Edms Documentation Admin

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EDMS DOCUMENTATION

Software Lab Qatar W.L.L | PO Box 31400 | Doha, Qatar

Tel: +974 44622703, 44622705|Web: www.softlabqatar.com

E Mail: [email protected]

SOFTWARE LAB QATAR W.L.L

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http://www.softlabqatar.com/mailto:[email protected]://www.softlabqatar.com/mailto:[email protected]:[email protected]://www.softlabqatar.com/


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CONTENTS:

1. FILE

1.1. CREATE/EDIT DEPARTMENT..3

1.2. CREATE/EDIT EMPLOYEE41.3. CREATE/EDIT CLIENT...51.4. CREATE/EDIT DOCUMENT TYPE6

1.5. CREATE/EDIT TYPE OF EVENTS.7

2. PROCESS

2.1 REGISTER INCOMING DOCUMENTS8

2.2 REGISTER OUTGOING DOCUMENTS...112.3 PROCESS (TAKE ACTION) DOCUMENTS12

2.4 SET REMINDER.13

2.5 PERSONNEL AGENDA.142.6 SEARCHES IN FILE...15

2.7 SEND SHORT MESSAGE..16

2.8 READ MESSAGE17

2.9 SECURE DOCUMENT...............................182.10 ARCHIVE DOCUMENT...19

2.11 READ LOTUS NOTES EMAIL.21

2.12 VIEW LOTUS NOTES EMAIL.22

3. UTILITY

3.1 CHANGE PASSWORD...23

3.2 SET LOTUS NOTES PASSWORD.233.3 SET ACCESS LEVEL..23

3.4 SET PERMISSION...24

3.5 BACKUP DATABASE..25

4. REPORTS

4.1 Main Controls in Report264.2 Document List...26

4.3 History of Document.26

4.4 Pending List...264.5 Handled by Employee....................................... 27

4.6 Conversation Trail.27

4.7 Departmental Analysis...274.8 Monthly Analysis...27

4.9 Process duration.27

4.10 Query Agenda..274.11 Custom Report Generator28


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CREATE/EDIT DEPARTMENT

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Steps to create department:1. Type name of department in field 4.2. Type 3 letter code in field 5.3. Click on 2 and select the default directory for the department. Selected folder

along with its path will be displayed in text filed 6. All files related to this

department will be saved in the folder being selected.

4. Finally click on button 3 for saving.All the departments created will be listed in the grid numbered as 7.For making any changes to the existing department, select the department from 7 by

clicking on the corresponding row. Make changes and again save using 3.1 can be used for deleting any department from list 7.


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CREATE/EDIT EMPLOYEE

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All users who intend to use the EDMS must be registered here.

Steps to register a new user:1. Type user id (with which user will be logging into EDMS), name, designation etc.

In the password field key in the password which also needs to be used for logging

into EDMS.

2. Next step is setting up lotus notes configuration. Key in the server name, lotus DBand lotus notes password in the appropriate fields in section 5.


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3. Finally click on 1 for saving.All registered users can be viewed in the list 4 by clicking on 2.

For deleting any user, select the corresponding user from list 4 and click on 3.

CREATE/EDIT CLIENT

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All clients from whom the documents are to be registered needs to be created here.

Steps for creating client:


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1. Type Client ID, name, address etc in the space provided.2. Business card of the client can be attached to system either from file saved in user

machine or by scanning directly from scanner. Button 6 & 7 can be used for doing

these operations. 8 can be used for clearing the saved business card.

CREATE/EDIT DOCUMENT TYPE

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All types of document being dealt in office must be registered here along with a three

letter code for each document type.Steps for creating a new document type:

1. Key in the type of document in section 4 and corresponding three letter code insection 5.

2. Click on 1 for saving the document type.3. All the type of documents already created into the system will be shown in the list

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4. User can delete any of the document type just by selecting it from 6 and thenclicking on button 3.

CREATE/EDIT TYPE OF EVENTS:

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All the events related to documents needs to be registered here.Steps for creating event:

1. Key in the event name in section 4.2. Click on button 1.3. All the existing events will be displayed in the list 5.4. For deleting any event, select it from list 5 and then click on 3.


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REGISTER INCOMING DOCUMENTS

This module is used for registering all the incoming documents into EDMS. User canattach soft copy of any document and there is a provision for forwarding the registereddocument to other EDMS user.

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Registering Document:

1. A default document number will be displayed by the system. User needsto fill in other details like document reference, previous document ID (if

any), file number, date etc.

2. Then user needs to select the department to which this document isrelated.


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3. Then using button 6 user can select the company from which thedocument came.

4. Then fill in the subject, a short description and remarks (if any) for thedocument.

5. User can forward this document to any other EDMS user. If thedocument needs to be forwarded to only single user he/she can beselected from the list named forward To.

6. If document needs to be forwarded to more than one user click onbutton 7 and a window listing the entire user will be displayed as shown

below.

7. User can select multiple users to whom the document needs to beforwarded by clicking on the user name and finally click on Mark Copyand Exit button to close this window.

8. For attaching single document user needs to click on button 8 forlocating the file. Button 9 can be used for viewing the attached file.

9. For attaching more than one document click on button 4 and a newwindow will be displayed as shown below.

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10. Click on button 10 for locating the file. Name for file will beautomatically provided by the system.

11. User can attach any number of documents here by using button 10.12. Once all the files are attached click again on button 4 to close the

attachment window.

13. Finally click on save. Once document is saved the system will displaythe document number created. User may note it down for reference.

14. For retrieving the entire registered documents user can use button 2 forsearching the document. Search window have been displayed below.


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15. All the registered incoming documents will be displayed in the list. ForSelecting any particular document user needs to double click on thecorresponding document number from the list.

16. User can use all other available filtering options which will make the searchprocess faster.

17. Button number 3 in the first screen is used for editing the documentregistration. User can make any changes to the registered document and

then click on button 3 for saving it in edit mode.

18. If user needs to create a new revision for the same document then he/sheneeds to again click on the button 1 and at that time system will create a

new revision for the same document.

19. Button 5 is used for attaching the document directly from scanner.


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REGISTERING OUTGOING DOCUMENTS

This module is used for registering outgoing documents. All the buttons andworkflow are the same as that of registering incoming documents. Users are

therefore advised to go through the documentation for registering incomingdocuments first.21 3

Since this section is used for registering outgoing documents users cancreate excel or word files to be attached from this form itself.

Button number 1 can be used for opening MS Excel and button 2 for opening MS Word.

The file created this will be included as attachment for the document being registered.Button 3 is used for emailing using lotus notes. After registering the document if user

needs to mail it to somebody, it can be done by clicking on button 3. All the attachments

included during registering documents automatically will become the email attachments.


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PROCESS (TAKE ACTION) DOCUMENT

When use receives a document, this form will be used for taking any action on the

document. User can select any action from the list and can also provide their comments inthe space provided. If he/she needs to forward it to somebody that can be done byselecting the user from the list.

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Steps for processing document:1. Select the document to be processed using button 1.2. On selecting the document all details related to the same will be displayed.3. User needs to select which action he/she needs to take from the list of actions.4. User can provide comments (if any) in the space provided.5. History of document i.e. all actions made by other users can be seen by

clicking on history.6. Similarly attachments can be viewed by clicking on attachment.


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7. Copy button can be used to forward the document to multiple users.8. finally click on save.9. If user needs to be reminded about the particular document later, he/she can

use button number 2 for setting the reminder against the particular document.

SET REMINDER

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1. This screen shows the reminder window. User can set the date and time forreminder along with any comments.

2. Button 2 can be used for finding the document number.

3. Finally click on button 1 to save,3. Once the reminder is set system will remind you about the same in the form of

alert.


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PERSONAL AGENDA

This form is used for managing personal agenda like meeting plans, schedules etc.

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Steps for creating personnel agenda:

1. Set the date and time.2. Fill in other details like with whom, notes and reports (if any).3. Finally click on button 1 to save.4. All the registered agendas will be displayed in the list number 4.5. For deleting any agenda, select the particular one from the list and click on

button 3.


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SEARCH IN FILE

This module is used for searching files based on the content inside a file.

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Key in the text to be searched in the portion Search For. Then user may use other

filtering options like file types to be looked, directories to be looked etc. during the

search process.

Then click on button 1 to begin the search process. All the results will bedisplayed in the list. User can save the result by clicking on button 3.


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SEND SHORT MESSAGE

A short messaging system has also been incorporated in the Document Manager.Select the addressee from the drop down list of employees and type the message in the

box below. Message cannot be more than 255 characters long. You can also mark copy toas many as you want. Click on the Send button to dispatch the message.


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READ MESSAGE

When somebody sent a message to you, a popup to that effect will appear. Whenyou chose to read message this form will be displayed. It shows all the messages you

have received so far and unread ones in Bold. Select the message you want to read and

that will be displayed in the box below. You can also delete the selected message afterreading. Use the Reply button if you want to reply the selected mail.


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SECURE DOCUMENT

While enjoying the flexibility of the Document Management System Security ofDocuments is also of prime importance. A few documents always are extremely

confidential and need to be stored in a secure environment. This is the process achieved

by this module.Before you can secure a document you need to make a secure folder for yourself. Please

contact your system administrator if you are not familiar with Microsoft Windows

security policies. You can create this folder on the Server or on your own PC and share

this with only those users you want to give access to your secure documents. You cancreate more that one secure folder for different group.

Once you do the above (it is a one time job to set up your secure folder/s) the rest of the

procedure is quite simple. Enter the Doc ID of the document you would like to secure andselect the folder you want the document is to be moved to. Now click on the secure

button. The system marks the document as secured and moves the document and any

attachments (if they are stored electronically on the system) to the secure folder specified.


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ARCHIVE DOCUMENT

After prolonged use of Document Management system a lot of storage space canbe occupied by electronically stored documents especially by scanned image files. To

come over this problem you need to archive documents from time to time. The most

efficient way to do this is to specify a range of documents and burn them to a CD label it

properly and keep in a safe place. This is the procedure we have incorporated in thesystem. If you have another way of archiving we believe the system is flexible enough to

cater for that. If not please contact Software Labs to customize specifically for you.

We have provided several ways to filter and select the documents you want to archive. If

you do not want to use a field as filter just select 'ALL' for that field.

Category - Incoming, Outgoing or InternalDocument Type - As per you have specified through Type of Documents form. Select

ALL to ignore

Name - Name of Sender if Incoming or Name of Addressee if outgoingCompany - Name of the Company as above


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Subject - Subject of the documentDate Range - Click in the Date Range check box to select a range of dates.

Note: You can select all the above or in any combination. For the fields where you haveto type text you do not have to type the whole text. Any part of the text typed in will be

matched for its occurrence in the field. They are not case sensitive.


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READ LOTUS NOTES EMAIL

Users can view their lotus notes email from EDMS and the same can be registered

directly as incoming document into EDMS.

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Click on button 1 and all emails received in your lotus notes inbox will be listed.

User can select any mail and then click on button 3 for viewing and continuing forregistration of the document. On clicking button 3 a window will be displayed as shown

in next section.


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VIEW LOTUS NOTES MAIL

From the above section when button 3 is clicked the selected mail gets opened inthis form. Body of the mail will be displayed in the section message and all the

attachments in the mail will be listed in the attachment section of this form.

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For registering this into EDMS user must click on button 1 and the window for

registering incoming document opens up along with the data from email.


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UTILITY SECTION

CHANGE PASSWORD

All registered users can change their password. Users need to provide their user Id user

for logging into EDMS. Then for changing the password key in the old password and

new password and finally click on save.

SET LOTUS NOTES PASSWORD

This comes under utility section. Since EDMS integrates Lotus Notes into the system,

users need to provide their lotus notes password to the system. User must key in their

lotus password and click on save.

After performing the save please log off EDMS and again log in.

SET ACCESS LEVEL

This process is also generally available to administrators. Through this you can set which

user gets what item by item on the menu. This is quite a powerful feature and should not

be assigned to normal users. Note that you can assign this right also to another user with

this process.

Select the user you want to assign or change the rights from the drop down. Now

the system will display all the menu items and the items this user has access currently

will be checked. To change the assignment Check or Un-check the menu items as

required. Don't forget to save after you finish.


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SET PERMISSION

This process is also available only to administrators. Here admin assigns different

permissions to all users. Permissions like right to view documents of particular

departments, right to save or edit document, right to close document etc.

Admin will have to select the user by selecting the employee Id from list. Then in the tab

named Document Permission admin needs to select the departments for which the

particular employee is going to have the right for viewing document. Now in the tab

named others admin can assign other rights like save, edit and close etc. Finally click on

save.


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BACK UP DATABASE

This option enables you to back up database. Select the media for example your CD drive

to back up using the browse button and click on the start button. Please note that youneed to schedule the database back up on the server itself so that the system does the back

up automatically.


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REPORTS

MAIN CONTROLS IN REPORT

All the reports provided in EDMS are detailed as follows:

DOCUMENTS LIST

Use this report to view or print a list of documents filtered by the variousoptions provided. Top part of the form provides you with six options toselect from. Then enter the text in the box below to match with theselected field. If you leave the box empty then all documents are listed.

Check the Date Range box to define a range of dates to narrowdown your list. If this box is not checked then all documents will be

listed regardless of the date.

HISTORY OF DOCUMENT

Documents move from desk to desk in an office and several employees handle the and

act up on them. Fortunately Document Management System keeps track of all these

(Who did what with a document and when). This report lists those activities under every

document.

You can select one single document, all documents or a range of documents filtered

through the options provided. The criteria to filter the document list is quite straightforward and easy to follow.

PENDING LIST

This report is very similar to the Document List except that here you will only get those

documents not closed. Selection etc are exactly like to document list report.


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HANDLED BY EMPLOYEE

This report gives you the details of documents handled by a particular Employee of your

organization. Select the employee from the drop down you want to get the report. Youcan also specify a particular action to again narrow the scope of report. Of course select

the Date Range as well.

CONVERSATION TRAIL

On many occasions organizations engage in corresponding with the client on the same

subject until it is settled. The collection of incoming and outgoing documents form a

conversation thread. Document Management system keeps track of this and you can get a

report with this module. Select the company and a date range to specify the scope.

DEPARTMENTAL ANALYSIS

This one of the analytical reports available. Graphical analysis of the number of

documents handled can be taken for a date range. Although a straight forward report it is

quite a useful one.

MONTHLY ANALYSIS

Number of documents broken down by month. Useful report to determine peak and slack

months in a year especially for scheduling holidays etc for the employees.

PROCESS DURATION

This is a barometer to measure the efficiency of your organization in terms of handling

document. The duration in closing a document is grouped up to a fortnight and the rest as

above. This is drill down report. Double click on any group to give you the details.

QUERY AGENDA

This module is use to view the Agenda of a particular Employee or All Employees for a

period. From the Employee Name select 'ALL' or an employee's name you want to view

the agenda. Now select the Date/Time range. By default the current week is displayed.

Change as required.

Please note that you can click on any header of the grid to sort the list. First click will sort

in ascending order, click again to sort in descending order.


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CUSTOM REPORT GENERATOR

This is powerful tool we have placed in your hands. Apart from all the reports provided

you can design and create your own reports using this. Your imagination is the only limit.Although it is quite easy to use this a little knowledge of SQL will help tremendously.

The First step is the select all the tables you require the data from. When you select table

that table is moved to the selected tables list. Click on any table from the Selected Tables

list to display the Field Names. From the list of fields select the fields you like to include

in the report. Now select the second table and select the fields from that and so on. Once

this is done click on the Generate SQL button to display the basic query in the SQL

Query area. Now start adding conditions clicking on Add Condition but after each

condition. Please remember to include Join conditions for Tables if you include more that

one tables.

Details of custom report generator:

Report Header: Here you can type the heading of the report you are designing.

Table List: Here you will find a list of all the tables in the Document Manager Database.

The names are self explanatory. The tables to be included can be selected by selecting the

table and clicking a button on the right marked > or >>.

Selected Tables: Here you will find all those tables you have selected to be included in

the report. To un-select a table click on of the buttons on the left marked < or >.

Selected Fields: These are the fields included in the report. To unselect use the buttons on

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Join Type: Select AND or OR to add further conditions to the query.

Add Condition: Click on this button after you formulate each condition in the query. It is

important to click after each condition to keep them added to the query. Select the field

from the Selected Fields list. Choose the Comparison Operator from the drop down and

enter the Value in the Value box and click on Add Condition button. If there is a second

condition First select AND or OR to join the new condition with the already entered one

and follow the procedure above. Double click on a field to copy the name directly to the

end of the Query.

SQL Query Area: This is the area where the query is generated when you click first on

Generate SQL button and Add Condition button subsequently. You can also edit the

query directly if you are confident with the SQL. You can also copy and save this query

in a notepad for later use.

Preview: Click to Preview the report.

Preview in Grid: Click to View your report in a Grid Format.

Export: You can export the report you have created to either Excel or Access for further

formatting or processing. Click on this button to get the export dialog box.

Value: If a value has to be passed to SQL as condition this where it has to be entered.

Please remember to enclose strings with in single quotes and dates with in two #. The

format of the date also is to be MM/dd/yyyy. For Example #12/31/2004#

Generate SQL: As soon as you have finished the selection of fields you need to click on

this button the generate the basic query. Please note that this has to be done before adding

conditions to the query. Now you can start adding conditions including the join

conditions between tables if there are more that on table involved.
