Orbit DMS v3.2 User Manual
Contents
1. Criteria selection 2 From the second list select the term that you want to use as a search mechanism or comparator Page 8 of 26 www orbitsolutions co za Obit Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd Search Criteria INFO Please ensure you place correct search criteria of your choosing in the spaces provided bellow CRITERIA 1 Clear Search Global Search Comparator selection The field 1s greater than the text provided The field 1s less than the text provided The field is equal to the text provided This will only find an exact match lt gt The field 15 not equal to the text provided LIKE The field contains the text somewhere inside it lA V 3 Enter the text that you want to search for in the third box Search Griteria 9 INFO Please ensure you place corect search criteria of your choosing in the spaces provided bellow CETERI A ie Enter values here Clear Search Global Search Text entry 4 When you are happy that the list contains the criteria that you want to search on click on the search button 5 The system will display a list of results at the bottom of the screen 6 The system will also display all relevant info regarding each record 7 Find the record that you need to open and click on the Open gt link 8 If you leave all the fields blank and2. ue Orbit Document Management System 3 2 USER MANUAL Version 0 90 Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd Table of Contents ROOT 2 3 FIRST TIME SR 4 INSTALLATION SUCCESSEUBERE cee heeds cee hee eee ec ieee ate ese 5 CABINET amp CLASS SELECTION EE EVE P TREES 6 Y 8 11 CEEAR SEARCGID iii eut eod Dino iam een ee eee ere ee 12 VIEWING THE DOCUMEN Tocci eode uou educ 13 THE TOES OUTER AR cesta ideis d betae LM Mud en LIU LEM 16 VIEWING THE INDEXING seen EI Ever Eve E Pe eibi eve dise ee te px 19 COMMENTS noster IUE LIEN LUE LL INL LUE CUM 20 CINGADDLEIONALTEIUL RS 22 CLOSING THE DOCUMEN niet ti diete reo e IO T DEDERE imn 24 LOGGING T 25 ORG 20 2 of 20 WWW Orbitsolutions co za Obit Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd Logon The first step to enter the system is to double click on the icon on the desktop alternatively type following link on the internet explorer address bar http s
3. Application Fram Save potentially harm your computer you not trust the source do not Y While files from the Internet can be useful this file type can run ar save this software What s the risk Download confirmation Select Run Page 4 of 26 www orbitsolutions co za Obit Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd Internet Explorer Security Warning x The publisher could not be verified Are you sure you want to run this software Mame alttif exe Publisher Unknown Publisher should only run software From publishers vou trusk Haw can I decide what This File does not have a valid digital signature that verifies its publisher You software to run Security Warning Select Run again and follow any further instructions by selecting OK Yes or the appropriate affirmative response until you see the following message RegSvr32 X 1 llRegisterServer succeeded Installation successfull Page 5 of 26 www orbitsolutions co za Obit Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd Cabinet amp Class Selection ELIT Divis Server Mill Lierne Explorer m sii xi De Lae View E Qe 1 5 Ey Forens X t had i SW EI by Orbit
4. My Network Places jJeonTEXT File name Files of type fall Files 3 The Choose File dialogue box Page 22 of 26 www orbitsolutions co za Obit Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd Select your file and click on the Open button After you have selected your file click on the Upload File button to upload the file If successful you will see a success confirmation fialogue box Microsoft Internet Exp nre r X Duplication successful The success confirmation dialogue box Page 23 of 26 www orbitsolutions co za Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd Closing the Document When you have finished viewing the document simply close the window in which you are viewing the document and you will return to the result list Page 24 of 26 www orbitsolutions co za Obit Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd Logging Off 1 Atany stage you can exit by clicking the Log Off button 2 Atany stage you can go to the previous page by selecting Back button in your browser Page 25 of 26 www orbitsolutions co za Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd Copyright No part of this document and its appendices may be reproduced or transmitted In any form or by any means electronic or mechanical including pho
5. chek ihe cabengt of your choosing wait a law seconds fe ihe page bo display cabenel clagaes the Cece the clase bor contains available classes you may on ihe clase pou wesh fo access will fake you to sereen in Atech you pamite criteria and ee documents 10 ihe gno speeny How do gel supponit You may emal ysppsiisi sumeg yu Hor ui Tlieir Aran vie idi JL init Aysiem Prerequisite Alama Tila ve wend n wor any fies sparen in thie Cipti I Myr use Ine isum hiv Curt DUM pipa ny edu fa qui yeu shui Woje Cur i only Tor Internet Esplner H you any arat plage simt Alhem homepage and follow dan the front payt Jd IE Prod 8 The main logon page If it is your first time using the Orbit Document Management System please see the section First Time Users before proceeding Type your username in the username field Type password in the password field note the password 15 case sensitive Select the repository e g Growthpoint Click Logon d d fot NOTE You can use tab to jump between fields alternatively use the mouse cursor to select Upon successful logon you will be taken to the Cabinet and Class Selection page Page 3 of
6. lt lt lt 1 TOMAR T CECA ee Bi TENANT RER p i GUICEREF ER poa MM LEASECQMNMENCEDATE E MM aa LE ASSE Lariat COKTRAL TS TART ATE T t RTERAETEXRIEYDATE hobaria a BUBJECT Dg TRADI RAM AME UUM The Indexing page Once you have finished editing the indexing information for a document click the Save button Click the View button to go back to viewing the document Page 19 of 26 www orbitsolutions co za Obit Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd Comments If you have rights to add a comment to the document clicking the Add Comment button will bring up the comments page for the current document Add a comment to a document Microsoft Internet Explorer File Edit View Favorites Tools Help gr Back gt 2 A Search ST Favorites T r m Es ral Address 21 Go Links gt TY nz mm rz 3 jw ot ab EB Led Fo el x There Bre commenta The Add Comment page Type your comment in the top box The bottom box will display the comments already added to the document If there are no existing comments There are no comments will be displayed Click the Save button to save your comment and add it to the document or click the Cancel button to
7. go back to viewing the document Once you have entered a comment and saved it you will go back to the viewing page where your comment will now be displayed in the top right hand corner You may have to refresh the page for this to appear Page 20 of 26 www orbitsolutions co za Obit Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd cabinet GROWTHPOINT Class PROPERTIES Doc 1 Joop oM 0I forc ain Opiions Thm ini Pero Fn Filer EH uM mp 0 PROTOCOL NUMBER PROTOCOL Viewing the added comment If you would like to view the comments full screen click View Fullscreen in the top right of the screen inside the comments section This will open up a new window displaying the comments lt j Main Microsoft Internet Explorer File Edit View Favorites Tools Help There is dcomsent 200204409 02 37 52 admin This iz a comment s text 2 Viewing comments fullscreen Page 21 of 26 www orbitsolutions co za Obit Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd Attaching Additional Files If you have rights to attach a file to the same class as the file that you are viewing clicking the Attach Files button will bring up the file attachment page iic faplomer
8. the search page Page 7 of 26 www orbitsolutions co za Obit Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd Search Ds Serer Lnbenmel Explorer f Be Ed yew gewiss nns eg einem Id EH address address 1 by Orbit etu EE Document Management System 3 2 Cabinets Criterim Ui urs SHUT HEGAN T Pirma pamu yau place pameri ne aut qi yaur ghee in ta rp babir 2 z z m LM 4 r roo Search Clear Search Glibal Results Log Copyright dyes integrated The search page The search page allows you to search for specific documents in the current cabinet and class based on the criteria that you give the system 1 From the criteria list you can select a field to search on by clicking on the arrow next to the field and select the name of the field you require e g EOBJECTID search Criteria Please ensure you place correct search criteria of your choosing in the spaces provided bellow TERA OO E EDBJECTID DESCRIPTION LANHDLURDCUDE LANDLORD HA tl E BUILDINGCUDBE BUILDINGNAME UNITID Global Search TENANTCODE
9. v me E RT Document Management System 3 2 Plane select cabinet and a class On the left hand side pleage select a cabinet and a clasa working wah darumeniz Copyright Integrated Py Ad The cabinet and class selection page 1 Select a cabinet e g Growthpoint by clicking on the word Once selected the available classes within the selected cabinet will appear below Classes The selected cabinet name will appear in bold next to Cabinets to indicate which cabinet has been selected Page 6 of 26 www orbitsolutions co za Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd DA Server Inbenmel Explorer B dt em Que 2 5 uoo oem Los 3 ass p nae i eT px Distribumes by Orbit Document Management System 3 7 SCANCO Cabinets Please select cabinet and class On the left hand side plasse select a cabinet and a clasa io bagri working wah darumeniz Classes fe Integrated Pry td A cabinet has been selected 2 Selecta class e g Properties by clicking on it The selected class name will appear in bold next to Classes NOTE If you do not have access rights to view the contents of a cabinet or class the system will not allow you to enter past this point When you have selected a class you will be taken to
10. 26 www orbitsolutions co za Obit Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd First Time Users From the first screen click on the blue underlined to download and install the AlternaTIFF viewer Jg Urs Sese LET Edi Fgerr ns pnis Q Ej x 2 at po Ne e id 3 T jue ns benage Sy term if v Orbit e SCANCO i magum ms ts Orbit e gt AlternaTIFF Tiff viewer is used to view any Tiff files stores stored in the Orbit OMS repositories If this is your first time using the Orbit DMS please click here in order to get you started Please Note Our installer is only for Internet Explorer If ou are running any other broswer please visit the Alterna FF Tiff viewer homepage and follow the instructions on the front page Salo FF eer m used dn vere amy Tr Glee stores stored in the Orbi OWS Cur metalerie ony tor riam Explorer yau are mmng any he bine plazas we ihe ewer harnepage and ibre the irejractians on ihe irre page Coote tegrated Solution Peu td a m LT Where to click After you have clicked on the blue underlined here the following screen will appear File Download Security Warning Do you want to run or save this file Mame
11. Be E Took te Quo CURE o ve ae omo Adress Cabinet GROWTHPOINTCIAass PROPERTIES Doc 1 tard e Tu EESCRIPTIDH Lan LANDEDRESIAME cob EBUILE IHS ARSE Lilli Tir TERAHTCDDE TF iss THAME BU TEHANTHU NBER GUI RRP PE RP HCE LEASED OMEN CED APE LFAGFE BOESFIRVDATE WkEMISESRDESCRIFTIGh TRAD Chak Seed select ile Browse Fil Wee The File Attachment page Edit the required information in the yellow textboxes and then click on the Browse button to select the file that you want to attach The initial information that will be in the textboxes will be that same information that 1s about the current file Clicking on the Browse button will bring up the Choose File dialogue box Lookin Ej Downloads lEcpu 2 1 Activesync led Crystalk Recent L3 Alky delegat i AlternaTiFf Delegat E Antivirus Docume Apache pose O attractors _Files IL datMET Ey Barcodes Eclipse bios mobo My Docurnerite Lj Gimp 1 CollapsibleSplitterCSharp 2956 Mi 2299 Jj CallapsibleSplitterDemo 5 Google l 2 GSspat2 oe
12. Mouse Mode More Settings Save All Settings Tools k View Image Open in Mew Window Home Page About The AlternaTIFF menu The Send Image option can be used to attach the displayed image to an e mail application 1f installed typically Microsoft Outlook or Microsoft Outlook Express IMPORTANT If you are viewing a specific page then only that page will be attached to an email If you are viewing the full document then the complete document will be attached to an email Page 17 of 26 www orbitsolutions co za g Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd This will display the viewer information and the image properties Who the owns the licence for this control Clicking on the AlternaTIFF logo will open up the AlternaTIFF homepage in a new browser window Page 18 of 26 www orbitsolutions co za Obit Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd Viewing the Indexing If you have rights to edit the indexing information of a document clicking the View Indexing button will bring up the indexing page for the current document IE E Sae porte Dey n a 149 o Loss J SUS 21 z Ede ins Class PROPERTIES Doc 1 Bowne A PEEL FS TION IB mm LANDLORD COST CS LAN CLHA D pii LUE aaa C O gt
13. THPOINT Class PROPERTIES Doc 1 Viewing Options Masa vines iy Paga Aud ammar Blank Files alaa A 9 BFF ere spp PROTOCOL NUMBER Viewing the full document By viewing the full document all the pages are loaded at once Viewing Options Wien Indexing View by Attach Files BJA Selecting a specific page to view If you select a page number from the drop down box only that specific page will be loaded into the AlternaTIFF viewer enabling you to for example save that specific page and email it to someone as opposed to emailing the entire original file Page 14 of 26 www orbitsolutions co za Obit Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd 3 Viewing Class PROPERTIES Doc 1 Microsoft Internet Explorer File Edit wiew Favorites Tools Help x A 9 Search TY Favorites Address Cabinet GROWTHPOINT Class PROPERTIES Doc 1 Viewing Options View Indexing View by Page 1 z View full document Add Comment Attach Files 3 There are comments vj BH eje wl s PROTOCOL NUMBER PROTOCOL xj I at Viewing a specific page If you are viewing a specific page you cannot navigate through the rest of the document without choosing another page number to view Pa
14. erver orbitdmsserver as your sysadmin has setup for you The following screen will appear ELIT bei Mien Blend IE b LS Mem qo LU size a a 25 dd d za a 27 hy iv Orbit Document Management System 3 2 SCANCO Welcome to Orbit TR ugar hama What ds IMST The Orbit DMS gysla i amp an aaay 10 d cument management The DMS cabits far multipla dacunseril mam a or smigl wokelalion depende on user requiras I acras lor easy secure access of sLored decumas deer a network Tha Gib DAS i5 simpli an desan and pal Woche m paraban There ang fie core Seabures nunrerig the ebil DMS Through legging onbe the DM Serene you can easily and quickly access your company documents How alo loyon On the left of your spreen is logon dalog where you mud proide your maine Fass rnged amd chek on ihe repusibory Of your chorang Cimce you have mame padre acid clicked your you cuit chek on the grey Logon and d your logon vlanmalion v correct you wi be Geren access Eo the Orbrt sanar rap sion How alo view doguna Duce you have done legen you vell see a cabinet and chrsa bor bo the let of the explorer widow access
15. ge 15 of 26 www orbitsolutions co za Obit Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd Once the document is displayed you can use the vertical and horizontal scroll bars to navigate through the document The AlternaTl FF Toolbar The following 15 a brief description of the AlternaTIFF toolbar alua a BJA Ej ea olal m Bones E FG H I JE H OP 5 The AlternaTiff Toolbar A Print IMPORTANT If you are viewing a specific page then only that page will be printed If you are viewing the full document then the complete document will be printed E Print xl General Select Printer mo Kyocera F5 1118MFP KX gt Status Ready Printto file Preferences Location Find Printer Mumber af copies C Selection Curent Page C Pages ERPUN The Print dialogue B Save copy of the file to the computer that you are using to view the file The file in system 1s not overwritten by using this command 3 xl Save in s Local Disk E El iDRBIT Rep 04 CCDs Program Files DatabaseBackups _ jRECYCLER Defrag i Samples Documents and Settings System Volume Information Edd temp Desktop jEntLib35rc itj thedraw frain LjUSMT frainz n WINDOWS lt lt Inetpub amp ceed Samples My Documents o Tavaspk gt MsOCache Orbi
16. just click on the Search button the system will try and return all available records to you 9 If there are too many records to display all of them on one page the system will tell you that there are too many records to display them all Page 9 of 26 www orbitsolutions co za Obit Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd imi xi RE n eie re Qr J E Tas Stan 42 cua 3 by Orbit SCANCO Document Management System 3 2 PROPERTIES Cabinets spovrweqint Sas ee Tyri Integrated Pra Search results Too many records have been returned mom a blank search that tries to return all records Page 10 of 26 www orbitsolutions co za Obit Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd Global Search Clicking on the Global Search button will bring up the Global Search page DHR Gerner Lienei Be Edt Mew xam Inns Qe o dig es s 88 8 Diebe by Orbit C v se E Document Management System 3 2 Cabinets ao urrupcisr Starei Sach Carmel PROPERTIES The global search page A global search is similar to an ordinary search except that it searches throughout all cabinet
17. s and all classes not just the current cabinet and class Page 11 of 26 www orbitsolutions co za Obit Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd Clear search Clicking the Clear Search button will clear the search criteria and the results guo a g 3 ls Diebe by Orbit Document Management System 3 2 SCANCO FUBLIZHING Saath Copyright integrated Pry bid Sie The search page after clearing the search Page 12 of 26 www orbitsolutions co za Obit Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd Viewing the Document iue p WW Initial View Document page without any pages selected When one starts to view a document initially a grey section will appear This is the AlternaTIFF viewer for TIFF files The documents are presented within this TIFF viewer There are two ways to view a document either by clicking the View Full Document button or by selecting a page number from the dropdown box Page 13 of 26 www orbitsolutions co za Obit Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd ELLA PROPER Da 1 Microsoll toler Explorer B CX ye foter pem E l E as EJ ee 421 mL y Frentes sp 3 e Ede abinet GROW
18. t Orbit SFTP Transfer My Computer Orbit Tracking Database E LE My File name FE B 20482102802402115477450033015 1 T Save Placez as TIFF tif Cancel E The Save File dialogue C Copy to clipboard D Zooming mode select and click on the document to zoom in Page 16 of 26 www orbitsolutions co za ovo ZEA TOM Obit Document Management System 3 2 User Manual Zytek Integrated Solutions PTY Ltd Panning mode select and click and drag on the document to pan across the document Best fit fits to the height of the page Fit to window width Fixed size Change size by clicking on the up or down arrow Change the document orientation left Change the document back to the original orientation Change the document orientation right Change the document orientation upside down Display the negative of image Choose which page to view If there 1s only one page in the document this dropdown box and the next previous page buttons will not be highlighted or enabled Go to the previous page Go to the next page Menu will display a list of items found on the tool bar This menu is also available by right clicking on the image Licensed ta E Print Open Local File Save AS Copy Image Copy Image Location Send Image Smooth Image Negative Image Orientation Zoom Image Size Page FT F F
19. tography recorded or stored in any information storage and retrieval systems for any purpose other than that of the company and purpose for which it was written without the express written permission of the authors Zytek Integrated Solutions PTY Ltd Copyright by Zytek Integrated Solutions PTY Ltd rights reserved Page 26 of 26 www orbitsolutions co za
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