Total Recall Web. Web Module Manual and Customer Quick Reference Guides

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1 Total Recall Web Web Module Manual and Customer Quick Reference Guides

2 COPYRIGHT NOTICE Copyright by DHS Associates, Inc. All Rights Reserved. All TOTAL RECALL, TOTAL RECALL SQL, TOTAL RECALL FOR WINDOWS Records Management documentation, as well as any accompanying software, are protected under Federal Copyright Law. No part of this or any related publication or accompanying software may be copied, transferred, or distributed to any person without the expressed written permission of DHS Associates, Inc. LIMITATIONS OF WARRANTY AND LIABILITY DHS Associates, Inc., makes no warranty, expressed or implied, with respect to this computer software product or with respect to this manual or its contents, its quality, performance, merchantability, or fitness for any particular purpose or use. It is solely the responsibility of the purchaser to determine its suitability for a particular purpose or use. DHS Associates, Inc., will in no event be liable for direct, indirect, incidental, or consequential damages resulting from any defect or omission; in this software product, any documentation manuals, the program disks, or related items and processes, including, but not limited to: any interruption of service, loss of business or anticipatory profit, even if DHS Associates has been advised of the possibility of such damages. This statement of limited liability is in lieu of all other warranties or guarantees, expressed or implied, including warranties of merchantability and fitness for a particular purpose.

3 Table of Contents C H A P T E R 1 - INSTALLING TOTAL RECALL WEB...5 Before You Begin...6 Installing the Web Module...7 Register.dll files...9 Create Virtual Directory...9 Enable Anonymous Access / IUSR...12 Set WEBTR and RECALL Sharing and Security...13 Log In Screen...16 Creating the Web Help file...17 Adding Company Logo...17 C H A P T E R 2 - TOTAL RECALL SYSTEM SETUPS...20 System Parameters for the Web Server...21 System Security Settings for the Web Server...24 System Item Type Settings...27 Master Service Codes...28 C H A P T E R 3- TOTAL RECALL CUSTOMER SETUPS...30 Customer Maintenance Settings...31 Custom Captions and Item Types...35 Set up Rapid Order Screens...37 Establish Customer Web Security...41 C H A P T E R 4 - IMPORTING AND PROCESSING WEB WORK ORDERS...43 C H A P T E R 5 - FREQUENTLY ASKED QUESTIONS...49 QUICK REFERENCE GUIDES...53 Web Module Introduction...55 User and Delivery Site Setup...61 Request and Rapid Order...65 Add...74 Query...78 Reports

4 Chapter One Installing Total Recall Web

5 C H A P T E R 1 Installing and Preparing Total Recall Web Overview Total Recall Records Management Web Module saves time, speeds processing and gives a Records Center client the ability to control the accuracy of their record identification information. Total Recall Web presents a convenient, direct link to the Total Recall database for the end-user and allows the ability to request items, view reports, query inventory and even edit limited record information. Using reports and queries, the Web User also has the ability to monitor the movement and view the history of their records. This manual is designed to assist the Records Center with the installation and initial setup of Total Recall Web. Basic operational procedures and end-user operations are detailed, as well. The guide is divided into six sections. Installing the Web Module Software Step 1 outlines basic installation of the Web Module software on the server, linking Total Recall and the Web Module, and customizing the graphical interface. Setups in Total Recall Step 2 covers the system setups to be performed in Total Recall. System Parameters, Security, and Item Type settings are modified in this step. Customer Setups in Total Recall Step 3 details the customer settings that enable the record center s customers to utilize Total Recall Web. Customer Maintenance, Item Type, Custom Captions and Rapid Order setups are established here. Importing Web Server Work Orders Step 4 covers the steps that a records center Total Recall user must perform to import work orders created by the Web User. Frequently Asked Questions Chapter 5 offers answers to some of the most commonly asked Web Module questions. Common error messages and helpful links are listed here, as well. Using the Web Module This section is a series of comprehensive Quick Reference Guides that cover each menu option available to the Web Users. Day-to-day operations, such as requesting deliveries and/or pick-ups, adding containers and files, viewing reports and queries, are detailed in concise documents that can be duplicated or modified and given to the record center s customers. 5

6 Before You Begin Prior to installing the Total Recall Web Module software, ensure all of the following items are present. Total Recall Records Management Software installed and operating on the System Server. Internet Information Services version 5, 5.1 or 6.0, provided by Microsoft, installed and operating on the System Server. Windows Server 2000 Server 2003 or Windows XP Professional operating system. Total Recall Web will not work on Windows XP Home Edition or with Windows 98. Your customers will need Internet access and Internet Explorer 6.0 or 7.0 web browser. No additional software or hardware is required. If your business has its own web page, a link to the Total Recall Web Module can be created for your customers from that page. Consult your IT specialist or ISP Support to assist with link creation. The installation requires exclusive use of Total Recall, and it should be performed on the System Server. Prior to beginning, note the data path address of the Total Recall data files in the box below. Click System > Data Path to display the location of the Total Recall database files. Total Recall Database Files: Note: Many DHS clients find it helpful to use the assistance of an IT Specialist to help with system server, internet service provider, and third-party software issues not part of Total Recall or Total Recall Web. 6

7 Installing the Web Module Install Program Files Step 1 Insert the CD for the Web Module into the CD drive of the server. If the computer has an autorun feature, the installation will begin automatically. If the installation does not run automatically, proceed to Step 1A. If it does run automatically proceed to Step 2. Step 1A After inserting the CD, select <Run> from the Start menu. Key in: D:\WEBTRxxx.EXE, (xxx corresponds to the version number), then click <OK>. This will begin the installation process. Step 2 Note: The drive letter should be the CD drive on your server. Fig Installation begins with a Welcome window. Click <Next> to continue. In the next screen, Select the Destination Directory, click <Next> to accept the recommended directory for the Web Module. Note: The Web module must be installed in the WEBTR folder. (Fig. 1.3) Fig Fig A progress window will display as files are being copied. When complete, proceed to Step 3. NOTE: For future reference, please note the complete drive and directory path where the Web Module program files were installed. Web Module Program Files: 7

8 Step 3 Fig. 1.4 shows the Set Data Path window. Select the <Add> button to select the path where the Total Recall data files are located. Note: Refer to your notes on the Before You Begin page for the location of the Total Recall Database files. Fig Navigate to the appropriate path, select to highlight, then click < Select>. Once the Specify Data Path window is complete (similar to Fig. 1.5), click <Ok>. Fig Note: To manually set or reset the data path to the Total Recall in the future, open the WEBTR folder and locate the Setpath.exe file. Double-click to run the application and display the window in Fig Use the <Add>, <Edit> or < Delete> buttons as needed. 8

9 Step 4 When the Installation Completed window displays, click <Finish>. A system message will prompt (similar to Fig. 1.7) to restart the computer. Click <OK> to restart the computer and complete the installation and registration process. Fig Fig Register.dll files Once the system has been restarted, the next step is to re-register the.dll files. From the Windows Start menu, click Run. In the Run dialog box, enter REGSVR32 <path to web>\webstd7.dll. (Refer to Web Module program file location above for complete path name.) (Fig. 1.9) A system message will display that the.dll was succesfully registered. Fig Fig Create Virtual Directory Internet Information Services is an integrated feature built into Windows operating systems. The Total Recall Web Module and Vault Web Module use IIS to allow customers to view their data, input data, and request activities via the internet. Total Recall Web requires Internet Information Services version 5, 5.1 or 6.0, installed and operating on the System Server. NOTE: IIS is a Microsoft product; any issues related to IIS should be addressed with an IT Specialist or with Microsoft. Step 1 To begin, open Internet Information Services by clicking the Windows Start 9

10 button and then selecting Run In the Run dialog box, enter inetmgr and then click <OK>. Internet Information Services program window will open. The server name will be listed below Internet Information Services; click the <+> symbol beside the server name to expand and display the Default Sites and Servers. (Fig. 1.11) Fig Fig Step 2 Right-click on Default Web Site and select New > Virtual Directory to open the Virtual Directory Creation Wizard. Click <Next> to begin. Fig Fig Step 3 Enter the name of the Virtual Directory (usually WEBTR) to be created in the Alias field and then click <Next>. The next step locates the content to publish on the web site. Use the <Browse> button to locate and select the directory where the Web Module was installed. Click <Next> when complete. Fig Fig

11 Step 4 On the Access Permissions window, verify that Read and Run scripts are enabled, then click <Next>. Click <Finish> to complete the wizard. Fig Fig Step 5 The next step is to establish the appropriate properties and permissions for the new Virtual Directory. Return to IIS, expand the Default Web Sites, and locate the WEBTR directory. Right-click and choose Properties from the shortcut menu. (Fig. 1.18) A properties window, similar to Fig will open. NOTE: The Properties box may vary slightly depending on the version of IIS. Fig Fig Step 6 Click the Documents tab. Verify Enable Default Document is checked, and verify all four documents in Fig are present. If necessary, click <Add> and use the Add Default Document window in Fig to add all documents. Fig Fig When complete, click the <Apply> button at the bottom of the dialog box to apply these changes. 11

12 Enable Anonymous Access / IUSR Internet Information Services uses an anonymous user that is assigned to any outside connection coming in through IIS. This account is not listed in the default Everyone user group and must be manually added to folder permissions. Step 1 From the WEBTR Properties dialog box, click the Directory Security tab. Click the <Edit> button to modify the authentication and access. Fig Step 2 The next screen will vary depending on the version of IIS. If the Authentication Methods box is similar to Fig. 1.23, check the Anonymous Access check box and then click the <Edit> button to open the Anonymous User Account screen. If the Authentication Methods screen is similar to Fig. 1.24, check the Enable Anonymous Access checkbox. Fig Fig From either location, this will display the Anonymous User Account information. This is the account that will need to be added to security of the Web and/or Vault Web program folders. The Username will be different on different networks. By default, the user name begins with the prefix IUSR_xxx. Record the anonymous user for future use for permissions setup. Anonymous Internet User Account: 12

13 Note: Depending on the version of IIS, there is an option to allow IIS to control password. If available, leave that option enabled. Click <OK> to save changes and close all dialog boxes. Click <OK> to close the WEBTR virtual directory property dialog box. Finally, close Internet Information Services. Set WEBTR and RECALL Sharing and Security NOTE: The actions in detailed below must be completed on both the WEBTR and RECALL folders. For demonstration purposes, however, only the WEBTR directory will be shown. Please set Sharing and Security for RECALL after WEBTR. From either My Computer or Windows Explorer, locate the WEBTR directory that the Web Module program files were installed in. Right-click and choose Properties from the shortcut menu to open the WEBTR Properties dialog box. NOTE: The tab names, number, and/or order may differ slightly depending on the operating system installed. Step 1 Click the Sharing tab and enable the Share this folder option. The Share name field will populate. Click the <Permissions> button to add the Anonymous Internet User account. Even though, Everyone has permissions, the Anonymous Internet Account needs to be added. Click <Add> to open a Select Users or Groups dialog box. (Fig or Fig. 1.26) NOTE: The screen may differ slightly depending on the operating system installed. Fig Fig Step 2 In either location, key in the Anonymous Internet User Account where prompted. Click <Check Names> to verify. Once verified, click <OK>. 13

14 Fig Fig Step 3 Select the Internet Guest Account, and click to Allow Full Control. Click <OK> to save and exit the Permissions dialog box. From the Properties screen, click <Apply> to save these changes. Fig Step 4 Next, click the Security tab (Fig or Fig. 1.31). The Internet Guest account will need to be added and given Full Control access. Click the <Add> button and follow the steps above to add the IUSR account. Note: If there is an option to Allow inheritable permissions to propagate to this object, check to enable. When complete, click <Apply> to save these changes. 14

15 Fig Fig Step 5 Finally, from the Properties screen, click the Web Sharing tab. Enable the Share this folder option, and verify the alias is the one created with the Virtual Directory Wizard. Note: The tab appearance my vary depending upon the operating system. Click <Apply> to save these changes. Fig When all settings have been established, click <OK> to save settings and close the WEBTR Properties dialog box. Next, locate the directory that houses the Recall program files (usually RECALL) and repeat Step 5 for that directory. NOTE: The preceding actions must be completed on both the WEBTR and RECALL folders. For demonstration purposes, however, only the WEBTR directory is shown. 15

16 Log In Screen The User must log on, using a given User ID and password, which was setup within Total Recall. Fig displays the Security Control Form / Log On Screen. Log-in Screen Fig An unsuccessful Login to the Web Module will create a system message: User ID or Password Invalid! If Login is successful, the Menu bar, similar to Fig. 1.34, will display identifying the Current User and their associated the organization, displayed as Customer. Menu Options Request Query User Add Fig The first drop-down menu is the Request menu. It contains the options for identifying and placing items on the list as a submission to a work order. The Query menu allows the user to search for items. Queries can look up items such as fungibles, boxes or files. The User menu contains options pertaining to the Web User, Customer, current and past work orders, as well as the Log Out function. The Add menu allows the user to add containers and indexed items. Reports Help The Reports menu contains options representing the different reports provided by the Total Recall Web Module Program. The Help menu allows the user to view a web help file. 16

17 Creating the Web Help file To create the web help file right click on the file named webhelp.html in the web folder on the server. Selecting edit will allow you to add and edit information to the help file. The contents of Microsoft Word documents and text documents can be copied and pasted into the help file. The text from a pdf file can be copied and pasted into the help file. Information that is entered into the help file will be displayed when web users select Web Help from the Help menu. Web Help Selection Fig Sample Help File Fig Adding Company Logo Once the Web Module is installed, the records center name and logo can be placed on the header, replacing the Total Recall logo and standard graphic. Customized Web Log-In Screen 17

18 Step 1 Fig Locate the WEBTR folder, then open the Images folder. Locate the files webpicture.gif and webcompany.gif. Fig Step 2 DHS Worldwide recommends creating a copy of these two default graphic files. Right-click and choose Copy, then right-click again and choose Paste. Two new files, Copy of Webpicture.gif and Copy of Webcompany.gif will now appear in the folder. Step 3 Open the graphics manger program used to view and/or edit the new logo and picture files. Open the file to replace the Total Recall logo. Use the graphics manager program s sizing function to give the graphic the following approximate dimensions: 287 pixels wide x 71 pixels high. Fig

19 Step 4 From the File menu, choose Save As. Navigate to the WEBTR\Images folder and select the webcompany.gif file. Click <Yes> when prompted to replace the existing file. Fig Step 5 Step 6 To replace the default picture file, repeat the process in Steps 3 and 4, replacing the webpciture.gif file. Resize as needed, using the following dimensions: 468 pixels wide x 71 pixels high. Again, choose File > Save As, navigate to the WEBTR\Images folder and select the webpicture.gif file. Click <Yes> when prompted to replace the existing file. Verify the new images display properly, using the browser s Refresh function. Adjust image sizes if necessary, following the steps above. Web users will now see the customized header on all screens. 19

20 Chapter Two Total Recall System Setups

21 C H A P T E R 2 Total Recall System Setups Overview Prior to launching Total Recall Web Module for client use, a number of settings must be modified within Total Recall to ensure the main program and the Web Module function properly. The four major System Setups are covered in this chapter. Once these are complete, individual customers can be set up to use the Web Module; those settings are covered in Chapter Three. System Parameters Settings System Parameters settings affect how Total Recall operates and create the system-wide defaults. There are five settings the system administrator must address in operating with the Web Module. System Security Settings System Security is where the system administrator can assign access levels for all records center Total Recall users and can create the system security defaults for Web Module users. The level of access determines what operations can be performed in each menu option. System Item Type Settings Item Types allows the record center to customize reference fields by the type of records stored. To use the Web Module, item types MUST be set up for all records that are to display on the web server. Most often, item types are simply BOX and FILE, but they can be more specific if needed. Once established, individual customer item types can be personalized with reference field captions specific to that customer. Master Service Code Settings Each action performed on behalf of a customer is a service provided for that customer. Total Recall records and tracks these services according to service codes. Services, and their associated codes, available to web module customers must be designated for Web Service. System Parameters for the Web Server The following is a review of parameter selections in Total Recall that pertain to the Web Server. From the System menu, choose Parameters to open the System Parameters window. Settings on the Company/Billing tab and on the Barcode/Field Lengths tab must be addressed. Fig

22 Company / Billing Tab SMTP Setup Check for related storage code on Web Sort record series on Web by Fig To utilize Total Recall Web s After Hours Notify feature, enter the applicable Mail Server information in these fields. When utilizing multiple container sizes and when Related Codes and Add Codes are fully established and size-specific, enabling this option will have Recall check for Related Storage Codes when adding a box from the Web Module. Determines the display order for Record Series. Select Code to sort by the related Retention Code number; select Description to sort alphabetically by the record series name. System Parameters: Work Order / Space Allocation tab Use Work Order Description on the Web Fig This option will use the Related Service Codes for Web Orders the same as it does when creating Work Orders directly through Total Recall. 22

23 Work Order Descriptions Setup Enable Web Service Fig Select which Work Order Descriptions that the web users will be able to see on the web on the Default Work Order Descriptions screen by clicking the Enable Web Service option. Barcode / Field Lengths Tab Engage Auto Print Web Orders Fig If this option is enabled, the Work Order Print screen will automatically display after Web Orders have been imported, allowing the user to print the newly imported Web Orders. 23

24 System Security Settings for the Web Server Security settings for both records center Total Recall users and Web Module users should be established. Consider each user s needs when setting System Security settings, and consider what features all customers are to have when creating Global Web Security settings. Records Center Total Recall Users The Master Security Officer or System Administrator should modify each records center Total Recall user s security settings to address the level of access to Web Module settings. Select System > Security > Add/Edit Individual Security Settings to open the System Security window similar to Fig Fig System Security / User Maintenance Screen Do not notify user of pending web orders Hide Authorized User Passwords Fig This check box allows the System Administrator to disable the Web Notification feature for selected Users. If this box has been checked, the user will not receive the notification that Web Orders are pending. This check box allows the System Administrator to mask or allow the web password to be seen for the User. If this box has been checked the web password will be masked if the user double clicks on the Authorized Individual. 24

25 System Security / File Tab Web Server Fig The Web Server feature allows the user to import pending web orders into Total Recall. If Complete is enabled, the user will be able to import Web Orders; if None is enabled, the user will not have the option on the File menu. System Security / Maint Tab Web Security Update Fig The Web Security Update allows a user in Total Recall to modify Web Security settings for the records center customers. If Full is enabled, the user will be able to modify Global and/or Individual Customer security settings. If None is enabled, the user will not have the option on the Maintenance menu. NOTE: In addition to these Web Module-specific settings, please review each user s settings for other Maintenance menu options, primarily Customer Maintenance, Master Service Codes, Customer Service Codes, and Item Types. 25

26 Web Module Users Again, the Master Security Officer or System Administrator should create the minimum, default Web User security settings. These options determine how the records center will operate with the Web Module. In addition, when customers are set up for Web Module use, these settings are copied as the default security settings. Select Maintenance > Web Security Update > Global Security Update to access the window similar to Fig Fig Global Web Security Update Fig Each tab corresponds with menu choices in the Web Module. Enable the features a standard Web Module user should have access to. Individual customer settings and individual user settings can be further customized, but the settings established here are the minimum defaults. When all settings are established, click <Copy> to update all customer settings. Click <Exit> to exit without saving. 26

27 System Item Type Settings Item Types allows the record center to customize reference fields by the type of records stored. To use the Web Module, item types MUST be set up for all records that are to display on the web server. Total Recall ships with default BOX and FILE item types, but additional types can be created, if necessary. To modify Item Types, follow Maintenance > Item Types > Individual Item Type Records. A window similar to Fig will display. Item Type Maintenance Screen Add an Item Type Edit or Delete an Item Type Item Type Default Storage Code Customer and Department Storage Type Fig Click on the <Add> button to enter a new item type. A blank entry screen will display allowing for entry. Enter all pertinent information and click the <Save> button to add the item type, or click the <Revert> button to discard the new record and return to the item type screen. Using the <First>, <Previous>, <Next> or <Last> buttons or the <Search> button to select a record to be edited. Click the <Edit> button to modify a previously entered item type, then click the <Save> button or click the <Revert> button to discard the changes. Click the <Delete> button to delete the item type displayed. The system will prompt the user: Do you want to delete this record? Click <Yes> to proceed with the record deletion. Enter the name of the item type. Each type should be unique. At the system level, this field is typically left blank to allow for more flexibility in billing. It may be used, however, if only one storage code is applicable to this specific item type. Again, at the system level, this field is typically left blank. It may be used, however, to allow a customized item type to be assigned to a specific customer and/or customer department. Use the <Locate Customer> button and the dropdown list to search for customers and departments. Radio buttons for Container, Index Item, Both or Neither. Select one per type. 27

28 Master Service Codes Each action performed on behalf of a customer is a service provided for that customer. Services, and their associated codes, available to web module customers must be designated for Web Service in the Master Service Code listing. To edit the Master Service Codes, follow Maintenance > Master Service Codes > View Individual Service Codes. A window similar to Fig will display. Master Service Code Screen Fig When setting up service codes, the following should be noted and considered: The Container Storage Codes and the Container Add Codes should have an associated Item Type on the Service Code screen. This will add the Item Type with the Container as it is added to inventory either through a Barcode Import or through a Web Server import. Item Types for Files entered using the Web Server need to have the Item Type associated with the web enabled Add File Code. This will add the Item Type to each file added using the Web Server. Note: Queries on the Web will only show containers/files that have an Item Type assigned. If there is more than one Delivery Option to select, these codes will need to be checked Web Service. If there are no Transportation codes selected as Web Service then the Select Transportation Option will not display on the Delivery Setup screen. Note: The user can set up service codes to use specifically for the web. This allows the user to collect statistical data for web services separate from Normal/In-house generated Services. EX. How many retrievals were requested via the web vs. phone, fax, etc. Service Code Description This is a three (3)-character code that identifies the service. This field contains a brief description of the service code. This description does display when users are creating work orders and as a description of the service on the customers invoice. 28

29 Category Code Type Web Service Web After Hours The category code field is a drop down menu of 13 options, which group similar service codes together. Each service code must be assigned a category code, this category code ensures that the service displays on the appropriate work order screens This field allows the user to associate an item type to a storage service code or to an add service code. Item types identify the item type being stored, typically BOX or FILE. Item types are required for the web module. Checking this box activates the service code on the web server. When checked, this code and its function will be accessible from the Web Module. Services, and their associated codes, available to web module customers must be designated for Web Service in the Master Service Code listing. When checked, Total Recall Web will send an to the Records Center notifying this code has been selected by a Web User. To use this feature, the SMTP Setup fields on the System Parameters window must be complete. Web Send Mail Option Fig

30 Chapter Three Total Recall Customer Setups

31 C H A P T E R 3 Total Recall Customer Setups Overview After System Setups are modified for use with the Web Module, individual customers can be set up to use the Web. There are a number of settings to be modified in the Customer Maintenance window for each customer that will be using the Web Module. Review Customer Maintenance Settings Preparing a customer for Web Module use is a good time to review, update and complete additional fields in the Customer Maintenance settings. General Options, Billing and Transportation Options, Customer Service Codes, Customer Departments, and Customer Delivery Sites should be checked for accuracy and completeness. Create Custom Captions for Item Types Custom Captions allow each customer to add, request, query and report their inventory with field identifiers that are specific to their business needs. These captions work with Customer Item Types, making it easy for Web Users to process their requests. Set up Rapid Order Screens Rapid Order Setup is an additional set of defaults/parameters specifically for the Web Module, designed to add extra security on what tasks specific customers will have the ability to do. These features are established on a customer-by-customer basis. Establish Customer Web Security Each Customer s Web Module users must be set up with a Web Login and a Web Password. Additional security settings are established and modified in this step, as well. Customer Maintenance Settings Below are Customer Maintenance settings in Total Recall that should be reviewed prior to setting up Web Module service. From the Maintenance menu, choose Customers > Individual Customer Records to open a Customer Maintenance window similar to Fig Settings on the General tab, Billing Options tab, and on the Customer Service Codes, Customer Departments, and Customer Delivery Sites buttons will be addressed. Fig

32 Customer Maintenance General tab Default Delivery Address Department Required Fig The customer s default delivery address. Additional delivery addresses can be entered on the Customer Delivery Sites rapid entry screen, but the primary location for item delivery should be listed here. This option, when engaged, requires that a valid department code be entered for every service entered on a work order. If this option is selected, a listing of valid departments must be entered and maintained on the Customer Departments rapid entry screen. Billing Options tab / Minimum Transportation Settings Base Service The Base Service Code is the basic transportation code for the work order line Code and charges. The Related Code is the charge for additional items in excess of the Related Code number established in # of Deliveries in Base. # of Deliveries In Base <More > Enter the number of transportation lines to be included in the Base Delivery code. Any lines exceeding this number will incur additional transportation charges, using the Related Code. Check to the left of all work order line types that a transportation charge is to be automatically assessed. % Surcharge on Transportation Fig Enter any Transportation Surcharge percentage amount. Total Recall calculates a percentage of the total Transportation charges per work order and then adds that amount to the total. 32

33 Customer Service Codes In many instances, Customer Service Codes are created from the Master Service Codes. Therefore Master Service Codes marked for Web Service during System Setup will copy as Customer Service Codes enabled for Web Service. The actions available on the Web can, however, be further customized for individual customers. From the Customer Maintenance window, click the <Customer Service Codes> button to open a listing of Customer Service Codes. Double-click on any code to open the Customer Service Code Maintenance window similar to Fig Use the navigation buttons to scroll through the different codes, verifying price, item type, and related codes. Each action and code that is to be available on the Web Module should be checked Web Service. Use the <Edit>, <Add> and <Delete> buttons to modify the codes. Customer Service Code Maintenance Fig Customer Delivery Sites The lists all locations or sites for the selected customer. Each site will be a delivery option on the Web module. If the customer has multiple locations, each should be listed as completely as possible. If the customer has only one location, it will not be necessary to enter information into this screen. Click <Add> to open the Customer Site Maintenance window in Fig When complete, click <Save>. Customer Site Maintenance Fig

34 Customer Departments Customers may have multiple departments, each operating in different manner or each located at a different site. If the Department Required option was selected on the general tab of the Customer Maintenance window, valid departments must be entered. Click the <Customer Departments> button to open the Rapid Data Maintenance Screen for Customer Departments. Click <Add> to open a Department Maintenance window similar to Fig When complete, click <Save>. Departments can also have separate custom captions. In System Parameters, if Show Department Captions was enabled, a Custom Captions tab will display in the Department Maintenance window. Customize captions as needed, to have these department captions display instead of the customer or system captions. (Fig. 3.7) Customer Department Maintenance Fig Fig

35 Custom Captions and Item Types From the Custom Captions tab, the user has the ability to customize the captions for the description and reference fields, this allows for easy and more accurate data entry. Any caption entered on the System Parameters screen will automatically be copied to the customer caption screen and can be modified from there. To simplify and create more accurate data entry screens, the user has the ability to change what is reflected on the work order line input screen by customizing the reference fields to reflect the information to be contained within said field. For example, if the customer box number is to be entered in the reference 1 field, by changing Reference 1 to Customer Box #, the person doing data entry knows that a box number is to be entered in that field. These custom captions also appear in the report headers, therefore when reports are printed for customers, the report is more easily read and understood by the customer. Custom Captions in the Customer Maintenance Screen (Fig. 3.8) are used in Total Recall and in the Web Module. Once they are entered here, they can then be copied to Item Types. Note: Item Types must be set up in order to use Rapid Order, Reports and Queries on the Web. Customer Maintenance / Custom Captions Fig

36 Once Item Types are added, proceed to the Customer Maintenance screen for that customer and go to the Custom Captions tab. Click on the <Copy Captions to Item Types> button on the right side of this screen. (See Fig. 3.9) This will copy the customer captions to all Item Types for that Customer ID. Customer Maintenance - Custom Captions Tab Fig On this screen, enter the customized caption for all appropriate fields. Enter an abbreviated version of the custom caption for those areas within Total Recall where the entire caption cannot be displayed. This abbreviation should be no more than six characters. If the <Unique> checkbox has been checked to the right of the reference 1 field, this indicates that the information entered into this field will automatically be verified that it is unique. When creating a work order, if information is entered into the reference 1 field that is not unique for the customer, a message will display that the reference 1 is not unique and cannot be saved. 36

37 Set up Rapid Order Screens Rapid Order Default Setup is an additional set of defaults/parameters specifically for the Web Module. These defaults/parameters add extra security on what specific customers will have the ability to do or how the web will perform for them. These features are established on a customerby-customer basis. Service Codes to be used on the Rapid Order Screen If web users will be using the Rapid Order screen, select the service codes that will be used by default in the Web Module for Rapid Order. These codes are used in the Rapid Order option, for retrieving and re-filing. The descriptions are customizable and will appear in the Request Menu for Rapid Order option in the Web Module. Rapid Order Setup Fig Miscellaneous Options for Rapid Order Allow Inhouse users to in the Open Shelf Screen in Work Orders if the item being searched for was not If this check box is selected the Total Recall user will be allowed to add an item add new found. Items Apply strict validation rules on inhouse users Again, for Total Recall users in the Open Shelf Screen. Check this box if you do not want to allow the users to request an indexed item that is currently showing as being retrieved. If this option is selected, when an item is retrieved, it will show as Checked Out in the select column on the result screen of the web server with the retriever name and date out listed in the status/comments column. 37

38 Apply strict validation rules on web rapid order screen Do not allow request for pickups on rapid order screen Apply strict rules on web delivery Setup screen Include Long Descriptions Do Not assign Storage code to new Containers on Web Auto assign TR container # on web imports Auto assign TR file # on web imports Check TR container pre-assign labels on web Check TR File preassign labels on web Check this box if web users will not be allowed to Request an Item that is currently showing as being Retrieved. If this is NOT checked, when a Retrieved Item is displayed as a search result, the Select column will have Retrieve enabled, the Status/Comments column will display a comment that the Item is out and indicate the name of the Retriever (if available) and the Date the Item was Retrieved. Users will also be able to add to inventory through the Rapid Order screen if this option is NOT checked. It is generally recommended that this option be checked. This feature is only enabled if the previous feature has been selected. Check this box if web users will not be allowed to pickup requests via the Rapid Order screen. The Select column will display Checked Out and no action will be admissible. The Status/Comments column will state the name of the Retriever (if available) and the Date the item was retrieved. Check this box if users will not be allowed to alter the Delivery Address for the current work order. With this item checked, the delivery address can be changed if additional delivery sites are set up, but the user does not have ability to alter any address. If this is checked, the user can use the comments field to enter any specific delivery instructions. This will allow the description and the long description fields to be searched together when querying the description field on the Query Menu. By checking this box, containers will be added to inventory but not with an associated Storage Code even if the Add Code has a related storage code. This will allow the correct storage code to be assigned upon arrival to the Record Center. Check this if users do not pre-assign labels to the customers. This will allow containers to be added to inventory without entering a barcode number. The barcode number will be assigned upon import of the web order into Total Recall. Once imported, labels can be printed from the work order and applied to the containers when they reach the facility. Check this if users do not pre-assign labels to the customers. This will allow files to be added to inventory without entering a barcode number. The barcode number will be assigned upon import of the web order into Total Recall. Once imported, file labels can be printed from the work order and applied to the files when they reach the facility. If this check box is selected, then only container barcode numbers that have been pre-assigned to that customer will be accepted when adding to inventory through the Web Server. If this check box is selected, then only file barcode numbers that have been preassigned to that customer will be accepted when adding to inventory through the Web Server. 38

39 Establish Customer Web Security Each Customer s authorized user that has authority to use the Web must be set up with a login and password. Authorized users are added and modified by clicking the <Customer Security> button and the Department Authorization Maintenance window. Additional security features must be must also be set after clicking the <Web Security> button. Department Authorization Maintenance / Web Setup Web User Id Password Edit Records On Web Edit Record Series On Web Fig Enter the Web User Identification in this field. Logins must be unique for all users who access the Web Module. IDs are 3-8 characters long and may be an alpha/numeric, but must begin with an Alpha character. Note: User IDs cannot contain any spaces or special characters. If a Department is listed with the authorized user, that person is limited to records for the specified department only. If a User Site Id is listed with the authorized user, that site will be the default delivery address on the Web Server. Enter the Web User s Password in this field. The User will enter this Password to logon to the Web Server from the Remote location. Passwords do not have to be unique and can be 3 10 characters long. Allows users of the web to edit information in Total Recall for their company s records. This feature allows a customer to enter their own information on containers and do their own indexing of files, as well correct their own errors. Note: Caution should be used when enabling this feature. Users with this authority can alter Effective Dates and Destruction Dates. Allows the ability to edit information concerning record series and retention codes. This authority is only active when coupled with the Edit Records on Web authority above. Note: Caution should be used when enabling this feature, as well. Changes to the Record Series can alter Retention Codes and the calculation of Destruction Dates. 39

40 Once Item Types are added, proceed to the Customer Maintenance screen for that customer and go to the Custom Captions tab. Click on the <Copy Captions to Item Types> button on the right side of this screen. (See Fig. 3.12) This will copy the customer captions to all Item Types for that Customer ID. Customer Maintenance - Custom Captions Tab Fig On this screen, enter the customized caption for all appropriate fields. Enter an abbreviated version of the custom caption for those areas within Total Recall where the entire caption cannot be displayed. This abbreviation should be no more than six characters. If the <Unique> checkbox has been checked to the right of the reference 1 field, this indicates that the information entered into this field will automatically be verified that it is unique. When creating a work order, if information is entered into the reference 1 field that is not unique for the customer, a message will display that the reference 1 is not unique and cannot be saved. 40

41 Establish Customer Web Security Each Customer s authorized user that has authority to use the Web must be set up with a login and password. Authorized users are added and modified by clicking the <Customer Security> button and the Department Authorization Maintenance window. Additional security features must be must also be set after clicking the <Web Security> button. Department Authorization Maintenance / Web Setup Web User Id Password Edit Records On Web Edit Record Series On Web Fig Enter the Web User Identification in this field. Logins must be unique for all users who access the Web Module. IDs are 3-8 characters long and may be an alpha/numeric, but must begin with an Alpha character. Note: User IDs cannot contain any spaces or special characters. If a Department is listed with the authorized user, that person is limited to records for the specified department only. If a User Site Id is listed with the authorized user, that site will be the default delivery address on the Web Server. Enter the Web User s Password in this field. The User will enter this Password to logon to the Web Server from the Remote location. Passwords do not have to be unique and can be 3 10 characters long. Allows users of the web to edit information in Total Recall for their company s records. This feature allows a customer to enter their own information on containers and do their own indexing of files, as well correct their own errors. Note: Caution should be used when enabling this feature. Users with this authority can alter Effective Dates and Destruction Dates. Allows the ability to edit information concerning record series and retention codes. This authority is only active when coupled with the Edit Records on Web authority above. Note: Caution should be used when enabling this feature, as well. Changes to the Record Series can alter Retention Codes and the calculation of Destruction Dates. 41

42 <Web Security> Click this button to open the Web Security window, similar to Fig Web Security Fig Each user for the Web has security setting similar to the System Security in Total Recall. The tabs across the top of the following screen reflect the menu options in the Web. Select the box that describes what the user is to have the ability to do. An alternative to establishing each customer s authorized user s Web Security settings individually is to use the Web Security Update for Individual Customers. Select the customer s settings to be modified, then specify which options for each menu can be accessed. Click <Copy> when complete to copy these settings to all users assigned to that specific customer. Again, individual web users can be further updated from their specific Department Authorization Maintenance window. (See Fig ) Fig Individual Customer Update Fig

43 Chapter Four Importing and Processing Web Work Orders

44 C H A P T E R 4 Importing and Processing Web Work Orders This chapter will cover the steps to take after your customer has completed their work on the Web Server and has sent their order. From their site they have clicked the Send Order link. Each time an order is sent to the facility, the Delivery Setup screen will be displayed so web users can select a Transportation Option and a Delivery Site for each order that is sent. After the user has selected the Transportation Option and the Delivery Site, the order is ready to be sent. In order for the order to be sent the send order button must be selected or the order will not be sent. See figure 4.1. Send Order Screen Fig Delivery/ Address Setup Fig Total Recall users not excluded from Web notification will receive a system message that there are Web Service Orders pending. The message will display in the window s title bar until the orders are imported. 44

45 Fig Fig To import Web Service Orders, either click the Web Server Import button on the toolbar or choose File > Web Server Functions > Import Web Server Work Orders. Either will open the Upload Web Server Data window, similar to Fig Verify settings, then click <Import> to import work orders. Fig Upload Web Server Data Fig Verify settings, then click <Import> to import work orders into Total Recall. A question window will prompt, Do you wish to print a list of the web orders that were imported?; click <Yes> or <No> depending on preferences. When the import is complete, a system message will display, Import Complete xxx Work Orders Created!; click <OK>. Auto Print Web Work Orders(s) If selected, this will automatically print a report of all imported web orders without prompting. 45

46 Web Server Data Path Select the folder icon and select the correct path of where the Web Server was installed. Once set, this should not need to be changed. To find the work order imported from the web, click the <Browse Work Orders> button on the toolbar or follow File > Edit Work Orders > View List of Work Orders. The Current Period Work Orders window will display. Work orders imported from the web will have a description Web Server Import, similar to Fig Process as normal work orders. The Status column will update from O Open to C Closed when complete and closed. Current Period Work Order Browser Fig

47 Chapter Five Frequently Asked Questions

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