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Document)Control)Module)
)User)Manual)
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1) Dashboard ................................................................................................................................... 3
2) Menu .......................................................................................................................................... 3
3) Issuing Documents ...................................................................................................................... 4 a) View Reference Reservation ....................................................................................................................................................... 5 b) Add Reference Reservation ......................................................................................................................................................... 5 c) View Documents ............................................................................................................................................................................... 6 d) Add documents / Complete Documents ................................................................................................................................ 7 e) Upload Files ........................................................................................................................................................................................ 7 f) Check Document ................................................................................................................................................................................ 7 g) Approve & Partly Lock Document ............................................................................................................................................ 8 h) Email Files (Currently not being used by Archen) ............................................................................................................ 8 i) Print Out 2 Transmittal Copies ................................................................................................................................................... 8 j) Issue Document, Stamp With Issued Stamp and Attach Stamped and signed transmittal ............................... 8 k) Set document as received and completely lock document ............................................................................................ 8 4) Receiving Documents .................................................................................................................. 9 a) Registering a Document ............................................................................................................................................................. 10 b) Upload Files ..................................................................................................................................................................................... 10 c) Allocation / Distribution Table ............................................................................................................................................... 10 d) Approve & Partly Lock Document ......................................................................................................................................... 11 e) Set document as received and completely lock document ......................................................................................... 11 f) Register Action ................................................................................................................................................................................ 11 g) Email Files (Currently not being used by Archen) ......................................................................................................... 11 h) Distribute Document ................................................................................................................................................................... 11 5) People ....................................................................................................................................... 12 a) Adding People ................................................................................................................................................................................. 12
6) Retrieving Documents ............................................................................................................... 13 a) Opening a folder from the document list ............................................................................................................................ 13 b) Download a zip file ....................................................................................................................................................................... 13 c) Navigating Document Threads ................................................................................................................................................ 13 7) Generating Document Logs ........................................................................................................ 14 a) Excel .................................................................................................................................................................................................... 14 b) PDF ...................................................................................................................................................................................................... 14
8) Action Items .............................................................................................................................. 14
9) Cancel Document ...................................................................................................................... 14
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1) Dashboard The dashboard provides access to all the modules the user is permitted to view.
2) Menu Throughout the ERP, modules can be navigated to using the menu bar
Navigate to dashboard
View bookmarks
Navigate to modules
Change Password Log out
Breadcrumbs show where the user is in the ERP and how to navigate back
Bookmark location
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3) Issuing Documents
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a) View Reference Reservation
b) Add Reference Reservation
1 Add a reference reservation
List reference reservation
1 Insert date using calendar (defaults to the time the reference is reserved)
2 Select outgoing
3 Enter subject
4 Select recipient. The green plus adds and the
pencil edits.
5 Select a category.
6 Select projects. Hold
control or Command on a Mac to select
multiple.
7 Save
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c) View Documents
Search for document by person, subject, file or external reference
Add document
Filter documents by multiple criteria
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d) Add documents / Complete Documents Adding and completing documents are similar. Completing a document means there is already data in the document created via the reference reservation process whereas adding a document needs all the data completed.
e) Upload Files
f) Check Document Reopen document record and check all fields to make sure they are correct. Preview the document and transmittal generated if applicable by clicking the respective buttons in the top right of the document.
1 Add date
2 Select outgoing
3 Enter subject
4 Select recipient 5 Select on behalf if needed 6 Select CC
7 Select multiple projects
8 Add document if needed
9 Select category
10 Add external reference
11 Action date if needed
12 Select document if needed 13 Select transmittal & complete transmittal data 14 Create folders for upload using green plus for attachments. Make a folder for each sub folder i.e. dvd\drawings\new and dvd\drawings\new2
15 Save document
1 Select Files to upload
2 Start upload
3 Cancel downloads if needed
4 Delete files if needed
5 Select next
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g) Approve & Partly Lock Document Select documents for approval using the checkboxes in the leftmost column. Once selected rows will turn yellow. Select approve files from the select box and click go next to it.
h) Email Files (Currently not being used by Archen)
i) Print Out 2 Transmittal Copies Click on the transmittal generated and print 2 copies one for the recipient and one to be attached to the system
j) Issue Document, Stamp With Issued Stamp and Attach Stamped and signed transmittal The transmittals need to be stamped with the issued stamp and signed by the issuer. The recipient needs to stamp and sign both transmittals. The issuer and recipient keep a copy of the transmittal. Open the document and in the receipts section at the bottom a folder called transmittal must be created and the transmittal needs to be uploaded to this.
By clicking save the user is taken to the upload screen. For details see section 3e).
k) Set document as received and completely lock document Once a document is marked as received it is completely locked and cannot be changed in the future.
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4) Receiving Documents
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a) Registering a Document
b) Upload Files
c) Allocation / Distribution Table Once the document has been uploaded to the system it is stamped with the allocation stamp and given to the recipient. Once the recipient has completed the table this page must be rescanned and uploaded to attachments.
1 Add date
2 Select incoming
3 Enter subject
4 Select issuer
5 Select on behalf if needed
6 Select CC
7 Select multiple projects
8 Add document if needed
9 Select category
10 Add external reference 11 Action date if needed
12 Select document if needed
13 Select transmittal & complete transmittal data
14 Create folders for upload using green plus for
attachments. Make a folder for each sub folder i.e.
dvd\drawings\new and dvd\drawings\new2
15 Save document
1 Select Files to upload
2 Start upload
3 Cancel downloads if needed
4 Delete files if needed
5 Select next
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d) Approve & Partly Lock Document Select documents for approval using the checkboxes in the leftmost column. Once selected rows will turn yellow. Select approve files from the select box and click go next to it.
e) Set document as received and completely lock document Once a document is marked as received it is completely locked and cannot be changed in the future.
f) Register Action To register the action open the document and click reply / forward. The action person is the recipient and the others are cc’d.
g) Email Files (Currently not being used by Archen)
h) Distribute Document Hard copy of document needs to be distributed to people in allocation / distribution stamp.
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5) People a) Adding People
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6) Retrieving Documents
a) Opening a folder from the document list
By clicking on a folder, a window will open which will allow downloading of individual files.
b) Download a zip file
Downloads a zip file of all documents selected.
c) Navigating Document Threads
By selecting a document and selecting document history and clicking go all documents related to the current document will be shown.
From within a document by clicking previous and next the next and previous documents in the chain can be viewed.
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7) Generating Document Logs All data in view can be filtered by various criteria until it is in the form that is required for the log.
a) Excel
By selecting items, selecting download excel file and clicking go an excel file of the document data is downloaded.
b) PDF
By clicking on the print button the print screen is opened. From here orientation must be set to landscape and must be printed to a PDF.
8) Action Items On creation of a document if that document has had an action date added provided that document will show the action status until a reply / forward is done which closes out the document.
9) Cancel Document To a cancel a document open it and click on the cancel button.
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