Interactive User Manual - DHL Express Doc Rep User Manual...DHLi Process Document Number: DHLi-EXT-DR DHL Interactive Document Repository User Manual - External Version: 1.4 Date:

Interactive

User Manual

Instructions for:

Document Repository

Nov 2016

DHLi Process Document Number: DHLi-EXT-DR

DHL Interactive

Document Repository

User Manual - External

Version: 1.4

Date: Nov 2016

Author(s): DHL Global Forwarding - BPO Core Systems Team

Page 1 of 22 DHL©2016

Interactive

User Manual for Document Repository

Overview

Purpose This document describes the Document Repository module in

DHL Interactive (DHLi).

Scope of

this Document

This document only describes the generic process. It does not

provide detailed: Best practice requirements, or

Country/region/station-specific content.

Application Regional Application: This document applies to all regions.

Product Application: This document applies to all core products.

Questions For any questions concerning this document, please contact:

DHL Internal: Your local or regional Business Process Optimization (BPO) Team.

DHL Customers: Your DHLi Key Account Manager.

Benefits/

Advantages

The DHLi Document Repository:

Enables the organization and sharing of documents with permission control.

Alerts are able to be configured to inform relevant parties when

new documents have been uploaded. Upload any kind of document type to a defined folder structure.

Important This document remains under the copyright of DHL and is not

for redistribution.

Do not alter or duplicate content in this document without written permission of the owner.

Continued on next page


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Document Repository


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Overview, continued

Contents The table below lists the sections in this document.

Topic See Page

Section A: Getting Started 3

Section B: Document Repository 10


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Document Repository


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Section A: Getting Started

Overview

Purpose This section gives an introduction to the Report module in DHLi.


Topic See Page

A.1 - Logging on to DHLi 4

A.2 - Helpful Tips 5

A.3 - Where to Access Document Repository 9

Top of the Document


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Document Repository


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A.1 - Logging on to DHLi

Purpose This topic describes the basic details for logging onto DHL

Interactive (DHLi).

DHLi Website

The DHLi website is accessed using the URL listed below. https://dhli.dhl.com.

Login Details

Details used to log into DHLi, such as user ID and password, are case sensitive.

Minimum Browser Require-

ments

To use DHLi, you must meet the minimum browser requirements listed below.

Browser Version

Internet Explorer 8 8.0.6001.18702

Internet Explorer 9 0.0.8112.16421

FireFox 5 5.0

Chrome 18.0.1025.162m

DHLi Login Page

The example below is of the DHL Interactive (DHLi) login page.

Return to: Section A: Getting Started

https://dhli.dhl.com/


DHL Interactive

Document Repository


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A.2 - Helpful Tips

Purpose This topic describes helpful tips used for navigating through

DHLi.

View Changes to

DHLi

Each page within the DHLi Document Repository module includes a link to view changes to that module. When you click

on the link, a document displays describing the latest changes to the DHLi module.

Example In the example below the link describing the latest change to

DHLi Document Repository is highlighted.



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Document Repository


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A.2 - Helpful Tips, continued

Help Text DHLi has an extensive Help Text. The Help Text symbol is a

question mark . To display Help Text you either:

rest the cursor on the appropriate question mark to display

help text in a hanging box, or

click on the Help Text symbol to open an Information help

text box.

Example In the example below both types of Help Text content, hanging

and information box, display.

Mandatory

Fields

In DHLi a number of fields or sections require completion before

you are able to continue processing. Such mandatory fields and sections are indicated by a red asterisk (*).

Links In DHLi there are a number of items that have link connections.

Such links are indicated by a >. When you click on the link you are taken to another page.



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Document Repository


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Date: Nov 2016




DHLi Help Desk

The DHLi Help Desk is available to answer questions or offer

assistance as needed. To find contact details for your local DHLi

Help Desk, click the:

Find Your Helpdesk button on the log in page, or

Place your mouse over Help in the ribbon at the top of the

page and select Helpdesk from the drop down list.



DHL Interactive

Document Repository


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Help Desk Contact

Details

Use the Find Your Helpdesk page to locate the contact details

for your local help desk.

1. Select your country from the Select Country drop down list,

and

2. Click the Search button.

Result: The contact details display below the Select Country

field.



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A.3 - Where to Access Document Repository

Purpose This topic describes where to access the Document Repository

module in DHLi.

When to Use

Document Repository

Use DHLi Document Repository to organization and share documents with permission control and to alert relevant parties

when new documents have been uploaded.

Page Fields The fields that display within DHLi pages are controlled through

profile settings by DHLi Administrators. Depending on the users profile settings, various illustrated fields may not display on DHLi

pages.

Accessing

Document Repository

The DHLi Document Repository module is able to be selected

either from: the DHLi Home page or, from any DHLi page by placing the cursor over Other Services

in the top navigation ribbon and selecting the Document Repository module from the drop down list.


Top of the Document


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Section B: Document Repository

Overview

Purpose This section describes the Document Repository module.


Topic See Page

B.1 - About Document Repository 11

B.2 - How to Upload a Document to the Repository 17

B.3 – How to Download a Document from the Repository 19

B.4 - How to Delete a Document from the Repository 20

Top of the Document


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Document Repository


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B.1 - About Document Repository

Purpose The purpose of this topic is to describe the page and columns for

processing files on the DHLi Document Repository.

Accessing the Page

The DHLi Document Repository page is able to be selected either from:

the DHLi Home page or, from any DHLi page by placing the cursor over Other Services

in the top navigation ribbon and selecting Document

Repository from the drop down list.

Example The example below is of the Book, New Shipment page. In the

example the user’s cursor is placed over Document Repository in the top ribbon.

Page Fields A number of fields found in Document Repository may be

hidden. This is managed through your DHLi Administrator. Should you require the DHLi Document Repository service,

please contact your local DHLi Key Account Manager.



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B.1 - About Document Repository, continued

Example The example below is of the Document Repository page. The

Document Repository consists of two sections. On the left a

folder tree displays. The main middle panel is where the folders and documents of the selected folders display. Note: Please contact your DHLi Key Account Manager should you

require this service. Tip: To sort columns into ascending or descending order click on

the column header and then the or symbol.



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Document Repository


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Fields The Document Repository page contains the following fields.

Field Description

1 Folders The Folders tree enables you to Expand [ ] and

Collapse [ ] the tree. After expanding the folder, the sub folders and documents display in a list format in the

main panel. The sub folders are at the top with the documents below. The documents display in descending order based on date of upload.

2 Search A search facility. Enables you to search for a document by entering a search string.

3 Name Displays the name given to an uploaded file.

4 Description Displays the description entered for an uploaded file.

5 Uploaded Date

Displays the date the file was uploaded to the Document Repository.

6 Uploaded by Displays the name of the user who uploaded the file to the Document Repository.



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Action Buttons

The DHLi Document Repository contains the following action buttons.

Action

Button

Starts a string search.

Removes the string search from the Search field.

Show

A drop down box to select the number of shipment records to

be displayed on the page.

Page Selectors

Items Displayed ( ): Displays the number of files on display relevant to the number of files in the open folder.

Displays the page numbers. 678910 Tip: Select the page number to toggle between pages.

Takes you to the first page.

Takes you to the last page.

Takes you to the previous page.

Takes you to the next page.

Refreshes the screen.

Deletes selected files from the Document Repository.

Uploads files to the Document Repository. Note: This option is only available to users with read/write

privileges.

Downloads the selected documents into a .zip file.

Note: This button is only available when multiple documents are selected for download.


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Displays deleted files.

Returns you to the Document Repository page.



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Size of Document

Folder

When the limit is reached in a folder a message rejecting the upload displays to all users who attempt to upload additional

documents. If this occurs please contact your DHLi Key Account Manager.

Return to: Section B: Document Repository


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Document Repository


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Date: Nov 2016



B.2 - How to Upload a Document to the Repository

Purpose The purpose of this topic is to describe how to upload a

document to the repository.

Upload a Document

Follow the steps below to upload documents to folders.

Step Action

1 From the Document Repository Folder Tree, open the required folder and click on the button.

Result: The Document Repository – DHLi pop up window displays.

2 Use the button to open your local directory and search for the required document.

In the DESCRIPTION field enter a name for your file. Note: A maximum of 200 characters.

Select the DO NOT ALERT button to choose not to send a

notification for a particular file upload.

3 When all the information is entered, then click on the button and the following message displays:

4 Click on the button to close the message and return to the DHLi

Document Repository.



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B.2 - How to Upload a Document to the Repository, continued

Schedule Reports

From the Report module you are able to create schedules that automatically create reports. These reports are then either sent

by E-mail or saved to the Document Repository. Reference: The DHLi Report User Manual for further information on scheduling reports to the Document Repository. If you

require the Report service, please contact your DHLi Key Account Manager.

Return to: Section B: Document Repository


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Document Repository


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Date: Nov 2016



B.3 – How to Download a Document from the Repository

Purpose The purpose of this topic is to describe how to download a

document from the repository.

Procedure Follow the steps below to download a document from the DHLi


Step Action

1 From the Document Repository Folder Tree, open the required folder.

2 Select the file or files you want to download

3

Click the button.

Note: When downloading multiple files, the combined files will

download into a single .zip file. The maximum file size of the .zip

file is 10Mb. If the maximum file size is exceeded, a warning message displays “The selected files will produce a file bigger

than 10Mb, please deselect some files”.


DHL Interactive

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B.4 - How to Delete a Document from the Repository

Purpose The purpose of this topic is to describe how to delete a document

from the repository.

Procedure Follow the steps below to delete a document from the DHLi


Step Action

1 From the DHLi Document Repository click on the button positioned next to the document to be deleted.

Result: A Confirm Deletion of the Document pop up warning

message displays.

2 From the Confirm Deletion of the Document pop up warning

message select the button.

Result: You are returned to the DHLi Document Repository and the

document has been deleted from the listing.

Tip: To view deleted files select the button.



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B.4 - How to Delete a Document from the Repository,

continued

Deleted Files Log

To view a list of deleted files, from the Document Repository

page select the button.

Result: The Deleted files log pop up window displays.

To return to the Document Repository click on the button. Note: The Deleted files log pop up window is display-mode only.

Return to: Section B: Document Repository Top of the Document


DHL Interactive

Document Repository


Version: 1.4

Date: Nov 2016



History of Change

Revision

History

The table below lists revisions to this document.

Note: This table does not list spelling, grammatical, or formatting revisions

Reference/Map/Block Description Date

A.1 – Logging on to DHLi / DHLi Login Page

Updated page example 12Oct14

A.2 – Helpful Hints / DHLi Help Desk

Updated page example 12Oct14

A.1 – Logging on to DHLi / DHLi Login Page

Updated page example 14Dec14

A.2 – Helpful Hints / DHLi Help Desk

Updated page example 14Dec14

Section B: Document Repository / About

Document Repository / Example

New page example 29Nov15

Section B: Document Repository / About Document Repository /

Action Buttons

Added new button Download Selected Documents

29Nov15

Section B: Document

Repository / How to Download a Document

from the Repository

Added new map 29Nov15

Header – Footer New logo and version updated Nov 2016