Introduction to Krystal™ EDMS
Contents
1. To Check in the document user can use Check in Document icon link or user can use the action list drop down menu of document Hit list My Workspace gt Check In Document Proposals fi Check In Document Enter document details and checkin the document Enter details of the document below Path CAP roposals LessTWWersion4t A doc Customer Name LESS TW Project Title Proposal for LESS TV Demo Authorls Andrei D sauza Category Creative Consulting Region INDIA Document Date 10162003 Fro Mew version created az scope js changed a Comments Check In Reset All available indexes of the document class is displayed along with option to select the document to be checked in The comments added by the user while checking the document is added as a Journal Note for the document htto www primeleaf in 13 DocViews DocViews ate similar to the views made on database tables In this case the database tables are replaced by document classes A snapshot of document class is known as a DocViews Just like database views DocViews also provides a read only access to the selected document classes Users with administrative privileges can create Public and Private DocViews Normal users can create views which are Private and are accessible only by them My Workspace gt Configure Doc iews D Configure Doc Vie2. Low Startup Cost Low cost of ownership an affordable web driven solution that doesn t require extensive service support networking or user training keeps the total cost of system to a minimum An affordable web based solution requiring minimal licensing fees networking infrastructure or training ensures low cost of ownership System Structure Krystal EDMS comprises mainly of 2 major components e Domains e Document Repository These components are user defined hence it helps a better representation of your business For further details on system configuration and administrator please refer to Administrator s Guide Domains Each domain typically represents a relatively self contained department division or location of an organization Primarily it groups related users and related document classes by their job business function Administrators can create more than one domain in a single server environment depending upon the licensing of the application Each domain can then be assigned an Administrator who will configure and monitor it For further details on system configuration and administrator please refer to Administrator s Guide All end users are given a username and password and are assigned to one or more domain Users can login to their assigned domain s and get access to those domain specific documents All documents are domain specific and are stored and manipulated independently of the other do
3. Please enter details below Template Name ISIF Index Column Id ClaimType Index Column Name Claim Type Index field type Uppercase Display Textbox Radio prop down list Initial Value Length am I Searchable Give Ono Met Irecha x Hart Manage Global Settings System Administrator can use this tool to modify settings of the entire server Manage Global Settings tool can be used to modify database and mail server settings http www primeleaf in 32 Control Panel gt Manage Global Settings Manage Global Settings Database Settings Enter Database Server LOCALHOST Select Database Platform Enter Database Name KR YS TALDB Enter Database UserName KR YS TALDBO Enter Database Password ITT Enter Database Port 1433 Server Sethngs Enter Server Port DU SMTP Relay Host smtp anre com SMTP From Address wo Kel owueprimeleat in Other Settings Allow Auto Login O Yes O No Enable File Logging Yes Ho Enable Work Flow Gi Yes O No Always Show Hitlist O Yes D Mo Open Documents In New Window Gi Yes No Manage Jobs Manage Jobs tool allows administrators to manage various scheduled jobs of Krystal EDMS Import Monitor and Retention Processor are two main Jobs of the system Administrators can enable other predefined schedule jobs by using this tool Control Panel gt Manage Jobs Manage Jobs Please click on the Job Name to modify it Job Name Job Type Schedule Mode
4. OULS sonses e a E a a Ea 28 Manage Workilow Template S siscometosccussdciacamnenenisancisecamnecnscassddiceemnuuesninasenmeamncousuosss 29 Manage Work TE 31 Manage Workflow En 31 Mana2e Global e AE SS IV NYAS e A E E vas E E nadine A A se E A cesssebs 33 pon MOn e E 34 Reen PTO ON O an E E E EE 34 Workflow Process Management 35 W OR 0 1 E 35 NV OREO WG TT 36 WY OU e 37 Lie et EE 38 eege 38 HOUMA Te 39 EE 40 Introduction to Krystal EDMS Krystal EDMS is easy to use powerful and cost effective document management software that allows companies to centralize the management storage retrieval and distribution of documents Built with robust scalable architecture Krystal EDMS can be deployed over LAN WAN or Internet in large Enterprises These Products also empower individuals and organizations by acting as powerful knowledge management tools Krystal EDMS addresses the needs of many vertical markets including manufacturing architecture engineering construction utilities universities and government agencies Krystal EDMS Features Robust Document Management with Version Control Document Management also enables you to manage document creation and revising Through a check out check in function documents can be versioned and multiple revisions of the same document can be stored and archived Accessible over the Internet WAN or LAN Being a completely web based solution Krystal M EDMS can be acc
5. access permissions based on ACL templates assigned to it htto www primeleaf in 22 Control Panel gt Manage Document Classes Manage Document Classes Please click on the Document Class Name to modify it Document Class Document Class Display Revision Mame Description Control CI mi Heraasoo HCFALSOO P Y View Audit Logs C gg invetce Invoice Y y view Audit Logs TT oi muctieace Multipage Tiffs CN y View Audit Logs L E Po Purchase Orders F Y View Audit Logs C roi proposacs Proposals Y we view Audit Logs LJ ET SHIPMENT Shipping Confirmation Y Le Reck Delete Mew To create a new document class click on New on the manage document classes screen Enter the required details for creation of document class and click the Save button to create the document class Control Panel gt Manage Document Classes gt Add Document Class Add Document Class Please enter details below Document Class Name DATASHEETS Document Class Description Data Sheets Storage Media Media Type H Database O File System Storage Path DEFAULT Access Control Show Document Class ves OD Ho Enable Revision Control ves Ono PRIMELEAF DELHI Select Domain MUMBAI ARYSYS Add Index Index Name Index Description TITLE Froject Title AUTHOR Author DATE Creation Date PODATE htto www primeleaf in 23 Only classes which are set for display will be listed in EDMC if users have rights to access it If logged in user is a domai
6. also define the interaction between various activities including use of triggers and notifications Process is modeled using XPDL a standard defined by The Workflow Management Coalition WFMC Krystal Execution Component The execution component provides an execution environment for the process designed by the modeling component It also provides an interface for end users for completing their tasks The execution component can be seen as sitting on top of other systems in an organization often exchanging information with them It is responsible for a number of functions like authorization authentication scheduling monitoring event processing queues prioritization escalation load balancing and task termination and auditing Workflow Queues Workflow Queues or work queues are represented by username groups and roles to which user belong Each queue consists of work items or work cases If workflow access is enabled for a user then all the queues for users will appear on My Workspace module i Work Queues Rahul Kubadia Document Managers EE Administrators dh OMS Users htto www primeleaf in 35 On clicking on the particular queue work cases assigned to that queue will be displayed as a hit list The size of hit list is restricted by user preferences Task List For Claims Administrator i Falla ring it the liat of tasks assigned be Clams Administrator id bime Procedure Prony Started D i i View Cla
7. document then this option will be available User can check in document from the local machine and can also update the indexes associated with the document Cancel Check Out User who has checked out the document can cancel the checkout using this option Revision History User can view complete revision history of the document by selecting this option from the action list It displays complete details of whether the document was checked out or checked in when and who performed the operation Edit Indexes To change the indexes associated with the document users can use this option Each edit operation is logged into Krystal EDMS but the version no of the document does not get updated Users will edit permission on the document class can only change the index values of the document Delete Document To delete the document from the repository use the delete document option from the action list Show Related Documents Document classes are linked with each other using the feature called related documents All documents related to the current document in other document classes can be accessed using the single click operation Domain administrators can link more than one document class with each other using the common index fields of the document classes Journal Notes To work with Journal Notes click this icon Show Access History Every action performed on the document is logged into Krystal EDMS Each read writes edit
8. e DELETE e CHECK IN e CHECK OUT e PRINT e EMAIL Control Panel gt Manage ACL Templates gt Manage Permissions gt Assign Permissions Assign Permissions ACL Template Domain Administrator Users Create Read Write Delete Print Email Checkin Checkout Select all Administrator F Pooja Kubadia P d F F al F d F Prajakta Mule d d F EI a L LI d Abhijit Shetye d L d EI a L d d Rahul Kubadia Dharmesh Modi C F C Asi d LI L Andrei D souza C d C ofa LJ L L Select All d d F Fi F d L http www primeleaf in To change the name and description of the ACL Template click on the ACL Template name Modify Template screen will appear make required changes and click on Save button to save changes Manage Retention Policies Retention policies define the length of time that documents stored in a certain document class will be retained in the system before they can be moved to the archive or purged from the system To manage retention policies select Manage Retention Policies on the Control Panel The Manage Retention Policies dialog Control Panel gt Manage Retention Policies Manage Retention Policies Policy Name Policy Description Related Document Class F INVOICE POLICY Invoice Retention Policy Invoice F Po POLICY Purchase Order Retention Polocy Purchase Orders Delete New To create a new Retention Policy click on New button on the screen Control Panel gt Manage Retention Policies gt Add Retention P
9. manage the system permission Administrator can create various ACL Templates and assign rights to these templates for public users groups and roles These templates can then be assigned to any document class workflow template and access permissions rights assigned to templates get automatically delegated to the users groups and roles which belong to those templates Use Manage ACL Templates module to perform ACL Template management tasks from Control Panel Control Panel gt Manage ACL Templates Manage ACL Templates Please click on template name to modify Template Name Template Description DOMAIN AG hI Domain Administrator Manage Permissions DOC MANAGER Document Manager Manage Permissions Delete Hew To manage permissions for each ACL Template click on Manage Permission link associated with a particular template By default two ACL templates Domain Administrators and Document Managers are available on installations http www primeleaf in 26 Control Panel gt Manage ACL Templates gt Manage Permissions ACL Template Please enter details below Select ACL Template Domain Administrator WW O Public Gi IJzers D Groups ra D Roles Al Administrator can select public user group or role and click on Assign Permission button Assign Permissions screen will appear administrator can then assign any of the following permission to selected template Assign Permission To e READ e WRITE e EDIT
10. mule primeleaf in Trainee null T ke IS R O Abhijit Shetye ABHIJIT abhi primeleaf in Developer 06 20 06 11 16 127 0 0 1 P L 5 R F Rahul Kubadia RAHUL KUBADIA rahul kubadia primeleaf in Developer 07 25 06 15 20 127 0 0 1 P g R C Dharmesh Modi DHARMESH MODI dharmesh modi primeleaf in Developer 07 03 06 19 30 10 1 1 202 k Le 5 R O Andrei D souza ANDREI andrei dsouza primeleaf in Creative Designer null Le e E R Delete New Administrators can add new users to their domains and can modify or delete users only pertaining to their domains System administrator can create users for every domain and can assign multiple domains to users On clicking on the New button administrator can add a new user to its domain as shown below Control Panel gt Manage Users gt Add User Add User Please enter details below Real Name Ravi Kumar i Username ravi Password Peer Confirm Password TEE User Ernail ravi kumar primeleat in Description Sales Manager i Work Queues ves On Can Search yes On Loa A081 NONE PRIMELEAF DELHI MUMBAI ARYSYS Select Domain Administrators DMS Users Select Group Managers Document Managers Super Claims Administrator Claims Administrator Registered Nurse Enter details like username real name email password description etc and click on Save to create user If user needs to be authenticated against the Active Directory or LDAP domain then select the Domain Name from the drop d
11. 09 Ge Created RAHUL 133 Tio 1 ov 13 06 Annotation Performed an eas 15 0593 Type RUBBERSTAMP ER ov 13 06 Perfomed On Accessed RAHUL 127 0 0 1 15 08 i o7 11 06 Perfomed On Accessed RAHUL 127 0 0 1 18 51 Created RAHUL 127 0 0 1 meald ue Annotation Type HIGHLIGHT Performed On 16 50 a2 oFf 11 06 Perfomed On Accessed RAHUL 127 0 0 1 18 50 Se oF 11 06 Perfomed On Accessed RAHUL 127 0 0 1 18 48 Ge 4 Details gt Each entry is logged at different level read write edit create delete are at level 1 where as operations like annotation adding attachment are logged at level 2 htto www primeleaf in 10 User Access Logs This report details every access to Krystal EDMS by username IP address date and time and operation performed It logs details like login and logout at level 1 and details like change of password and preferences at level 2 Control Panel gt Manage Users gt Access History Following is the Access History for selected object Filter Access Histor D atetirne Achon Preferences Changed Preferences Changed Accessed Accessed Accessed Logged in Logged out Edited Accessed Accessed Fram User RAHUL KUBADTA RAHUL KUBADTA RAHUL KUBAD IA RAHUL KUBAD IA RAHUL KUBAD IA RAHUL KUBADTA RAHUL KUBAD IA RAHUL KUBAD IA RAHUL KUBAD IA RAHUL KUBADA Version Control RH To IP Address 127 0 0 127 0 0 127 0 0 127 0 0 127 0 0
12. 127 0 0 127 0 0 127 0 0 127 0 0 127 0 0 Submit Date Ume o7 25 06 dck O7f25 06 15 30 072506 15 25 o7 25 06 15 25 o7 25 06 15 23 o7 25 06 15 20 Ov f25 06 15 07 O7f25 06 15 07 o7 25 06 15 05 0725r 06 15 05 Parameteres Comments Performed On Kubadia Performed On Kubadia Performed On Performed On Perfomed On Performed On Kubadia Performed On Kubadia Performed On Kubadia Performed On Performed On Rahul Rahul Invoice Invoice Invoice Rahul Rahul Rahul Froposals Invoice Details Krystal EDMS allows users to checkout and check in documents in to repository Users with check out permissions can check out document from a the document class by using the Check out Option from the action list The document is then downloaded on the local machine into a pre defined path set by user in the preferences My Workspace gt Checkout e Checking out document at CATEMP Krystal 20 1 1 Obj TIF Done Each time a document is checked back in to the repository after alterations on a local machine Krystal EDMS automatically creates and securely stores a new version so that no previous version is ever overwritten To view a comprehensive version history for a particular document select the Revision History from within the document hit list htto www primeleaf in 11 My Workspace gt Revision History D Revision Histor Following table lis
13. 46 Primeieaf Consulting To gain access to Krystal EDMS users need to supply their secure username password and domain name Once logged in users can navigate through all accessible documents under the current domain via Enterprise Document Management Console EDMC Enterprise Document Management Console EDMC The Enterprise Document Management Console EDMC is designed in such a way that users can get to the required documents in as few clicks as possible On logging to the Krystal EDMS user is presented his her workspace This area is desingnated as My Workspace htto www primeleaf in 5 eet Caan EE Select Domain PRIMELEAF el My Workspace Control Panel Logout Help amp Support Document Classes DocViews u Invoice a Scan Shop Invoices od Multipage Tiffs Ww Inovice and POs of Trey Research we Purchase Orders Wa Invoices From Scan Shop al Proposals vd Shipping Confirmation D Configure DocViews L Capture Document EN Checked Out Documents ling Work Queues ies WorkViews Rahul Kubadia This Years Claims Document Managers K My WorkView 4 DI Administrators D DMS Users Zb Utilities wW Bookmarks ite Search Journal Notes 2 Scan Shop Invoice IS View Logs Fa HPCL Proposal For Tade Data System Preferences R Change Password D Configure Bookmarks My Workspace All Document Classes DocViews Bookmarks of users are displayed on this section If Workflow is enabled then all Work queues an
14. FA ES Purchase Number 001234 F ES Customer Hame ES Invoice Number Purchase Orders S PO Date BET ES Customer Number ES Customer name ES PO Number After selecting document class user will be asked to select indexes from each of the selected document classes User can set search criteria at this stage for each of the index My Workspace gt Configure Doc iews gt Create Doc iew D Create DocMieuwr Step 3 of 4 Please enter a name and description for DocvView and specify the scope public private Click Submit to create the Docview Name IN PO OD Description Invoice and PO 001234 DocView Type Public Private Select Document Class Invoice Selected Indexes Filter Preset Purchase Humber oo1234 Invoice Humber la Le Purchase Orders Selected Indexes Filter Preset Po Date Customer Humber Customer name la ed IS eA PO Number htto www primeleaf in 15 If user has administrative privileges then option of creating Private or Public DocView appears here else it is Private only To create a Doc View click on Save button DocViews are listed on My Workspace once user logs into the system On clicking the DocView an index filter screen appears and user can further refine the search of documents Control Panel Users with administrative privileges can access the control panel of Krystal EDMS using the menu available on top of each page This menu item is available only to th
15. Job Parameters C Import monitor IMPMOH Startup O Products Sources EDMS Server upload Delete Hew htto www primeleaf in 33 Job parameters and scheduling information can be modified by clicking on the job name following is the screen which will be displayed when administrator want to modify the Import Monitor Control Panel gt Manage Jobs gt Modify Job Modify Job General Informaton Enter Job Description Import monitor Job Type IMDMON Job Parameters CaProduct SourceS EDMS Seneruple Schdeule Information Days of week Started End Time Frequency LU Administrator can make required changes and can click on Update button to save the changes Import Monitor Import Monitor is a module which allows Administrators to import documents into Krystal EDMS as a batch Using Krystal CAPTURE Studio users can scan index and release documents to Krystal EDMS Documents created using Krystal CAPTURE Studio gets imported by import monitor into Krystal EDMS The location which the Import Monitor monitors can be configured using the Manage Job module and modifying the Job parameter string Import Monitor can monitor multiple paths if they are separated by a semicolon Retention Processor This process is used for document retention purposes Retention Policies which are defined and applied to document classes gets processed by Retention Processor ADMINISTRATOR can schedule when to run Retention Proce
16. My Workspace gt Search Journal Notes Search Journal Notes Please select document classes and users on the list below and enter the search term Enter Search Criteria Please enter search text version Data Sheets Muttipage Tiffs EE ae Purchase Orders Proposals Shipping Confirmation Administrator Pooja Kubadia Prajakta Mule EES Abhijit Shetye Rahul Kubadia Dharmesh Modi The resultant hit list displays the list of documents which contains the journal notes matching the search criteria My Workspace gt Search Journal Notes gt Search Results Search Results Acton Document Class Note Posted On Posted By Gei alt x Invoice Heu Version Added 072506 13 35 Zi Rahul Kubadia PS ES EN Invoice Hew Version O7f25 06 14 16 Zi Rahul Kubadia Preferences Users of Krystal EDMS can customize various settings using this module This module allows user to set following preferences General Preferences Document Window Preferences Workflow Form Preferences Revision Control Preferences Hit list Column Preferences htto www primeleaf in 40 My Workspace gt Preferences D This module helps you to set your Preferences General Preferences eee Os Gin o of Hits per page Can ioo Document Window Preferences Alignment D Left D Right O Full Screen Width Height Workflow Form Preferences Alignment O Left Right Width Height Revision Control Preferences Checkout Directory CATEMP Hitist Column Preferences Created Created By File
17. PRIMELEAF CONSULTING P LTD 29 Hendre Castle D S Babrekar Marg Gokhale Road North Dadar Mumbai 400 028 India Tel No 91 2447 3371 72 73 FIRST EDITION July 2006 This edition applies to the licensed program Krystal EDMS Version 2 1 and to all subsequent releases and modifications until otherwise indicated in new editions Please make sure you are using the proper edition for the level of the product All the names in this manual are fictional and any resemblance to existing people or firms is purely coincidental If you have any comments about the manual or the product we would very much like to hear from you Please send your comments by e mail to info primeleaf in or by fax to 91 2447 3373 Table of Content Introduction to EE RER RE Krysa M EDMS a ler E l S T I r E N EE E E 2 A Ea S EDIE e E 3 CE UPAS S A E AA A A A EAI A A NA AEN 5 ACCessine Krystal M RK 5 Browsing Document CASS CS 5 trecomsciecewisoasancartateceenascumaemncansawaseanenannetudeesmecmmamneseeweasl 6 Searc hine EE EE 7 Working with Documents ac aaa cerectorinsiezter sda ee 8 PIG LOSS Eege 9 SN E E A E E A E E II Eege 14 OOF Te NG eege 16 Manage BE 16 IVT AS COM Sorc s te get eosin acc aes tome ee eae ences need eat aceasta dueeeesteseneceatueceess 18 DNAS TE 20 IVA A Ren E aere E needaeonsaars ER E ETE R EETA 21 Manage Document WEE 22 Manace Re erger 24 KOMP ACET enn PC error eer remetee A 26 Manace Eet FO CICS eer 28 Manage CMC CK
18. Size Revision Id Select Hitlist Colurons Save Reset To save the preferences click on Save button Change Password Change password utility will help user to change his her password If uset is authenticated against Active Directory LDAP Server then he she will not be allowed to use this utility My Workspace gt Change Password D Current Password This module helps the User to change the Password Enter Password Current Password wT TTTTTtTtT Hew Password wT TTTTTiriTtT Contino Password wT TTTT TTT Administrators can change password of any user using Manage User gt Change Password functions from Control Panel htto www primeleaf in 41
19. ave been assigned at least read level access privileges htto www primeleaf in 7 If you are looking for a particular document in particular document class then click on the document class from My Workspace A index filter list will appear Filter list provides user with various criteria to filter out the required document User can select any of the predefined criteria from the drop down and provide value to the text box adjacent to it to retrieve the required document My Workspace gt Filter Invoice D Enter filter values and click on Show Hits button to get the document hit list Available Document Indexes Order Date 1002005 oioi a Purchase Number E wi Customer Mame Sean Shop Invoice Humber E Document Properties Created From 05 20 2006 S To D G0G00p Document Type Tagged Image File Format TIF3 a Created By All All the matching records are displayed as a document hit list If a single document is qualified then the document is directly shown to the user dependent on the configuration Searches can be carried out not just on the index fields but also on the meta data like owner creator of document file type of document creation date etc You can apply more than one filter to narrow the search and get to the exact document match Working with Documents User can perform diverse range of operation on the documents in EDMC by clicking on and selecting any of the following action available a
20. ccording to access permissions from resultant hit list Created By Revision Order Gale to i A ADMINISTRATOR 2 0 OF th 2006 Ay 3 St SPALL 3 0 D 0592004 D SYSTEM 1 6 oui 2rsnd3 OL o1f2004 Oo ZE erin a Hp pp Darmen DS Dame 1 De da i E Checkout Gi Hewemon Sizginnm 0L OL 2004 a E dil ole cen D D2 Se Fa Dejsts Dacument Fs Shum Belated Opra ente Diri H z00J A Jowinal Hobe oL OL 2004 Ta GL Shige Ateca Hiskia htto www primeleaf in 8 e H qy View Document To view the document you can click here or on any index field On clicking Krystal Viewer will open and document is displayed to the user If the file format is not supported by Krystal Viewer then it will automatically prompt you to download the file to a local system where you can then open it within its native application Bookmark Documents To bookmark the document for quick access in future user can use this option Check Out Document If revision control is enabled on the document class and user has permission to check out the document for editing then this option will be available User can check out document on the local machine and can edit an check in the document back to Krystal EDMS Once the document is checked out no one except Administrator can check in check out the document Check In Document If revision control is enabled on the document class and document is checked out and user has permission to check in the
21. d WorkViews assigned to user are also displayed Users can access various utilities such as Search Journal Notes Preferences and Change Password etc directly from here Click Logout link on top navigation bar to logout from EDMC Browsing Document Classes Document Classes are nothing but a group of similar documents Document which are similar in its functional capabilities are grouped under a particular document class For example INVOICES Purchase Orders Shipping Confirmations etc Document Classes can be accessed from My Workspace module All document classes to which users have permissions are listed here Document Classes Invoice Multipage Tif Purchase Orders Proposals roo Shipping Confirmation Capture Document Checked Gut Documents to fia On clicking on any document class a list of indexes associated with it gets listed Users can enter search criteria filters on indexes to restrict the document hit list htto www primeleaf in My Workspace gt Filter Invoice D Enter filter values and click on Show Hits button to get the document hit list Available Document Indexes Order Date E A rz Purchase Number Customer Name Like at Trey Invoice Number Is Document Propertes Created From RA To GH Document Type Tagged Image File Format TIF Created By All After applying the filters all the documents matching the filter criteria are listed from selec
22. eckbox to set the domain active Domain s can be linked to Active Directory or LDAP Servers To create such domain select LDAP ADSI type from type dropdown and provide the Connection String for connecting to ADSI LDAP Server Control Panel gt Manage Domains gt Add Domain Add Domain Please enter details below Domain Hame PRIMIELEAF Domain Description Prmeleat Consulting F Ltd Coannectian String http ldap pnmele at local 2004 Active vres O no Only active domains will be available for users to login into EDMC Domain s once created cannot be deleted from the system but you can change the domain details by clicking on the domain name on Manage Domains dialog Control Panel gt Manage Domains gt Modify Domain Modify Domain Please enter details below Domain Hame ARTSYS Comain Description ALSI Test Domain Connection String Idap 10 1 1 1 3897 Auctive ves O Ho Update Reset To save changes click on Update button Manage Document Classes Administrators can create any number of document classes using this module Each document class can be shared across domains and can contain any number of metadata indexes Document Class management tasks can be performed using Manage Document Class module of Control Panel Document classes allow users to sort group documents based on similar characteristics Document classes in addition controls the way documents can be stored the retention policy of the document and
23. ed indexes Manage Document Indexes module allows administrators to define the server wide indexes which will be used during the creation of the document classes and storage of documents To add a new index click on New button on Manage Indexes dialog Control Panel gt Manage Indexes Manage Indexes Please click on the Index to modify Index Name Index Description Index Length Index Type Type F PODATE ORDER GATE 10 E d F Poort PURCHASE NUMBER ZU 5 3 F CUSTHARIE CUSTOMER MAME 30 5 3 F INVMOICENUhM INVOICE HUMBER ZU 5 d F PAGE COUNT Ho OF PAGES 10 3 test TEST j2 H o F CLAIMT TPE CLAIM TYPE 30 5 E F ORDER NHO Order Ne 10 5 3 F ORDERDATE Order Date 10 E G P 9 SHIPDATE Shipping Date 10 D o Delete Hew Indexes can be any one of the following data types String free text strings can be used to describe metadata fields such as title subject name etc Date the field value must be a valid calendar date Number the field value must be a digital number To modify an index click on the index name Modify Index screen will appear make required changes and click on Update button to save the changes http www primeleaf in 25 Control Panel gt Manage Indexes gt Modify Indexes Modify Indexes Please enter details below Index Name Index Description ORDER DATE Index Type Date mm Index Length 10 Type O General O workflow Update Reset Manage ACL Templates ACL Templates are smart and easy way to
24. ename F Fea Try Research March Invoice Rename Delete Reset On clicking the rename link a pop up will be displayed as shown below htto www primeleaf in 38 Krystal Document Xplore Windo Bookmarks Rename Bookmark Old Hame HPCL Proposal Hew Name HFCL TDS Proposal p Internet User can save renamed bookmark by clicking on the Submit button Journal Notes A Journal Note is a type of annotation that can be put on the document And it remains through out the life span of the document Journal Notes cannot be modified or deleted by users Only Administrators can delete journal notes or the users who have created journal notes can delete it Unlike other annotations journal notes are not based on the revisions of the document it is available for all the revisions of the document If document contains Journal Note s then it is displayed in the center column of the Annotations column of the document hit list To view the Journal Note annotation click on E following popup will be displayed Krystal Document Xplore Journal Notes Hew Wersion Rahul Kubadia Enter note below Post Hote Internet io htto www primeleaf in 39 Users can use Search Journal Notes utility from My Workspace to search Journal notes by particular user on particular document class
25. essary changes and click on Update button to save the changes Control Panel gt Manage Roles gt Modify Role Modify Role Please enter details below Role Name NURSE Role Description Registered Mure Role Email nurse tm primeleat in PRIMELEAF Select Domain Role Rank 100 Manage Domains Domains are top level structural units intended to organize groups of related users and relevant document classes according to their job or business functions Administrators can create edit domains depending on the license restrictions To perform domain management task administrators can use Manage Domains module of Control Panel Control Panel gt Manage Domains Manage Domains Please click on the Domain Name to modify Domain Name Domain Descnpton Type Achye PRIMELEAF Primeleaf Cansutling Built in L DELHI DELHI Built in Y MIMEBAI Mumbai Domain LDAP ADSI F ARYS YS ADSI Test Domain LDAP ADSI Y To ensure privacy of information user names and passwords are valid only for those domain s to which they are assigned users can only login to their assigned domain s and all documents are domain specific stored and manipulated independently of other domains The user can move from one domain to another from EDMC if he is assigned to it in a single click htto www primeleaf in 21 To add a domain click on the New button on the manage domains screen Enter domain name and a small description and check the active ch
26. essed over internet WAN or LAN The only client software to view your documents is a standard web browset Multi Domain functionality Create independent domains work areas for different departments or divisions to organize documents and knowledge workers according to their business function Share document classes across domains and assign multiple domains to users LDAP Active Directory Integration Krystal EDMS is integrated with LDAP and with Active Directory to allow you to authenticate user login IDs created in Krystal EDMS with those already existing in yout LDAP Active Directory database Hence users need only remember a single user login and password in order to access the various applications in your network environment to which they are authorized Template based Access Control ACL Templates is a smart and easy way to manage the system permission Administrator can create various ACL Templates and assign rights to these templates for public users groups and roles htto www primeleaf in 1 Document Retention and Ageing Krystal EDMS offer you the flexibility to define retention policies that reflect the specific needs of your organization You can define as many or as few retention policies as you need Detailed Audit Reports At any time system administrators can review comprehensive system audit reports containing precise and detailed information about all domain activity and resource usage
27. he screen New WorkView screen will appear Control Panel gt Manage Work iews gt Add WorkY iew Select ternplate to add WorkView Available Templates Claims f ISIF E Name WEEK_TASK Description Me one week pending task PatName Sex STARTED This week E COMPLETED Not yet E Reset Enter required details and click on submit button to save changes Users with read permission will get to access these WorkViews once they login to EDMC Manage Workflow Indexes Workflow Indexes can be created modified or deleted using Manage Workflow Indexes module To access this tool select Manage Workflow Indexes from Control Panel htto www primeleaf in 31 Control Panel gt Manage Indexes Manage Indexes Zleass celad templates and then liek on the indes names to madify ik Available Templates claims 7 SIF E Index Cohunin Ti Index Column Hanra Ts Searchable WE eldi FIRST FIELD ka WE Ipneld3 SECOHD FIELD L ClalmTypa CLAIM TYPE T IdKumber TO HUMBER Y Pat ama PATIENT MAME T Dob DATE OF BIRTH k Sex SEH T Claim amt LAL aMOUNT T Gel Leer Select the workflow template for which you want to manage indexes and index list dialog will appear Click on the index name to modify the index details Administrator can set an index searchable so that users can search workflow cases using it Indexes set for search will also appear while creating WorkViews Control Panel gt Manage Indexes gt Modify Index Modify Indexes
28. im SIF oo OS 04 06 14 29 1 2 View Claim SIF Do OS 04 08 14129 H 1 3 wiew Claim LSirF GK DS Di DE L4iz3 D 1 4 waw Clair ISI1F GK DS 0 DE L4i29 D 1 3 Yaw Claim ISIF o D r Od DE Lares t 1 6 Yaw Claim ISIF 23 OSs O4 DE Laisa F 1 7 Yaw Clairn TIF 9 DS Ody DE 14 253 D 1 6 View Claim TSI1F ea D Dee id o fi 1 3 View Claim Cl Ee OS OADE 14 29 H 1 10 vien Claim ISIF Ke OS 0406 14529 2AAEEZEG b Workflow Cases An executing instance of a Workflow model is called a Case or process instance There may be multiple cases of a particular workflow model running simultaneously however each of these is assumed to have an independent existence and they typically execute without reference to each other Once the user has clicked the work queues all the cases in that queue are displayed User can view the case by clicking on action and then selecting a option This will open the workflow case htto www primeleaf in 36 Ki Krystal BPM Microsoft Internet Explorer Cancel Save action Jl Done Hame wiew Claim Id 1 2 Priority 89 Started O5 04 06 14 29 Claim Type OTHER Id Number 554319343 Patient Mame STERNARD WENDY Claim Amount 92 00 Date of Birth EI 9683 Sex F The workflow case displays the details of the task on the left panel with a button that allows user to view the associated document User can take action on the form displayed on the left panel If user closes the window withou
29. leat in Delete Hem User can add a group by click on the New button following dialog will be displayed htto www primeleaf in 18 Control Panel gt Manage Groups gt Add Group Add Group Please enter details below Group Hame CLERKS Group Description Documentation Clerk Group Email clerks primeleat in PRIMELEAF DELHI MUMBAI ARYS 7S Select Domain Document Managers DOCUMENTH a EE Super Claims Administrator CL ah Registered Murse NURSE For domain administrators the group will be added for the currently logged in domain whereas the administrator user will have option to choose the domains as well Domain Administrators can modify only groups which are associated with the current domain whereas the administrator can modify all groups available in the system To modify details of existing group administrator can click on group name or email On clicking the group name following dialog will appear Control Panel gt Manage Groups gt Modify Group Modify Group Please enter details below Group Name MANAGERS Group Description Account Manager Group Email manageneprimeleat in PRIMELEAF DELHI MUMBAI ARYS 7S Select Domain Document Managers DOCUMENTH a Super Claims Administrator CLAY Claims Administrator CLAIMS ADWE Registered Nurse NURSE To apply changes click on Update button Modify Group Roles htto www primeleaf in 19 Manage Roles Krystal EDMS allows multiple ro
30. les for users and groups of the system To manage roles click on Manage Roles link on Control Panel A list of all available roles will be displayed Control Panel gt Manage Roles Manage Roles Please click on the Role Name to modify Role Name Role Description Role Email Role Rank F DOCUMENTMANAGER Document Managers docmanagerdiprimeleafin 100 F CLAIMADMIN Super Claims Administrator camd primeleatf in 100 C ZLAIMSADMIHN Claims Administrator 100 NURSE Registered Nurse 100 F PAYABLE Accounts Payable 100 F SUPERVISOR Supervizor 100 Delete Hew To add a new role click on New button This will display Add Role dialog Add necessary details and click on Save button to add the role Control Panel gt Manage Roles gt Add Role Add Role Please enter details belor Role Name SALES MANAGER Role Description Sales Manager Role Email emi primeleat in PRIMELEAF DELHI Select Domain MUMBAI Role Rank 50 Reset For domain administrators the role will be added for the currently logged in domain whereas the administrator user will have option to choose the domains to which roles needs to be added Domain Administrators can modify only roles which are associated with the current domain whereas the administrator can modify all roles available in the system htto www primeleaf in 20 To modify a role click on the role name on the Manage Roles dialog A modify role dialog will appear make the nec
31. mains A document class can be shared among domains htto www primeleaf in 2 After logging on to a specific domain user gets access to all the domains assigned to her by selecting the domain name from a drop down available from top navigation panel Document Repository Every document uploaded created or imported to Krystal EDMS is stored on the server inside a Document Repository It is a unified domain based storage system which stores and maintains all types of documents and meta data As an enterprise class Document Management System Krystal M EDMS can accommodate all types of electronic documents including scanned physical files TIF JPG PDF MS Office files and faxes Starting Krystal EDMS Krystal EDMS server is installed as a Windows NT Service on Microsoft Windows platforms You can use services control panel to start and stop Krystal EDMS Alternately you can use Start gt All Programs gt Krystal EDMS gt Start Server to start the server on Windows based platforms Administrator CA Microsoft Office Outlook 2003 SS Manage Tour Server e Command Prompt Per fev Windows Explo Internet Mozilla Firefox aig Administrative Tools we Conmect To j K Printers and Faxes Ve To Windows Catalog amp Windows Update 21 wee 2 eclipse exe al H ear ew Netscape SmartUpdate Ss Le Op Server CH Mozilla Thunder ACCeS
32. n administrator then document class will be added to the current logged in domain whereas administrator user will have an option to choose the domain s User can modify document class by clicking on the document class name link in the main screen Control Panel gt Manage Document Classes gt Modify Document Class Modify Document Class Please enter details below Document Class Name DO Document Class Description Purchase Orders Access Control Show Document Class ves D No Enable Revision Control O ves OP PRIMELEAF DELHI Select Domain MUMBA ARYSYS Index Name Index Description PODATE PO Date CUSTHO Customer Number CUSTHAME Customer name PORUM PO Number Domain Administrator Document Manager Select ACL Template Update Reset Once a document class is created user cannot add or delete indexes to it Manage Document Indexes Indexes are an essential component of document management they not only provide a stable framework for a document indexing but ensure that unstructured content can be streamlined and systematized according to any number of user defined criteria Indexes can be used to classify and distinguish documents on the basis of their business function while serving as useful properties for precision searches if a particular htto www primeleaf in 24 document class is selected for searching any document belonging to the selected class can be searched by any of that class s assign
33. olicy Add Retention Policy Please enter details below Policy Name SHIPCONF_POLICY Policy Description Policy For Shipping Confirmations Document Class Shipping Confirmation Create Retention Critena Join Index Name Operator Value Unit Created v BEFORE el s0 Days x OR Shipment Date BEFORE sl a Weeks v Select Action Delete Document O Archive Documents Enter name of the policy select the document class to which policy will be applied and add criteria on which the documents will be archived or purged from the system To add criteria to the Retention Policy click on the Add Criteria To save the policy click on Save button Manage Checkouts Administrators or Domain Administrators can view or cancel the checkout operation carried out by a particular user using this module To manage checkouts select Manage Checkouts on the Control Panel Select the document class and user for whom you want to manage the checkout and click on submit button htto www primeleaf in 28 Control Panel gt Manage Checkout Manage Checkout Please enter details below Select Document Class al sl Select Uzer From the list displayed Administrators can select the documents which are checked out by user and cancel the check out operation Manage Workflow Templates Workflow Templates stores the complete business process logic Administrators can create new templates and modify existing template
34. ose usets who have administrative rights privileges Pick a task Please click on an icon name to perform task Manage Users A reno Groups me Manage Document Classes Manage Indexes Manage Roles Manage Domains Ni A anage ACL Templates aL Manage Retention Policies Manage Checkout Ge Ke Manage Templates SB Manage Work iews Manage Indexes KS La Sei Manage Global Settings Manage Jobs The default administrator user name and password are administrator and admin respectively Administrator can create other administrator users by assigning them Administrators group Manage Users On installation only a default administrator user is available After logging into Krystal EDMS the administrator can create new users via Control Panel Manage Users module of Control Panel allows administrators to create delete and modify users along with tracking the access history of each user Administrators can also change the password of all the users by clicking on the R icon htto www primeleaf in 16 Control Panel gt Manage Users Manage Users Please click on the User Name to modify it Real Name Username User Email Description Last Login IP Address Work Queues Can Search O Administrator ADMINISTRATOR administrator primeleaf in Administrator 07 25 06 15 43 127 0 0 1 Le P 5 R O Pooja Kubadia POOJA pooja kubadia primeleaf in Developer null ke ke IS R C Prajakta Mule PRAJAKTA prajakta
35. own Select User Roles htto www primeleaf in 17 To modify details of a particular user click on the username on the Manage User dialog Control Panel gt Manage Users gt Modify Users Modify Users Please enter details below Username RAHUL KUBADIA Real Name Rahul Kubadia User Email rahul kubadiam primeleat in Description Deweloper Work Queues G ves On Can Search ves On PRIMELEAF DELHI MUMBA ARYS YS Select Domain Administrators DMS Users Select Group Managers Document Managers Super Claims Administrator Claims Administrator Registered Murse Select User Roles Update Reset To set a user as domain administrator go to the modify user dialog and select administrators group The administrative privileges can be revoked later by un checking the administrators group from modify user dialog Manage Groups Groups consist of one or more users Administrators can create any number of groups they want and each group can consist of any number of members Krystal EDMS allows administrator to assign roles to groups as well A group can also have more than one role Group Management tasks can be performed using Manage Groups module Control Panel gt Manage Groups Manage Groups Please click on the Group Name to modify Group Name Group Descnpton Group Email ADMINISTRATORS Administrators administrator arysys com F USERS DMS Users Usersaprimeleaf in F MANAGERS Managers manageraprime
36. s operation along with the user time IP address is logged You can use this option to view the complete access history of the document Access history also stores details like creation updating deletion of annotations on the document Audit Logs At any time system administrators can review comprehensive system audit reports containing precise and detailed information about all domain activity and resource usage htto www primeleaf in Additionally it is possible to view all activity within a fixed time frame by specifying an exact Or approximate date range In this way every event or operation can be traced to its exact origin so as to ensure end user accountability and strict compliance with internal or external regulatory standards Krystal EDMS provides multiple audit log reports e Access History e User Access Logs Access History This report provides a complete access history of each document by all users It displays username IP address date and time of access type of access and operation performed Access History D Following is the Access History for selected abject Filter Access History Datetime From ad To THH Submit Acton User IP Date time Parameteres Comments Address oF 20 06 Performed On Accessed RAHUL 127 0 0 1 12 35 Accessed ADMINISTRATOR 10 12 10 07 27 06 Performed On 17 15 ER Accessed ADMINISTRATOR 10 11 10 7 27 06 Perforned On 17 10 ER DZL2d0e Performed On Accessed RAHUL 127 0 0 1 15
37. s using Manage Workflow Templates module from Control Panel Control Panel gt Manage Templates Manage Templates Please click on template name to modify Template name Template Description ISIF Claims Hew To add a new workflow template click on the New button following dialog will be displayed htto www primeleaf in 29 Control Panel gt Manage Templates gt Add Workflow Template Add Workflow Template Enter the parameters for the Workflaw Package Please enter details below Workflow Id EXPENSE Workflow Description Travel Explenses WPL File C Documents and SettingsiRahul Kube Krystal uses XPDL for defining the workflow XPDL stands for XML PROCESS DEFINITION LANGUAGE Users can define complete business process by using JAWE Java Workflow Editor Version 1 4 The generated XPDL is then imported into the system using Add New Template Administrator can assign ACL templates at the same time to assign rights to the users htto www primeleaf in 30 Manage WorkViews WorkViews are snapshot of the workflow at any given point in time Administrators can create modify and delete WorkViews using Manage WorkViews tool Control Panel gt Manage Work iews Manage Work Views Please click ta modify WorkViews Norme Description E Some Name This is my view of Claims Delete Agus j iad wierd sii To create a WorkView click on Add WorkView button on t
38. sOres H it System Configuration Wizard Startup EO Export Document Wizard All Programs Lan Krystal EDMS 3 Uninstall Krystal o Log OFF Shut zeg O Start GE 23 On Linux or Solaris distributions you can use the script StartServer sh located in KRYSTAL HOME bin folder to start the server htto www primeleaf in 3 To verify the installation and configuration of Krystal EDMS server you can open the browser and visit http localhost to get connected If you are on a machine other than on which Krystal EDMS is installed then visit http hostname portno where hostname is the name IP address of the machine where it is installed and port number on which it is configured to be running htto www primeleaf in Getting Started Krystal EDMS is a complete web based solution Hence once it is installed on the server only software required to use it is internet browser End users rarely required training and if they do we have this complete web based training system free of charge for our customers We strive to keep things simple Accessing Krystal EDMS Krystal EDMS can be accessed using any standard Java enabled web browser from any where on your corporate intranet extranet or internet T OE Username rahul kubadia La Password EECH Domain PRInNELEAF R e Enterprise Document Management System LKOVCTAI 9594 Copyright 2002 200
39. ssor using Manage Jobs administrative module htto www primeleaf in 34 Workflow Process Management Every organization worldwide documents processes by which it conducts business Each process comprises of activities performed by entities in a manner most efficient for an organization with the use of minimal resources Each activity can parallel or sequential activity Processes require superior process knowledge and tight supervision in a manual world But as the complexity increases so does the cost and labor Process involving interaction between various division and departments invariably involve extended completion time Krystal Workflow tries to eliminate the deficiencies associated with a complex business process It automates the management of activities and distribution of tasks to different entities It monitors and schedules tasks over the life of a process Each task can have an associated content in the form of document information issues tasks work orders bug defect and reports It has an inbuilt time mechanism which makes notification and escalation of tasks very efficient Krystal Workflow consists of two basic parts Krystal Modelling Component Modelling component enables analysts to define processes and activities and assign them to various performers including system users and groups System activities can be configured to have an application which can exchange information with external systems One can
40. t making any changes or taking any action then the case is locked by system Only user with administrative privileges can unlock the case WorkViews Predefined workflow searches are known as WorkViews Administrators can create any number of WorkViews on a particular workflow template by assigning multiple search criteria Users who have read permissions on these WorkViews can only view it It is similar to searching work cases All WorkViews to which user have access permissions are displayed on My Workspace hob VWorkViews G This Years Claims K i Mu Work View All cases which qualifies the pre defined search criteria are displayed when a WorkView is accessed by user htto www primeleaf in 37 Utilities This section details Utilities available to the user of Krystal EDMS Utilities ite Search Journal Notes E View Logs Preferences 7 Change Password Bookmarks Users can mark a document for quick access using Bookmarks From the document hit list user can select action and give a name for the bookmark The document is then bookmarked and is listed on the My Workspace 2 Scan Shop Invoice 22 HPCL Proposal For Tade Data System D Configure Bookmarks Users can modify rename delete bookmarks using Configure Bookmarks link from My Workspace My Workspace gt Configure Bookmarks Configure Bookmarks This module will allow you to configure your bookmarks Bookmark name Action F Fea HPOL Proposal R
41. ted document class If the size of resultant hit list is larger than the hit list preference set by the user then navigation buttons are displayed at the bottom of the screen which allows users to browse the document class My Workspace gt Filter Invoice gt Document Hitlist Invoice INVOICE D Showing 1 to 6 of 6 Created By Revision Id Order Date Purchase Number Customer Name Invoice Number File Size Created Annotations G LEI SYSTEM 1 0 01 01 2004 002345 Trey Research 60025 13 3 KB 06 29 06 14 16 G El SYSTEM 1 0 01 01 2004 002345 Trey Research 60035 13 3 KB 06 29 06 14 15 D SYSTEM 1 0 o1foi 2o004 0023245 Trey Research 60025 13 3 KB O6 29 06 14 14 SYSTEM 1 0 o1foi 2oo04 OO2345 Trey Research 60035 13 3 KB 06 29 06 14 13 SYSTEM 1 0 o1 o1 2004 OO027345 Trey Research 60035 13 3 KE 06 29 06 14 12 SYSTEM 1 0 oifoi 2o04 OO2345 Trey Research 60023 13 3 KB 06 02 06 13 18 Searching Repository The ready availability of information is integral to virtually every stage of any business or decision making process and the powerful Krystal M EDMS search engine ensures that any information resource contained anywhere within the repository can be instantly retrieved With a minimum of input you can rapidly retrieve the information you need using any of a variety of flexible search parameters to pinpoint the precise location of specific documents Multiple concurrent users can search and view the contents of all repository documents to which they h
42. ts the revision history for selected object Revision Id Action Date User 1 1 OBJECT CHECKED IN 072506 14 16 Rahul Kubadia 1 1 OBJECT CHECKED OUT OF 25 06 15 32 Rahul Kubadia 1 0 OBJECT CHECKED OUT 072506 14 11 Rahul Kubadia User can see all the checked out documents by him her by using the Checkout Documents link on the My Workspace Document Classes Invoice Multipage Tis Purchase Orders Proposals HHHDH Shipping Confirmation EN Checked Gut Documents User can perform following tasks through this module e View Document e View Indexes e View Revision History e Cancel Checkout e Check in Document My Workspace gt Checked Out Documents D Checked Out Documents The following documents have been checked out Document Checkout Path Date ime Class aa amp ace CWTEMP Krystal_31_1_0_ Obj TIF 07 25 06 13 36 D e i sf i ve fez CAVTEMP Krystal 28 1 0 Obj TIF o7 25 06 14 42 Wu eh D R Ee CWTEMP Krystal_50_1 0 OobDoc 07 25 06 13 37 D e Ka oa GC ice CATEMP Krystal_30_1_1_ Obj TIF 07 25 06 15 32 O e Indexes associated with the documents are displayed as a popup when user clicks on the View Indexes icon as shown below http www primeleaf in 12 Krystal Document Xplore Wi LI Index Fields Index Values Document Date 10 16 2003 Author s Andrei D souza Region INDIA Category Creative Consulting Project Title Proposal for LESS TM Demo Customer Name LESS TV Close Internet io
43. ws This module allows you to configure Docviews Description Created By OQ ya SCANSHOP Scan Shop Invoices Zi Administrator eege Inovice and POs of Trey A SE esearch Ca SCANSHO_INVOICE Invoices From Scan Shop i gt Rahul Kubadia O Ca TREY_INY Invoices For Trey Research Administr tor Da MYINVOICE My Invoices amp Administrator Hew Delete Reset DocViews cannot be modified but they can be deleted by the user who created it or by administrator A DocView can contain more than one document class just like joins in database tables User can link two or more document classes also using DocViews To create a DocView click on New button on Configure DocViews module Following steps are required for creation of DocView My Workspace gt Configure Doc iews gt Create Doc iew D Create Doc iew Step 1 of 4 This module will help you create a DocView Please select a document class from the list given below Document Classes Invoice i Multipage Titts Purchase Orders J Proposals BS igi Shipping Contirmation l htto www primeleaf in 14 In step1 user is asked to select at least one document class from the available document classes My Workspace gt Configure Doc iews gt Create Doc iew D Create DocView Step 2 of 4 This module will help you create a Docview Select index fields and define criteria for DocvView Select Index Fields Invoice LJ ES Order Date
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