Small Industries Development Bank of India · 2020-04-17 · 1 Small Industries Development Bank of...

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Small Industries Development Bank of India

Standard Operating Procedure (SOP)

Document Management System (DMS)

Contentverse

Office Note Approval and Inward / Outward Workflow

Through CSS CITRIX during Work-From-Home (WFH)

SOP DMS

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Table of Contents

1. INTRODUCTION ...................................................................................................... 3

1.1. LOG-IN TO DMS CONTENTVERSE ..................................................................................... 3

1.2. NAVIGATE AND VIEW VARIOUS DOCUMENTS IN DMS FOLDERS / SUB-FOLDERS ......................... 8

1.3. INITIATE OFFICE NOTE THROUGH DMS ........................................................................... 11

1.4. FORWARD / APPROVAL / PSR / REWORK OF OFFICE NOTE ................................................. 21

1.5. INWARD / OUTWARD ................................................................................................... 27

1.6. DOCUMENT STORAGE IN DMS - ANY DOCUMENT – METADATA AND INDEXING ...................... 30

1.7. SAVING EMAILS / CORRESPONDENCES IN DMS ................................................................. 33

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1. Introduction

Document Management System (DMS) [Contentverse] has following functionalities through system :

• Workflow

o Online Office Noting (Office Note Approval through System)

o Inwarding / Outwarding of Documents

• Document Management

o Upload / Store any document in DMS along with its Metadata, Indexes, Document

Type / Category of the documents.

o Scanning / Image Processing / Optical Character Recognition (OCR)

o Search & Retrieval, Full Text Search, Annotation on documents.

This User Guide / SOP will show various steps for Office Note Approval, Inward / Outward Workflow, Document store / search / retrieval through CSS CITRIX during Work-From-Home (WFH).

1.1. Log-in to DMS Contentverse

➢ Step 1

• Office Laptop is recommended to use for DMS (Contentverse) for log-in Through CSS

CITRIX during Work-From-Home (WFH) .

• To access Contentverse DMS Application through CITRIX – Enter URL https://css.sidbi.in

in Internet Explorer (IE), provide SIDBI-Log-in ID and Password (Same credentials as of

log-in to PC/Laptop).

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➢ Step 2

Once logged-in Citrix XenApp screen, click on “Skip To Log On”

➢ Step 3

Click on “SIDBI Application” Folder.

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➢ Step 4

Click on “Contentverse_DMS Workflow”.

➢ Step 5

launch.ica file will be downloaded. Click on open.

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Contentverse will be started for loading (May take few seconds).

Following screen for Contentverse will be displayed. Click on Landscape for better arrangement of the screen / user interface.

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➢ Step 6

Double click on SIDBI button / icon and then right click on SIDBI-DMS > Connect to enter SIDBI-Log-in ID and Password (Same credentials as of log-in to PC/Laptop).

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1.2. Navigate and view various documents in DMS Folders / Sub-Folders

➢ Step 1

• Folder and sub-folders for Vertical / Branch will be displayed as per permission provided

for currently posted Vertical / Branch. Folders / Sub-Folders, document / office note /

inward-outward can also be created as per permission provided.

• To do list contains if any office note / document has been forwarded to you during

approval process. Otherwise, it may be blank.

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➢ Step 2

• Click on + icon to expand folder structure and see documents

• Double click on any folder to see the documents / office notes / inward-outward inside

that folder

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• Right Click on any folder to create sub-folder inside that folder / any document inside

that folder – Click on New Document or New Folder

• Document can be created that folder using New icon also.

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1.3. Initiate Office Note through DMS

➢ Step 1

• To create office note, right click on any folder > click on new document, following window

will occur.

• Select “OFFICE NOTES” or “OFFICE NOTES RO BO” for Documents Type (Do not select any

other value for office note workflow / approval of office note)

• Enter Subject of the note, select data, select type of Notes from Drop-Down, Enter

Comments.

• User (1 to 10) may be included as per DoP of the approval process of office note,

Example : If AM initiates the office note (workflow) and approval DoP is with CGM then, User 1 – Manager User 2 – AGM User 3 – DGM User 4 – GM User 5 – CGM

• Click on right side (empty space) for User 1, select “All User” in new pop-up, enter user-

id to choose the user to whom the office note has to be forwarded and Click on Find

button.

• Select intended user from the list and click on OK to add the user to field.

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• Repeat the user addition as required for the approval process of the workflow (Office Note).

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• Click on Browse button to add new page to a document.

• Click on Local Disk (D: Drive) to select the Office Note from local Laptop / PC, drill-down

to desired folder on local Laptop / PC, select the document (office note) and click on

open.

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Note has been uploaded in DMS

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To view or edit (only MS-WORD), Right click on the document view rectangle as in below snapshot and click on Launch. Otherwise, the note can be finalized in local Laptop / PC and reupload in DMS.

More document / annexures can be attached to the office note by right clicking on the empty space beside document-box and import

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Save the document

Once the note is ready for submission, click on “Send To” to initiate workflow to send the note to next level / competent authority for approval. Important Note : Once the workflow has been initiated through workflow, only assigned user / next level / Checker / Competent Authority will be do modifications in the document / note (no other user will be able to do any change in the document till it has been reassigned / reworked to that user).

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One Time Password (OTP) will be required for any action (Initiate / Forward / Mark / Approve / Rework) on the document for secured authentication during approval process.

System will generate OTP and sends in SIDBI email from DMSNotification@sidbi.in to respective user only who does action on the note.

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Enter OTP from your email in the OTP Pop-up.

Click on Yes and the note will be sent for approval.

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System will also send email to intended users for approvals.

Right Click on document / note in respective folder, Click on Workflow > Summary to see the workflow details and pendency of the office note :

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Right Click on document / note in respective folder, and click on refresh :

Document / Note should show in RED colour till it is in workflow and not approved. Post-approval, document colour will be changed to GREEN.

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1.4. Forward / Approval / PSR / Rework of Office Note

• Assigned User / Checker / Approver / Competent Authority (As per DoP), to whom the document / note has been sent for approval, will be able to see the document / note in To do List window after log-in to DMS.

• Double click on the document to open.

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• Click on Summary Button – To view Summary Sheet

• The summary sheet captures – Subject, Vertical / Branch, Document ID, Initiator / Approver, Comments details etc. for the document / note :

• Right Click on the document / note in To do list and following Actions may be taken in the document / note as per DoP :

o Accept and Forward (If Approval DoP is with next level) o Approve and Endworkflow (Accord Approval, if DoP is with assigned user and

complete Approval process) o Approve and PSR (Accord Approval and send for PSR to next level as per DoP) o PSR and Endworkflow (Accord PSR, if DoP is with assigned user and complete PSR

process) o Rework (Send for Rework)

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• For any action on the document / note (Accept and Forward, Approve and Endworkflow, Approve and PSR, PSR and Endworkflow OR Rework), OTP will be generated by system to user’s email needs to be provided.

• Click on Yes.

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• After providing OTP, enter the comments in the comment box and click Ok.

• In case, System asks for select user for the document / note to be forwarded, find and select the same :

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• If final action has been taken in the document / note (e.g. Approve and Endworkflow OR PSR and Endworkflow), System will do followings :

o Document / Note will made read-only and locked by DMS admin to preserve in the system (Restricted Approved Office Note for any further modifications). While double click and open the approved document / note > Click on OK

o All the documents / annexures attached in the office note along with the summary sheet is made into a consolidated approved PDF and will be preserved in the System.

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o Right click on the document and click on Launch

o Colour of the office note document in document list is changed to GREEN.

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1.5. Inward / Outward

➢ OUTWARD

• Step 1

o Right Click on any folder and Click on New Document

o Select Document Type as OUTWARD o Outward Number will be generated by the System based on the combination of

Vertical / Branch, Date and Sequential / Running Serial Number ▪ VERTICAL/DATE<DDMMYYYY>/OUT/SEQUENCE ▪ ITV/06042020/OUT/05208

o Enter Subject, Address etc. other Details, click on OK, browse the outward document from Laptop / PC and click on save icon.

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➢ INWARD

• Step 1

o Right Click on any folder and Click on New Document

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o Select Document Type as INWARD – EXTERNAL (For documents from outside the Bank) and INWARD – INTERNAL (For documents from inside Bank / Other Vertical / Branch).

o Inward Number will be generated by the System based on the combination of

Vertical / Branch, Date and Sequential / Running Serial Number ▪ VERTICAL/DATE<DDMMYYYY>/IN/SEQUENCE ▪ ITV/06042020/IN/05208

o Enter Date, Inward Type, Address / Received From, Language, Subject etc. other Details along with the user details (If any) for approval of the workflow, click on OK, browse the outward document from Laptop / PC and click on save icon.

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1.6. Document Storage in DMS - Any document – Metadata and Indexing

• Any operational document, proposals, reports correspondences, documented records,

draft documents etc. in MS-WORD, PPT, Excel, Scanned Documents, PDF may be

uploaded in DMS (Folders / Sub-Folders).

• Folder / Sub-Folder may be created in DMS by right-click in any folder / sub-folder > New

Folder

• To upload any document in DMS

▪ Right click on folder > New Document

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▪ Enter Metadata for document : Select relevant Document Type from drop-down,

enter various details of the respective document under (Index Name and Value [

RED are mandatory]) and click on OK.

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▪ Click on Browse

▪ While WFH, select required document (to be uploaded in DMS) from Local Disk

(Drives in Laptop / PC) and click on Open.

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▪ Document will be uploaded in DMS, right click on document and click launch to

view the document in MS-WORD/Excel/PDF/PPT. Click on SAVE icon to save the

document in DMS

▪ Using similar above steps any document may be uploaded / saved in DMS (Folders /

Sub-Folders).

1.7. Saving Emails / Correspondences in DMS

• Select Email from Outlook > Right Click and copy

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• Paste / Save in any folder in Laptop / PC. Email will be saved in .msg file

• Upload in DMS using the same steps as mentioned in Section 1.6

• Email can also be converted into PDF / HTML using any utility and uploaded in DMS using

the same steps as mentioned in Section 1.6

End of SOP