DOCUMENT MANAGEMENT SYSTEM

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1 DOCUMENT MANAGEMENT SYSTEM USER S MANUAL By: MIS Department Software Division Page 1 of 14

2 1. Overview Document Management System is a powerful web based file manager and storage utility. It was developed to give businesses and organizations the ability to effectively give personnel easy access to file in a secure online repository. 2. System Requirements - A personal computer with Internet access and a web browser (Internet Explorer or Mozilla Firefox). - An active account through which notifications about transactions will be sent out. 3. System Procedures LOGGING IN/OUT FROM THE SYSTEM: To log in at the system, you need to open internet browser (Internet Explorer or Mozilla Firefox) and type at the address bar. Click Document Management and you will be directed at login menu (see Figure 1). Type your user name, password and click Log-in button. Figure 1 Page 2 of 14

3 To log out from the system, you need to click the Logout tab located at top navigation, near Change Password (see Figure 2). FILE UPLOADING: Figure 2 Uploading of file has no limitation. You can upload more than one file in a day. The file which you can upload can be a compressed file (composed of more than one document) or single document. To keep you inform about the uploading event, a system generated message will be sent out to you containing details about the uploaded file (see Figure 3). Figure 3 Page 3 of 14

4 Steps in Uploading File: Click Documents and then Add Document tabs located at left corner side of the screen (see Figure 4). 1 2 Figure 4 Page 4 of 14

5 When uploading file, you need to set values in all the required fields (see Figure 5) Figure 5 1.) Folder - Using drop down button, select the folder where you will upload a file. 2.) New File - From selection, select the way of uploading you want to apply for specific transaction. For a document with smaller size, use Upload with Browse button (64MB max). Note: With this option you will simply browse the file from your local computer system. Page 5 of 14

6 For a document with larger size (more than 64MB), Use upload tool is recommended. Note: This tool will allow you to upload multiple large files. This tool will also display a progress bar so you can see the status of files as they are being uploaded. This tool requires that you install/enable Java. Here is the screen shot after clicking Use upload tool. You may notice that java is running while the file is being uploaded (see Figure 6). Figure 6 Click File then Select File(s) and from your computer select the file which you want to upload (see Figure 7). Figure 7 Page 6 of 14

7 After selecting file, the system will go on generating the uploading of file to the folder (see Figure 8). Figure 8 Note: If java is not running in your computer, you need to enable this through Web browser. Follow these instructions to enable Java though your Web browser: Internet Explorer 1. Click Tools and then Internet Options 2. Select the Security tab, and select the Custom Level button 3. Scroll down to Scripting of Java applets 4. Make sure the Enable radio button is checked 5. Click OK to save your preference Firefox 1. Start Mozilla Firefox browser or restart it if it is already running 2. At the top of the browser, select the Firefox button (or Tools menu in Windows XP), then Add-ons The Add-ons Manager tab will open. 3. In the Add-ons Manager tab, select Plugins 4. Click Java (TM) Platform plugin to select it 5. Click on the Enable button (if the button says Disable, Java is already enabled) Page 7 of 14

8 3.) Title - Assign a title for the file that you are going to upload. 4.) Expires on - It is recommended to set 2 or 3 days as the expiration grace period for every uploaded file. You need to unclick the Never Expired and the If expire set, send when expires radio buttons. Note: No need for the user to configure the notification because this function has already been set in the system. 5.) Number of times single user can download file. - It is recommended to set 2 as value in Number of times single user can download file. 6.) Notify users via about this upload. - Leave this field unchecked because notification on file uploading has already been configured in the system. 7.) Save - Click save button to complete the uploading process. FILE DOWNLOADING: Click Documents and then the folder/s assigned to you will appear on screen (see Figure 9). Figure 9 Page 8 of 14

9 Open the folder and select the file which you want to download (see Figure 10 ). 2 1 Figure 10 Click the icon under Action tab (see Figure 10) and then click Download (see Figure 11). Figure 11 Page 9 of 14

10 Here is the screen shot after the Download button has been clicked. You may now open or save the file (see Figure 12). Option 1 Option 2 Figure 12 Page 10 of 14

11 Changing of Password: For your protection and convenience, you can change your password at any time. Log In with your current User ID and Password, then select Change Password from the top navigation (see Figure 13). From Figure 14, enter the New Password, confirm and save. Figure Figure 14 Page 11 of 14

12 HOW TO APPROVE A FILE: Note: Any documents uploaded by user with lesser rights needs approval from Reviewer. After approval has been granted, the document will be available in the folder and can be downloaded by member/s of the folder. Click Review tab located at left corner side of the screen (see Figure 15). Figure 15 After clicking Review tab, all the files which are subject for approval will appear on screen (see Figure 16). Click Review located at the right side of the screen below Action header (see Figure 16) and you are now ready to approve the file (see Figure 17). Reviewer may also reject the file if she/he wants to. Click Reject and the file will no longer available at the system (see Figure 17). Reviewer may indicate the cause of rejection and send notification s to the user (see Figure 17). Page 12 of 14

13 Figure 16 Figure 17 Page 13 of 14

14 SYSTEM MANUAL: This manual is designed to provide users with better understanding about system procedures. To open the manual, click SYSTEM MANUAL header from top navigation (see Figure 18). Figure 18 Page 14 of 14

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