User Guide Federation 2 2 UNIVERSITY AUSTRALIA Records Management Services Using Microsoft Word Excel amp Advanced Functionality The ECM Tab in Word and Excel allows you to access and edit documents in ECM Home Insert Page Layout References Mailings Review View Acrobat ECM Template Save Properties Insert Links Toggle Links 6 Options i view Tools Insert Documents p sever Link Add to ECM Edit Help ECM Quick Access ECM Linking Fra The Template function allows you to create new document using an ECM emplate j d template Currently not in use The View function allows you to search for and open an ECM document The Edit function allows you to edit search for open and edit an ECM document or if you have opened an ECM document in Read Only it will allow you to edit the document you currently have opened The Save function allows you to save the changes you have made to the document The Save and Version function allows you to save the changes to the document you are working on and create a new version of the document in ECM Effectively selecting this option tells ECM to close the document and save the changes as a new version of the document SAVE amp Version 3 Insert Links Not covered in this guide Insert Documents Not covered in this guide The Properties function allows you to upd
24. you are making a large number of changes 7 To save changes click the Save button on the ECM Tab Home Insert Page Layout References Mailings Review View Acrobat Template Save Properties Insert Links Toggle Links Options i view Save amp Version gl Tools Insert Documents C Sever Links Add to ECM Edit Help ECM Quick Access ECM Linking Page 59 of 65 ECM User Guide Federation Records Management Services 8 check your changes back into ECM as a new version click Save amp Version on the ECM Tab Home Insert Page Layout Refer Mailings Review View Acrobat ECM Template Properties Insert Links Toggle Links es Options i view ug Save amp Version 9 gll Tools Insert Documents A Sever Links x Add to ECM E Edit 6 Help ECM Quick Access ECM Linking Note the Save amp Version option is only available when changes have been made to ECM document 9 Once you have clicked on Save amp Version the document you were working on will close and be updated in ECM as a new version To edit a new document 1 Click on the Edit button on the ECM Tab in Word or Excel Home Insert Page Layout References Mailings Review View Acrobat ECM Template Save Properties 4 Insert Links A Toggle Links Options i view Save amp Version gl Tools 2 Insert Documents A Sever Links Add to Edit 6
25. 13 Forward To UB Postage Meter Instructions 3 1 377 KB Document Details seyunoAe gt Doc Security 118737 Doc Summary UB Postage Meter Instructions 3 pesn e Author Date Registered Document Date 5 07 2013 2 52 12 PM Date Received 5 07 2013 2 52 12 PM Responsible Officer Registration Officer 10119 Langley Michelle Internal Reference E External Reference Version 1 Subject 0 S Expand All Collapse All JO Find Contacts 0 Find Contacts Notes 0 Add Notes Tasks 0 Add Tasks Add to ECM Add to ECM Later 5 The document being registered will appear under Document Files There are two ways to register a document into ECM 1 Manual Registration Manually complete the fields and attach to an index 2 Use a Quick Add Profile specific to the type of document being captured Manual Registration This option requires the registering officer to complete the fields manually 1 Complete each of the mandatory fields defined by a Doc Security what level of access does the document require Doc Summary provide a brief summary of the document the summary should provide enough information to allow another person to gain an understanding of the subject of the document without needing to open it Do not retype the contents of the document Page 37 of 65
26. CM You can link a document or an email to another record in ECM by using Respond 1 Select the document you want to add the response to 2 Choose Respond from the Document Action Menu white arrow Properties Notes Open Copy to Send Respond k Using Template Edit Attach Document Document Links Using E mail Lock Document To respond to a request via email select Using Email A new email in Outlook will open Type your response and click Send 21 8 9 gt Re PROSLO13 G4 Transfer of State Archives Physical Message Insert Options Format Text Review Adobe PDF 1 WS Attach Document du A Gl i X ERY 8 Attach ECM Document Link Paste Basic Names Include Tags Zoom d tet gt x Add to ECM After Sending Clipboard Ta Zoom From m langley amp ballarat edu au To ies prov vic qav au Cr Subject Re PROS1013 G4 Transfer of State Archives Physical PROV Guideline Type your reply he Michelle Langley Coordinator Records Management Services Academic Services Federation University Mt Helen Campus FO Box 663 Ballarat VIC 3353 Telephone 61 3 5327 6873 m langley tfederation edu au www federation edu au CRICOS Provider Number 001030 Your response email will be captured in ECM as a response document with the same links as the parent document Page 63 of 65 ECM User
27. E mail Original Edit As E mail PDF Document Links Lock Document These tasks can be used to request an action such as review or edit a document or may be used for information only To send a task to another ECM User 1 Locate the document you want to task Click on the Document Action Menu and select Send As Task The Send As Task box will appear Send As Task To Subject Ph Message Deadline None Set Overdue Notification Completion Notification To Page 43 of 65 ECM User Guide Federation 2 2 UNIVERSITY AUSTRALIA Records Management Services 4 Complete the following mandatory fields To The ECM User the task is to be sent to Subject The subject of the message Clicking on the eclipse box with the to the right of the Subject will provide access to Note Templates which can be used to add a note to the task Refer to Section XXC Note Templates for more information 5 Complete the non mandatory fields if required CC Copy another ECM user into the task The task will appear as a CC on their task list Message Provide details of what you require the person to do with the document you are sending Deadline allows the sender to set a due date for the task Overdue Notification allows the sender to ask for an overdue notification when the task is not completed by the deadline date Completion Notification allows the sender to ask for a completion notification when the
28. Help ECM Quick Access ECM Linking 2 The ECM Search screen will appear Search E oW o 29 cen x Back Forward 2 Refresh Q Stop amp Home ROM EN Document Projects 4 Contacts Subject Action Page 60 of 65 ECM User Guide Federation 2 2 UNIVERSITY AUSTRALIA Records Management Services 3 Locate the document you want to open by completing a search a Click on Document to search for a document b Type in the name of the document in the Doc Summary field and click Retrieve 4 Back Forward f Refresh Stop Home Search List Document Doc Summary Instruction v And Doc Security Document Number o Date Registered JL 1 L ML Document Date E Date Received 1 3 Registration Officer author UU Internal Reference LU External Reference Responsible Officer Revision Officer Retrieve Clear all c Theresults screen will appear listing all the documents which meet your criteria d Tick the document you want to edit and click Select 2 Search Back gt Fgfward 7 Refresh Stop amp 02 Fitter Document Filter JP Doc Summary Ed Status M Version El Document Date amp Pages E RMS Work Instruction Using Word Excel and Advanced Functionality IT 05 07 2013 05 07 2013 RMS Work Instruction How to Use the Mailr
29. NIVERSITY AUSTRALIA Records Management Services Logging into ECM 1 log into ECM double click on the ECM SmartClient icon on your desktop ECM 2 Insert your Network User Name and Password click welcome User Name Licensed To University of Ballarat technologyone business software solutions 3 The Ci Dashboard will appear ECM Browser Only User TechnologyOne Production Database direct J File Edit View Tools Actions Window Help gt ny Workplaces amp My Repons and Files 40 Announcements 8 Reminders Preferences ECM Browser Only User qain Farm are me Mer c 1 close fa refresh e show available portlets uts v i gt Home Portal 9 m ees L DE DE nud al lt O19 Published Reports SION You have 43 active ECM Tasks M ees There are 0 workflow items waiting for you to process 18 lt F 5 Configure alerts displayed Configure Portlet ALERTS 3 1 Information ta o wonn A 4 of 65 ECM User Guide Federation 2 2 Records Management Services Navigating the Ci Dashboard Note only the most important functions an ECM user needs to use have been listed Home Tab Announcements notifications when reports are ready for viewing and other system
30. Once the email has been sent clicking on the Notes of the document in ECM will show the email has been captured against the document Click the yellow information icon to open the note amp Notes Title Create Date User Created B 2 1 Re ECM User Guide 08 10 2013 Langley Using the ECM Task List Accessing Tasks from the Ci Dashboard The Ci Dashboard has been set up with an Alerts Portlet on the Home Tab This portlet shows you how many active tasks you have File Edit View Tools Actions Window Help 5 My Workplaces g My Reports and Files 4 Announcements Reminders Preferences Alerts Portlet b You have 26 active ECM Tasks ac There are 0 workflow items waiting for you to process pue To access your task list click on the hyperlink File Edit View Tools Actions Window Help 5 My Workplaces K My Reports and Files dU Announcemg Reminders Preferences Home Act a Home Porta 3 close refresh page we show available portlets Alerts Portlet You have 36 active ECM 1 There are 0 workflow items waiting for you to process pue Beg Page 46 of 65 Lssome ECM User Guide Federation 2 5 Records Management Services You can also access your task list by clicking on the View Active Tasks button which can be found under the Activities Perform tab These are activities you frequently
31. aching School ITMS Operations 6 Click on a Subject File to view its contents in the Document Pane EF TechnologyOne v Pagey Safetyv Function Activity and Subject Al Results Human Resources Management Superannuation Operations B information Management and Infrastructure CI 5 u bj e ct Fi le to Technology and Telecommunications Operations vi ew t h e con te n ts b e OW E3 gt Technology and Telecommunications Project Office Operations Learning and Teaching Learning and Teaching School ITMS Operations Doc Summary Document Pane a5 2 m 05127120 Functionality RMS Work Instruction How to Red Records Management Daily Mail Count 1 5 13 RMS Work Instruction How to Use the Mailroom Postage Meter RMS Work Instruction Registering Emails into ECM Issues Register Mt Helen Mail Delivery Mt Helen Mail Run Map With Arrows Records Management Daily Mail Count Summary Sheet Public Records Office of Victoria PROV Standards Compliance Checklist 8 m qm l de de de de de de le de IN de de l le K AAKRE S Page 13 of 65 12 ECM User Guide Federation 22 Records Management Services Cross Index Search A cross index search is used to locate documents that are linked to two or more indexes This type of search allows you to narrow down the result
32. anged 4 Add a link to the Subject Index To allow other officers to locate the record it must be linked to a Subject Index The subject index selected will be determined by the Subject of the document There are two ways to add a Subject file to the registration screen 1 Drag and drop a Subject File from the Favourites bar onto the Subject field on the registration screen Subject Information Managem 3 Documents image003 Favourites 21 Add To ECM Double click or drag and drop to apply the 9 DWS Document Set 115938 RE Auditing item to this document 5 gt Quick Add Profile ID 1 Q Defaut i Document Files 5 Quick Add Profiles a 5 Index Entries a2 i Se elect the Documents to be added to EC a Subject Leaming and Teachil Message Including Attachments 407 KB Subject Information Managem Fu 2 e Find Subject Page 32 of 65 User Guide Federation 2 5 Records Management Services 2 Manually search for and select the Subject file from ECM To do this a Click on Find Subject a Tolink to the Subject Index click on Find Subject Subject 0 Find Subject b Type in part or the entire subject you want to locate and click Retrieve Search SuDyect Search WRetieve Search Drag a column header here to group by that column O Function Function freno and Subject
33. ate the document metadata gt Properti iic Clicking properties will bring up the ECM properties box Option The Options function allows you to select the type of link to insert when using the Insert Links function Page 55 of 65 ECM User Guide Federation 2 2 Records Management Services Using the Template Function Currently not in use Using the View Function The View function allows you to open documents stored in ECM without leaving Word or Excel 1 Click on the View icon located on the ECM Tab Insert Page Layout References Mailings Review View Acrobat Save Es Properties 4 Insert Links Toggle Links Options md amp Version il Tools Insert D Sever Links Add to Edit 6 Help ECM Linking ECM Quick Access 2 The ECM Search screen will appear Back gt Forward Refresh Q Stop amp Home Search by XN Document 32 Projects Contacts FS subject 3 Locate the document you want to open by completing a search a Click on Subject to search the subject Index b Type in the name of the subject index you want to search Page 56 of 65 ECM User Guide Federation 2 2 Records Management Services Search Back Forward Refresh Stop amp Home V And E 1 V And Search and sort results by Subject Retrieve C
34. ch Subject serch Metis Mision Drag a column header here to group by that column Em Function Function Activity and Subject Activity and Subject Community Engagement and Development Community Relations Public Relations Unit Operations Corporate Govemance Govemment Relations Commonwealth Legislation Relating to UB Core Business Development Corporate Govemment Relations State Legislation Relating to UB Core Business Development Corporate Govemance Occupational Health and Safety Operations Corporate Govemance Occupational Health and Safety Planning Review amp Monitoring Strategic Management Review Establishment and Final Reports Financial Management Procedures Development eet aoe tat Menesement Sunsrannuation penni 4 f you want to add any notes to the record you can do this by clicking on Add Notes Notes 0 Add Notes The maintain notes box will appear give your note a title and add the note details to the text field x N W Maintain Notes TechnologyOne Title Note Template User Created By Create Date Click OK to close and save the note Page 40 of 65 ECM User Guide Federation Records Management Services 5 Click Add to ECM to finalise the registration of the record into ECM 6 Delete the document from your network or local drive Using Quick Add Profiles Quick Add Profi
35. cords Management Services TechnologyOne ECM C5 Pager Safetyy Qv Bement Home Log Out Mlangley Maintenance Hide Logo Help ECM Home Page This is the page you will first see when you log into ECM The Side Home Bar is visible regardless of what ECM screen you are in Sb Clicking on Search returns you to home search screen Task Lit Task List is your electronic in tray where tasks will appear for actioning Import Document G Import Document allows you to import a document into ECM from your Clipboard desktop network drive or other USB device not available to all users Search Screen initiate a search by selecting an Index Home Log Out Mlangley Templates Z Hotes gt Z Subject f Page 11 of 65 ECM User Guide Records Management Services Searching in ECM There are 3 ways of searching in ECM 1 ASingle Index Search 2 ACross Index Search 3 A Document Properties Search A Single Index Search Federation UNIVERSITY AUSTRALIA This search involves searching across one Index such as a Subject or Customer Index In this example we will search the Subject Index 1 Click on the Subject Index X Google e TechnologyOne ECM University of Ballarat v 7 http fulla 8080 dwroot datawrks frameset url search 3Fuser 3DMLANGLEY
36. cument attached You can change the name of the Subject to make it more meaningful to the receiver 9 C E E Re ECM User Guide Message HTML M Message Insert Options Format Text Review Adobe PDF x ANA Attach File Attach ECM Document EIE a I U lt gt Attach Item Attach ECM Document Link Paste pov Names Tags y ab M M Signature Add to ECM After Sending Clipboard Basic Text Include Zoom ECM To Ce Send Subject Re ECM User Guide Attached User Guide 119879 dasurl 259 B Attachments ECM User Guide Michelle Langley Coordinator Records Management Services T 61 3 5327 6873 E m langley ballarat edu au University of Ballarat Mt Helen Campus PO Box 663 BALLARAT VIC 3353 University of Ballarat 29 Learn to succeed intended recipient If you have received this e mail in error please notify me immediately and delete the e mail and all copies This e mail and any attachment may be confidential You must not disclose or use the information contained in this e mail if you are not the I m y Page 45 of 65 ECM User Guide Federation 2 2 Records Management Services 6 Type your message in the body of the email 7 Click Send HINT if you need to cancel the email click the red X on the top right hand side of the email message 8
37. eader here to group by that column il 6 E o Arranging Favourites Folders can be used to arrange Index favourites 1 Select Create Folder from the Actions to Perform side bar 2 The folder will appear under the indexes name the folder i e Subject Index 3 Drag and drop the favourites into the folder Organise ECM Favourites ECM Favourite Type nde Eny v 2 Use the mouse to arrange favourites and folders i Save and Clear Expand All Collapse All n Save I Ez Contacts Technology One Limited Page 8 of 65 User Guide Federation Records Management Services Navigating ECM Setting up ECM Browser Access Browser by click on ECM Browser from the Activities Perform Tab in Ci Dashboard ECM Browser Only User TechnologyOne Production Database File Edit View Tools Actions Window Help orkplaces 62 My Re eports and Files 40 announceme nts 6 Remi de 7 Preferences Home Activities Perform ore WWI a 2 Viey 7 retrieve Activities an ECM Browser Only user pgrforms a Common Activities These are activities you frequently perform fn c View Active Tasks j Search ECM 8 g 3 6 ECM Browser euosiag AN VN The first time you log into ECM Browser you will need to set up your home screen to be able to search 1 Click on Maintenance located at the top right of t
38. ew PDF Document Details Document Date 5 07 2013 4 10 58 PM Date Received 5 07 2013 4 10 58 PM Document Number 118749 Doc Security OPEN Open Access WD My Default Quick Add Profile Child Documents 0 Date Registered 5 07 2013 4 28 57 PM Related Documents 0 Subject 1 Contacts 0 Notes 0 Doc Summary RMS Work Instruction Using Word Excel and ECM Advanced Functionality Tasks 1 Author Michelle Langley Internal Reference Expand Coll All Expa OColtapee All Registration Officer 10119 Revision Officer 10119 Langley Michelle Langley Michelle Responsible Officer Version External Reference Child Documents 0 Related Documents 0 Subject 1 Function Function Activity and Subject Activity and Subject O 85 Information Management and Infrastructure Information Management Operations gt 584023 AAND 62 of 65 11 pn _ ECM User Guide Federation 2 5 Records Management Services Responding in ECM The ECM Respond function allows a record to be linked to another record for example where a response has been sent out in regards to a request for information or where additional information has been received and needs to be linked to a record already in E
39. he ECM screen Home Log Out Mlangley Maintenance Hide Logo Help 2 The Set Views screen will appear tick the show box next to each index you d like to search or view and click Apply at the bottom of the page A Action Documents BarCode 3 Click Exit Maintenance to return to the Home Screen Technol 20 Enterp rise Out Miangley Exit Maintenance Hide Logo Help Page 9 of 65 ECM User Guide Federation 2 2 UNIVERSITY AUSTRALIA Records Management Services 4 The indexes you have selected will appear on the Home Screen Home Log Out Mlangley Maintenance Hide Logo Help Search PON Document G Tasks Templates 7 Notes E Subject Action The Home Screen The ECM Home Screen provides access to a range of ECM functionality including e Login Log Out e Searching e Task List e Maintenance Top ECM Tool Bar This bar is visible regardless of the ECM screen you are in f TechnologyOne ECM 7 v Pagev Safetyv Toolky 2 Enterpriseleontent Home Log Out Mlangley Maintenance Hide Logo Help Home returns you to the ECM Home Screen Log Out logs you out of ECM Maintenance allows you to set your indexes for searching Hide Logo Hides the Technology One Enterprise Content Management Logo Help provides access to the online Help Files Page 10 of 65 ECM User Guide Federation 3 3 Re
40. ices 6 This page has been left blank Page 65 of 65
41. ing information about a document File Type Document Security Document Summary Index Status No of Pages Doc Summary Status 64 Version 2 Document Date M Pages M RECORDS Records Management Services RMS Weekly Count Spreadsheet IT 48 12 07 2013 1 Document Action Menu Version Document Date Index Status attached to one or more indexes i e Subject Index T Contains an active Task Contains History R Contains related links C Linked to a Contact Customer N Contains Notes L Is linked to a Location Clicking on the Document Action Menu brings up other actions Properties Notes Open Copy to Send Respond k Edit Document Links Lock Document Properties shows the properties of the document Here you can see what indexes the document is attached to the history active tasks related documents etc Notes View notes associated with the document or add additional notes Page 17 of 65 ECM User Guide Federation 2 5 Records Management Services Open Open in the native application or select to view a rendered PDF version Copy to copy the document to a clipboard Advanced functionality not available to all users Send Send the document as a task to an internal ECM user or email to external contact Respond allows a response to the document either using email using an ECM template or by attaching a document saved to a net
42. ject Index The subject index selected will be determined by the Subject of the document There are two ways to add a Subject file to the registration screen 1 Drag and drop a Subject File from the Favourites bar onto the Subject field on the registration screen Page 38 of 65 ECM User Guide Federation 3 3 UNIVERSITY AUSTRALIA Records Management Services Favourites Add To ECM Double click or drag and drop to apply the DWS Document Set RE Auditing item to this document Quick Adi Pole 1D Dena vy 3 Index Entries gi W Select the Documents to be added to ECM Subject gi Message Including Attachments 407 KB Subject Information Managem Subject Information Manag d 7 image003 26 KB 3 Doc E image004 7 KB F Subject 0 m Find Subject 2 Manually search for and select the Subject file from To do this a Click on Find Subject Find Subject b Type in part or the entire subject you want to locate and click Retrieve Search sene Dirag a column header here to group by that column l Function Function c The Subject files matching criteria of your search will appear d Locate and tick the subject file you want to attach the document to and click OK at the bottom right hand side of the screen Page 39 of 65 ECM User Guide Federation 2 2 Records Management Services Sear
43. lear all c Click Retrieve d The results screen will appear listing all the subject files which meet your criteria e Click on the Subject File to view the documents within that file Search 44 Back Forward Refresh Stop Subject Function Activity and Subject All Results TEN Subject files meeting search criteria appear here eG Human Resources EX Staff Management Superannuation Operations BOG Menacement and Infrastructure Click on file to see documents within that file inrormauan Management antc h 6 Information Management Operations ES Technolo and Telecommunications Operations EQ Technology and Telecommunications Project Office Operations gx Learning and Teaching Learning and Teaching School ITMS Operations Select Class Abbr Doc Summary M Status M Version El Document Date 2 Pages E RMS Work Instruction How to Register Word and Excel into i 2 05 07 2013 Records Management Count 1 5 13 05 07 2013 RMS Work Instruction How to Use the Mailroom Postage Meter 05 07 2013 RMS Work Instruction Registering Emails into ECM x 05 07 2013 Issues Register Mt Helen Mail Delivery 04 07 2013 Mt Helen With Arrows 03 07 2013 Records Management Daily Count Summary Sheet 03 07 2013 Public Records Office of Victoria PROV Standa
44. les contains predefine metadata which can be automatically applied to the record you are registering Fields that can be predefined include the Document Classification Document Summary the index the document is to be attached to Internal and External references If you have a quick add profile you d like to use click on the Quick Add Profile Tab at the side of the Add to ECM screen to open the Quick Add Profile sidebar b M Quick Add Profle k Eo RIN The Quick Add Profile side bar will appear with a list of Quick Add Profiles you have access to UJ Add To ECM Maintain TechnologyOne e Add To ECM Quick Add Profiles Double click or drag and drop to apply the Add to ECM DWS Document Set 114313 RMS Work Instruction How to Use the Quick Add Profile to this document Add to ECM Later Quick Add ProfilelD 1 Q Default Add and Edit Document Forward UB Postage Meter Instructions 3 1 377 KB e Cancel Document Details To use a Quick Add Profile 1 Click and drag the Quick Add Profile across to the left dropping it anywhere on the Add to ECM screen Page 41 of 65 1 E ECM User Guide Federation 2 2 Records Management Services om pm 0 Add To Maintain TechnologyOne Add Profiles c e Double c
45. lick or drag and drop to apply 2 DWS Document Set 114913 RMS Work Instruction How to Use Mail Quick Add Profile to this document 5 i gt Add to ECM Later Quick Add Profile ID 1 a Defaut _ wa seuns SS v Add and Edit Document CL Defaut Defaut UB Postage Meter Instructions 3 1 377 D Overses Proposa 2 Forward To nium Document Details j Agreement a The metadata fields which have been predetermined will appear completed on the Add to ECM screen 2 Complete the registration by filling in any fields which have not been prepopulated if required 3 Click Add to ECM to complete the registration process 4 Delete the document from your network or local drive refer to instructions on page 28 Page 42 of 65 ECM User Guide Federation 2 5 Records Management Services The ECM Task List The ECM Task List is like an electronic to do list When a task is sent either by another ECM user or via a Workflow process it will appear on your Task List Sending a Task to an ECM User Selecting the Send As Task action on the Document Action Menu initiates an Action Required Task Class Abbr H W gt OPEN Program Concept and Business Case Form Bachelor of Human Movement Studies Properties Notes Open Doc Summary M Copy to Send As Task Respond As
46. ng an email this field will be pre populated with the date of the email Date Received if adding an email this field will be pre populated with the date the email was received Internal External Reference use these if you have additional information you would like to search on i e an external reference id Page 23 of 65 ECM User Guide Federation 2 5 Records Management Services 3 System defined fields The system will automatically complete the following fields each time a document is registered DWS Document Set ID this is a unique ID assigned by the system Document Number this is a unique ID assigned by the system Date Registered this is the date the document was registered into the system and cannot be changed by the Registering officer Registration Officer this is the person who added the document to the system and cannot be changed 4 Adda link to the Subject Index To allow other officers to locate the record it must be linked to a Subject Index The subject index selected will be determined by the Subject of the document There are two ways to add a Subject file to the registration screen 1 Dragand drop a Subject File from the Favourites or Recently Used bar onto the Subject field on the registration screen Favourites Add To ECM 1 Double click or drag and drop to apply the DWS Document 115938 RE Auditing item to this document 5 gt Quick
47. notifications Reminders set reminders for yourself or group in ECM or in Outlook Ty ECM Browser Only User TecRiiglogyOne Database dire File Edit View Tools Actions Wigdow Help My Workplaces 62 My Reports and Files Announcements Reminders Preferences E C M rowser Q n ly Use University of Ballarat help Qag owad MW close 2 refresh page wW show available portlets page layouts Cv eX Alerts Portlet You have 43 active ECM Tasks a re are 0 workflow items waiting for you to process Alerts displays how many tasks you have on your ECM Task List Qo he Page 5 of 65 User Guide Federation 2 5 Records Management Services Activities Perform This is the tab that you will work from the majority of the time in ECM Browser Only User TechnologyOne E Edit View Tools Actions Help G Workplaces g My Reports and Files Announcements Reminders Preferences Activities an ECM Browser Only user performs Common Activities These are activities you frequently perform View Active Tasks Search ECM Fi e ECM Browser View Active Tasks Click here to go to your ECM Task List Search ECM Click here to go to the ECM Search Screen ECM Browser Click here to go to ECM Browser Organise ECM Favourites The Organise ECM Favourites tab allows you
48. oom Postage Meter 05 07 2013 RMS Work Instruction Registering Emails into ECM 05 07 2013 4 The document you have ticked will open in edit mode allowing you to make changes Qa 9 5e Hint to cancel out of the search click then close the search screen Page 61 of 65 ECM User Guide Records Management Services Using the Insert Links Function Federation UNIVERSITY AUSTRALIA This is Advanced Functionality not covered in this User Guide Using the Insert Document Function This is Advanced Functionality not covered in this User Guide Using the Properties Function 1 access the document properties click on properties on the ECM Tab Home Insert Page Layout Referen Template Save Properties i view ig Save amp Version gil Tools Add ECM Edit 6 Help ECM Quick Access Mailings Review View Acrobat ECM Insert Links Toggle Links 3 Insert Documents A Sever Links ECM Linking Options 2 The ECM document properties box will appear Any changes made here will be updated in ECM Document Properties Maintain TechnologyOne Document Properties DWS Document 114922 RMS Work Instruction Using Word Exc 4 Currently being Edited by Langley Michelle Quick Add Profile ID 1 Default Document Files RMS Work Instruction Using Word Excel and ECM Advanced Functionality 1 789 KB Vi
49. ory of the original email 2 Addonly the attachment discard the email message This option can be selected when adding an email that has been sent from a Multi Function Device MFD and the email does not contain any information that provides context to the attachment Page 22 of 65 ECM User Guide Federation 2 5 Records Management Services Tick the option you want to add to ECM in this case we are adding the entire message including attachments Add To ECM DWS Document Set 114887 Mascot Quick Add Profile 10 Default Default Quick Add Profile Document Files 1 Select the D 7 There are two ways to add an email into ECM 1 Manual Registration Manually complete the fields and attach to an index 2 Use a Quick Add Profile specific to the type of email being captured Manual Registration This option requires the adding officer to complete the fields manually 1 Complete each of the mandatory fields defined by a Doc Security what level of access does the document require Doc Summary provide a brief summary of the document the summary should provide enough information to allow another person to gain an understanding of the subject of the document without needing to open it Do not retype the contents of the document 2 Complete non mandatory fields Author if adding an email this field will be pre populated Document Date if addi
50. ou are not sure which file is has been linked to If you know some key information about the properties of the document i e registration officer date it was registered words included in the document summary you will be able to use these to narrow down your search 1 Always commence the search by selecting an Index to search against in most cases you will select the Subject Index as all documents must be attached to a Subject 2 Click Document to bring up the document search screen 114 TechnologyOne m 7 Pager Safetyv Toos Enterprisel ontent 8 Home Log Out Maintenance Hide Logo Help Search and sort results by Subject Retrieve Clear all Select another view to search across amp Contacts _ AN Action Templates YN Document 3 Add your search criteria to the document search fields Search List In this example we are searching STO Doc Summary LLL for all documents 7 And registered on the 05 07 2013 by Registration Date Received officer Registration Officer Michelle Langley Author Doc Summary Doc Security Document Number Date Registered Document Date Internal Reference External Reference Responsible Officer Revision Officer Search and sort results Subject Re
51. ow you to open any type of document not just word or excel documents Using the Edit Function The Edit function allows you to 1 Search for and select an ECM document to edit 2 Edit the ECM document you currently have opened in Read Only To edit a document you already have open To verify the document is currently in Read Only check the file name at the top of the document it should show Read Only at the end of the file name Page 58 of 65 ECM User Guide Federation Records Management Services 1 Click on the Edit button on the ECM Tab in Word or Excel Home Insert Page Layout References Mailings Review View Acrobat ECM Template bd Save Properties 4 Insert Links Toggle Links e Options t View cave amp Version Tools gt Insert Documents p Sever Links Add to Edit Help ECM Quick Access ECM Linking 2 message will appear asking if you want to edit the current document 3 Click Yes TechnologyOne 4 When the user box appears make sure your name is selected Never check out to a group you are a member of 5 Aprogress screen will appear before the document is opened in edit mode HINT To check the document is ready to edit the Read Only will be removed from the end of the file name at the top of the document 6 Make changes to the document ensuring you save your changes periodically throughout the day especially if
52. p to apply the 2 DWS Document Set RMS Work Instruction How to Use the Mail Quick Add Profile to this document Add to ECM Later Quick Add Profile 10 Default C H sd gu OO D Add and Edit Document efautt Defaut gt 8 UB Postage Meter Instructions 3 1 377 JVEISESS iray 8 Forward To tage 3 s Cancel Document Details VETIS Agreement The metadata fields which have been predetermined will appear completed on the Add to screen 2 Complete the registration by filling in any fields which have not been prepopulated if required 3 Click Add to ECM to complete the registration process 35 65 ECM User Guide Federation 2 2 UNIVERSITY AUSTRALIA Records Management Services Adding Documents using Windows Explorer Document formats such as PDF are not compatible with the ECM Add Ins Therefore you need to bring them into ECM either by importing them or using the ECM Windows Explorer module Note before using ECM Explorer you must ensure you have authenticated the Internet To add a document stored on a network or local drive 1 Double click on the ECM Windows Explorer icon on the desktop Technology ECM Windo The ECM Windows Explorer window will open gt l amp Desktop AddtoECM Add Search Browse ECM Downloads Later Results rig
53. rds Compliance Checklist 27 06 2013 Es rg p m Page 57 of 65 ECM User Guide Federation 2 2 Records Management Services f Tick the document you want to open and click Select 4 Back Forward Refresh Stop amp Home Subject Fu ction Activity and Subject Human Resources L Staff Management Superannuation Operations gt Information Management and Infrastructure Technology and Telecommunications Operations Technology and Telecommunications Project Office Operations Learning and Teaching Learning and Teaching School ITMS Operations Pus Doc Summary Status 0 Version 2 Document Date Pages M RMS Work Instruction How to Register Word and Excel Documents into ECM I 2 05 07 2013 1 yw p i RECORDS Records Management Daily Mail Count 1 5 13 1 05 07 2013 1 RMS Work Instruction How to Use the Mailroom Postage Meter 05 07 2013 F w OPEN RMS Work Instruction Registering Emails into ECM 05 07 2013 A Issues Register Mt Helen Delivery I 3 04 07 2013 1 F w i OPEN Mt Helen Mail Run Map_With Arrows I 1 03 07 2013 1 A Records Management Daily Count Summary Sheet I 1 03 07 2013 1 38 OPEN Public Records Office of Victoria PROV Standards Compliance Checklist I 1 27 06 2013 1 4 The document you have ticked will open in its native application This function will all
54. s of a search The search is performed the same way as a single Index search except more Indexes are used to create the search criteria In this example we are searching on the Subject Index and the Contacts Index to locate documents attached to both indexes that meet the criteria specified Note results will only be returned for documents that are linked to both indexes 1 v Pagev Safetyv Tools v E Technol Enterprise gon 4 gt eni af C P EF TechnologyOne ECM amp Subject Subject And C7 LL sain STD Doc Summary amp Contacts Business Name Acronym 1 Search and sort results Subject gt Retrieve Clear all Select another view to search across lt y Action Templates UN Document Once you have created your search click Retrieve The results will appear in the Index pane as per the Single Index Search Click on the File to view its contents HINT If you are unsure which File contains the document you are looking for clicking on All Results will show all documents from each file in the document pane below Function Activity and Subject All Results Page 14 of 65 ECM User Guide Federation 22 Records Management Services Document Properties Search A Document Properties Search is useful when you are searching for a particular document and y
55. st will ECM Browser at the task screen Clicking on Help will open the ECM User Assistance screen Identifying Outlook emails that have been added to ECM Once an email has been added to ECM it is allocated an ECM ID Using Outlook Functionality you can add this field to your Inbox or Sent Items which will allow you to easily identify which emails have been captured in ECM pP Subject Received 7 Lea Anne Borton Index Entry Security quide Wed 27 11 To do this Right click on the heading bar and select Field Chooser 9 Arrange By 4 Date Older t Reverse Sort leisha 29 Field Chooser Remove This Column Michelle Kate DIG Michelle 1 Group by Box Elizabeth alla L Group By This Field PD g View Settings Page 53 of 65 m s ECM User Guide Federation 2 5 Records Management Services From the drop down list select User defined fields in Inbox or Sent Items Field Chooser User defined fields Inbox ECM Add ECM On Send Flag Drag and drop the ECM ID field onto the heading bar I rx O ID 59 122726 Michelle Langley Click on the X to exit Field Chooser Hint If an ECM ID appears next to an email in Outlook you can be assured is has been captured in ECM Delete this email from Outlook to reduce your Outlook mailbox size and if required you can refer back
56. t to Lat Quick Add Profile ID 1 Default 32 My Default Quick Add Profile a Add to uic ofile 5 i Add and Edit Document Document Files 7 E UB Postage Meter Instructions 3 1 377 Document Details Doc Security Document Number 118737 E Doc Summary UB Postage Meter Instructions 3 e e Il Save Document Locally z E E Author Date Registered c Document Date 5 07 2013 2 52 12 PM Date Received 5 07 2013 2 52 12 PM 8 ee E Responsible Officer aJ Registration Officer 10119 ings Pais Internal Reference External Reference Contacts 0 Notes 0 Version Tasks 0 Subject 0 2 Expand Coll All Find derat Find Subiect c tacts A Contacts Find Contacts Not 2 Add Notes Tasks D Add Tasks ij Adding a task initiates a workflow ECM Add to ECM Later There are two ways to register a document into ECM 1 Manual Registration Manually complete the fields and attach to an index 2 Use a Quick Add Profile specific to the type of document being captured Manual Registration This option requires the registering officer to complete the fields manually 1 Complete each of the mandatory fields defined by a Doc Security what level of access does the document require Doc Summary provide a brief summary of the document the summary should provide enough information to allow another person to
57. t Number Personal Standard Personal Registration Langley Michelle Refresh Document Number Allows you to search for tasks based on an ECM Document Number Sorting Tasks Clicking on the Task From Deadline Received or Priority headings will sort the tasks by that field Deadline amp Received 2 Pri 5 Standard 1 La Michelle 15 07 2013 2 lw EJ Draft Record Management Framework Policy Task shows the task type Expanding on the will display the attached document From shows who sent the Task Page 48 of 65 ECM User Guide Federation 2 2 Records Management Services Deadline if a deadline has been sent this will show here indicates when the task needs to be completed by Received the date the task was received on the task list Priority indicates the urgency of the task where 1 is urgent 2 is normal and 3 is low Clicking will expand or collapse the second level of the task This is the same as clicking the or to show or hide the attached document Task List Langley Michelle Personal v Refresh Deadline I2 Received 2 Pri 9 Standard CheckIn La Michelle 15 07 2013 2 EJ Record Management Framework Policy Standard CheckIn Langley Michelle 25 07 2013 2 Actioning Tasks The type of task will depend on how you action it 1 view the task click on the task hyperlink Task List Limit Tasks To Document N
58. t Properties displayed e Add Notes image001 7 KB MS Add Tasks image 7 KB Document Details Doc Security Document Files Document Details Doc Summary Re Mascot Subject 0 Contacts 0 Notes 0 Tasks 0 Expand All Collapse All JD Find Document Date 4 07 2013 6 10 06 PM E Date Received 4 07 2013 6 10 06 PM 50 Registration Officer 10119 Langley Michelle External Reference Internal Reference Only to this Message and Attachments Version 1 F E Rob AN Author Leanne Edwards Date Registered Subject 0 amp Find Subject Contacts Contacts amp Find Contacts Notes 0 aq Add to Add to ECM Later Adding to ECM Options If you are adding an email with an attachment you have 2 options 1 Add the entire email including the attachment as one record This option should always be selected where the email contains information that provides context and history to the message and any attachments including who sent it and the time it was received If you need to edit the attachment in the email you are required to add the entire email into ECM and then save a new copy of the attachment as a separate document to ensure you capture the full and complete hist
59. t will provide access to Note Templates which can be used to add a note to the task HINT Notes are not mandatory You should only add a note when you want to capture that an action was taken Notes such as completed done actioned noted forwarded etc should not be used Example Subject Changes made to document Message Please refer to section 6 of the document for changes Table added Section 7 has been removed and section 8 renumbered Page 50 of 65 ECM User Guide Federation 2 2 Records Management Services If the task is a workflow task there will be a similar message or comment box depending on the workflow 7 Complete the task by clicking Completed for Action Required tasks or by selecting the appropriate action for workflow ta Please enter a note Subject Message Once the task has been completed the document will be updated with any notes that have been added Return to Task List Attachment Class Doc Summa Processing is being completed To view document please Refresh 9 Click Refresh to view the document Task Completed Return to Task List Attachment Class Doc Summary Status Versio TES Records Management Services RMS Weekly Mail Count Spreadsheet 51 of 65 ECM User Guide Federation 3 UNIVERSITY AUSTRALIA m Records Management Services Workflow Tasks The method of actioning a workflow task will depend on the type of workflow
60. task has been completed 6 Click Send to send the task or Cancel to cancel sending the task Sending an Email to an External Customer An ECM document can be sent externally using email The benefit of using the Send As Email function rather than simply attaching the document to an email outside ECM is that the email is captured by the system automatically You do not need to then register the email back into ECM as a record of what was sent Page 44 of 65 ECM User Guide Records Management Services The Send As Email function has two options Federation UNIVERSITY AUSTRALIA Send As Email original sends the email in its native format i e Word Excel PowerPoint Send As Email PDF sends a rendered version of the document Class Abbr H OPEN ECM User Guide Properties Motes Doc Summary M Copy to k Send As Task Respond k As E mail Original Edit As E mail PDF Document Links Lock Document To send an email Locate the document you want to email IE E mail Original Click the Document Action Menu and select Send As Email Choose whether you want to send the original or a PDF version of the document A blank email will open in Outlook in other window note the email will not open on your screen you will need to click on the Outlook icon at the bottom of the screen 5 The email will appear with the subject pre filled and the do
61. trieve Clear all Contacts E Action i lemplates DX Document Page 15 of 65 ECM User Guide Federation 3 3 Records Management Services 4 Click Retrieve 5 Click OK to the following message Message from webpage 7 ge You are about to do a search on the whole Subject Index Depending on the current size of the index this may take a long time 6 When the result screen appears click All Results to show all documents that meet the search criteria Subject Function Activit gt Subject gt all Results gt Information Management and Infrastructure E3 Information Management Operations E3 Information Management Policy Administrative Function Activity and Subject gt All Results Information Management and Infrastructure Information Management Operations Information Management Policy Administrative Doc Summary Status 0 Version 2 Document Date 2 Pages M lw RMS Work Instruction How to Use the Postage Meter IT 1 05 07 2013 1 Records Framework Procedure IT 1 05 07 2013 1 lw a OPEN Draft Record Management Framework Policy IR 3 28 06 2013 1 Public Records Office of Victoria PROV Standards Compliance Checklist I 1 27 06 2013 1 16 65 ECM User Guide Federation 2 2 UNIVERSITY AUSTRALIA Records Management Services Document Search Results The document pane displays the follow
62. umber User Group Standard Refresh La ngley Michelle From H Langley Michelle 2 Read the Task Instructions on the task these may appear as a message for Action Required tasks or as Task Instructions for workflow tasks 3 The document will show in the Attachments at the bottom of the task Attachment Class Doc Summa Status Version Document Date Pages OPEN Program Concept and Business Case Form Bachelor of Human Movement Studies IHTRN 2 19 09 2013 1 49 of 65 ECM User Guide Federation 2 5 Records Management Services 4 5 6 If you are required to edit the document click on the Document Action Menu white arrow next to the document name and select Edit Cups F OPEN Program Concept and Business Case Form Bachelor of Human Movement Studies Properties Notes Open k Copy to Send Respond k Edit Document Links k For instructions how to edit an ECM document refer to the section Using Microsoft Word Excel amp ECM Advanced Functionality Using the Edit Function To view the document without editing it you can either click on the Document Summary hyperlink or select Open from the Document Action Menu If the task is an Action Required task add comments to the message field within the task Please enter a note Subject Do B r Message Clicking on the eclipse box with the to the right of the Subjec
63. work drive Edit opens the document in edit mode to allow for changes to be made Creates a new version Document Links provides access to Related links a document that has been related to the existing document using email an ECM Template or by attaching an externally saved document All Versions access all versions of the document Lock Document only available to specific user groups Locking a document secures it from future editing and is irreversible Searching Advanced Functionality Changing the search results view For a cross index search the default view is always the first index selected in the search This can be changed by using the drop down and selecting an alternate index in the Search and Sort results by field Search List Subject STD Summary Search and sort results by Subject Retrieve Clear all Page 18 of 65 ECM User Guide Federation 2 5 Records Management Services Returning to the previous search criteria screen Using the browser back arrow will return you to the previous search screen JS Document subject amp Contacts A Action ECM Home Page Page 19 of 65 ECM User Guide Federation 2 2 Records Management Services Adding a document to ECM There are three ways to add a document to 1 Using the Outlook ECM Add in toolbar 2 Using the Word Excel ECM Add in toolbar 3 Using ECM Windows E
64. xplore Navigating the Add to ECM Maintain Screen The Add to ECM Maintain screen appears whenever Add to ECM is selected This screen is divided into 3 sections e The Actions to Perform Side Bar left hand side e The Registration pane middle e The Quick Add Profiles Side Bar right hand side Add ECM Maintain TechnologyOne LI Quick Add Profiles A Double click or drag and drop to apply 2 DWS Document Set 117159 Index Entry Security Quick Add Profile to this document 5 Quick Add 1 amp Document Files i A Select the Documents to be added to s V Message Including Attachments 472 i Document Properties displayed T1 4 02 Index Entry Security Functional Guide 435 KB g Document Details H Doc Security v Document Number 121323 Doc Summary Index Entry Security j i Author Carol Rutherford Date Registered Document Date 19 09 2013 9 35 55 AM Date Received 19 09 2013 9 35 55 AM em Expand Collapse All JO Find Responsible Office J Registration Office 10119 Langley Michelle Internal Reference External Reference Subject 0 Find Subiect Contacts 0 Find Contacts Notes 0 Add Notes Tasks 0 Add Tasks 4 Adding a task initiates a workflow Add to ECM Add to ECM Later Cancel

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