Document Management: Document Imaging System Setup

Transcription

1 Document Management: DocMan, Release Enterprise Computer Systems, Inc., Greenville, SC

2 Notice This manual is provided to enhance your knowledge of the software product. It is your responsibility to determine that this information is in accordance with your own business procedures. Enterprise Computer Systems, Inc., has prepared this document for use by Enterprise associates, customers, and prospective customers. The information herein shall not be reproduced in whole or in part without the prior approval of Enterprise Computer Systems, Inc. Enterprise Computer Systems, Inc., reserves the right to make changes in the specifications and other information in this document without prior notice, and you should, in all cases, consult Enterprise Computer Systems, Inc. to determine if such changes have been made. In no event shall Enterprise Computer Systems, Inc., be liable for any incidental, indirect, special, or consequential damages whatsoever (including, but not limited to lost profits) arising out of or related to this document or the information in it.

3 Table of Contents Document Management...1 Overview...1 Setting Up Your Printers...3 Choosing a Transaction Type Layout...5 Choosing a Purchase Order Type Layout...6 Running...7 Printing Bar Codes on Invoices/Orders...8 Enabling Auto Login to Docserv...9 DocMan.iii

4 Document Management Overview The Enterprise Document Management (DocMan) system is a purchasable option that allows you to store documents on laser disk for retrieval through the Imigit system. Any document printed or spooled on the ECS Pro system can be stored on a UNIX print queue, which is sent to the Imigit system. Stop wasting time finding misfiled and missing documents. Improve customer service by finding documents faster. Scan paper invoices and other documents for COLD storage. Store up to 600,000 pages on a single CD the equivalent of 120 cases of paper. Note The Imigit system allows you to store, retrieve, view, print, fax, and distribute documents on laser disk. This guide explains how to prepare your ECS Pro reports for Computer Output to Laser Disk, or "COLD," storage in the Imigit system. COLD storage is a method of placing your business documents onto hard disk, write once read many (WORM) optical drive, or CD for later retrieval. Documents that require online speed are placed on a hard drive. For longterm storage, the system uses WORM drives or CDs. These stored documents are indexed based on your retrieval requirements. The ECS Pro DocMan system provides a direct interface to COLD storage for your online documents. The system also stores a backup of the most recent COLD documents in a directory online, which protects you from data loss in case of power failure or other unforeseen event that prevents the DocMan system from transferring documents to the Imigit system. DocMan.1

5 Document Management The process of preparing documents for storage is shown in the following flowchart. Determine the invoice/orders and purchase orders to be placed into COLD storage. Select the invoice/orders and purchase orders to store using the program. Use Imigit to conduct storage and retrieval activities. DocMan.2

6 Document Management Setting Up Your Printers To print to DocMan, both a UNIX printer and ECS Pro Printer labeled lpt888 must exist on your system. See your System Administrator for information on creating the UNIX printer. Follow these steps to create the ECS Pro printer: 1. Select Device administration... from the System Administration Menu. 2. Select Printer names from the Device Administration menu to open the Printer Name Maintenance program. Printer Name Maintenance is discussed in detail in your System Manager's Guide. 3. Select Add... from the Change pull-down menu. The Add a Printer Name window opens. sys Add a Printer Name Enter printer parameters. Then press Do. Printer name Print group LP name.. Command.. Options.. Form name Do Help F11=Cancel PF4=Exit 4. At the Printer name field, enter lpt888. You must use this name for DocMan. 5. At the Print group field, enter which print group this printer belongs to. Every printer must belong to only one print group. If you are unsure of the print group to enter, press <Prompt> (PF2) to perform a print group lookup. 6. At the LP name field, enter lpt888 since that is the name of the UNIX LP printer (DocMan) that this printer prints to. DocMan.3

7 Document Management 7. At the Command field, enter lp d $D to send your output to a specific UNIX LP device. You may press <Prompt> (PF2) to select other commands for this printer. 8. At the Options field, enter the desired options to send to the UNIX LP device. These options may include printing in landscape mode, paging, passing tokens, etc. Refer to the table below for sample options. What you enter depends on how sophisticated you want to get with printing and how much you know about your UNIX LP. This field can hold up to 255 characters. 9. At the Form name field, enter the form that is on the printer. If you are unsure of the form name to enter, press <Prompt> (PF2) to perform a form name lookup. Form Maintenance is discussed in detail in your ECS Pro User's Guide. 10. Press <Do>. The lpt888 printer is added and the cursor returns to the Printer Name Maintenance screen. Sample Printer Options Option Effect -y landscape Sets landscape mode on a postscript printer -o length=51 Sets page length on a postscript printer -o nobanner Sets the printer so that it doesn't print a banner page -o cpi=compressed Sets the printer to compressed print -o "tnm=$n" Pass the fax-to token for fax Note: Use quotes since there can be spaces. -o tfn=$f Pass the phone number for fax Note: No quotes since there are no spaces. -o pal=$a Pass the alias field to fax to lookup in and address book -o tfn=$f Pass the "Fax-number" -o tnm=$n Pass the "Fax-to-name" -o tco=$c Pass the "Fax-to-company" -o tvn=$v Pass the "Fax-to-voice-number" -o sub=$t Pass the "Document Title" -o fnm=$u Pass the "From-name" DocMan.4

8 Document Management Choosing a Transaction Type Layout 1. Select Layout administration from the System Administration menu. 2. Select Transaction layout from the Layout Administration menu to open the Transaction Layout Maintenance program. Transaction Layout Maintenance is discussed in detail in your Customer Sales Administration manual. 3. Select a transaction layout or create a new layout that must be shared between all the transaction types. Suggestion Copy an existing layout(s) and rename it Document Imaging or a similar name so you can distinguish between DocMan layouts and your other layouts. 4. Exit Transaction Layout Maintenance. 5. Select Transaction copy type preferences from the Layout administration menu. 6. Select a transaction type to associate with your DocMan layout and press <Enter>. 7. Select Assign layouts to tt/copy names... from the Change pulldown menu. The Transaction Copy Selection window opens. 8. Select a copy name and press <Enter> to open the Layout Assignment Maintenance screen. 9. Select a layout and press <Enter>. 10. Select Assign layout... from the Change pull-down menu and press <Enter>. The Assign Layout window opens with the cursor at the Layout name field. 11. Press <Prompt> (PF2) to open the Layout Selection window. 12. Select the DocMan layout and press <Enter>. 13. Exit the Layout Selection window and repeat steps 8 through 13 to associate all desired copy types with the DocMan layout. 14. Press <Do> to exit the Transaction Copy Selection window and repeat steps 6 through 12 to assign all desired layouts to transaction copy type names. DocMan.5

9 Document Management Choosing a Purchase Order Type Layout 5. Select Layout administration from the System Administration menu. 6. Select PO layout from the Layout Administration menu to open the Purchase Order Layout Maintenance program. Purchase Order Layout Maintenance is discussed in detail in your Vendor Order Processing manual. 7. Select a purchase order layout or create a new layout that must be shared between all the purchase order types. Suggestion Copy an existing layout(s) and rename it Document Imaging or a similar name so you can distinguish between DocMan layouts and your other layouts. 8. Exit Purchase Order Layout Maintenance. 15. Select PO copy type preferences from the Layout administration menu. 16. Select a purchase order type to associate with your DocMan layout and press <Enter>. 17. Select Assign layouts to po copy types... from the Change pulldown menu. The Purchase Order Copy Selection window opens. 18. Select a copy name and press <Enter> to open the Layout Assignment Maintenance screen. 19. Select a layout and press <Enter>. 20. Select Assign layout... from the Change pull-down menu and press <Enter>. The Assign Layout window opens with the cursor at the Layout name field. 21. Press <Prompt> (PF2) to open the Layout Selection window. 22. Select the DocMan layout and press <Enter>. 23. Press <Do> to exit the Layout Selection window and repeat steps 8 through 13 to associate all desired copy types with the DocMan layout. 24. Exit the Purchase Order Copy Selection window and repeat steps 6 through 12 to assign all desired layouts to transaction copy type names. DocMan.6

10 Document Management Running 1. Select from the Other software applications menu and the screen displays. Dataline 8000 System sys Select the Document Imaging System options. Then press Do. Printer Name Invoice/Order Copy Type Name.... Invoice/Order Layout Name Purchase Order Copy Type Name.... Purchase Order Layout Name lpt888 Customer STD LAYOUT PLN PAPER Document STANDARD TALL PO Do Help F11=Cancel PF4=Exit PF2=Prompt 2. The Printer Name field displays the printer dedicated to DocMan. In this case, lpt888 displays. If no printer displays here, press <Prompt> (PF2) to open the Printer Selection window and select a printer. 3. The Invoice/Order Copy Type Name field displays the copy type name chosen for DocMan. If no copy type name displays, press <Prompt> (PF2) to open the Copy Name Selection window and select a copy name. 4. The Invoice/Order Layout Name field displays the layout chosen for DocMan. If no layout displays, press <Prompt> (PF2) to open the Layout Name Selection window and select an invoice/order layout. 5. The Purchase Order Copy Type Name field displays the copy type chosen for DocMan. If no copy type displays, press <Prompt> (PF2) to open the Copy Type Selection window and select a PO copy type. 6. The Purchase Order Layout Name field displays the purchase order layout name chosen for DocMan. If no layout displays, press <Prompt> (PF2) to open the Layout Name Selection window and select a PO layout. DocMan.7

11 Document Management Printing Bar Codes on Invoices/Orders To use this feature, contact Enterprise Support for assistance in setting up your system for barcode printing. Note Bar Coding is currently available only on OKIDATA (or compatible) printers. In order for the Bar Code to print, you must add the Transaction number data field to the associated layouts. 1. Using Transaction Field Maintenance in the Customer Sales Processing module, add the Transaction Number data field to all layouts where you want a Bar Code to print. csp Modify Data Field Modify field parameters. Then press Do. Field name: Transaction number Line number within section 1 Column number Number of characters Column heading No > Yes Column heading text Column heading alignment. > Left justified Centered Right justified In front Do Help F11=Cancel PF4=Exit PF2=Prompt Important You must add the transaction number with a column heading of (any 16 characters are acceptable, but this is the easiest). The best place to add this is in the lower right corner of the form since you usually don't have anything printed there. Also, it must be in column 17 or greater. And, you MUST enable this for each copy type. 2. Print a transaction to make sure the string is printing correctly as XXXXXX where XXXXXX is the transaction number. 3. Call Enterprise Support for assistance in setting up bar code printing. DocMan.8

12 Document Management Enabling Auto Login to Docserv To enable "cimg": 1. Run addactn:. /dl8000/bin1/8000env addactn This script will add a program to the actn table for a custom program so that it can be run from a user defined menu. Enter the program name: Document Management Enter the invocation (prog code): gotodoc Enter module (3 char abbreviation): SYS Is this program a report? n 2. Create a file called gotodoc in /dl8000/bin2 with contents: stty sane clocal TERM=vt220;export TERM rlogin docserv -l cimg 3. Make it executable. chmod 0777 /dl8000/bin2/gotodoc 4. Using Security Maintenance, set security for those users who should be able to access the DocMan system. 5. Connect to the DocMan system by selecting Document Management from your Custom Software menu. DocMan.9