1 BUSINESS DATA RECORD SERVICES WEB USER GUIDE VAULT MEDIA STORAGE TABLE OF CONTENTS Log In Screen/Home Page Rotation Services-Request Media Rotation Services-View List Rotation Services-Miscellaneous Query Menu-Advanced Search User Menu-Log Out User Menu-View Order(s) User Menu-Web Status Report Reports Menu Updated 03/03/2011
2 LOG-IN SCREEN To log in the user will be required to enter a User ID and Password (Fig. 1), issued by Business Data Record Services. Choose or use the <Enter> key. If an incorrect User ID or Password is entered, a message User ID or Password Invalid will display. If this occurs, re-enter the correct information. Log-In Screen HOME PAGE Fig. 1 The Home Page displays the Customer Number and the User Name of the individual that is currently logged in as well as the web menu options as shown in Fig. 2. Fig. 2 Rotation Services Query User Reports The Rotation Services menu gives the user the ability to request media stored at the BDRS vault. The Query menu allows the user to conduct a detailed search for media using a variety of search criteria. The User menu contains options pertaining to the user such as viewing pending orders, a web status report, and a user log-out feature. The Reports menu contains a variety of reports the user can preview, print, or export
3 ROTATION SERVICES REQUEST FROM OFF SITE SCREEN The Request From Off Site option allows the user to search for media that matches certain criteria and then select the media for retrieval. Go to the Rotation Services Menu and choose the Request From Off Site option to open a request page as shown in Fig. 1. Fig. 1 Select the Item Type in the Search For field and the applicable Service Code in the Service Code field (this code will designate the retrieval charge and the inventory status for the media requested) as shown in Fig. 2. These are required fields. The user has the ability to search for inventory for a specific department by choosing the department in the Department drop-down field or can view all departments by the leaving the Department drop-down field blank. NOTE: The Requested For field is not applicable for the customer. Request From Off Site Screen Fig
4 Once the Item Type and Service Code have been selected, a series of search fields will display as shown in Fig. 3. These fields are detailed below. Fig. 3 Parent ID ID This field is not applicable for the customer. This is the unique BDRS barcode number (12 or 14 characters, do not enter the dashes). NOTE: For TMS media this is the Customer VolSer number prefixed with the Customer Number. Barcode ID This is the last segment of the BDRS barcode number following the Customer and Department Number (5 digits for a case or 7 digits for a tape). NOTE: For TMS media this is the 6 digit VolSer number. Description VW Barcode VW Previous Location and VW Parent ID This is the 40 character description provided if applicable by the customer. This is the OLD 6 digit BDRS barcode number prior to converting to the new BDRS barcode label format 12/01/2007. These fields are not applicable for the customer
5 To search for an item(s), enter the search criteria in the field where the data is contained as shown in Fig. 4 and click on the link. NOTE: Either the exact data must be entered or if entering partial search criteria, the system will search the field for media that begins with the data entered, it will not search for data contained anywhere within the field. Searching for an Item(s) Fig. 4 Previous searches will remain in the results grid and new searches will simply append to as each new search is performed. Previous searches will clear from the results grid as each new search is performed. This link will clear the search criteria entered as well as any results in the results grid. After a search has been completed, all matching records will display in the results grid as shown in Fig 5. Search Results Fig
6 In Fig. 6, the first column indicates whether or not the user wants to request the item for retrieval. To request the item(s), check the To select all items in the list, click on the link. The remaining columns display the item(s) information. box. Retrieving an Item(s) Fig. 6 Once all items have been selected for retrieval, click on the link (Fig. 7). These items will then be added to a list. NOTE: Items that have been added to a list have not yet been placed on an order, refer to the Rotation Services View List Screen section to continue processing the request. Adding Requested Items to a List Fig
7 To view items that have been added to a list, the user can click on the link while in the Request From Off Site screen (Fig. 8). NOTE: Items that have been added to a list have not yet been placed on an order, refer to the Rotation Services View List Screen section to continue processing the request. The user can also view the current list by going to the Rotation Services Menu and selecting View List. Viewing a List Fig. 8 ROTATION SERVICES VIEW LIST SCREEN The View List screen (Fig. 1) displays media that has been marked for retrieval and added to a list. Go to the Rotation Services Menu and choose the View List option. NOTE: Items currently in the View List screen have not yet been placed on an order. View List Screen Fig. 1 This link removes all items from the current list. Choose this link to remove an item(s) from the current list
8 When all items have been reviewed and are ready to be placed on an order, click on the link (Fig. 2). All media currently on the list will then be added to a pending order. NOTE: Once the items have been added to an order they will no longer appear in the View List screen. Add to Order Link Fig. 2 Click on the link (Fig. 3) to view items that have been added to an order. For further detail regarding the View Order(s) screen refer to the section User Menu - View Order(s) Screen. View Order Link Fig
9 ROTATION SERVICES MISCELLANEOUS SCREEN Use the Miscellaneous option in the Rotation Services Menu to request barcode labels, transmittal forms, or to request a pick up. NOTE: Services requested in the Miscellaneous screen will not appear in the View List screen. Select the service required from the Services drop-down and enter the applicable Quantity (Fig. 1). NOTE: The Requested For field is not applicable for the customer. Click on the order. link to add requested services to a pending Click on the link to view items that have been added to an order. For further detail regarding the View Order(s) screen refer to the section User Menu - View Order(s) Screen. Miscellaneous Screen Fig
10 QUERY MENU ADVANCED SEARCH SCREEN The Query Menu offers an Advanced Search feature that allows the user to conduct a detailed search for media that matches specified criteria. Go to the Query Menu and choose the Advanced Search option. Details pertaining to the selected records will display and media can be requested from the search results. To build a Query, the user must first select the Item Type in the Search For field. Once an Item Type is specified, additional fields will appear as shown in Fig. 1. The user can select to search for media of a certain Inventory Status. The user also has the ability to search for inventory for a specific department by choosing the department in the Department drop-down field or can view all departments by the leaving the Department drop-down field blank. Query Screen Fig. 1 Retrieved Not Retrieved Both Media that has been temporarily retrieved and is currently OUT to the customer. (This option is not available at this time). Media that is currently IN storage at BDRS. Will include both retrieved and not retrieved media (default status)
11 The user can search for data in the following fields as displayed in Fig. 2. These fields are detailed below. Query Screen Fig. 2 ID This is the unique BDRS barcode number (12 or 14 characters, do not enter the dashes). NOTE: For TMS media this is the Customer VolSer number prefixed with the Customer Number. From Date and To Date Effective Date and Expiration Date Department This field is not applicable for the customer. The Effective Date reflects the date the item was added to inventory. The Expiration Date is the Return Date of the item provided by the customer (this date is only applicable if the customer has set up a rotation schedule with BDRS in advance). This field will display the Department(s) the user is authorized for
12 Barcode ID This is the last segment of the BDRS barcode number following the Customer and Department Number (5 digits for a case or 7 digits for a tape). NOTE: For TMS media this is the 6 digit VolSer number. Description VW Barcode VW Previous Location and VW Parent ID This is the 40 character description provided if applicable by the customer. This is the OLD 6 digit BDRS barcode number prior to converting to the new BDRS barcode label format 12/01/2007. These fields are not applicable for the customer. To build a Query, select the operators to be used (Fig. 3), and enter the information that is to be matched in the field to the right of the operator. Each of the operators and their functions are detailed below. NOTE: Not all operators will be available for all fields. Search Operators Fig
13 Contains Equals Greater Than Less Than Between The field Contains will search on any letter/number or combination of letters/numbers contained within the field selected. The field Equals searches for a field result that is an exact match to the data that has been entered. The field Greater Than returns all results greater than the data entered. The field Less Than returns all results less than the data entered. The field Between searches for all results between a beginning and ending entry. To use the Between operator, enter the first criteria, separate with a comma, then enter the last criteria. (Example: 100,200 would return all items between 100 and 200.) After all search criteria is entered, click on the all matching records in the BDRS inventory. link (Fig. 4) to list Fig
14 Items matching the search criteria will appear as shown in Fig. 5. To navigate pages, click on one of following links; NOTE: For searches with multiple results, the user may change the sort order of the records by clicking on one of the blue column headers. Query Results Fig. 5 In Fig. 6, the Submit? column indicates whether or not the user wants to request the item for retrieval. To request the item(s), check the box. To select all items in the list click on the link. Next, select the action to be performed for the designated item by choosing from the drop-down list in the Action column. This action will designate the retrieval charge and the inventory status for the media requested. Retrieving an Item(s) Fig. 6 Once all items have been selected for retrieval, click on the link (Fig. 6). The items will then be added to a list. NOTE: Items that have been added to a list have not yet been placed on an order, refer to the Rotation Services View List Screen section to continue processing the request. To view items that have been added to a list, the user can view the current list by going to the Rotation Services Menu and selecting View List. NOTE: Items that have been added to a list have not yet been placed on an order
15 USER MENU LOG OUT OPTION When all tasks are complete, the user should log out. Go to the User Menu and choose the Log Out option. NOTE: Any order not yet submitted to BDRS will be kept in holding even after the user logs out. The order will not be submitted to BDRS until submitted in the View Order(s) screen. Click on the submit a pending order (Fig. 1). link to Fig
16 USER MENU VIEW ORDER(S) SCREEN Media requests can be reviewed by the user before submitting the order to BDRS to be processed. Go to the User Menu and choose the View Order(s) option. View Order Link Fig. 1 The pending order can also be viewed at any time by clicking on the link while in the Request From Off Site, Miscellaneous, or Advanced Search screens (Fig. 1). When viewing a pending order (Fig. 2), items may be removed from the order by unchecking the box in the Select column. To update any changes, click on the link. To send the order, click on the link. NOTE: Once the order has been sent to BDRS it will no longer appear in the View Order(s) screen. View Order(s) Screen Fig
17 Submitting an Order Once the user has clicked on the link, the Delivery/Address Setup screen will appear (Fig. 3). The Delivery/Address Setup screen is where the order s delivery options are set. These options are detailed below. Delivery / Address Setup Screen Fig. 3 Select Transportation Option Select Pre- Defined Delivery Site Department Comments This option allows the user to select from the drop-down the type of delivery required for the order. NOTE: For Same Day delivery, requests must be received no later than 11:00am (M-F). This is a required field. This option allows the user to select from the drop-down the delivery address (to be set up by BDRS in advance). This is a required field. This field will display the Department(s) the user is authorized for. NOTE: This field is not applicable, do not select a department number. Enter in the Comments box when delivery is required (ex. AM or PM Delivery or With Next Rotation). The user can also enter any other special comments relating to the order such as when ordering barcode labels to specify which type (Case or Tape). Choose the tab once all delivery information has been entered. The order has now been submitted to BDRS for processing
18 USER MENU WEB STATUS REPORT The Web Status report option allows the web user to view any web orders submitted to BDRS for a specific date range. Go to the User Menu and select the Web Status Report option. Web Status Report Fig. 1 Enter the Beginning Date either by typing in the field or by using the calendar icons. By default, the current date is automatically populated in the Ending Date field, but this date can be changed (Fig. 1). Click on the entered. link to view the report once the date range has been Sample Web Status Report Fig. 2 The report will list a Web No for each order submitted to BDRS along with the Date/Time and the User that submitted each order. Once BDRS receives and imports the order, the Work Order No and Date/Time Imported information will appear (Fig. 2)
19 REPORTS MENU The Reports menu currently has 3 types of reports Expired (Return Date), Inventory by Type and Workorder. These reports can be previewed, printed or exported by the user. The user has the ability to select inventory for a specific department by choosing the department in the Department drop-down field or can view all departments by the leaving the Department drop-down field blank (Fig. 1). Expired (Return Date) Inventory by Type Work Order This report provides inventory for a specific Item Type based on the Return Date Range entered. This report provides inventory for a specific Item Type and Inventory Status (Not Retrieved, Retrieved, or Permed Out) based on the criteria entered. This report provides a list of all Work Orders created by BDRS based on the Date Range entered. Order By (Sort) Options The user has the ability to sort the report data as shown in Fig. 1. A description for each field is detailed below. Order By Options Fig
20 ID This is the unique BDRS barcode number (12 or 14 characters, do not enter the dashes). NOTE: For TMS media this is the Customer VolSer number prefixed with the Customer Number. Barcode ID This is the last segment of the BDRS barcode number following the Customer and Department Number (5 digits for a case or 7 digits for a tape). NOTE: For TMS media this is the 6 digit VolSer number. Description VW Barcode VW Previous Location and VW Parent ID Return Date Effective Date This is the 40 character description provided if applicable by the customer. This is the OLD 6 digit BDRS barcode number prior to converting to the new BDRS barcode label format 12/01/2007. These fields are not applicable for the customer. This is the date the item should be returned to the customer (this date is only applicable if the customer has set up a rotation schedule with BDRS in advance). This date reflects the date the item was added to the BDRS inventory
21 Status Options The user has the ability to search for media of a certain inventory status as shown in Fig. 2. NOTE: This option is available for the Inventory by Type Report only. Status Options The status options are detailed below. Fig. 2 Not Retrieved Retrieved Permed Out Media that is currently IN storage at BDRS. Media that has been temporarily retrieved and is currently OUT to the customer, media that has been permanently retrieved by the customer, or media that has been destroyed (shredded) by BDRS. Media that has been permanently retrieved by the customer or destroyed (shredded) by BDRS. NOTE: Leaving the status blank will return all media regardless of status
22 Report Output Options The user has the ability to preview (and print) or export report data as shown in Fig. 3. A description for each output option is detailed below. NOTE: This option is available for the Expired and Inventory Reports only. Report Output Options Fig. 3 View Report Export - Excel Export - XML Export - CSV This option will print preview the report selected. The user has the option to then print this report from the preview screen. Select this option to open a File Download dialog box that gives the option to save as a Microsoft Excel worksheet. Choose <Save>, then specify a File Name and Location to save the report to. XML is a markup language for documents containing structured information. Select this option to open a new browser window with the resulting XML code. Choose File > Save As to specify a File Name, Location, and Format. Select this option to open a new browser window. Choose File > Save As to specify a File Name, Location, and Format
23 Creating And Viewing An Expired (Return Date) Report The Expired Report provides inventory for a specific Item Type based on the Return Date range entered (this date is only applicable if the customer has set up a rotation schedule with BDRS in advance). The user must first select the Item Type in the Search For field. This is a Required field. Choose the Department and Order By if applicable. The Beginning and Ending Dates will bring back results for media within the Return Date range specified. Choose how the report should be viewed (Fig. 1). Report Output Options Fig. 1 When View Report is selected, the report in Fig. 2 will display. When complete, close the report window to return to the reports menu. Sample Expired Report Fig
24 Creating And Viewing An Inventory Report The Inventory Report by Type provides inventory for a specific Item Type and Inventory Status (Not Retrieved, Retrieved, or Permed Out) based on the criteria entered. The user must first select the Item Type in the Search For field. This is a Required field. Choose the Department, Order By, and Status if applicable. Then choose how the report should be viewed (Fig. 1). NOTE: ID# and Barcode ID ranges are optional. Report Output Options Fig. 1 When View Report is selected, the report in Fig. 2 will display. When complete, close the report window to return to the reports menu. Sample Inventory Report Fig
25 Creating And Viewing A Workorder Report The Workorder Report details the services for workorders based on the date range specified. Enter the Beginning and Ending Dates to view the BDRS workorders within the date range specified (this is the date the service was provided). Choose how the report should be viewed (Fig. 1). Report Output Options Fig. 1 When View Report is selected, the workorder list for the date range specified (Fig. 2) and the workorder detail for the workorder selected (Fig. 3) will display. Fig. 2 Sample Workorder Report Fig. 3 Services requested under the Rotation Services - Miscellaneous menu option will appear as a blank line on the report (see Line 1 in Fig. 3). When complete, close the report window to return to the reports menu
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