Technology One ECM 4.02 INTRODUCTION TO ECM QUICK GUIDE

Transcription

1 Technology One ECM 4.02 INTRODUCTION TO ECM QUICK GUIDE

2 QUALITY ENDORSEMENT - ISO9001:2000 Quality Management Systems - Requirements COPYRIGHT All rights reserved. No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means electronic, mechanical, photocopying, recording or otherwise, without the prior permission of Technology One Limited. SUPERSESSION CLAUSE Upon receipt of this document please ensure any earlier versions are destroyed. No earlier versions may be retained without the written permission of Technology One Limited DOCUMENTATION INFORMATION Version Number: 1 Version Date: 1 May 2012

3 CONTENTS WHAT IS A CORPORATE RECORD?... 2 NAMING CONVENTIONS... 3 GETTING STARTED WITH ECM... 3 REGISTERING DOCUMENTS... 8 SERCHING AND INDEXES TASKS WORKING WITH DOCUMENTS SENDING S RESPONSE CLIPBOARD ECM WINDOWS EXPLORER INTEGRATION ACCESSING HELP AND SUPPORT LGA KEY USERS DID THE TRAINING WORK? LET ME PUT YOU TO THE TEST!... 38

4 WHAT IS A CORPORATE RECORD? The international standard ISO (International Standard on Records Management) defines a corporate record as: 'information created, received and maintained as evidence and information by an Agency or person, in pursuance of legal obligations or in the transaction of business and kept as evidence of such activity' Corporate Records can be created, received and stored in a variety of formats and media. They can be: verbal and visual (e.g. audio and video) physical or hard copy (e.g. paper, film, samples) or electronic (e.g. data, documents, e mail held electronically). Corporate Record examples can include: Data Publications E mails PowerPoint Presentations Word documents Voice mail Excel spreadsheets Recordings video and audio Letters Photos Maps Web pages Plans If you are not sure whether something is a record or not, ask yourself the following questions. Does it relate to my work? Does it form part of my agency's business? Does it authorise an action or require a response? Does it add value to an existing record? Page 2 of 38

5 Does it show how a transaction was dealt with? Does it show how a decision was reached? Does it show when and where an event happened? Does it indicate who was involved and what advice was given? Is there any legislation that requires the record being kept? Is it a formal draft of a Cabinet Submission, an Agreement or a legal document? If you answer 'yes' to one or more of them then YES, it is an official record. NAMING CONVENTIONS The following guidelines should be used when saving documents or s: Do not use abbreviations or acronyms. Acronyms are only endorsed if the full wording of the acronym is detailed prior e,g. Local Government Governance Panel (LGGP) If you want to use a date in a title you must put it at the beginning, using the DD Month (in full) YYYY convention e.g. 29 September 2012, not Never use initials, acronyms, abbreviations or ampersands (& symbol) in the title of a folder, file, document or record always use the job title, full business name, for example, Chief Executive not CE, State Executive Committee not ST. Widely recognised acronyms and abbreviation (which may also contain an ampersand) may be used, these are specified in permitted acronyms outlined in ECM GETTING STARTED WITH ECM Logging in and Getting Started with ECM All access to ECM functions begins with logging in to the ECM Workplace. 1. Double click the ECM Workplace icon from the desktop 2. A logon screen is returned enter username and password and select OK Page 3 of 38

6 What does a Workplace Look Like? The Workplace delivers a user friendly consistent layout across all Roles. Different functions will become available based on what Roles you have been assigned. The Home Portal is the first tab in any workplace and can be customised allowing access to your most used functions and web. Workplace Banner MyIconPanel allows access to: My Workplace Announcements latest announcements Reminders ability to set reminders Workplace Tabs Tabs provide access to functions and processes available. Workplace Buttons Understanding Workplace Tabs The types of Tabs available for your Workplace are home, activities I perform and useful websites Page 4 of 38

7 What is a Portal tab? A Portal Tab displays lists of functions, links or URLs via Portlets. A Portlet is a frame which displays content. Portals are initially displayed by selecting the tab name. A Portlet may be: Alerts A list of key business indicators potentially required action by the user. Announcements A user can have their in box of system messages displayed on the Workplace. Web Page Any URL. Using Reminders Use the reminders feature in the TechnologyOne products to prompt yourself, another user, or a group of users, to action a future task. TechnologyOne reminders work in a similar way to reminders in Microsoft Outlook Calendar, except there is no requirement for you to acknowledge the reminder. However, if you need to acknowledge an important reminder, you can select the option to create it as an appointment in your Microsoft Outlook Calendar. You can view, create, modify, or delete reminders assigned to you at any time, from any function. When you create a reminder, the system, by default assigns the reminder to you, references and links to the current function, and sets tomorrow as the due date. You can change these default settings, for example: After creating a reminder, you can change the date, time, or message details. However, to change the user/group assigned to the reminder, delete the existing reminder and create a new one. Opening the Reminders function displays your reminders scheduled for today that either you created for yourself, or another user created and assigned to you. Page 5 of 38

8 1. Click the Reminders link above your Workplace tabs. The Reminders function displays. 2. Then Click Create a Reminder in the Task Pane. The Create Reminder popup window displays. 3. Select the User/s you want to receive the Reminder. You can use the Pick list in the User field to select Users or Groups. 4. Or you can Create the Reminder in your Outlook Calendar. 5. Specify the date and time on which you want the reminder to display. When the reminder is due, a notification message will display for a few seconds in the lower right of the screen, in a similar way to that of an incoming in Microsoft Outlook. 6. Modify the reminder message, if required. 7. Click OK. The system saves the reminder. 8. You can locate and view your reminder to check the details by selecting the Reminders link on the workplace. Page 6 of 38

9 Activities I Perform tab This window will display activities that you perform in your role. 1. Search ECM displays Classic Search screen Change Password Your ECM password is the same as your network login. When you change your network login password the change will automatically change in ECM. Tip: If they are prompted to change the password in the morning ECM log on will be the old password as syncing happens overnight. Page 7 of 38

10 REGISTERING DOCUMENTS Methods of registration Office Toolbar (MS Word) 1. Create a new Word document 2. Select the ADD TO ECM button in the Quick Access toolbar The registration screen can be broken up into three sections. Action Pane Registration area Quick Add Profile, Favourites and Recently Used buttons Quick Add Profiles provide administrators with an opportunity to create templates for registration. They can have default data and links included or can simply prompt users to complete sections by making them mandatory. 3. Complete the appropriate fields in the document details section 4. Add the designated links to the document 5. Select ADD TO ECM to complete the registration Tip: See Naming Conventions at the beginning of this document Page 8 of 38

11 New Document based on Template 1. Open MS Word or MS Excel application 2. Click Template button on the ECM tab. The Template Selection Screen displays 3. The Template Selection Screen defaults to the Templates index 4. Find an ECM template that you recently used by double clicking the Recent selections from Templates folder. Templates that you recently used display. 5. The system frequently refreshes the list of templates that you recently used. If you no longer want a template on this list, you can remove it by pressing Delete on the keyboard 6. Select a template, this is useful if you frequently use the same template or 7. Specify search values to find the index entry containing the template that you want to use 8. Specify different values, for example, Category begins corporate templates lists all template index entries beginning with the title corporate templates 9. Click Search. A list of matching index entries display 10. The search results display in a hierarchical folder list and you may need to drill down to find the matching index entry 11. Double click the index entry folder containing the template that you want to use 12. Select the template 13. Alternatively, you can search without using specific values. A system message will ask you to confirm that you want to search across the whole Templates index. If you choose to do this, it may take longer to return results than if you specify values 14. Click OK. The selected template opens in its native MS Office application Methods of registration Office Toolbar Activities (MS Excel) 1. Create an Excel document 2. Select the ADD TO ECM button in the Quick Access toolbar 3. Complete the appropriate fields in the document details section 4. Add the designated links to the document 5. Select ADD TO ECM to complete the registration Tip: See Naming Conventions at the beginning of this document Page 9 of 38

12 Task Pane is divided into 2 sections that can be closed using the double chevron. ACTIONS TO PERFORM Add to ECM completes registration Add to ECM Later send registration task to task list Add and Edit document completes the registration and opens document for editing Forward to sends document to nominated user s task list for registration Cancel cancels registration Save Document Locally closes the Add to ECM window allowing the document to be saved elsewhere. SECTIONS TO DISPLAY Use this to jump to a particular section of the ADD TO ECM screen. This section also details mandatory links with an * and number of links already set by displaying [2]. Methods of registration ECM MS Outlook Integration 1. Open Outlook to display the new toolbar 2. If GO TO ECM is selected the button then returns the ECM search screen 3. If ECM TASK LIST is selected the button then returns the ECM Task List screen 4. Select the HELP button to display User Assistance. 5. The CONNECT/SYNC button which re/connects with ECM when needed 6. Select an e mail WITHOUT an attachment and then select the ADD TO ECM button 7. Complete the appropriate fields in the document details section 8. Add the designated links to the document 9. Select ADD TO ECM to complete the registration Tip: See Naming Conventions at the beginning of this document Methods of registration ECM MS Outlook Integration s with attachments 1. Return to Outlook to register an with an attachment 2. Select the Add to ECM button Page 10 of 38

13 3. Complete the appropriate fields in the document details section for the parent document 4. Add the designated links to the document for the parent document 5. In the Document Files section select the Show Document Properties for the child document ( attachment) 6. Complete the appropriate fields in the document details section for the child document 7. If the child document ( attachment) requires the same index links as the parent document ( document) then use the Apply Current Links Only to this message and attachments 8. Complete the registration by selecting the Add to ECM button Tip: Methods of registration ECM MS Outlook Integration Multiple s 1. Return to Outlook to display the new folder structure on the left hand panel 2. Using the drag and drop method select multiple s and drop them in the Add to ECM folder 3. Link the with attachment to at least two indexes 4. If all s being registered require the same index links then use the Apply Current Index Links Only to the Message and Attachments and To All New Documents feature in the Action Panel 5. Use the arrows to navigate through to the Document Properties of all s being registered 6. Complete the registration by using the Add All to ECM option ECM ID Column When messages are registered in ECM, the message s ECM ID custom property is updated with the allocated Document ID 1. Open Outlook to display ECM ID column Page 11 of 38

14 2. If this is not displayed RMC an existing column and select Field Chooser. From the returned window change the drop down to User Defined Fields in Inbox and then drag the ECM ID option to the desired location in the Inbox SERCHING AND INDEXES Terminology ECM provides a number of ways to search for registered documents. The search method adopted depends on the information known about the document(s) and what the user wants to return. Search types include: 1. Single Index Search All 2. Cross Index Search 3. Document Criteria Search 4. Full Text Search In addition, results can be further refined by using the following filters: 5. Document Filters 6. Show / Hide Mail Notes Accessing ECM Search Activities I Perform 1. Click the ECM Search node from the workplace 2. The ECM Search window will appear 3. The ECM Client can also be initiated by a Double click on the DAS Client icon from the Microsoft Windows Taskbar Screen presentation and Navigation Home Panel The Home panel is used to access general functions including Search, the Task List, Import Document, New Request and the Clipboard. Page 12 of 38

15 Collapse / Expand Panels Use the collapse / expand button throughout the ECM Client: Hyperlinks The ECM Client contains hyperlinks which are used in the same way as regular hyperlinks. Unvisited hyperlinks appear in blue and visited hyperlinks appear in purple (settings determined by Internet Explorer). Apply / OK / Cancel [Apply], [OK] and [Cancel] are used throughout the ECM Client: Button Apply OK Cancel Function The [Apply] button applies changes and keeps the current window open The [OK] button applies changes and closes the window The [Cancel] button cancels any changes and closes the window View Maintenance Index search views are setup and maintained from [Maintenance]: Only those views to which the user has rights will be available for selection. 1. Show / Hide available search view by selecting Index checkbox 2. Reorder search views by clicking the corresponding up / down arrows 3. Click [Apply] to apply settings 4. Click [Exit Maintenance] Single Index Search 1. Click on Search in the Home panel 2. The search screen will be visible upon log in 3. Select the Index hyperlink 4. The Document search is used to locate documents linked to any index 5. Enter search criteria 6. Click Retrieve or by selecting the Enter key on the keyboard Page 13 of 38

16 Tip: Index views available for selection are configured by the system administrator for each user or group. Search fields are not case sensitive. Results will be returned as defined by the selection in the [Search and sort results by] field. Results Screen Results are displayed in two sections, unless using the Document search. The upper section relates to the Index Entries while the lower section relates to documents: Click on the Index Entry hyperlink to view documents within the chosen Index Entry. To view documents within all Index Entries displayed, click on All Results. Page 14 of 38

17 Index Action Menu 1. Access the Index Action menu on the results screen returned from the Contact search previously performed, select Index Properties. 2. A note can be added via the Index Action menu, to view existing notes, select the properties icon 3. Use the Note Templates by using the ellipsis button next to the Note Title field Tip: Item Properties Notes Links New Paste from Clipboard Action / Purpose View and edit Index Entry properties View, edit and add Index Entry notes View linked Indexes (where available) Create a new Index Entry for the current Index Paste documents held on the Clipboard into the current Index Entry The following additional options are only available from the Contact Index Action Menu: Page 15 of 38

18 Item Copy Address Send Action / Purpose Copy the address of the selected Contact onto the Clipboard Creates a new message populated with the selected Contact address Additional Index Action Menu Options Item Switch To... Action / Purpose Swaps to an integrated application (where available) Cross Index Search The Cross Index search is used to locate documents linked to more than one Index. 1. Click on Search in the Home panel 2. Select an Index on which to search 3. Select additional views on which to search from the Select another view to search across panel The additional Index view will be added to the search screen. Multiple Index views can be added to a search. 4. Enter search criteria 5. If required, change the Search and sort results by selection Results will be returned as defined by the selection in the Search and sort results by field. 6. Click Retrieve Tip: Results are returned as defined by the Search and sort results by Index selection. Only documents matching all Index search criteria will be returned. Document Search The Document search is used to locate documents linked to any index. Only those documents linked to indexes to which the user has rights will be displayed in the results. 1. Click on Search in the Home panel 2. The search screen will be visible upon log in. 3. Select the Document hyperlink 4. Enter search criteria Page 16 of 38

19 5. Search fields are not case sensitive. 6. Click Retrieve Tip: All users will have access to the Document search Document Criteria Search Document search criteria can be added to any index search to refine results. Document metadata fields are available when the Document View is selected. 1. Click on Search in the Home panel 2. Select an Index on which to search 3. Select the Document view from the Select another view to search across panel: 4. Enter search criteria 5. Choose the Index by which results are to be returned by changing the Search and sort results by selection 6. Click on Retrieve Tip: Results are returned as defined by the [Search and sort results by] Index selection. Only documents matching all Index search criteria will be returned in the results. Page 17 of 38

20 Document Action Menu 1. Access the Document Action menu on the results screen returned from the Document search previously performed 2. Allows access to the Document Properties screen 3. Allows access the notes against the document Tip: Item Properties Notes Open Copy to Send Respond Edit Document Links Lock Document Action / Purpose View and edit Document Properties View, edit and add document notes Opens the selected document in original format* Copies the selected document to the ECM or Windows Clipboard* Sends the selected document as a task or * Responds to the selected document with a template, ECM document or via Opens the document in original format for editing Displays related (parent / child) or all versions of the selected document Locks the document from further editing Page 18 of 38

21 Full Text Search Users must have sufficient security rights to search for documents using the Full Text Search. The Full Text Search function is used to locate documents containing specified keywords or phrases. Full Text Search is configured by the system administrator. Full Text Search uses stemming technology to locate matching results. In addition to returning exact matches, the Full Text Search also returns documents matching the root word (e.g.: searching for key will return results matching key, keying and keyed). Full Text Search searches both document content and metadata (properties). Full Text Search searches both the content and metadata of the following document types: MS Word MS Excel MS PowerPoint Notepad HTML Rich Text Format (.rtf) Adobe PDF Tip: See screenshot below for enabled Full Text Search screen. Conducting a Search and Results Display 1. Enter a single word, a combination of words, or a phrase into the search field: Page 19 of 38

22 2. If required, deselect the Search Documents Only checkbox to search for documents and notes. Otherwise the search will return only documents 3. If required, select a radio button to narrow results to a specific date, or a date range in which documents were registered 4. If required, select a Registration Officer or Responsible Officer for the document(s) from the dropdown menus 5. Click Retrieve If the Search Documents Only checkbox is selected, only documents will be returned. Otherwise, documents and notes will be returned. Documents containing the most number of instances of the searched phrase will be displayed towards the top of the results list. Keywords and Quoted Phrases When entering search criteria in quotation marks. Only results which exactly match the entered phrase will be returned. Functional keywords enable a more complex search within the Full Text Search. Functional keywords include: And Use the keyword and to search for documents containing all entered search terms entered. Or Use the keyword or to search for documents containing any search terms entered. Documents returned will contain either yellow or payment. Near Use the keyword near to search for documents containing two or more words or phrases which appear close in relative context to one another. Documents returned will contain both yellow and payment in close proximity. Not Use the keyword not to exclude documents from the results. Documents returned will contain yellow but not payment. Noise Words Certain words reduce the effectiveness of the Full Text Search. These words are noise words and will be ignored when used. Noise words include letters a to z, numbers 0 to 9 in addition to the following list of noise words: Before Get Is On Take Under About Being Got It Only Than Up After Between Has Like Or That Very All Both Had Make Other The Was Also But He Many Our Their Way An By Have Me Out Them We And Came Her Might Over Then Well Page 20 of 38

23 Another Can Here More Said There Were Any Come Him Most Same These Were Any Come Him Most Same There What Are Could Much Complex Queries Combining keywords with brackets will return a more refined list of results. To combine two and keyword searches, enter both sets of keywords within closed brackets. Documents containing stapler and ruler or stationery and order will be returned. To search using the not keyword search, type the search criteria within closed brackets. Documents containing stapler, but not the words stationery or order will be returned. Each open bracket used in the search field must have a corresponding closed bracket. To search using the near keyword search, type the search criteria within closed brackets. Documents containing stapler near the word ruler and also containing the word order will be returned: For example, (ruler and stapler) or (stationary and order) TASKS Workflow Terminology Tasks are used to assist and track a business process or activity. A task may have escalations and deadlines set within the process or set on an ad hoc basis. These may be manual or automatic tasks customised by site, or part of the core ECM product. Manual Workflows one a user chooses in document properties e.g. distribution, general action. Automatic workflows that will automatically start when a document is linked to a certain index(es) e.g. Action index When there is an active task issued on a document the details can be found in the Task section of the Document Properties. When a task has been completed the details move to the History section within the Document Properties. Notes that may be added during the task process are added to the Notes section within Document Properties. Send As Task The Send as Task function is used to distribute a task to users to assist a business process. A business process may include providing information or requesting action. The Send as Task function from the Document Action Menu distributes only the selected document. 1. Hover over the Send option in the Document Action Menu 2. Select As Task 3. In the To: field enter the first or last name of the person you wish to send the task to then select the Search button Page 21 of 38

24 4. Tick to Pick the user you are sending the task to then use the Select button to confirm 5. Enter in details of the task in the Notes area supplied 6. Set a deadline for the task, sections for the deadline are Future Date, Working Hours and All Hours. NB. Working Hours refers to business hours for LGA. 7. Set the Overdue and Completion Notification 8. Send Task Tip: Only Active users will be available in search screens for sending tasks. To distribute multiple documents, use the Send as Task function available from the Clipboard. The task form can be saved to be completed at a later date by clicking the Save icon: The saved form is accessible from the user s Task list. Mandatory fields are marked with a red asterisk * Page 22 of 38

25 Add a Task from Document Properties Manual tasks can be assigned in the Document Properties screen these may be customised by site, or part of the core ECM product. General Action Task 1. Search for a document registered during the session 2. Using the Document Action Menu select Properties 3. In the drop down menu on the toolbar select Tasks then the Add button 4. Tick to Pick the General Action task 5. Set a deadline 6. Assign the task to 7. Select Ok on the Document Properties screen Resubmit and Resubmit to Another Task The Resubmit tasks allow a user to allocate a time when a document task is to be issued; these two workflows are part of the core ECM product. The Resubmit task only allows a user to resubmit a document to them, but the Resubmit to Another allows the user to select another person to resubmit the document too. 1. Search for a document to be resubmitted 2. Using the Document Action Menu select Properties 3. In the drop down menu on the toolbar select Tasks then the Add button 4. Tick to Pick the Resubmit to Another task and then use the Select button 5. The Resubmit Task opens enter in either first or last name of person you wish to send this task to, then select the Search button. Tick to Pick the user and use the select button to confirm Page 23 of 38

26 6. Enter details of the task in the note section provided, remember to use a Note Template 7. Set the Resubmit Date for the Task, this means the time you wish the task to appear on the task list for the selected user. Page 24 of 38

27 8. Mandatory fields are marked with a red asterisk * and MUST be completed 9. Select the Submit button to complete Task Screen Navigation The Task List can be accessed in three ways: 1. Click Task List from the Home panel in ECM 2. Click Task List on the MS Outlook toolbar 3. Click Task List button on the ECM Explorer Integration toolbar Sorting the Task List Re sequence the Task List by clicking on the column sort arrows: User / Group The User / Group drop down menu will display the Task List of the logged on user. View other users Task Lists by selecting a user from the menu and clicking Refresh. Users must have sufficient rights to view the Task Lists of other users. Limit Tasks To The Limit Tasks To function is used to filter the Task List by task type. View task types by selecting a type from the menu and clicking Refresh. Standard Select Standard Task followed by Refresh to view tasks which are the result of a regular Workflow process. Personal Page 25 of 38

28 Select Personal Task followed by Refresh to view tasks which have only been assigned to the logged on user. Registration Select Registration Task followed by Refresh to view tasks which require the attached document to be registered. This is typically the result of the Register Later function. Document Number The Document Number search field is used to display only tasks matching the entered document number. 1. Enter a document number into the Document Number search field 2. Click Refresh Document Named Field The Document Named field is used to filter the task list. 1. Enter the relevant value 2. Select Refresh to display related tasks that meet the criteria of the term entered Task List Properties Task Properties can be accessed by clicking Properties from the Task Action Menu. Task Properties display more details about the assigned task. Task List Notes Notes can be accessed in a number of ways: 1. Select the notes icon to the left of the relevant task from the Task List: 2. Select Notes from the Task Action Menu 3. Select Properties from the Task Action Menu 4. Notes cannot be created against a task. Overdue tasks automatically create a task note. Actioning a Task Tasks can be completed from the Task List. Tasks can also be completed by other members of a user group. Completing tasks clears the item from the Task List. 1. Click Task List from the Home panel 2. Select a task by clicking the task hyperlink 3. Add a note describing task activities 4. Click Completed to clear the task from the Task List 5. Specific details of a task may differ depending on the Workflow design. Other actions including Submit, Reject or Cancel may also be available. Page 26 of 38

29 WORKING WITH DOCUMENTS Open as Original / PDF Methods of opening the original and PDF versions of a document may differ depending on the settings the being used. 1. Using the Document Action Menu select Open then Original 2. This will open the document in a Read Only format 3. Using the Document Action Menu select Open then PDF 4. This will open the document in a PDF format, when the Results screen has been refreshed the PDF icon should now appear next to the document Tip: Depending on the settings the document hyperlink will open the document in either the Original or PDF format. Edit a Document The ECM Client provides two options for checking out documents for editing. Either: 1. Click Edit from the document's Document Action Menu; or 2. Click Edit on the TechnologyOne Quick Access toolbar on the ECM tab in any supported MS Office application (Word, Excel). Users must have sufficient security rights to edit documents. Edit Documents using the Document Action Menu 1. Click Edit from the Document Action Menu 2. Select a user or group to edit (check out) the document and click OK The document will be opened in its original format for editing. 3. Edit, save and close the document 4. Navigate back to the ECM screen and select Task List on the Home panel 5. Open the Standard CheckIn task and complete 6. Once completed the new version of the document is uploaded into ECM Edit Documents from an MS Office Application A document opened in its native application (e.g: Microsoft Word) can be checked out for editing using the Edit button on the TechnologyOne Quick Access group on the ECM tab. 1. Click Edit on the TechnologyOne Quick Access toolbar on the ECM tab 2. Select a user or group to edit (check out) the document and click OK 3. Edit, save and close the document Documents can be checked in two ways. Either: 4. Click Save & Version on the TechnologyOne Quick Access group on the ECM tab; or 5. Save and close the document, then complete the Standard CheckIn task from the ECM Client Task List. Page 27 of 38

30 If editing the document is not complete the Save button on the TechnologyOne Quick Access toolbar will save changes made to the document and will not upload the new version. Leaving the document in edit mode until the users is ready to Save & Version or completes the Standard CheckIn task on the Task List. Tip: The editing user becomes the Revision Officer against the document. If the Revision Officer searches and opens the document ECM will offer the following: 1. View Original Document (read only) 2. View Edited Document (read only) 3. Edit Document If another user opens the same document while it is Checked Out the system will offer to view the Original and advise who it is currently being edited by. View a Registered Document ECM QUICK ACCESS TOOLBAR ECM integrates with MS Office applications so that you can perform a range of functions outside of the system. For example, you can add and edit documents, manage existing ECM documents and insert ECM document links into Word documents. ECM Office integration provides an interface and functionality familiar to most users, and provides shortcuts to system functionality via the ECM toolbars available in MS Word and Excel. 1. Open any MS Office application, for example, MS Word 2. Click View on the ECM tab. The ECM client Search ECM popup window displays 3. Click the linked name of the index containing the item that you are searching for. Criteria specific to the selected index display 4. If required, refine the search by adding other indexes that also contain the item that you are searching for. For each additional index, click the linked index name and enter criteria specific to the selected index display 5. Specify values for the criteria that you want to use for the search. For example, complete a text field, specify a date, or select a value from a dropdown list 6. Click Retrieve. Index entries matching your specified criteria display 7. Click the linked name of the index entry containing the document that you want to view 8. Documents in the selected index display. For each document that you want to view 9. Select its checkbox 10. Click Select in the second pane. Selected document will open in the native application Page 28 of 38

31 Document Properties The Properties button on the ECM Quick Access Toolbar provides functionality to two different scenarios. First scenario is if the document has not been registered the user has the opportunity to begin entering document metadata into the fields provided. See screen shot below. The second scenario is if the document has been registered the user has access to the properties for reference or to make changes without having to use the ECM interface. Document Links Document links provides a reference to all related documents. Related Documents Related Documents include binders and / or parent / child relationships 1. Hover over the Document Links option in the Document Action Menu 2. Select Related 3. A new window will open displaying Related Documents. 4. To view the document, select the document hyperlink. Child documents may also be available. To view related child documents, select the binder icon: All Versions 5. Hover over the [Document Links] option in the Document Action Menu 6. Select [All Versions] 7. A new window will open displaying all previous versions of the document. Click corresponding hyperlinks to view documents. Users must have sufficient security rights to view previous versions. Locking The Lock Document function is used to prevent further document editing. 1. Click Lock Document from the Document Action Menu 2. A confirmation message will be displayed. 3. Click OK to proceed Tip: IMPORTANT: Document locking is an irreversible process. Page 29 of 38

32 Document Filters Document filters refines document results based on pre defined metadata. Document metadata can include one or more of the following properties: Date (registered date, document date or date received) Class (classification) Document Type Document Status Officer (registration, revision or responsible officer) Document filters can be forwarded to (shared with) other users. At present creation, editing and forwarding of document filters are managed from the Classic Client. Apply a document filter to refine documents displayed in the results screen. 1. From the results screen, select the document filter icon from the results pane: 2. Select a document filter to apply: 3. The results list will filter as defined by the selected document filter. Reordering Document Filters Forwarded (shared) document filters are automatically placed last in the document filter list. Document filters can be re sequenced to suit individual preferences. 1. Select the spanner icon to display the Document Filter Maintenance Window 2. Select a document filter 3. Select the up or down arrow to re sequence document filters: 4. Click OK to apply changes and return to the search results screen Removing Filters 1. Select the spanner icon to display the Document Filter Maintenance Window 2. Select a document filter 3. Click Remove 4. Click OK to apply changes and return to the search results screen Page 30 of 38

33 SENDING S Send an using Contact Details The Send function is only available from the Contact Index Action Menu. 1. Search for the required contact on the Contact Index 2. Select Send from the Index Action Menu If the contact Index Entry contains multiple addresses, either highlight one address or hold CTRL button on the keyboard and select multiple addresses and click OK. The client will create a new with the To field populated with the selected address(es). Copy Address The Copy Address function copies the contact address(es) to the Windows Clipboard. 1. Search for the required contact on the Contact Index 2. Select Copy Address from the Index Action Menu If the contact Index Entry contains multiple addresses, either highlight one address or hold CTRL button on the keyboard and select multiple addresses and click OK. The address is copied to the Windows Clipboard and is available for pasting to another application Send an with a Document Attached The Send as function creates a new from the client containing the selected document as an attachment. 1. Hover over the Send option in the Document Action Menu 2. Select As 3. Complete remaining fields The attachment will be sent in its original format and the sent will be created as a PUBMAIL note against the original document. Tip: To distribute multiple documents, use the Send as function available from the Clipboard. The system administrator may configure s to be registered upon sending. Mail Notes A Mail Note is created by internal or external distribution of a document. Mail Notes created against documents are the result of a Send as Task, Send as or Response function. Mail Notes can be displayed or hidden from the search results screen. To display Mail Notes in the document results list, click on the show Mail Notes icon: All Mail Notes associated with the selected Index Entry will be displayed in the search results screen. To hide Mail Notes in the document results list, click on the hide Mail Notes icon: Page 31 of 38

34 RESPONSE Function and Binder The Respond Function creates a relationship between the original and response document. The original document and response document will be linked in a binder relationship. The three options for Respond are: 1. Respond using a template this can be non ASP and ASP based 2. Respond using an existing document 3. Respond using The respond documents are known as Related Documents, they can be found in the Document Properties and in the Document Action Menu then Document Links and Related on both the original and response document. Tip: The Respond function can be a huge time saver when used by an organisation, in particular when ASP codes are used in the Templates. In addition ASP templates can reduce user error that can stem from the double data entry, for example, when Contact names and addresses ASP codes are used. It also allows a central management for templates where the distribution of modified templates can be achieved. Respond Using a Template 1. Hover over the Respond option in the Document Action Menu 2. Select Using Template 3. Either: 4. Click OK to respond using the last template used or 5. Click Search to use an alternative template from the Templates Index 6. Select a template 7. The document template will be opened for editing. Edit, save and close the document. Any additional changes can be made by clicking View / Edit 9. Click Finish 10. The Document Properties will open in a new window. 11. Complete registration details of the response 12. The response document will be linked to the same Index Entries as the original document. 13. Click OK to apply changes and return to the search results screen Using an Existing Document This function works on the premise that the Response document has already been created and exists on the network or local drive. The function is used to create a respond relationship between the two documents within ECM. 1. Hover over the Respond option in the Document Action Menu 2. Select Attach Document Page 32 of 38

35 3. Click Browse to locate a document not registered in ECM 4. Select a document and click Open Any additional changes can be made by clicking View / Edit. 5. Click OK to attach the document and the Document Properties will open in a new window. 6. Complete registration details of the response 7. Click OK to apply changes and return to the search results screen The response document and original document will be linked in a binder relationship. Using The Respond Using function is used to create a response to a document via Hover over the Respond option in the Document Action Menu 2. Select Using 3. Select address(es) and click Next The client will create a new with the To field populated with the selected address(es). Where no address is available, the To field will be left blank. 1. Click Send from the client and the Document Properties will open in a new window. 2. Complete registration details of the response 3. Click OK to apply changes and return to the search results screen Tip: The response will be created as a note against the original document. CLIPBOARD Windows Clipboard To export a copy of the document out of Technology One ECM 1. Hover over the Copy to option in the Document Action Menu 2. Select Windows Clipboard 3. Navigate to the Desktop and right mouse click the screen and select Paste The document will be available from the Windows Desktop. Tip: Documents copied to the Windows Clipboard may be pasted to other applications (e.g.: message). ECM Clipboard 1. Hover over the Copy to option in the Document Action Menu 2. Select ECM Clipboard 3. The document will be available from the ECM Clipboard Page 33 of 38

36 Binding The Bind function is used to create a relationship between documents. A compound relationship consists of a master (parent) document and associated child documents. Documents must be copied to the Clipboard to be available for binding. The parent document can be either: Existing (registered) document or New Binder Document (containing only metadata) Binders are indicated by a bulldog clip icon: Select Existing Document as Parent 1. Copy documents to the Clipboard 2. Click Clipboard from the Home panel 3. Select relevant document checkboxes 4. Click Bind 5. Select an existing (registered) document and click OK Bound documents will be displayed as children of the parent document in the Document Properties. Select New Binder Document as Parent 1. Copy documents to the Clipboard 2. Click Clipboard from the Home panel 3. Select relevant document checkboxes 4. Click Bind 5. Select New Binder Document and click OK 6. The Document Properties will open in a new window. 7. Complete Document Properties fields 8. Link the document to relevant Indexes 9. Click OK to register the document NB: Bound documents will be displayed as children of the parent document in the Document Properties. Locked documents cannot be selected as the Parent document. Pasting from Clipboard 1. Search for a Contact and using the Index Action menu 2. Select Paste from clipboard 3. Select one of the documents from the clipboard 4. Refresh the results on the page to see the document linked Page 34 of 38

37 Batch Printing Batch Print Document is used to print ECM documents with additional features, such as a summary page, version number and customisable header text. 1. Click Clipboard from the Home panel 2. Select checkbox/s of documents to be printed 3. Click Batch Print Document. The Batch Print Document window displays 4. If required, deselect checkbox/es to change print details (see table below for more information) 5. If required, either: Deselect document checkbox/es to exclude them from printing; or remove documents from the printing list 6. Click Select None 7. Select document checkbox/es 8. Click Remove 9. Click OK, the Printer Setup window displays: 10. If required, change any print properties 11. Click OK Print Detail Result Header Document Number Document Version Date and Time of Print Include Summary Page Include Child Documents Include Notes The specified text is printed in the header section of each document, for example, This is a reprint from ECM. The ECM document number (DocID) is printed in the bottomright corner of each document, for example, Document The ECM version number of the document is printed in the bottom right corner of each document, for example, Version 4. The date and time is printed in the bottom left corner of each document, for example, Printed on 11/01/ :07 PM. A summary page is generated and printed with the batch. The summary page contains a list of the printed documents, and any associated notes appear under the corresponding document. Any child documents associated to the printed documents will be printed. Any notes associated to the printed documents will be printed. Page 35 of 38

38 Clearing the Clipboard 1. In the Clipboard demonstrate how to select documents 2. Using the Remove button to clear the Clipboard 3. Demonstrate how to close the Clipboard ECM WINDOWS EXPLORER INTEGRATION Methods of registration Access to ECM Windows Explorer Integration can be gained from either the desktop icon Or by opening Windows Explorer/My Computer and looking for the ECM Windows Explorer folder. ECM Windows Explorer registration methods can be used for all file types including PDF etc. Demonstrate how to access the integration and expand to see all subfolders. Tip: 1. In Windows Explorer navigate and highlight the document/s to be registered then drag and drop into the, ADD TO ECM folder 2. Complete the appropriate fields in the document details section 3. Add the designated links to the document 4. Select ADD TO ECM to complete the registration Favourites can be created in ECM Workplace or when registering documents. The ECM Workplace Organise Favourites function allows a user to reorder their favourite index entries, documents and Quick Add Profiles (see screen shot below). It allows a user to create folders to group their favourites. Tip: Remember to use the Refresh functionality in the Favourites screen to see any changes that have been made. When registering multiple documents the document cannot be accessed. Consider naming the documents before registering them. Page 36 of 38

39 ACCESSING HELP AND SUPPORT ECM Help Hyperlink is found in the top right hand corner of the ECM window. User Guides are found on the server and will be updated when an upgrade occurs. LGA created documentation are found in the ECM Workplace. LGA have nominated Key Users in the organisation, it is their role to assist and advise with ECM questions or issues. The Key Users will be supported by the ECM System Administrator for further investigation. LGA IT and System Administrator have TechnologyOne Support to assist with any questions, system errors and enhancements requests. All staff are welcome to make suggestions to ensure that ECM continues to support and improve LGA business processes. Page 37 of 38

40 LGA KEY USERS Name Title Phone Jacqui Kelleher Executive Officer (ext 122) Danni Bailey Admin Coordinator (ext 188) Leeanne Manuel Admin Coordinator (ext 128) Lisa Colquhoun Admin Coordinator (ext 176) Vicky Newton Admin Coordinator (ext 146) DID THE TRAINING WORK? LET ME PUT YOU TO THE TEST! 1. Open new MS Word document 2. Type in what your favourite Drink 3. Register document and put the word Drink and your name in the Named field 4. Link to Contact LGA and Function of TAFE and University Training 5. Add Task send to person on your right asking them if they want a drink 6. Complete Task issued to you from the person on your left 7. Add a note accepting the drink 8. Bind your Dinner and Drink document together creating a master binder called Refreshments and your name in the Named field when registering your new Binder Thank you for your time and effort in training. Page 38 of 38