Paperless: The Document Management System

Transcription

1 Kingdom of Saudi Arabia National Guard Health Affairs King Saud bin Abdulaziz for Health Sciences Paperless: The Document Management System Logging, Tracking, Sharing DMS V2 Edited 26 Sept 2010

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3 Paperless - the new document tracking software What is Paperless? Paperless is network-based software that gives you the power to efficiently and effectively manage all your paper and electronic documents, allowing them to be instantly shared, tightly controlled, and permanently archived in a paperless office. Benefits: Eliminate hours of search time Retrieve any document Become more efficient & streamlined Store documents electronically Eliminate copying, filing Store any file type PDF, image, picture, text Unlike paper, electronic documents can be shared with colleagues Enables quick and easy indexing Multi-level search and retrieval Document scanning software integrated with Paperless allows you to capture paper documents Department Benefits of Paperless Paperless is a database that allows all administrative assistants in a department to quickly find documents generated by all users in their department. Each user in a department is automatically given access to each record based on the department structure. Each user can see the Last Used reference number for the department and simply adds 1 to generate the next reference number. CONFIDENTIAL CORRESPONDENCE: Users can decide who has access to what record or uploaded document. CC: CORRESPONDENCE: Eliminate ing PDFs or sending copies by interoffice mail. Assign permission to users outside of your department to view uploaded documents.

4 HOW TO LOG ON Click on the shortcut on your desktop Click CONNECT and then LOGIN (your login is your KSAU-SH username and password) When you are not using Paperless it will sit in your tray at the bottom of your screen (like Outlook does). Right click over the icon and select SHOW PAPERLESS to open the software.

5 OUTGOING CORRESPONDENCE The best way to use Paperless for OUTGOING correspondence is to: 1. Create your document (memo or letter etc) then open Paperless. 2. Get the next reference number for your department (see Outgoing > Reference Number) 3. Add this number to your memo. 4. Copy and paste the information needed from your memo into the corresponding the Paperless fields. 5. Save your document (memo or letter) on your computer and then upload the soft copy from your computer. 6. Save your record in Paperless. 7. Once you have the scanned document ready for upload, simply open the record and upload the PDF. To add more than one file, see HOW TO ADD MULTIPLE FILES This allows you more time to scan the signed document, which you can upload it to the record when you have time. Select NEW DOCUMENT LITE from the top menu To log outgoing correspondence, simply complete the items shown.

6 Doc Package: This feature allows you to add the record to a previously created Document Package (see HOW TO USE DOCUMENT PACKAGE for more detailed instructions. To change the Document Package at a later date, simply select the new package for the record from the list. Category: Select from the drop down list Memo, SPR, MSR, Letter, Fax, Other, , Evaluation, Executive Communique, TRA, Fax or Minutes. Ref Number automatically displays the next reference number to be used for your department. This is preformatted and should NOT be changed at all. If you change this number or format the next number to be used will be out of sequence. To Department: select the required department from the dropdown menu Subject: enter memo subject here To: the name of the person you are sending the memo to From: the name of the person you are sending the memo from Date Created: date that you put on the memo. The default is today s date. To select another date, click on the down arrow and select from the calendar Date Sent: date that the document left your office. The default is today s date. To select another date, click on the down arrow and select from the calendar. Related Ref Number: if you are responding to a memo, put that memo number here, this is also documented under the subject line in the memo. Comments: this is a free field and you can enter anything you need to help you find a document here Keyword: this is a free field and you can enter a keyword (e.g. PBL Workshop 2010) in this space, enhancing your search abilities Document Status: select from the list Draft Copy, Filed, For Signature, Referred, Completed, Other, Pending, For Circulation, For Photocopy. File Location: the physical file location for this document in your department. Referred Information is only available for incoming correspondence.

7 Share the Record or Document 1. Ownership Select who can edit or see this document in your department. This will allow people in your department to edit or open the record (as users) ensuring workflow during absences. As the user entering the data in the record, you are the owner of the record cc: Access You can select people from other departments from this list. All home department members are selected by default. Each person selected will receive a notification that they have NEW MAIL. 2 Upload the Document Add a scanned or soft copy (Word, Excel, Powerpoint etc) document using the buttons. By clicking Add Multiple Files, you can create a ZIP file of multiple documents quickly (see How to Add Multiple Files) When you are done click SAVE.

8 INCOMING CORRESPONDENCE If you don t have a scanned document ready to upload when you create the INCOMING record: 1. Create a Word document called DOCUMENT ON FILE and save on your computer. 2. Upload this Word document and complete the record as normal. 3. Save your record in Paperless. 4. Once you have the scanned document ready for upload, simply open the record and upload the PDF. To add more than one file, see HOW TO ADD MULTIPLE FILES This allows you more time to scan the signed document, which you can upload it to the record when you have time. To log incoming correspondence, simply complete the items shown. Doc Package: This feature allows you to add the record to a previously created Document Package (see HOW TO USE DOCUMENT PACKAGE for more detailed instructions. To change the Document Package at a later date, simply select the new package for the record from the list.

9 Internal Code: This is the department specific tracking number used to identify incoming documents. This is preformatted and should NOT be changed at all. If you change this number or format the next number to be used will be out of sequence. Category: Select from the drop down menu Memo, SPR, MSR, Letter, Fax, Other, , Evaluation, Executive Communique, TRA, Fax or Minutes. From Department: select the required department from the dropdown menu Ref Number: The department acronym for the selection made in From Department automatically appears. Simply enter the incoming document s reference number. Subject: enter memo subject here To: the name of the person the memo is addressed to From: the name of the person who sent the memo Date Received: date that you received the memo. The default is today s date. To select another date, click on the down arrow and select from the calendar Date Sent: date that the document left your office. The default is today s date. To select another date, click on the down arrow and select from the calendar. Related Ref Number: any related reference number otherwise leave blank. Comments: this is a free field and you can enter anything you need to help you find a document here Keyword: this is a free field and you can enter a keyword (e.g. PBL Workshop 2010) in this space, enhancing your search abilities Document Status: select from the list Draft Copy, Filed, For Signature, Referred, Completed, Other, Pending, For Circulation, For Photocopy. File Location: the physical file location for this document in your department. Referred Information is only available for incoming correspondence. Referred To: enter the name of the person who the document is being directed to Referred Date: The default is today s date. To select another date, click on the down arrow and select from the calendar.

10 Share the Record or Document 1. Ownership Select who can edit or open this document in your department. This will allow people in your department to edit or open the record (as users) ensuring workflow during absences. As the user entering the data in the record, you are the owner of the record cc: Access You can select people from other departments from this list. All home department members are selected by default. Each person selected will receive a notification that they have NEW MAIL. 2 Upload the Document Add a scanned or soft copy (Word, Excel, Powerpoint etc) document using the buttons. By clicking Add Multiple Files, you can create a ZIP file of multiple documents quickly (see HOW TO ADD MULTIPLE FILES) When you are done click SAVE.

11 HOW TO SEARCH FOR A DOCUMENT Select SEARCH LITE This search module will allow you to select multiple fields to search by. Choose any or all fields to generate your search, for example: OUTGOING and / or INCOMING CATEGORY DEPARTMENT STATUS TO or FROM DATE range SUBJECT REFERENCE NUMBER Once you have selected your search criteria, click SEARCH and documents matching your criteria will appear in the results area at the bottom.

12 From here you can edit and delete a document that you OWN or have been given permission to edit as a USER. To Edit or Open a Document Follow the above search procedure and then click the button next to the file name in the DOCUMENT column in the results area.

13 To Edit a Record Follow the above search procedure and then click the button next to the file name in the EDIT column in the results area. You will be taken to the data entry screen where you can edit necessary fields and save the edited record. To Delete a Record Follow the above search procedure then click the button under DELETE in the results area. You can only delete your own records (if you name is not listed in ENTERED BY you can t delete the document). You can t delete a record if it is part of a DOCUMENT PACKAGE.

14 You can print the results (as PDF) by clicking PRINT.

15 HOW TO ADD MULTIPLE DOCUMENTS 1. To upload multiple documents (this works for OUTGOING and INCOMING records), click on Add Multiple Files. This button will create a pop up box for selecting the documents to add to the record. 2. Go to the location of the file you wish to upload. The documents MUST be in the same location, you can t choose multiple documents from multiple locations on your computer. 3. Select the multiple files (CTRL-click) to upload. 4. Click OPEN.

16 Paperless will automatically create a ZIP file and upload it to the record. The name of the ZIP file will be the name of the first document selected. To edit a document in a ZIP file Open the record (see HOW TO SEARCH FOR A DOCUMENT - To Edit a Record) and click on the uploaded document. Paperless will automatically unzip the file for you, allowing you to edit a document. The unzipped files will be stored on your computer in the folder My Documents\DMS\Zip\ To upload the edited documents in a new Zip file Repeat Steps 1 3 under HOW TO ADD MULTIPLE DOCUMENTS.

17 TO READ UNREAD DOCUMENTS Select CHECK UNREAD on the top menu and a pop-up box will appear indicating how many unread documents you have. Select CLICK HERE TO VIEW to read your unread documents. Click the button to read the document.

18 HOW TO VIEW SHARED DOCUMENTS AFTER YOU HAVE READ THEM To find a document once you have read it Go to SEARCH LITE and select OUTGOING (since it is an outgoing document from the originating department) then SEARCH. You can read or print the document by clicking button next to the document name.

19 HOW TO USE DOCUMENT PACKAGE The DOCUMENT PACKAGE works similar to your Outlook folders or the file/folder structure on your computer. This feature allows you to group documents related to the same function (e.g. workshop, lecture, block or meeting) for quick and easy access. Select DOCUMENT PACKAGE from the top menu Select CREATE PACKAGE to create a new package. Name: Enter the name of the new Package. Select who can see this Package. Select the members of your department who need access to this package. Add Docs: you must add at least one document to the package before you can save it. You will be taken to the SEARCH LITE page and you can select your documents here.

20 Save Package: click when you are done adding your documents to the new package To view or edit the package Select the VIEW/EDIT PACKAGE. Choose the package you wish to see from the dropdown menu and choose the documents by clicking button next to the document name. To edit the package name, simply enter the new name in the NAME field and then click UPDATE PACKAGE

21 To delete a document from the package Click on the button in the REMOVE column. This doesn t delete the document from the database, it only removes it from the package. To add more documents to the package Click ADD DOCS and repeat the process explained in CREATE PACKAGE. Once you are done adding or deleting documents from the package, select UPDATE PACKAGE. You will see this pop up box.

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