Electronic Document Management System (EDMS)

Transcription

1 Electronic Document Management System (EDMS) Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 1168

2 Electronic Document Management System (EDMS) Developed by: Tech Mahindra Ltd Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 1169

3 TABLE OF CONTENTS 1 Module Description Basic Definitions Process Diagram Module Features Security Feature Search Hindi/English Support View/Update Documents Roles and Permissions How to Access EDMS Module From EIMS Home Page Using a direct link Role Based Screen Access Module Admin Screen: Create Folder Screen: Create Sub-Folder Data Entry User Screen: File Upload/Download Public Access Case Study Steps in EDMS Create Folder Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 1170

4 7.1.2 Create Sub Folder Upload File Download File Publish Document References Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 1171

5 1 Module Description An electronic document management system (EDMS) is the system for organizing and storing different kinds of documents. It helps users to organize and store documents. An electronic document management provides a way to centrally store a large volume of digital documents. EDMS also includes features for efficient document retrieval. 2 Basic Definitions File: File is the most basic unit of data that users can store on a disk. Every program, image and document is stored as a file. Folder: A folder is a collection of multiple files. Folders can also store other folders called subfolders. Publish: Publishing is the process of making information available to the general public. 3 Process Diagram For overall understanding of the module and its sub-component the following process chart is useful. Electronic Document Management Users Admin Create Folder/ Sub-folder Upload Document View/ Download Document Publish Document View/ Download Document Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 1172

6 4 Module Features The key features of the modules are listed below: 4.1 Security Feature Note : The module has login based permissions and access. It means one user can t access or remove/update the information created by EIMS user. Also some of the screens or facilities in the modules are extended as per the roles. Please do not share your login and passwords with other users Please update your passwords regularly 4.2 Search EIMS gives search facilities for Documents. On the search screen the user is required to enter key phrases to enable search. The various search screens available in EDMS modules are as follows: Search Documents: facility to search Documents details, module has a provision to search filter document with the help of file name or folder name. 4.3 Hindi/English Support The module has provision to switch between Hindi and English. For data entry forms, the data entry is possible in English only. The form fields can toggle between Hindi and English. 4.4 View/Update Documents. This feature allows view and update of Documents. Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 1173

7 5 Roles and Permissions This module has role based access and permissions and the permissions for the screens are listed below for reference: Screen/Process Permission Document Folder View, View, Provisioned Roles SDO EE SE CE View, View, View, View, View, View, Note: Please note that based on the user privileges some screens may or may not be visible Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 1174

8 6 How to Access EDMS Module 6.1 From EIMS Home Page EIMS ds varxzr EDMS Module Access djus ds fy;s fueu steps dk vuqlj.k djsa& Address box esa type djsa vksj enter button nck;sa aa (In the address bar type then press enter button to visit Water Resource Department's Web Site). Address box fueukuqlkj Portal dk home page open gks tkrk gsa (Following home page of portal will be open) Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 1175

9 Click here Portal esa home page ij EIMS Logins ds varxzr Electronic Document Management System option ij click djsa rfkk login window esa y x bu vkbzmh vksj iklomz Mkys a vksj Login button ij click djsaa (Enter Login ID and Password then click on Login button.) lqyrk iwozd y fxu gksus ij] home ist uhps nh xbz Ldzhu dh rjg çnf'kzr gksrk gsa (Upon Successful Login, home page of module is displayed.) Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 1176

10 6.2 Using a direct link Click on this link to access module Role Based Screen Access The roles in EIMS can be any of the following: Admin role - is for provisioning of basic/master data of an module Data Entry role for entering of basic form data Decision making role viewing of report and decision making The various screens as per role are listed in the sections below Module Admin The module admin role has access to the following screens: Screen: Create Folder Role SDO EE SE CE Permission Screen: Create Sub-Folder Role SDO EE SE CE Permission Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 1177

11 6.3.2 Data Entry User The following screens are available in the Irrigation module for making form based data entry: Screen: File Upload/Download Role SDO EE SE CE Permission Public Access These are EIMS content that can be accessed by anybody accessing the EIMS portal 7 Case Study 7.1 Steps in EDMS Steps to be taken for Upload/Download are: 1. Create Folder 2. Create Sub-Folder 3. File Upload 4. Download 5. Publish Document Create Folder Primary Role/Assigned Roles: Admin / CE / SE / EE / SDO Operations: 1. Login as Admin / CE / SE / EE / SDO 2. Go to main Menu (for new File) 3. Click on Create Folder button 4. Fill all Mandatory Fields of form Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 1178

12 To save the Folder Details Click on Create button, after clicking on Create Button Folder Created Successfully Create Sub Folder Primary Role/Assigned Roles: Admin / CE / SE / EE / SDO Operations: 1. Login as Admin / CE / SE / EE / SDO 2. Go to main Menu (for new File) 3. Search folder then click on folder Name 4. Click on Create Sub Folder button 5. Fill all Mandatory Fields of form To save the Sub Folder Details Click on Create button, after clicking on Create Button Folder Created Successfully Upload File Primary Role/Assigned Roles: Admin / CE / SE / EE / SDO Operations: 1. Login as Admin / CE / SE / EE / SDO 2. Go to main Menu 3. Search Folder then click on folder Name 4. Click on Upload File button 5. Browse file 6. Fill all Mandatory Fields of form Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 1179

13 To Upload the File Details Click on Update button, after clicking on Update Button File Uploaded Successfully Download File Primary Role/Assigned Role: Admin / CE / SE / EE / SDO Operations: 1. Login as Admin / CE / SE / EE / SDO 2. Go to main Menu 3. Search Folder then click on folder Name 4. Search Sub Folder click on sub folder Name 5. Search Document then click on document name for download file Publish Document Primary Role/Assigned Role: Admin / CE / SE / EE / SDO Operations: 1. Login as Admin / CE / SE / EE / SDO 2. Go to main Menu 3. Search Folder then click on folder Name 4. Search Sub Folder click on sub folder Name 5. Search Document then click on Publish Document button Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 1180

14 8 References S. No. Reference Documents 1 EIMS Task 1 4 Reports, TechM 2 MTR I III, DHV 3 A Compilation of Technical Circulars for Irrigation Works in Madhya Pradesh, B.R. Banga. 4 Circulars and materials provided by the Department. 5 Discussions and Minutes of Meetings from various discussions and suggestions. 6 Feedback received from online Trac < > 7 SRS and Design Documents of the module. Ver. 1.2 Enterprise Information Management System (EIMS) Training Manual 1181