OPERATING DOCMAN - SYSTEM OVERVIEW

Document Manager is based on the normal office filing concept. It however has the ability to find documents by type, location, who has responsibility for the document now, and keywords which can be allocated to each document.

To use the system we create filing cabinets. We then create folders within these cabinets. The system has the ability to move folders from Filing Cabinet to Filing Cabinet so that misallocating a folder does not cause a major problem.
We create Document Types which are used to allow us to find a document by its type ( for example Contract or Correspondence).

If Routing is enabled we create a list of document destinations. As a document is added the document is routed to one of these names.

As each route completes the document they can either send the documention to another routing or mark it as complete. This gives us the ability to track who is dealing with a document currently, and a history with dates and times when the routing has received and finalised the document.

If Document Linking is enabled we create a list of document browsers which allows us to view documents created internally.
Documents are added and indexed at time of capture. Capture refers to either scanning in an external document, or linking in an internal document.
Document information can be changed.

Viewing allows us to find a document by any of the following criteria:-
By filing Cabinet and Folder
By Folder over all cabinets
By Document description
By Type of document
By Any key word allocated to the document

Operation

A. Creating Basic Files
1. Filing Cabinets and Folders
Click File/Maintenance Utilities/Document File Maintenance/Filing Cabinet

To create a new filing cabinet click once on the wordFiling Cabinet on the top of the View and then click on the Insert button. Enter the name of the FilingCabinet.

The other information is available for you to enter but is not used anywhere else in the system. To create a Folder within a Filing cabinet click on the Filing Cabinet in which you want to create the folder and then click on the Insert button under the folder list.

Tab past the name of the Filing cabinet and enter a name for the folder in the Description Field. Click the OK button when you are complete.
Click the Close button on the Maintain Filing Cabinets and Folders screen

2. Document Types
This creates the different types of document that you will enter into the system. Do not confuse it with the type of file you are creating, i.e. a document type could be Correspondence, not MSWord, or Excel.
Click File/Maintenance Utilities/Document File Maintenance/Document Types
Click the Insert button and enter a document type in the field. Press the Enter key or click the OK button.
After each document type is accepted the same screen will appear.
Enter as many types as are required and when you are finished click the Cancel button to return to the Document Types screen. Click the Close button.

3. Routing Destinations
If routing has been enabled on your system this allows youto nominate potential routes for your documentation.
Click File/Maintenance Utilities/Document File Maintenance/Routing Destinations
Click the Insert button and enter a routing destinationin the field. Press the Enter key or click the OK button.

After each routing is accepted the same screen will appear.
Enter as many routings as are required and when you are finished click the Cancel button to return to the Maintain the Routing File screen. Click the Close button.

B Filing your information

1. Adding new documents to the system
Click Add Documents/Add and Index Documents.
Click on the Add Document Button. This will open up the Indexing Screen
Click on the Folder in which you want to store the document and click the Add a Document to the Folder button.

A list of the document types that you created display.

Click on the Document type that you will assign to this document and click the Select button.

TAB to the next line and enter a description of this document whivh will let you identify it at a later stage.

TAB to the next field. If you have routing enabled a list of the routes available to you are displayed.

Click on therouting and click the Select button. If routing is not enabled the word Complete will appear in this field.

TAb to the next line. If you checked Use Description as KeyWords in the Scanner Defaults section all the words in the description appear in the keywords section. Add any additional words and delete any that are not applicable.

a. Scan a document

If the document that you are scanning is printed on both sides then check the double sided Multi Page
document box. Click OK to start the scan.

b. Link an Internal Document

Click the Link Internal Document button to choose a file to link. The Choose a document to link screenwill appear.

In the top left hand field appears C:\My Documents since this is where most documentsare stored in a normal system. Click the OK button and the files in that directory will de displayed in the lower left hand box.