Atlantic Automation. Document Storage and Retrieval System. Administrator s Guide

Transcription

1 Atlantic Automation Document Storage and Retrieval System Administrator s Guide

2 Copyright Notice This document is copyright material. It may not be reproduced in any form whatsoever, including physical, magnetic, electronic, optical or other media or method, without the prior written permission of Atlantic Automation Ltd. Permission to hold a copy of this document in the DSR System is granted to license holders. Actual financial loss will be suffered by Atlantic Automation Ltd if unauthorised copying takes place. Criminal and Civil proceeding will result from copyright infringement. Printed and Published in the United Kingdom by Atlantic Automation Ltd.

3 Contents WHAT IS THE DSR?...1 HOW DOES IT AFFECT ME?...2 HOW DO I USE THE DSR?...3 LOGON TO THE SYSTEM...3 THE NUMBER OF RECORDS...5 LOGOUT FROM THE SYSTEM...5 CHANGING YOUR PASSWORD...6 SYSTEM LOG ENTRIES...7 LICENSES...9 DOCUMENTS...10 SORTING DOCUMENTS...10 FINDING A DOCUMENT...10 Quick Search...10 Advanced Search...11 CHANGING THE ACCESS PERMISSIONS FOR A DOCUMENT...12 DELETING A DOCUMENT...13

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5 What is the DSR? DSR stands for Document Storage and Retrieval, a Document Management System (DMS). It is capable of scanning paper pages and converting them to Adobe PDF tm (Portable Document Format) documents. Those documents are then stored, on a rowby-row basis in the Document table of a powerful database. The document is stored only in the database. The original paper copy can then be filed off-site (or anywhere in fact) in case it is needed later. Users of the DSR system are enabled to search for documents on the basis of the document Title, Keywords Or Head Notes, or the text of the document itself (if the optional OCR module is installed). Users only can only see documents they are authorised to see, and cannot access any document out of group. That is a powerful safeguard and means that everyone can be completely confident in using the DSR System. When a user requests to view a document, an addition to the database publishes the document (as a unique publication) on the company Intranet, to be viewed by that user only. When the user has completed their study of the document it is removed from publication. Not only PDF files can be stored, but any file. Whilst the DSR Manager (the scanner application) produces PDF files, Microsoft Word, Excel, JPG or GIF files can be stored. In fact, ANY file. The files are stored in native format, and are retrieved in the same format. At any one time documents can be viewed by any number of users, each user having their own virtual copy of the document. Any number of users can view the same document. Since documents are only stored within the database there is no directory of documents to maintain, and security is maintained by the DSR system using document-level permissions.

6 How Does it Affect Me? As a user, the DSR system should make like a whole lot easier! At the moment your work-cycle probably looks something like this: Post arrives into the mail room Confidential Mail for the Directors Secretary to the directors Sort the Mail Mail Room Mail Room Copy and Filing Center Copy and Filing Center Accounting Information Systems Legal Department Documents are shared by "walking" around - so called "sneaker net" Distribution Copy and File Copy and File Customer Service Directors With the DSR, it is much simpler. At the very least you should need new shoes less frequently! Post arrives into the mail room Accounting Sort the Mail Public Scanner Information Systems Confidential Mail for the Directors Mail Room Mail Room Intranet DSR Database Distribution Secretary to the directors Private Scanner Customer Service Paper document store Directors Legal Department

7 How Do I Use the DSR? All parts of the DSR system are accessible only from within the company Intranet. That means that to use the DSR you must: 1. Have Microsoft Internet Explorer (at least version 5) installed on your workstation. Other browsers may work, but we cannot guarantee how the pages will display. 2. Have the Adobe PDF viewer installed. 3. Have run the DSR Client setup. This performs some checks on the Internet Explorer installation. 4. Be a member of a DS R Group. We shall now look at how the system is used, and what you can expect to see. Logon to the System Before you use the DSR system you must login to the database. This is done from within Internet Explorer, and will most probably be the home page for your web browser. The login screen will look something like this:

8 Note that there are two means of login. If a user has been registered into the DSR from their Windows login then login is fully automatic and they only see the login screen when they have actively logged out. For other users the login page is their entry point into the DSR System. If a user selects the Use my network login link the DSR System will attempt to carry them into the DSR System. If that login fails then the login page is redisplayed. To administer the DSR System it is important that you are a member of the DSR Admins group. That can conveniently be managed using the administration tool, described in the Setup Guide. On login, DSR Admins have an additional link on their standard view of the system, thus: If, as a DSR Admin, you select the Change DSR Settings link you will be presented with a different view of the system.

9 Let us look at this in more detail. The Number Of Records The first thing to locate is the number of records, shown in the bottom left hand corner of the screen (not shown above). That is the number of records available with the current search filter (either Quick Search or the Advanced Search). It is important to remember that, because you can set your default search (the one that is used when you first login), or you might be using other search criteria. Remember also, if you do not see a document you are expecting just press the Show All link on the top bar. That will display all the records within the groups to which you belong. Logout from the System To logout from the system select Log Out, and you will be placed back at the login page. If you do not use the system for some time then it will automatically log you out. That it to prevent your account from being used by someone else when you are away from your desk. It is a really good idea to Log Out whenever you leave your desk. That way there is no danger of anyone else using your login and impersonating you. This is especially important for administrators.

10 Changing Your Password This does not apply to Windows logins, only the normal (standard) DSR login. From the main page choose Change Password. The screen below will open. Enter your new password, then repeat it in the field below. You will also need to supply your old password. That is so that the system can check that you are who you say you are! If you have lost your password then ask the database administrator to change it for you. Your password will only change when all three entries are correct, i.e. the old password is correct, and the new password and the re-entered new password agree. If you have changed your password successfully then you will be returned to the Log In page. That is a security feature. On the other hand, if your password was not changed then the screen below will be shown: Try again takes you back to the Change Password screen

11 System Log Entries Whatever is done in the DSR System, it is logged automatically. This is to ensure that anything that happens to a document will leave a footprint. There are two places to look for footprint, the File Notes attached to a document, and the System Log. Selecting the System Log Entries link shows: The following requests are logged by the system:?? Add New Document?? Change or Edit Document details?? Delete Document?? View Document?? Attempt to view document - request denied It is also possible to search for a log-entry, or type of entry by selecting the Search link. In that case a search page is displayed. When searching, it is important to remember that for these searches the criteria add, i.e. are AND logic.

12 Hence: Displays the following entries:

13 Licenses When the DSR database add-in, and scanner interfaces initialise they run a quick check on the licenses. If, for example, you have accidentally installed 3 scanners when you only have 2 licenses then none of the scanners will operate until the licenses are regularised. That can be done either by installing more licenses, or by deleting the extra scanner. To view the licenses, select Licenses from the side bar. You will see: To add a new license, click on the Add link. The new license code can then be entered and it will then appear in the list. If the licence was entered incorrectly it can also be edited, using the Edit link. The correct licence code can be input. Remember that the DSR SQL Extension and the scanner only check the validity of the code, not by the edit or add interface. Finally, a licence can be removed if it is returned (for whatever reason). To remove a license, click on the Delete link, and then press Delete. The licence will then be removed from the database. DSR Licenses are cumulative. If you have three 10-license entries then you are able to support 30 scanners.

14 Documents Sorting Documents Any of the column titles (i.e. Document No ) can be clicked on, and the document list will then re-order itself according to that column. Clicking first will place the documents in descending order. Clicking again, on the same column title, will place the documents into ascending order. In both cases, the order will be maintained whilst the current search (even if it is the default) is in place. Finding a Document There are two ways of finding a document, Quick Search and Advanced Search. Quick Search All columns marked with an asterisk (*) can be Quick Searched. Just enter the search text in the Quick Search box, and press the GO! button. If any of the searchable columns contain the sought-after text then that document will be listed. Example: To search for SC300 we enter SC300 (no quotes or asterisks) in the Quick Search box. Once we have pressed GO!, we get a new list, thus: Pressing Show All will now restore the complete list.

15 Advanced Search An Advanced Search is slightly different from a Quick Search, and from the normal document view search. When you press Search a new screen will open up: What we see is a complete list of how each document is classified. The fields all have slightly different functions: Field Document No Document Type Label No Reference No Reference Type Title Key Words Head Notes Access Date Added Workflow Function in the DSR system The entry number of the document into the DSR Defined by the administrator. I.e. Letter or Invoice Any label stuck or written on the original, to help find it. This might be an Invoice or Purchase order number. Defined by the administrator. I.e. Letter or P.O. What the document is known to the DSR as. Hints for finding the document Extended text, normally a description of the item. The document group for a given document. When the document was added to the DSR system. Defined by the administrator. I.e. Pending or Paid. n.b. when searching text remember:?? contains the text will find ill in Millwall.?? does not contain the text will exclude records like Millwall when the search contains ill

16 Changing the Access Permissions for a Document Only members of the DSR Admins group can change the access permission for a document, i.e. move the document into a different group. This is managed using the Edit feature, not from the normal user screen but from the additional screen made available only to DSR Admins. The details for the document can be changed in the normal way, but in this case there is the additional feature of being able to change the Access for field, i.e to move documents between groups. Remember, once a document has been moved to a new group all members of that group will be able to view the document. Care is required!

17 Deleting a Document Only DSR Admins can delete a document. Selecting the Delete link from the list will being up the following screen: First, check that this really is the document you wish to remove. If it is then press the Delete button. This is irreversible! Once a document is deleted, not only the document but also any file notes, OCR text etc are also removed. For this reason we strongly suggest that the database is fully backed up before the removal of documents.