MYOB Document Manager

Transcription

1 MYOB Document Manager Version 4.0 User Guide

2 Copyright 2009 MYOB Technology Pty Ltd. All rights reserved. Disclaimer MYOB has made every attempt to ensure the accuracy, relevance and completeness of this material but excludes (to the extent allowed by legislation) any warranties regarding it. Furthermore MYOB, its staff and agents shall not be liable for any loss, cost or damage (however incurred including negligence) arising out of errors or omissions in the material, especially if such materials contain information sourced from third parties or the ATO. In some cases the materials provided contain case studies (applying particular accounting standards or legislation) and anecdotes which may not directly apply to the user's circumstances and are used as representative examples only and should not be considered as authoritative advice regarding any accounting standard, law or industry opinion. MYOB advises that if the user wishes to rely on the case studies contained in the material then it must seek professional advice before doing so. Furthermore reliance on the representative examples in the seminar materials is at the user's own risk. Special Permissions MYOB acknowledges the permission of Thomson Legal and Regulatory Limited to utilise the templates from the XYZ Model Financial Accounts written by Moore Stephens Pty Ltd. Copyright Furthermore the seminar and materials may not be copied, altered, edited, disposed of or distributed without the prior written consent of MYOB. Trademarks All trademarks used in this material are owned by MYOB Technology Pty Ltd or the indicated registered owners of the trademarks. Users are forbidden from using, copying or transporting the trademarks without express prior written consent. AppleShare and Macintosh are registered trademarks of Apple Computer, Inc., registered in the United States and other countries. LiveLinks is a trademark of Ceedata Holdings Pty Ltd. Microsoft, MS-DOS, Windows, Windows NT, Windows BackOffice and Outlook are either registered trademarks or trademarks of Microsoft Corporation in the United States and other countries. Novell and Netware are registered trademarks of Novell, Inc. MYOB Technology Pty Ltd ABN Level 13, 383 Kent St SYDNEY, NSW, 2000 MYOB Document Manager Version 4.0 User Guide Printed: 26 May 2009

3 Contents Introduction Accessing Document Manager Accessing Document Manager from the system tray Adding the Document Manager icon to your system tray Types of documents Integration with MYOB Intranet Document Manager tools, options, pages and tabs DM options Right-click options Full text search DM tools Document Manager toolbox Document Manager Task Bar Parts of the Task Bar Displaying the Task Bar DM Documents pages Analyse Documents page Find Documents page Documents tabs Client or Contact: Documents tab Viewing all documents for specific Contacts or Clients Viewing all documents for Contacts or Clients, by author Assignment Details: Documents tab Employee Details: Documents tab Employee Details: Document Settings tab Setting employee-specific document settings from Employee Details Setting employee mail defaults Setting employee document security Document Manager homepages Customising homepages DM homepage tools and options Homepage right-click options Homepage buttons DM homepage controls My Documents homepage control Documents Awaiting My Approval My Documents Awaiting Approval My Outstanding Documents My Draft s My Documents to Review My Recently Used Documents All Recently Used Documents MYOB Document Manager Version 4.0 User Guide 3

4 Contents My Checked Out Documents homepage control Administration homepage control Checked Out All All Outstanding Documents Mail Centre homepage control All Sent Documents All Unsent Documents Awaiting Dispatch Producing mailing labels MS Office applications & MYOB Document Manager Integration with MS Word, Excel and Outlook Integration with Word Buttons and functions added to Word Using Mail Merge Integration with Excel Buttons and functions added to Excel Integration with Outlook Buttons and functions added to Outlook Creating s within DM Using the Create Document wizard to add s Sending documents by as attachments Share It feature Adding existing documents to Document Manager using Share It Using Document Manager Managing documents Finding documents Creating new documents with the Create Document wizard Viewing and editing document properties Viewing document properties Editing document properties Copying documents Deleting documents Printing to PDF Manager Using file notes Creating file notes Adding details to existing file notes Editing details in file notes Deleting details in file notes Linking items to file notes Deleting linked items in file notes Printing file note details Linking documents Linking documents in MYOB AE Inserting links for creating documents from Intranet Standard Inserting links to managed documents Inserting links to Intranet Standards Viewing documents to be linked MYOB Document Manager Version 4.0 User Guide 4

5 Contents Viewing linked documents Removing document links Linking documents in existing links with documents to be linked Checking in and checking out Checking out documents Checking in documents Unlocking checked out documents Exporting Exporting documents Exporting document lists to Excel Importing Importing documents Working with multiple versions Storing multiple versions of documents Setting documents as current versions Document approvals Setting and sending documents for approval Re-sending documents for approval Setting documents as Approved Returning documents for rework Document security Changing document security on new documents Changing document security on existing documents Document Manager setup File Store tab Setting default File Store locations Document Types tab Mapping Document Types to Application Types Removing Document Types from DM Items Applications tab Setting the application launch mode Settings tab Setting up MS Outlook with Document Manager Document Locations tab Setting default Document Locations Audit Trail Settings tab Audit Trail settings Viewing Audit Trail settings Document Category Fields tab Adding Document Category fields MYOB Document Manager Version 4.0 User Guide 5

6 Contents Document Extra Fields tab Setting up Document Extra Fields Filing Cabinets tab Setting up Filing Cabinets Doc View Extra Fields tab Adding headings to Find Documents page and Documents tabs Employee Settings tab Setting Employee Settings for documents MYOB Document Manager Version 4.0 User Guide 6

7 Introduction Document Manager (DM) is a document management system that streamlines the processes involved in the creation of information and allows easy retrieval of documents. A variety of homepage views are available, which enables you to sort and categorise documents in different ways. You can also use the Search facilities to find documents that contain certain text. There are various ways in which documents can be retrieved. The system can be configured for the requirements of your own organisation. Security can be implemented so that only appropriate people are allowed to make changes to information or to change the status settings, such as approving or reviewing documents. DM manages all communication with your clients: correspondences, faxes, telephone calls, file notes, working papers and . Documents and tasks are created, worked on, and reviewed online, which gives you instant access to client data and documents. You can also use DM to assign tasks and responsibilities directly to documents. It allows team members to review work that has been allocated to them and directly access the related documents. They are able to collaborate on projects so that more than one person can work on a file at the same time regardless of where they are. DM also enables integration with your communications. It allows you to efficiently store, search and retrieve all client s regardless of who prepared or received the s in the office. Accessing Document Manager When integrated as part of Accountants Framework and Practice Manager, DM requires no separate launch process. Instead, you access its functions from the Documents icon,, from seamless Documents tabs on AF and PM pages, and from fully integrated functions and buttons. To access Document Manager 1. Click on the main toolbar. OR Select Document > Document Manager The Find Documents page displays. See also: Accessing Document Manager from the system tray on page 8 Adding the Document Manager icon to your system tray on page 8 MYOB Document Manager Version 4.0 User Guide 7

8 Introduction Accessing Document Manager from the system tray The system tray (or notification area) on Windows systems is part of the Task Bar, and it contains the clock and other programs which are running in the background. Placing the Document Manager icon in the system tray makes it available for you to use at any time. It can be added to all users when DM is first installed, or it can be added later by each user. This system tray task provides access to DM for users who are not logged into MYOB AE. It enables you to add or find documents quickly without having to open MYOB AE Suite. When you click in the system tray, it opens a menu containing: A list of Add Document types as set up in your practice s DM system. You can click an appropriate link to create and set up documents from here. The graphic below is only an example. See Creating new documents with the Create Document wizard on page 51. A Find Documents link to find and open any document in your DM system. It will find and open only those documents which you are permitted to access. A Login as link which allows you to log in as another user. By default, the login of the last user of MYOB AE on the workstation is used. An Exit button, which when clicked closes the DM system tray feature (until you next start the workstation or manually add the icon to your system tray). Adding the Document Manager icon to your system tray The Document Manager icon is usually added to all workstation system trays during the installation of DM. If it is not installed, individual users can add it to their workstations later. Once added, you can use the options described in Accessing Document Manager from the system tray on page 8. MYOB Document Manager Version 4.0 User Guide 8

9 Introduction To add the DM icon to the system tray 1. Click Start > Programs > MYOB > Document Manager Shortcuts. 2. will appear in your system tray. To set the DM icon to appear in workstation system trays at start up 1. Open Windows Explorer and browse to the location where DM is installed. This is usually at C:\Program Files\MYOB\Knowledge Management\Document Manager. 2. Locate the file KMSysTray.exe, right-click, and select Create Shortcut. 3. Move the new shortcut to C:\Documents and Settings\All Users\Start Menu\Programs\Startup. The DM icon will appear in the system tray for all users of the workstation from the next time it starts up. Types of documents There are various different document types that can be created and stored in DM. The following file types can be imported or shared in DM: Microsoft Word documents Microsoft Excel spreadsheets Microsoft Outlook s Microsoft PowerPoint presentations Microsoft Visio documents PDFs Bitmaps Movies and sound clips Integration with MYOB Intranet Intranet is a core component of DM. See the MYOB Intranet Help for details on: standard documents stationery documents MYOB Document Manager Version 4.0 User Guide 9

10 Introduction application types Using DM, working papers and checklists can be generated automatically using the Intranet standard templates. In subsequent years, the working papers can be rolled over, ready to start work immediately. This also ensures that what goes out to the client is consistent. The use of standard documents and retrieval of names and addresses saves duplication of typing. MYOB Document Manager Version 4.0 User Guide 10

11 Document Manager tools, options, pages and tabs DM includes a range of tools, options, pages and tabs designed to help you create, find, catalogue and store all your practice documents quickly, easily and safely. For details, see: DM options on page 11 DM tools on page 13 DM Documents pages on page 16 Documents tabs on page 20 DM options The major options in DM are described in: Right-click options (see page 11) Full text search (see page 12) Right-click options The following table lists the right-click options that can be accessed in DM. Note: DM homepage controls have their own right-click options, described in Homepage right-click options on page 30. Option Field Chooser Refresh row Set current version Open View Function To select the fields of information you want to be displayed with the listed records. Drag fields onto the list area from the window, or vice versa. To update the information displayed in the selected row. To set any version of a document as the Current Version (see Setting documents as current versions on page 76). To open a contact or to open and check out a document. To view a document without checking it out. MYOB Document Manager Version 4.0 User Guide 11

12 Document Manager tools, options, pages and tabs Option Check out Check in Undo checkout Checked out info Export Import Versions Properties Delete Link documents Function To get a document from the database for editing (see Checking out documents on page 71 a document). To return a document to the database after editing, etc. (see Checking in documents on page 71). To undo a checked out document. Changes made to the checked out document will be ignored. Document will be returned to its original state before the check out. To view information about who was using a document, when it was checked out, and the intended due date. To export a document to your local machine or network (see Exporting documents on page 73). To import a document from your local machine or network to DM. (see Importing documents on page 75) To open the version page for the selected document as described in Storing multiple versions of documents on page 76. To view and edit the selected document record properties (see Viewing document properties on page 54 and Editing document properties on page 54). To permanently delete the document (see Deleting documents on page 56). To link documents with related information (see Viewing documents to be linked on page 68). Note: The right-click options available for your selection vary depending on the page or window you are on. Full text search DM provides the facility to perform a Full Text Search on the database to locate a document. A normal search will only return results of documents where the document filename, title, or keywords match the search text. The Full Text Search will return documents where the search text is located anywhere within the document s content as well as the filename, title or keywords. To perform a full text search from the Find Documents tab 1. Enter your search text into the Text field. MYOB Document Manager Version 4.0 User Guide 12

13 Document Manager tools, options, pages and tabs 2. Ensure that the Full Text Search checkbox is ticked. 3. Click Search. The results will be displayed. DM tools The major tools are described in: Document Manager toolbox (see page 13) Document Manager Task Bar (see page 14) Document Manager toolbox The homepage includes four options for DM views. See Document Manager homepages on page 27 for full details. To access the DM toolbox 1. Click on the main toolbar. 2. Click Customise homepage on the Task Bar. The Toolbox appears. 3. Click Document Manager. MYOB Document Manager Version 4.0 User Guide 13

14 Document Manager tools, options, pages and tabs The options for Document Manager display in the Toolbox. 4. Select the view option you want to appear on your homepage and drag the icon from the Toolbox to the content area of your homepage. Document Manager Task Bar The DM Task Bar is displayed on the Analyse Documents page and the Documents tabs. (The graphic below has been broken up for display.) Parts of the Task Bar There are four major areas on this Task Bar, each of which contains a number of options. Many of the options open their own specific wizard to guide you through the process. The four areas and their options are: 1. Add Documents Add <Doc Type> To create a user defined document (e.g., Add ). Add Meeting To add details of a meeting to the DM database Add Phone Call To add details of a phone call to the DM database. Import document To import a document from an MS Office application using the Share It window. The document must have been previously selected using the Share It button in the original MS application. MYOB Document Manager Version 4.0 User Guide 14

15 Document Manager tools, options, pages and tabs 2. Single Document Check Out To take a document out of the DM database for editing. Check In To put an edited document back into the DM database and record the changes. Undo Checkout To replace a checked out document in the DM database without recording any changes. Checked Out Info To view the current details of a selected document which is currently checked out. Make a Copy To make a copy of a checked in document for reuse, probably as a similar document for this or another person or entity. Export To send a document from the DM database to a location on a network or local drive. Versions To display a table showing all the versions of a document checked in and out, and who dealt with each version. Includes the Status at each version. Audit Trail To display a table containing a full history of the selected document, and to then export the audit trail to an MS Excel document if desired. To Do To add a To Do task to a selected document. Properties To view and edit the selected document record properties. 3. Multi Document Follow Up To add a Follow Up to a document to mark that there is action outstanding for the document. Print To send the selected document to an office printer. Link Document To link this document with one or more others. Send via To send a document via MS Outlook. Mark as Sent To update the status of a selected completed document as having been sent. Delete Documents To delete selected documents. Export to Excel To export the list of presently displayed documents to an MS Excel spreadsheet. 4. Document Approvals Current status To view the current approval status of the document. In Progress To set approval as In Progress. Rework To set approval as Rework. Awaiting Approval To set approval as Awaiting Approval. Approved/Complete To set approval as Approved or Complete. MYOB Document Manager Version 4.0 User Guide 15

16 Document Manager tools, options, pages and tabs Displaying the Task Bar To maximise/minimise the Task Bar 1. To minimise the options in the Task Bar, click. 2. To maximise the options in the Task Bar, click. The available options on the Task Bar change when you move to a different page in the MYOB application. To show/hide/auto hide the Task Bar 1. To auto hide the Task Bar, click. 2. To auto display a hidden Task Bar, hover your cursor over. 3. To switch off auto hide, click. DM Documents pages Document Manager has two specific Documents pages, plus a number of Documents tabs which appear on other pages. For details, see: Analyse Documents page on page 16 Find Documents page on page 18 Analyse Documents page You can use the Analyse Documents page to search for documents by their title, author, reference number or extra field value. If you want to search the contents of a document to find the document, use Find Documents. To find a document from the Analyse Documents page 1. Select Document > Analyse Documents from the main menu. The Analyse Documents page displays. The Analyse Documents page allows you to search for any document created by your practice. This includes all documents for contacts, clients, assignments and employees. MYOB Document Manager Version 4.0 User Guide 16

17 Document Manager tools, options, pages and tabs 2. Under Search for, enter the document name or part thereof in Title and the author's name in Author. You can also select a name from the drop-down. OR Enter the document number in Reference no. 3. You may refine your search using the following search conditions and options. Get ALL records To retrieve all records in the database. Include extra fields To search on the content of the value entered in the category fields (extra fields) for the documents. Include Archived items To include archived documents in the results list. 4. Click Search or press [Enter]. By default, only the first 1000 records (documents) that match your search criteria display in the results list. To view all the records that match, select the Get ALL records search option. To sort the results, click any of the column headers. 5. You can further filter the results list to narrow down the set of matching documents. Click in the area under any of the column headers and enter the required value, or select from the drop down list. 6. You can sort the results: alphabetically by clicking a column header by column topic You can group the results by dragging a column header to the grey sort bar above the list to group by that column. For example, if you drag the column heading Author to the grey area, the list shows documents grouped by author. 7. To expand the results list, click. 8. To collapse the results list, click. 9. Click the blue title of the document that you want to open. The program in which the document was created automatically launches, displaying the document. The opened document is locked by you. Note: If the document is already checked out (locked) by another user or if the status of the document is Complete or Approved, the document will open in Read-only mode. MYOB Document Manager Version 4.0 User Guide 17

18 Document Manager tools, options, pages and tabs 10. To add a column, click any column header or filter row under the header and select Field Chooser from the popup menu. The Field Chooser list appears. 11. Drag the required column onto the column header area. 12. To remove a column, drag the column header to above the grey column grouping area. Find Documents page You use the Find Documents page to perform a full text search across the title and content of the documents. To find documents from the Find Documents page 1. Click on the main toolbar. OR Select Document > Find Documents from the main menu. The Find Documents page opens. This page allows you to search for any document created by your practice, including all documents for contacts, clients, assignments and employees. 2. Under Search for, enter the text that you are looking for in the text field. This can be text from the document title or extra fields. 3. You can also choose to restrict the search by a selected author. OR Select the Reference number only option to search for a document by it's reference number only. 4. If you are not searching using the reference number only, you may refine your search using the following search conditions and options. Include Archived items To include archived documents in the results list. Full Text Search To search across the actual content of documents. 5. Click Search or press [Enter]. All documents matching the search criteria entered are listed. The matched documents are sorted by matching 'score', with the highest scoring documents listed first. Only 200 documents are displayed per page. To view more results, click the forward and back arrows at the bottom of the search results list. MYOB Document Manager Version 4.0 User Guide 18

19 Document Manager tools, options, pages and tabs 6. For information about using the full text search field, click the Search Help hyperlink, under the Search button. 7. For details about the search criteria used, and to directly edit the search criteria, click the View search criteria hyperlink at the bottom of the results list. You can edit the search criteria directly in this field and click the Search button next to it, to do a search based on these conditions instead of the Search For conditions entered at the top of the page. 8. To sort the results, click any of the column headers. 9. You can further filter the results list to narrow down the set of matching documents. Click in the area under any of the column headers and enter the required value, or select from the drop-down list. You can sort the results: a. alphabetically by clicking a column header b. by column topic You can group the results by dragging a column header to the Sort bar above the list to group by that column. For example, if you drag the column heading Author to the Sort area, the list shows documents grouped by author. 10. To expand the results list, click. 11. To collapse the results list, click. 12. Click the blue title of the document that you want to open. The program in which the document was created automatically launches, displaying the document. The opened document is locked by you. Note: If the document is already checked out (locked) by another user or if the status of the document is Complete or Approved, the document will open in Read-only mode. 13. To add a column, click any column header or filter row under the header and select Field Chooser from the popup menu. The Field Chooser list appears. 14. Drag the required column onto the column header area. 15. To remove a column, drag the column header to above the grey column grouping area. MYOB Document Manager Version 4.0 User Guide 19

20 Document Manager tools, options, pages and tabs Documents tabs There is a Documents tab, used to view and maintain a database of documents, on each of the following pages: Clients Contacts Assignments Employees Various types of documents can be created and stored in the Documents tab. The following file types can be stored or linked to in the Documents tab: Microsoft Word documents Microsoft Excel spreadsheets Microsoft PowerPoint presentations Microsoft Visio documents Microsoft Outlook s Adobe PDFs Bitmap graphics Movies and sound clips Client or Contact: Documents tab From the Documents tab on Client and Contact pages, you can view the documents added and/or linked to a client or contact. To view documents added/linked to a client from a Client/Contacts page Documents tab 1. Click or on the main toolbar. The Find page displays. 2. Search and open the required client or contact. See Viewing all documents for specific Contacts or Clients on page 20 for details. Viewing all documents for specific Contacts or Clients Use DM to list, filter and sort all documents belonging to a particular client or contact. MYOB Document Manager Version 4.0 User Guide 20

21 Document Manager tools, options, pages and tabs To view all documents for a Contact or Client 1. From the Client or Contact page, click the Documents tab. The documents for the contact displays. By default, only documents for 18 months display. 2. Under Search for, enter the text that you are looking for in the Text field. This can be text from the document title or extra fields. OR Select the Reference no option to search for a document by it's reference number. 3. Extend the date range by changing the date in Display documents from (dd/ mm/yyyy) to a date before the actual start date or select the date from the dropdown calendar. 4. You may refine your search using the following: Display related entity documents displays all the documents for any of the contacts listed on the Associated tab for the current contact and for the parent, children and siblings from the Group tab Include Archived items To include archived documents in the results list. 5. Click Search or press [Enter]. All documents matching the search criteria entered are listed. 6. To sort the results, click any of the column headers. 7. You can further filter the results list to narrow down the set of matching documents. Click the area under any of the column headers and enter the required value, or select from the drop-down list. 8. You can sort the results: alphabetically by clicking a column header by column topic 9. Drag a column header to the Group bar above the list to group by that column. MYOB Document Manager Version 4.0 User Guide 21

22 Document Manager tools, options, pages and tabs For example, if you drag the column heading Author to the grey area, the list shows documents grouped by author. If you had selected Display related entity documents in step 4, two additional columns will appear Contact and Relationship. The Contact will display the contact name for the related entities. The Relationship will show if it is associated (i.e., from the Associated tab) or the type of relationship from the Group tab. 10. Click the title of the document that you want to open. The program in which the document was created automatically launches, displaying the document. The opened document is locked by you, if opened in edit mode. If the document opens in View Mode, it is not locked. Note: If the document is already checked out (locked) by another user or if the status of the document is Complete or Approved, the document will open in View Mode. If the application launch mode is set to Open in View Mode, the document will open in View Mode. For example, PDF documents. 11. To add a column, click any column header or filter row under the header and select Field Chooser from the popup menu. The Field Chooser list appears. 12. Drag the required column onto the column header area. 13. To remove a column, drag the column header to above the grey column grouping area. Viewing all documents for Contacts or Clients, by author You can sort and view client or contact s documents by the practice member who wrote them, using either the Documents tab on the Contact/Client page or the Find Documents page. To view documents for a Contact/Client, selected by author, using the Documents tab 1. From the Client or Contact page, click the Documents tab. The documents for the contact displays. See Viewing all documents for specific Contacts or Clients on page 20 for details. 2. To view the documents for a specific author, click the field under the Author column heading and select the required author from the employee drop-down list. MYOB Document Manager Version 4.0 User Guide 22

23 Document Manager tools, options, pages and tabs To view documents for a Contact/Client, selected by author, using the Find Documents page 1. Click on the main toolbar. The Find Documents page displays. See Analyse Documents page on page 16 for details. 2. Click the field below the Author column heading and select the required author from the Employee drop-down list. Assignment Details: Documents tab From the Documents tab, you can view the documents added and linked to a client. To view documents added or linked to a client from the Assignments page Documents tab 1. Click on the main toolbar. The Find Assignments page displays. 2. Find and open the required assignment. 3. Click the Documents tab. The documents for the assignment display. By default, only documents for the last 18 months display. 4. Under Search for, enter the text that you are looking for in the Text field. This can be text from the document title or extra fields. OR Select the Reference no option to search for a document by it's reference number. 5. Extend the date range by changing the date in Display documents from (dd/ mm/yyyy) to a date before the actual start date or select the date from the dropdown calendar. 6. You may refine your search using the following: Include Archived items To include archived documents in the results list. Show All documents for Client Displays all the documents related to the client. 7. Click Search or press [Enter]. MYOB Document Manager Version 4.0 User Guide 23

24 Document Manager tools, options, pages and tabs All documents matching the search criteria entered are listed. 8. To sort the results, click any of the column headers. 9. You can further filter the results list to narrow down the set of matching documents. Click in the area under any of the column headers and enter the required value, or select from the drop down list. 10. You can sort the results: alphabetically by clicking a column header by column topic You can drag a column header to the Group bar (above the list) to group by that column. For example, if you drag the column heading Author to the Group bar, the list shows documents grouped by author. 11. To open a document, click the blue, hyperlinked document title field. The program in which the document was created launches automatically, displaying the document. The opened document is locked by you, if it is in edit mode. If the document opens in View Mode, it is not locked. Note: If the document is already checked out (locked) by another user or if the status of the document is Complete or Approved, the document will open in View Mode. If the application launch mode is set to Open in View Mode, the document will open in View Mode. For example, PDF documents. 12. To add a column, right-click any column header or filter row under the header and select Field Chooser from the popup menu. The Field Chooser list appears. 13. Drag the required column onto the column header area. 14. To remove a column, drag the column header to above the Group bar. MYOB Document Manager Version 4.0 User Guide 24

25 Document Manager tools, options, pages and tabs Employee Details: Documents tab From the Employee Details page Documents tab, you can view the documents added or linked to an employee. To view documents added or linked to an employee 1. Click on the main toolbar. The Find Employees page displays. 2. Search for and open the required employee. See Viewing all documents for specific Contacts or Clients on page 20 for details. Employee Details: Document Settings tab The Employee Details page Document Settings tab allows you to set employeespecific document settings for employees, their mail settings and document security settings. Setting employee-specific document settings from Employee Details To set employee-specific document settings Click on the main toolbar. The Find Employees page displays. 3. Select and open the required employee. The Employee Details page displays. 4. Click the Document Settings tab. By default, the Employee Settings sub-tab displays. 5. Select a Default Filing Cabinet from the drop-down. This is the default to be used for this employee in the Create Document wizard. 6. The Document Check Out Location is where the checked out documents for this employee are placed. By default, the Practice Default Setting is selected. 7. If this employee is to use a different location, then select the Employee set location option and enter the path for the checked out documents. 8. The Document Export Location is where the exported documents for this employee are placed. By default, the Practice Default Setting is used. MYOB Document Manager Version 4.0 User Guide 25

26 Document Manager tools, options, pages and tabs 9. If this employee is to use a different location, then select the Employee set location option and enter the path for the exported documents. Setting employee mail defaults To set an employee s mail defaults 1. Select the Mail Settings tab from the Employee Details page. 2. Select the following options, as required. Send by default. Edit before sending by default. 3. Click OK to save the new settings. Setting employee document security To set the security rights for an employee 1. Select the Security tab from the Employee Details page. 2. Select the Approver checkbox, if you want the employee to be able to approve documents. 3. Select the Document Manager Administrator checkbox, if you want to assign administrator right to the employee. 4. Click OK. MYOB Document Manager Version 4.0 User Guide 26

27 Document Manager homepages Four controls can be added to homepages for overviewing and quickly accessing DM information. To add the controls, click on the Task Bar (see Customising homepages on page 28), then follow the directions in DM homepage controls on page 32. You can customise your homepages to include the following DM homepage controls: Administration (see Administration homepage control on page 34 for details). My Documents (see My Documents homepage control on page 32 for details). MYOB Document Manager Version 4.0 User Guide 27

28 Document Manager homepages Mail Centre (see Mail Centre homepage control on page 35 for details). My Checked Out Documents (see My Checked Out Documents homepage control on page 34 for details). Related topics Customising homepages You can customise the homepage to display and quickly access information to suit the way you work. You can define different Views with different names and view options. To customise a homepage 1. Click. Your homepage is displayed. 2. Click on the Task Bar. MYOB Document Manager Version 4.0 User Guide 28

29 Document Manager homepages The Toolbox appears. 3. Click a view on the Task Bar under Views (for example, Main View, View 2, etc.) to change its name. The Rename View window opens. 4. Change the name of the view to something more meaningful to you (for example, WIP + Debtors). You can accept the default view. 5. Click OK. 6. Drag a view option from the Toolbox, to the content area. The selected option opens. 7. Repeat Step 6 for each option you want to add to your homepage. 8. Click on the Toolbox. This saves your selection for the view. 9. Repeat Steps 2 to 8 for each view you want to customise. MYOB Document Manager Version 4.0 User Guide 29

30 Document Manager homepages 10. Click to exit the Customise homepage mode. 11. Click on the Tool Bar. Your customised homepage appears. 12. Select other views to see the options you selected. Note: What you see when you select an option in the Toolbox is limited to your security access permissions you may see only blank windows if you have only limited access. Note: When the toolbox is displayed you can also resize, move or delete the individual display windows. 13. To resize and move the windows, click and drag in the normal Windows way. 14. To close a window, click at the top of the individual display windows. DM homepage tools and options DM homepages include a range of tools and options similar to other MYOB homepages. These include: Homepage right-click options Homepage buttons DM homepage controls Homepage right-click options When a DM window has been added to a homepage, the display content can be changed using the right-click menu. The menu options available are: Field Chooser Allows you to add or remove fields from the table displayed. Edit Opens the selected document for editing. View Opens the selected document for reviewing. Versions Opens a tab displaying the different versions of the selected document. MYOB Document Manager Version 4.0 User Guide 30

31 Document Manager homepages Current Status Opens a message box indicating whether the document requires approval. View Tasks Opens a tab listing the To Do items associated with the selected document. Audit Trail Opens a dialog box listing all the changes made to the selected document since it was added to DM. Properties Opens a dialog box for editing the properties of the selected document. Homepage buttons The buttons at the bottom of each window vary, depending on your authorisation and the window you are viewing. These buttons perform the following functions: Button Name Function Approved/ Complete Awaiting Approval Checkin Checkout info Delete Documents In Progress Link Documents Mark as Sent Print Restore from Trashbin Rework Marks the selected document as Approved and Complete, ready for sending. Sends documents that have been marked as requiring approval to the authorised person to approve. Available only when the selected document is marked as Checked out. Opens the Checkin wizard. Opens a dialog box displaying the details of who has checked out the document and when. Removes the selected document to the Trashbin. Returns a document that has been sent for Approval back to the In Progress stage. Link the selected document with other documents already in DM. Marks the selected document as being sent. Print the selected document. Recovers a previously deleted item from the Trashbin. Send the selected document back to the author to be edited. MYOB Document Manager Version 4.0 User Guide 31

32 Document Manager homepages DM homepage controls You can add four DM homepage controls to the homepage using on the Task Bar. (see DM homepage controls on page 32). Each homepage control has a set of right-click options, used to access different views of the control window. See: My Documents homepage control on page 32 My Checked Out Documents homepage control on page 34 Administration homepage control on page 34 Mail Centre homepage control on page 35. My Documents homepage control The My Documents homepage control allows you to view the documents you have created, plus any documents that require your approval. To choose which view of the window you want, right-click the window and choose from the right-click menu. The views available for the My Documents homepage control are: Documents Awaiting My Approval This option is only available if you are a document Approver. The window displays all documents that require your approval. You can use the Due Date fields and the Priority drop-down list to filter the list. MYOB Document Manager Version 4.0 User Guide 32

33 Document Manager homepages My Documents Awaiting Approval This window displays all documents you have created that require approval. You can use the Due Date field and Priority drop-down box to filter the list. My Outstanding Documents This window displays documents you have created that are still in progress. These documents have not yet been sent for approval or marked as complete. You can use the Created Date fields and the Include File Note checkbox to filter the list. My Draft s This window displays any s that have been written and have not yet been sent, regardless of the status. You can use the Created Date fields to filter the list. My Documents to Review This option is only available if you are not a document Approver. The window displays documents that have been sent to you for review. My Recently Used Documents This window displays all documents you have opened most recently. You can use the No. Documents field to change the number of items this list displays. The documents listed are taken from the Audit Trail settings. For example, where the audit trail shows you have created, edited, viewed the document. Select the Audit Trail options for actions that you want to be included in your most recently used list. For example, if you do not want to include documents you have viewed, deselect the Viewed option. If you do want to include documents you have viewed, select the Viewed option, and ensure that the View action is selected in the Audit Trail settings. All Recently Used Documents This option is only available if you are a Document Manager Administrator. It displays all documents that have been used recently by your team members. Note: You can view more than one option on the window by adding several copies of the window to the homepage and choosing a different view for each copy of the window. MYOB Document Manager Version 4.0 User Guide 33

34 Document Manager homepages My Checked Out Documents homepage control The My Checked Out Documents window on the homepage displays documents that you have Checked Out for viewing, reviewing or modifying. To choose which view of the window you want, right-click the window and choose from the menu. Click the Checkout info icon to open a dialog box displaying the details of when you checked out the document and to where it has been saved. Click the Checkin icon to use your checked out copy to: Create a new version of the document Create a new document, leaving the original as it was before you checked it out Replace the current version of the document, overriding the version you checked out. Administration homepage control The Administration window on the homepage helps you to manage all documents that are checked out or require approval, depending on which option the window is displaying. MYOB Document Manager Version 4.0 User Guide 34