I have carefully assessed the User's Manual for the DMS. This document has been completed in accordance with the requirements of the Oromia MIS System Development Methodology.
______ The document is accepted.
______ The document is not accepted.
We fully accept the changes as needed improvements and authorize initiation of work to proceed. Based on our authority and judgment, the continued operation of this system is authorized.
Document Management System (DMS)
1.Introduction
Document Management System is done for Oromia regional state by Information Network Security Agency (INSA).The system is used to manage all kinds of documents either softcopy or hard copy in well organized manner.
This user’s Manual is prepared for user to use the system efficiently and effectively with minimum amount of time.
For more information http://www.insa.gov.et/
2.Basic functionalities of DMS
Document Management system’s basic functionalities can be categorized in the following sub groups
-
Category Handler: Documents are categorized logically by category handler. This includes Creating, moving, Deleting and Modifying category are handled in category handler.
-
Location Handler: Creating, moving, Deleting and Modifying location are handled in category handler.
-
Document Handler: Managing Document(both physical and electronic), Managing electronic document, Managing physical document and Managing archiving document handled by Document Handler .
-
Search Document facility helps in searching documents in the system by simple, advanced and search by contents it includes searching by Id, contents and with metadata of the documents.
-
Workflow: Helps to pass documents in the workflow in predetermined flow(document state)
-
Letter Handler: Helps to manage incoming /outgoing letters including participants
-
Report generation helps to generate different type of report
3.Open DMS Login Page
This section tells you how to open the Login page for Document Management System.
To open the Login Page:
-
Open a web browser
-
Enter the address of DMS Login Page in the address bar of the web browser. The address bar is shown in the figure below
Figure : Address bar
-
Enter the Login Page with the following format. http://Server_name:WebserverPortnumber/ApplicationName/
Change the server name if it is different from the one shown above.
-
Press enter on your keyboard.
-
The Login page will be displayed.
Figure : Login Page
1
Fill user name
4
Cancel Button used to clear entries from the form
3
Login Button used to log the system
2
Fill password
4. Log the system
-
Anyone who need access the DMS functionalities should have a user name and password.
Steps to log the system
-
Fill user name(1)
-
Fill password(2)
-
Click on login button (3)
-
The system checks the username and password and if it is correct open the home page else inform you to correct username and password.
-
If you want to clear the entries on the form click cancel button(4)
5.Home Page of the system
Figure : Home Page
1
Vertical menu
-
Once you get the home page you can access the functionalities of the system base on the given privilege by clicking on the vertical menu.
6.Change language into Afan Oromo and English
Figure : Language page
1
Afan Oromo Button used to change all labels in Afan Ororm
2
English button used to change all labels in English
The system supports Amharic and English language. If the user wants to toggle from one language to the other to use the language he/she preferred
-
Click “Afan Oromo” (1) or “English” (2) button on the top right side of figure 4.
-
All labels will be displayed in the language the user selected.
7.Manage Category
Figure : Manage Category page
Figure : Creating Category page
Figure : Modify Category page
Figure : Moving Category page
1
Horizontal Menu
2
Category Tree
3
Selected Category
4
Category Table
5
List of category under the selected category
6
Create category button which displays create category page
7
Modify button which displays modify category page
8
Delete button which delete the category
12
Cancel button which clears information inside the form
10
Fill category Information
17
Fill Description
11
Create button which create the new category
9
Move button which displays move category page
13
Back button which returns to the previous page
18
Move category button which move the category
15
Modify button which modify the category
14
Edit category information
16
Destination category
7.1.Create category
-
Click category link on horizontal menu(1) (figure 5)
-
Select category from the category tree(2) under which you want to create category (figure 5)
-
Click on create category button(6) (figure 5)
-
Fill information(10) (figure 6)
-
Click on create button(11) (figure 6)
-
If you want to clear the entries on the form click cancel button(12) (figure 6)
-
If you want to back to the previous page click on back button(13) (figure 6)
7.2.Modify category
-
Click category link on horizontal menu(1) (figure 5)
-
Select category from the category tree(2) from which you want to modify category (figure 5)
-
Select one from the list of category which is modified (5) (figure 5)
-
Click on modify button(7) (figure 5)
-
Edit information(14) (figure 7)
-
Click on modify button(15) (figure 7)
-
If you want to clear the entries on the form click cancel button (figure 7)
-
If u want to back to the previous page click on back button (figure 7)
7.3.Delete category
-
Click category link on horizontal menu(1) (figure 5)
-
Select category from the category tree(2) from which you want to delete category (figure 5)
-
Select one from the list of category which is deleted(5) (figure 5)
-
Click on delete button(8) (figure 5)
7.4.Move category
-
Click category link on horizontal menu(1) (figure 5)
-
Select category from the category tree(2) from which you want to move category (figure 5)
-
Select one from the list of category which is moved(5) (figure 5)
-
Click on move button(9) (figure 5)
-
Select destination category(16) (figure 8) from category tree(2) (figure 5)
-
Fill information(17) (figure 8)
-
Click on move button(18) (figure 8)
-
If you want to clear the entries on the form click cancel button (figure 8)
-
If u want to back to the previous page click on back button (figure 8))
8.Manage Location
Figure : Manage Location page
Figure : Create Location page
Figure : Modify Location page
Figure : Move Location page
1
Horizontal menu
2
Location tree
3
Selected location
5
List of location under the selected location
6
Create location button which displays create location page
4
Location table
7
Modify button which displays modify location page
8
Delete button which delete location
9
Move button which displays move location page
10
Fill location information
11
Create button which create the new location
12
Cancel button which clears information inside the form
13
Back button which returns to the previous page
14
Edit location information
16
Destination location
15
Modify button which modify the location
17
Fill Description
18
Move location button which move the location
8.1.Create location
-
Click category link on horizontal menu(1) (figure 9)
-
Select location from the location tree(2) under which you want create to location (figure 9)
-
Click on create location button(6) (figure 9)
-
Fill information(10) (figure 10)
-
Click on create button(11) (figure 10)
-
If you want to clear the entries on the form click cancel button(figure 10)
-
If u want to back to the previous page click on back button (figure 10)
8.2.Modify location
-
Click location link on horizontal menu(1) (figure 9)
-
Select location from the location tree(2) from which you want to modify location (figure 9)
-
Select one from the list of location which is modified (5) (figure 9)
-
Click on modify button(7) (figure 9)
-
Edit information(14) (figure 11)
-
Click on modify button(15) (figure 11)
-
If you want to clear the entries on the form click cancel button(figure 11)
-
If u want to back to the previous page click on back button (figure 11)
8.3.Delete location
-
Click location link on horizontal menu(1) (figure 9)
-
Select location from the location tree(2) from which you want to delete location (figure 9)
-
Select one from the list of location which is deleted(5) (figure 9)
-
Click on delete button(8) (figure 9)
8.4.Move location
-
Click location link on horizontal menu(1) (figure 9)
-
Select location from the location tree(2) from which you want to move location (figure 9)
-
Select one from the list of location which is moved(5) (figure 9)
-
Click on move button(9) (figure 9)
-
Select destination location(16) (figure 12)from location tree(2) (figure 9)
-
Fill information(17) (figure 12)
-
Click on move button(18) (figure 12)
-
If you want to clear the entries on the form click cancel button(figure 12)
-
If u want to back to the previous page click on back button (figure 12)
9. Manage Document
Figure : Sub menu of document link
Figure : Upload document page
Figure : Manage document page
Figure : Add version page
Figure : Modify document page
Figure : Archive document page
Figure : Annotate document page
Figure : Manage Electronic document page
Figure : Manage Physical document page
Figure : Retrieve document page
Figure : Return document page
Figure : view archived document page
1
Document submenu link
2
Fill document information
3
Selected category
4
Selected location
8
Add version button which displays add version page
7
Upload button which uploaded the document
5
Workflow checkbox
6
Fill Workflow information of the document
9
View version information button which displays version information
10
Modify information button which displays modify document page
11
View document annotation button which display annotation information
14
Annotate document button which display annotation page
12
Delete document button which delete or remove document for the system
13
Archive button which display archive page
17
Fill version information
16
Selected location
18
Add version button which save the new version
22
Archive button which archived the document
21
Fill archive reason
20
Modify information button
19
Edit document information
26
Download button which downloaded the document
25
Add version button which display add version page
24
Annotate button which save annotation of the document
15
List of documents
23
Fill document annotation information
37
Activate button which activate the document
36
Return button which return the document
35
Fill remark
33
Fill retrieve document information
31
View status button which display status of the document
30
Return document button which display return page
29
Retrieve document button which display retrieve page
27
Delete button which deleted or removed the document
34
Retrieve button which retrieve the document
32
Modify physical document button which display modify information page
28
Modify electronic document button which display modify information page
9.1. Add document
-
Hover on document link on horizontal menu(1) (figure 5)
-
Click on add document link from document sub menu link(1) (figure 13)
-
Fill document information (2) (figure 14)
-
Select document category from the category tree(2) (figure5)
-
Select document location from the location tree(2) (figure9)
-
If the document submitted to workflow
-
Click on workflow checkbox (5) (figure 14)
-
Fill workflow information of the document (6) (figure 14)
-
Click on Upload button(7) (figure 14)
-
Else Click on Upload button(7) (figure 14)
-
If you want to clear the entries on the form click cancel button( figure14)
-
If you want to back to the previous page click on back button (figure14)
Add version
-
Hover on document link on horizontal menu(1) (figure 5)
-
Click on manage document link from document sub menu link(1) (figure 13)
-
Select document Category from the category tree(2) (figure5)
-
Select one from list of documents (15) you want to add version (figure 15)
-
Click on add version button (8) (figure 15)
-
Select document location from the location tree(2) (figure9)
-
Fill version information(17) (figure16)
-
Click on add version button(18) (figure16)
-
If you want to clear the entries on the form click cancel button (figure16)
-
If you want to back to the previous page click on back button (figure(16)
9.1.Modify document information
-
Hover on document link on horizontal menu(1) (figure 5)
-
Click on manage document link from document sub menu link(1) (figure 13)
-
Select document Category from the category tree(2) (figure5)
-
Select one from list of documents (15) you want to modified (figure 15)
-
Click on modify information button (10) (figure 15)
-
Edit document information(19) (figure 17)
-
Click on modify information button(20) (figure17)
-
If you want to clear the entries on the form click cancel button (figure17)
-
If you want to back to the previous page click on back button (figure(17)
9.2.Archive document
-
Hover on document link on horizontal menu(1) (figure 5)
-
Click on manage document link from document sub menu link(1) (figure 13)
-
Select document Category from the category tree(2) (figure5)
-
Select one from list of documents (15) you want to archived (figure 15)
-
Click on archive version button (13) (figure 15)
-
Fill archive reason(21) (figure 18)
-
Click on archive button(22) (figure18)
-
If you want to clear the entries on the form click cancel button (figure18)
-
If you want to back to the previous page click on back button (figure(18)
9.3.Annotate document
-
Hover on document link on horizontal menu(1) (figure 5)
-
Click on manage document link from document sub menu link(1) (figure 13)
-
Select document Category from the category tree(2) (figure5)
-
Select one from list of documents (15) you want to annotated (figure 15)
-
Click on annotate document button (14) (figure 15)
-
Fill document annotation information (23) (figure 19)
-
Click on annotate button(22) (figure19)
-
If you want to clear the entries on the form click cancel button (figure19)
-
If you want to back to the previous page click on back button (figure(19)
9.4.View version information
-
Hover on document link on horizontal menu(1) (figure 5)
-
Click on manage document link from document sub menu link(1) (figure 13)
-
Select document Category from the category tree(2) (figure5)
-
Select one from list of documents (15) you want to view information (figure 15)
-
Click on view version information button (9) (figure 15)
9.5.View document annotation
-
Hover on document link on horizontal menu(1) (figure 5)
-
Click on manage document link from document sub menu link(1) (figure 13)
-
Select document Category from the category tree(2) (figure5)
-
Select one from list of documents (15) you want to view annotation(figure 15)
-
Click on view document annotation button (11) (figure 15)
9.6.Download document
-
Hover on document link on horizontal menu(1) (figure 5)
-
Click on manage electronic document link from document sub menu link(1) (figure 13)
-
Select document Category from the category tree(2) (figure5)
-
Select one from list of documents (15) you want to downloaded (figure 15)
-
Click on download button (26) (figure 20)
9.7.Retrieve document
-
Hover on document link on horizontal menu(1) (figure 5)
-
Click on manage Physical document link from document sub menu link(1) (figure 13)
-
Select document Category from the category tree(2) (figure5)
-
Select document Location from the Location tree(2) (figure9)
-
Select one from list of documents (15) you want to retrieved (figure 15)
-
Click on retrieve document button (29) (figure 21)
-
Fill retrieve document information(33) (figure 22)
-
Click on retrieve button(34) (figure 22)
-
If you want to clear the entries on the form click cancel button (figure22)
-
If you want to back to the previous page click on back button (figure(22)
9.8.Return document
-
Hover on document link on horizontal menu(1) (figure 5)
-
Click on manage Physical document link from document sub menu link(1) (figure 13)
-
Select document Category from the category tree(2) (figure5)
-
Select document Location from the Location tree(2) (figure9)
-
Select one from list of documents (15) you want to returned (figure 15)
-
Click on return document button (30) (figure 21)
-
Fill remark(35) (figure 23)
-
Click on return button(36) (figure 23)
-
If you want to clear the entries on the form click cancel button (figure23)
-
If you want to back to the previous page click on back button (figure(23)
9.9.View document status
-
Hover on document link on horizontal menu(1) (figure 5)
-
Click on manage Physical document link from document sub menu link(1) (figure 13)
-
Select document Category from the category tree(2) (figure5)
-
Select document Location from the Location tree(2) (figure9)
-
Select one from list of documents (15) you want to view status (figure 15)
-
Click on view status button (31) (figure 21)
9.10.Activate archived document
-
Hover on document link on horizontal menu(1) (figure 5)
-
Click on view archived document link from document sub menu link(1) (figure 13)
-
Select document Category from the category tree(2) (figure5)
-
Select one from list of documents (15) you want to view status (figure 15)
-
Click on activate version button (37) (figure 24)
10.Manage Letter
Figure : Manage letter page
Figure : Incoming letter page
Figure : Letter participant page
Figure : Outgoing letter page
Figure : Manage letter page
Figure : Modify letter page
8
Referred information tab which display referred list
5
Next button which display letter participant page
6
Sender information tab which display sender list
2
Fill incoming letter information
1
Letter submenu link
4
Selected location
3
Selected category
7
Receiver information tab which display receiver list
9
Available list
10
Remove button which remove list from the selected list
15
Selected category
14
Fill outgoing letter information
17
Next button which display letter participant page
13
Add button which add the letter
12
Selected list
21
List of letters
23
Delivered date
11
Add button which add list in to the selected list
18
View participant button which display participant of letter
24
Save button which save modification of letter
20
Modify letter button which display delivery report page
16
Selected location
19
Delete button which delete the letter
22
Is delivered checkbox
10.1.Add incoming letter
-
Hover on letter link on horizontal menu(1) (figure 5)
-
Click on incoming letter link from letter sub menu link(1) (figure 25)
-
Fill incoming letter information (2) (figure 26)
-
Select document category from the category tree(2) (figure5)
-
Select document location from the location tree(2) (figure9)
-
Click on next button(6) (figure 26)
-
Click on sender information tab(6) (figure27)
-
Select one form available list(9) (figure27)
-
Click on add button
-
If you want to remove the sender from the selected lit select and click on remove button(10) (figure 27)
-
Click on receiver information tab(7) (figure27)
-
Select one form available list(9) (figure27)
-
Click on add button
-
If you want to remove the receiver from the selected lit select and click on remove button(10) (figure 27)
-
Click on receiver information tab(7) (figure27)
-
Select zero or more form available list(9) (figure27)
-
Click on add button
-
If you want to remove the refereed from the selected lit select and click on remove button(10) (figure 27)
-
Click on add button(13) (figure 27)
-
If you want to clear the entries on the form click cancel button( figure27)
-
If you want to back to the previous page click on back button (figure27)
10.2.Add outgoing letter
-
Hover on letter link on horizontal menu(1) (figure 5)
-
Click on outgoing letter link from letter sub menu link(1) (figure 25)
-
Fill outgoing letter information (14) (figure 28)
-
Select document category from the category tree(2) (figure5)
-
Select document location from the location tree(2) (figure9)
-
Click on next button(6) (figure 26)
-
Click on sender information tab(6) (figure27)
-
Select one form available list(9) (figure27)
-
Click on add button
-
If you want to remove the sender from the selected lit select and click on remove button(10) (figure 27)
-
Click on receiver information tab(7) (figure27)
-
Select one form available list(9) (figure27)
-
Click on add button
-
If you want to remove the receiver from the selected lit select and click on remove button(10) (figure 27)
-
Click on receiver information tab(7) (figure27)
-
Select zero or more form available list(9) (figure27)
-
Click on add button
-
If you want to remove the refereed from the selected lit select and click on remove button(10) (figure 27)
-
Click on add button(13) (figure 27)
-
If you want to clear the entries on the form click cancel button( figure27)
-
If you want to back to the previous page click on back button (figure27)
10.3.View letter participant
-
Hover on letter link on horizontal menu(1) (figure 5)
-
Click on participant information link from letter sub menu link(1) (figure 25)
-
Select document category from the category tree(2) (figure5)
-
Select one from the letter lists (21) (figure 29)
-
Click on view participant button(18) (figure 29)
10.4.Modify letter delivery status
-
Hover on letter link on horizontal menu(1) (figure 5)
-
Click on participant information link from letter sub menu link(1) (figure 25)
-
Select document category from the category tree(2) (figure5)
-
Select one from the letter lists (21) (figure 29)
-
Click on modify letter button(20) (figure 29)
-
Check is delivered checkbox(22) (figure 30)
-
Fill delivered date (23) (figure 30)
-
Click on save button(24) (figure 30)
-
If you want to clear the entries on the form click cancel button( figure32)
-
If you want to back to the previous page click on back button (figure32)
11.Manage administration tasks
Figure : Workflow matrix page
Figure : Workflow user page
Figure : Assign user to role page
Figure : User role authorization page
Figure : Document format registration page
1
User role authorization tab
4
Workflow user tab
5
Lookup register tab
3
Assign user to role tab
6
Fill workflow type information
77
Fill workflow state information
2
Workflow tab
26
Delete button which delete role
24
Add role button which add role
23
Search button which search role
22
Fill role information
21
Add user button which add user
20
Selected list
19
Remove button which remove list from the selected list
18
Add button which add list in to the selected list
17
Available list
16
Search button used for to search workflow type
25
Update button which update role
15
Search button used for to search workflow type
14
Search button used for to search workflow type
13
Add, update, reset and delete button for workflow type state
12
Add, update, reset and delete button for workflow state
11
Add, update, reset and delete button for workflow type
10
Fill remark
9
Workflow state
8
Workflow type
41
Save button
40
Fill look up information
39
Register lookup type list
44
List of the selected look up type
43
Delete button
42
Modify button
27
Add user to role button which assign user to role
38
Add button
37
Delete button
36
Edit button which modify information
35
Authorization table
34
Fill remark
33
Add user or role button
32
List of role or user
31
Type of role
30
List of workflow type state
29
List of user
28
List of role
11.1. Register workflow type
-
Click administration link on horizontal menu(1) (figure 5)
-
Click on workflow tab(2) (figure 31)
-
Fill workflow type information (6) (figure 31)
-
Click on add button(11) (figure31)
-
If you want to clear the entries on the form click reset button(11)( figure31)
11.2.Update workflow type
-
Click administration link on horizontal menu(1) (figure 5)
-
Click on workflow tab(2) (figure 31)
-
Fill workflow type name(6) (figure 31)
-
Click on search button(14) (figure 31)
-
Edit workflow type information (6) (figure 31)
-
Click on update button(11) (figure31)
-
If you want to clear the entries on the form click reset button(13)( figure31)
11.3.Delete workflow type
-
Click administration link on horizontal menu(1) (figure 5)
-
Click on workflow tab(2 (figure 31)
-
Fill workflow type name(6) (figure 31)
-
Click on search button(14) (figure 31)
-
Click on delete button(11) (figure31)
-
If you want to clear the entries on the form click reset button(13)( figure31)
11.4.Register workflow sate
-
Click administration link on horizontal menu(1) (figure 5)
-
Click on workflow tab(2 (figure 31)
-
Fill workflow sate information (7) (figure 31)
-
Click on add button(12) (figure31)
-
If you want to clear the entries on the form click reset button(12)( figure31)
11.5.Update workflow sate
-
Click administration link on horizontal menu(1) (figure 5)
-
Click on workflow tab(2) (figure 31)
-
Fill workflow sate name(7) (figure 31)
-
Click on search button(15) (figure 31)
-
Edit workflow sate information (6) (figure 31)
-
Click on update button(12) (figure31)
-
If you want to clear the entries on the form click reset button(12)( figure31)
11.6.Delete workflow state
-
Click administration link on horizontal menu(1) (figure 5)
-
Click on workflow tab(2) (figure 31)
-
Fill workflow state name(7) (figure 31)
-
Click on search button(15) (figure 31)
-
Click on delete button(12) (figure31)
-
If you want to clear the entries on the form click reset button(12)( figure31)
11.7.Register workflow type state
-
Click administration link on horizontal menu(1) (figure 5)
-
Click on workflow tab(2) (figure 31)
-
Select workflow type (8) (figure 31)
-
Select workflow state (9) (figure 31)
-
Fill remark(10) (figure 31)
-
Click on add button(13) (figure31)
-
If you want to clear the entries on the form click reset button(13)( figure31)
11.8.Update workflow type state
-
Click administration link on horizontal menu(1) (figure 5)
-
Click on workflow tab(2) (figure 31)
-
Select workflow type (8) (figure 31)
-
Select workflow state (9) (figure 31)
-
Click on search button(16) (figure 31)
-
Edit remark (10) (figure 31)
-
Click on update button(13) (figure31)
-
If you want to clear the entries on the form click reset button(13)( figure31)
11.9.Delete workflow type state
-
Click administration link on horizontal menu(1) (figure 5)
-
Click on workflow tab(2) (figure 31)
-
Select workflow type (8) (figure 31)
-
Select workflow state (9) (figure 31)
-
Click on search button(16) (figure 31)
-
Click on delete button(13) (figure31)
-
If you want to clear the entries on the form click reset button(12)( figure31)
11.10.Register workflow user
-
Click administration link on horizontal menu(1) (figure 5)
-
Click on workflow user tab(5) (figure 31)
-
Select user from available list (17) (figure 32)
-
Click on add button (18) (figure 32)
-
If you want to remove user from the selected list (20) click on remove button(19) (figure 32)
-
Click on add user button(21) (figure32)
11.11.Register role
-
Click administration link on horizontal menu(1) (figure 5)
-
Click on assign user to role tab(4) (figure 31)
-
Fill role information(22) (figure 33)
-
Click on add role button to save the role(24) (figure33)
-
If you want to clear the entries on the form click reset button (figure33)
11.12.Update role
-
Click administration link on horizontal menu(1) (figure 5)
-
Click on assign user to role tab(4) (figure 31)
-
Fill role name (22) (figure 33)
-
Click on search button(23) (figure 33)
-
Edit role information (22) (figure 33)
-
Click on update button to update the role(25) (figure33)
-
If you want to clear the entries on the form click reset button (figure33)
11.13.Delete role
-
Click administration link on horizontal menu(1) (figure 5)
-
Click on assign user to role tab(4) (figure 31)
-
Fill role name (22) (figure 33)
-
Click on search button(23) (figure 33)
-
Click on delete button(26) (figure33)
-
If you want to clear the entries on the form click reset button (figure33)
11.14.Assign role to user
-
Click administration link on horizontal menu(1) (figure 5)
-
Click on assign user to role tab(4) (figure 31)
-
Select role (28) (figure 33)
-
Select user (29) (figure 33)
-
Click on add user to role button to save (27) (figure33)
-
If you want to clear the entries on the form click reset button (figure33)
11.15.Assign specific task for user or role
-
Click administration link on horizontal menu(1) (figure 5)
-
Click on user role authorization tab(2) (figure 31)
-
Select workflow type state (30) (figure 34)
-
Click on user or role radio button (31) (figure 34)
-
Select user or role button (32) based on the above selection(figure34)
-
Fill remark(34) (figure34)
-
Click on add user button(33) to enter the selected information inside authorization table(35) (figure34)
-
If you want to edit or delete the information click edit (36) or delete (37) button (figure34)
-
Click on add button(38) to save assigning the specific task to user or role(figure34)
11.16.Register look up
-
Click administration link on horizontal menu(1) (figure 5)
-
Click on register lookup tab (5) (figure 31)
-
Select lookup type (39) (figure 35)
-
Fill the selected lookup type information(40) (35)
-
Click on save button(41) (figure 35)
-
If you want to clear the entries on the form click cancel button( figure35)
11.17.Modify lookup
-
Click administration link on horizontal menu(1) (figure 5)
-
Click on register lookup tab(5) (figure 31)
-
Select lookup type (39) (figure 29)
-
Select one from the list under the selected lookup type (44) (figure 35)
-
Edit the selected lookup type information(40) (figure35)
-
Click on modify button(42) (figure 35)
-
If you want to clear the entries on the form click cancel button( figure35)
11.18.Delete lookup
-
Click administration link on horizontal menu(1) (figure 5)
-
Click on register lookup tab(1) (figure 31)
-
Select lookup type (39) (figure 35)
-
Select one from the list under the selected lookup type (44) (figure 35)
-
Click on delete button(43) (figure 35)
-
If you want to clear the entries on the form click cancel button( figure35)
12. Manage Workflow
Figure : Sub menu of workflow link
Figure : Manage workflow page
Figure : View workflow history page
1
Workflow submenu link
2
List of approvable document
3
Download button
4
Annotation of the selected document given by the previous approver
5
Fill annotation
6
Check box for upload document
10
List of workflow type
12
List of documents in a given workflow type
11
View history button
14
Download button which download the document
13
Status of the selected document
8
Approve button which proceed the workflow a document
7
Browser button which browse the uploaded file
9
Reject button which cancel proceed the workflow document
12.1.Manage workflow
-
Hover workflow link on horizontal menu(1) (figure 5)
-
Click manage workflow link on workflow sub menu link (1) (figure 36)
-
Select on from the list of approvable documents(2) The associated annotations will be displayed on the annotation table (figure 37)
-
If you want to see detail about the document click on download button(3) (figure 37)
-
Fill annotation (5) (figure37)
-
Click on check box (6) if you have document to attach
-
If step 6 done click on Browse (7) and select the document you want to upload (figure 37)
-
Click approve button (8 )the document proceed in the work flow figure 37)
-
Click Reject button (9 ) cancel the document proceed in the work flow figure 37)
-
If you want to clear the entries on the form click reset button (figure38)
12.2.View workflow history
-
Hover workflow link on horizontal menu(1) (figure 5)
-
Click view workflow history link on workflow sub menu link (1) (figure 36)
-
Select workflow type name(10) List of documents in the selected workflow type will be displayed in the first table (figure 38)
-
Click View History button (11) for specific document for which you want to see its status in the workflow. The history of the document will appear in the second table(13) (figure 38)
-
Click Download Version button (14) to download the version of the document at specific state in the workflow (figure 38)
13.Manage report
Figure : Sub menu of report link
Figure : Insert report page
Figure : Generate report by date page
Figure : Generate report by category page
1
Report submenu link
2
Fill report information
3
Save button which save the report
4
Report format
5
List of report
6
Fill start and end date
7
Generate report button which generate the report
8
Selected category
9
Report format
10
List of report
11
Generate report button which generate the report
13.1.Insert report
-
Hover report link on horizontal menu(1) (figure 5)
-
Click add new report link on report sub menu link (1) (figure 39)
-
Fill report information (2) (figure 40)
-
Click on save button (3) to insert the report (figure 40)
-
If you want to clear the entries on the form click reset button (figure41)
13.2.Generate report by date
-
Hover report link on horizontal menu(1) (figure 5)
-
Click generate report link on report sub menu link (1) (figure 39)
-
Select report format (4) (figure 41)
-
Select report name (5) (figure 41)
-
Fill start and end date (6) (figure 41)
-
Click on generate button (7) to view the report (figure 41)
-
If you want to clear the entries on the form click cancel button (figure41)
13.3.Generate report by category
-
Hover report link on horizontal menu(1) (figure 5)
-
Click generate report by category link on report sub menu link (1) (figure 39)
-
Select document category from the category tree(2) (figure5)
-
Select report format (9) (figure 42)
-
Select report name (10) (figure 42)
-
Click on generate button (11) to view the report (figure 42)
-
If you want to clear the entries on the form click cancel button (figure42)
14.Search
Figure : Sub menu of search link
Figure : Simple search page
Figure : Advance search page
Figure : Content search page
8
Search button
7
Search options
5
Search button
6
Fill document content
2
Fill document id
1
Search submenu link
4
List of search key fill one or more
3
Search button
14.1. Simple search
-
Hover search link on horizontal menu(1) (figure 5)
-
Click simple search link on search sub menu link (1) (figure 43)
-
Fill document id (2) (figure44)
-
Click on search button (3) to search the document(figure 44)
-
If you want to clear the entries on the form click cancel button (figure44)
14.2.Advance search
-
Hover search link on horizontal menu(1) (figure 5)
-
Click simple search link on search sub menu link (1) (figure 43)
-
Fill one or more search key (4) (figure45)
-
Click on search button (5) to search the document(figure 45)
-
If you want to clear the entries on the form click cancel button (figure45)
14.3.Content search
-
Hover search link on horizontal menu(1) (figure 5)
-
Click simple search link on search sub menu link (1) (figure 43)
-
Fill any document content (6) (figure 46)
-
Select one from the search options(7) (figure 46)
-
Click on search button (8) to search the document(figure 46)
-
If you want to clear the entries on the form click cancel button (figure46)
