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DocuData`s ActiveWeb 5.57 User Manual

1. At this point you can select See the checkboxes in the picture above any image from the list of shown images and rotate them if you need to with 90 180 and or 270 rotation buttons and or simply save them to the file When you click on the save bed button you will be asked for a confirmation like so before continuing Saved images will become permanent Continue ver Note This dialog is an important part of the import process because once an image is imported it cannot be deleted unless the whole file is destroyed on a disposal list After clicking Yes on this dialog the image will be appended to the end of the image list So for example if you had 35 images in before scanning these 2 images the newly imported images will be located at 36 and 37 2010 DocuData Software Corporation s DocuData s ActiveWeb 5 57 User Manual 3 11 6 Performing OCR and indexing 1 Search 24 for a file 2 Click on the Images icon from the tool bar SO kaale File RC Number G 230365 Entry Date 1995 08 16 Status IN Note The number beside the icon defines the amount of images in the folder 3 This will bring you down the page to the images section Either scanl55 or import 541 a new image For existing images simply skip to the next step 4 Enter an interval of existing images using hyphens and or a list of images separated by commas in the field Be careful not to put any spaces between c
2. Type Greater than v Less than Greater than Output format To add a filter you simply choose which field to filter by in the drop down menu the type of filter lt gt etc and a value if needed and you press the Add button to add the filter Once you are done you simply press the Create button to generate the report Viewing Ordered Items To view what was ordered during a specific time period you choose the Order Items report from the Type drop down menu and you simply filter on a date or date range like in the picture below 2010 DocuData Software Corporation Report tab f Inventory al Ply Cart Disposal T pe Order Hems Template Report Flelds Sort by Entry Date Filter or Field Entry Date we Entry Date Value 20100502 2010 05 26 Type Greater than lLess than Output format POF is Again here you can sort the report by various fields and you can also choose a specific output format When you press the Create button the report will output something similar to this Order Items VAN 001 Delivered Delivery Date Description Bar code Address Order Delivery Entry Date Recipient Yes 08 08 2008 PM MISCELANEOUS SERVICE 1 Van Horne Avenue 403154 283127 08 08 2008 NATHALIE AUC Yes 08 11 2008 PM 65 GAL BIN ROTATION FULL Photecopy room LaSalle 403159 283257 08 08 2008 Yes 08 11 2008 AM MISCELANEOUS SERVICE 2301 Cannes Brul e
3. Box RC Number B 179578 Entry Date 1995 08 18 I Status IN Number 7963 DERE DADESCRIPT Department GENERAL FILES x GENERAL FILES v Description QOQR ex f Start Date 1978 01 01 E3 Number 008 i Status PRE ADD End Date 1988 12 31 ra Bi Es DASDLKJASDFI2 Type TE ETR v Source SHERBROOKE ka Qaa B SE Field 1 Number CO Field 2 y Status em e More than 100 search results Field 4 Next Field 5 T amp e a Access Level om In the picture above EIA The active tab is highlighted telling us where we are Clicking on one of the other tabs will take us to it B The Hide Show Search Results button toggles the list of search results indicated by the letter G on the picture above off or on Note that the search results can be moved to any side of the screen Top Bottom Left or Right if you wish You can configure this in the Options ho 2010 DocuData Software Corporation 14 DocuData s ActiveWeb 5 57 User Manual tab aC The Hide Show Advanced Search button toggles the display of additional search filters off or on The filters are hidden in the screenshot above and displayed in the image below Note A little warning box beside the Show Hide Advanced Search button See below indicates if filters are active Depending on your authorized user options 105 filters may be remembered from one session to the next Forgo
4. Clase To have more information on the records that were skipped click on View Log Once the import is complete you may work with the records Note that it may take up to 30 minutes before these records are indexed for full text search 3 10 Documents Options The following options are used to manage electronic documents associated to a file One can view read create edit email finalize and delete documents This tab is only available when using the Electronic Document Management version of the web interface For more information please contact your record center 3 10 1 Adding a document Before being able to add any electronic document and especially edit them you have to specify a work directory in the Optionsho tab This only has to be done the first time you log in on a specific computer or if you want to change directory to another one 1 Search 24 for a file 2 Click on the Documents icon from the tool bar Q g Sd eles Cd 6 File RC Number 230385 Entry Date 1995 06 18 Status IM Note The number beside the icon defines the amount of documents in the folder 3 This will bring you down the page to the documents section 2010 DocuData Software Corporation Inventory Tab 30 Documents This file contains 1 documents Number Status Description e li ELECTRONIC test 1 In edition Lecked by another user Finalized Achi Hew Document Note When you are
5. Images This file contains 6 images Documents first five pages 1 5 O00 Pages 1 5 0 2 7 20 Preview images view as PDF view as TIFF OCR and Index import imagos Een Then a new window will pop up on top where you can enter the recipient s email addresses the subject of email and any notes you wish to attach to the email Recipient recipient domain com Write email subject here Notes You can write notes to accompany the images here El When you are ready to send the email you simply click on the Email button Note If you need to send the email to more than one recipient simply separate the email addresses with a comma like so recipienti domain com recipient2 domain com etc Note The limit of recipients you can send the email to is not defined by ActiveWeb but by your internet service provider 2010 DocuData Software Corporation 54 DocuData s ActiveWeb 5 57 User Manual 3 11 4 Importing Images Into Files You can import images one at a time or pdf files by first clicking on the Import Images button like shown below Images This file contains 6 images P Documents first five pages 1 5 ooo Pages 11 5 1 2 7 20 Preview images view as PDF view as TIFF OCR and Index The Import Images dialog will then open so you can choose an image from your computer Just click on the Choose File button in the dialog to choose an image or a pdf
6. 2010 DocuData Software Corporation Configuration Tab 105 Type Box report v Template v Report Fields Not selected Selected Bar code Out to Type Description RC Number Number Description Start Date End Date Entry Date Sort by Number Filter on Field Number Out to Output format PDF Box List DEMO C RC Number Out to 204993 J0 Total l 3 Proceed to transferring this recipient s boxes to either the record center 7A another recipient 18 or to an internal location 72 4 Once this is done repeat steps 1 and 2 A confirmation message appears Press Yes to follow through with the process Refreshing the screen The refresh button at the bottom of the list is especially useful if many people have access to the recipient s module e g if your company has more than one supervisor Simply press on the button and the most recent information will be displayed on screen 10 Options tab 10 1 Options Overview The options tab enables you to change some aspect of the user interface inside the Inventory tab Particularly you can choose which fields are displayed in the search results the location of the search results and the number of results per page 2010 DocuData Software Corporation 106 DocuData s ActiveWeb 5 57 User Manual Here is what you see when you open the Options tab U
7. Clicking on the icon will bring you to the documents section 38 where you will be able to vew and work with them A number indicates how many documents are attached to the file This is the part of the screen where you see the details data fields of the currently selected item By scrolling down this section you will find different areas of interest such as Notes History Files Schedules Images when viewing file information only etc 2010 DocuData Software Corporation Inventory Tab RCWeb 5 50 00 DEMO A Client Demo A Windows Internet Explorer FRIES Box Number x Add box Add file Show Advanced Search gt uw ees af S Number Unauthorized user D Q a E fe Q e access e Gorraor A Boe Status Unauthorized user Varabie DES ea Unauthorized user Range access SEL B Box Number Status PRE ADD Description Volume Vault Item Set Notes F Box Number Status TRANSFERRE Keywords History Description Files This box contains 0 files a f Number Status l a D x lt More than 100 search results Tape Schedule Q a a FE Local intranet Protected Mode Off E J Here you will find a Next and Previous button that you can use to scroll up and down the search results The maximum number of search results per page is customizable from the Options 104 tab By default ActiveWeb is set to display 10 items per page in
8. Status IN Note The number beside the icon defines the amount of documents in the folder 3 This will bring you down the page to the documents section 2010 DocuData Software Corporation Inventory Tab Documents This file contains 1 documents Nur ber Status Description Dll _ EvectRonic In edition Locked by another user Finalized Add New Document Notes e When you are presently modifying a document it will appear in light green If it is being modified locked by another user it will appear in light red and if it has been finalized a finalized document cannot be modified it will appear light blue e f you have many documents you can sort through them by number status or description simply by clicking on the column title To sort from lowest to highest click once from highest to lowest click twice 4 Click on the desired document as seen in the previous window Scroll down to the bottom of the page Number 0158 Access Level L io m 4 Description ocudatasoftware Author John D Creation Date 2010 08 18 E Field 1 Field 2 Field 3 Pt a Keywords Update Costete Lemalize Open readonly View Open For Modification Emai To Finalize a document 1 Click on the Finalize button This will make the electronic document non modifiable A verification message appears 2010 DocuData Software Corporation a DocuData s ActiveWeb 5 57 User Ma
9. Supervisor address Coordinator Coordinator address From here you simply fill in the fields you need to and then press the Save button when done The same idea goes for editing or adding sub departments Sub Department O Description O Active m Deleting or deactivating a Sub Department e To delete a sub department press on the E button next to it A confirmation message will appear 2010 DocuData Software Corporation DocuData s ActiveWeb 5 57 User Manual Delete this sub department ee e Press Yes to go on deleting the sub department Note In order to delete a sub department it must not be assigned to any box or file e To deactivate a sub department uncheck the Active check box next to it This will remove it from the choice list when adding or editing an item If the sub department is the only one assigned to a department the department itself will not be available either 2010 DocuData Software Corporation Configuration Tab 9 2 Retention Schedules You can now manage retention schedules document types from within ActiveWeb These types are used to classify records to calculate their disposition dates and to specify their disposition mode To access this function simply click on the Configuration tab and select the Retention Schedule menu item Here s a picture of what you might find when entering the Retention schedule module of ActiveWeb a Inventory My Cart
10. Template 2010 DocuData Software Corporation Report tab oo fit Home a Inventory E My Cart mM Disposal Labels Report amp Configuration options Type Deliveries slips scanned images Template Search Start Date 07 01 2008 End Date 07 08 2008 Result of the search 2 9424 07 02 2008 BY DATE 2301 Cannes Brulee POUTCH FOR VAN HORNE 2 9425 07 02 2008 CLIENT COURIER 2301 Cannes Brulee 279500 07 02 2008 BY DATE 2301 Cannes Brulee POUTCH FOR VAN HORNE 2795 6 07 03 2008 BY DATE 2301 Cannes Brulee POUTCH FOR VAN HORNE 279577 07 03 2008 REGULAR 1 Van Horne Avenue R ception avant 279646 07 03 2008 CLIENT COUR DATE Photocopy room LaSalle Here the procedure is quite straight forward All you have to do is search for a date range at which you know a delivery was likely to have occurred You can click on the calendar icons HEI to input the date range and then press the Search button when ready If there is some matches to your search you will see a list of delivery slips like in the picture above Note The date range cannot exceed 62 days When you click on one of these a PDF file will be generated It will contain the imaged delivery slip You might be prompted to either download open it or it will open automatically on another web page Generating Boxes and or Files Reports Here the process is the same for boxes or files so will just sho
11. This section can only be seen when your Record Center offers shredding or recycling services to your company First you need to select the type of service you need either rotation or emptying then you need to select the container from the list of container types Enter the quantity the charge back code or department it depends on the way your are billed and edit the recipient if needed Press on the Add button when all the information has been entered 2010 DocuData Software Corporation My Carttab 61 E Shredding recycling Service Shredding container bag rotation shredding Container Quantity ee Charge back code f Recipient Line Items The line items section is where the record center offers different items and or services than just box and file retrievals Most likely these items servces will be listed in here Select the item enter a quantity select a department and change the recipient if need be i Line Items enon Department Recipient Batch Addition The batch addition section is where you can add many boxes and or files on the order at once So whatever criteria you choose to use make a batch addition all you have to do is make sure there is put one criteria per line In the case of numbers for example you would just enter one number per line as in w N etc i Batch addition Boxes By Number Boxes By Number Boxes By RC Number Boxes By Field 1
12. n docudafa Direct access otal control DocuData s ActiveWeb 5 57 User Manual 2010 DocuData Software Corporation DocuData s ActiveWeb 5 57 User Manual 2010 DocuData Software Corporation All rights reserved No parts of this work may be reproduced in any form or by any means graphic electronic or mechanical including photocopying recording taping or information storage and retrieval systems without the written permission of the publisher Products that are referred to in this document may be either trademarks and or registered trademarks of the respective owners The publisher and the author make no claim to these trademarks While every precaution has been taken in the preparation of this document the publisher and the author assume no responsibility for errors or omissions or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document Please take note that the product formerly called EDC RC Web is now named EDC ActiveWeb Printed December 2010 in Montreal QC Canada Publisher DocuData Software Corporation Technical Editors Claudia Labrosse and Erick Paquin Cover Designer Erick Paquin Production DocuData Software Cor
13. 52 DocuData s ActiveWeb 5 57 User Manual Images This file contains 6 images Documents first five pages 1 5 a ooo Pages 1 5 6 2 7 20 Preview images view as PDF View as TIFF OCR and Index import Images From here you can edit this same index if you wish by clicking the blue edit button or delete it with the red delete button Once you are done with your index then you can create more until you are happy with the results Note You cannot have 2 indexes with the same end page If you try to add a new index and choose the same end page as one that already exists you will simply not be able to press the Accept button You have to change the end page in order for the software to accept the modification or the addition These indexes can be used also later on when doing a full text search 24 to quickly find images Note that this feature is not yet automated from the web directly If you need to have image indexes available through the full text search facility you need to tell your Record Center to index those documents for you 2010 DocuData Software Corporation Inventory Tab 53 3 11 3 Emailing Images Images can also be emailed to any valid email address Enter an interval of images and or a list of images separated by commas in the field Be careful not to put any spaces between characters otherwise an error message will appear Click on the Email button as indicated in the picture below
14. When viewing them in this format a window appears showing the processing of images ex 2 6 You may decide to stop the process by pressing on the Cancel button 2010 DocuData Software Corporation Inventory Tab 51 3 11 2 Creating a document index This feature let s you group images into a document This is mostly used to map the content of a file it can be compared to a table of content This makes it easier to search and sort images included in the same file Images This file contains 6 images Documents ooo Pages 2 2 7 20 Preview images View as PDF View as TIFF OCR and Index Import Images For example as in the picture above let s say that my current file contains 6 images or 6 pages of image can now index groups of pages together using the following buttons Used to ADD a document index Used to EDIT an existing document index Used to DELETE an existing document index Let s index the first 5 pages as an example 1 Click on the green button to start a new document index A dialog appears Start End Description First 5 pages All you have to do is enter the start and end page to be indexed and a description for the index They will be shown in brackets beside the description 2 Once you click the Accept button this new index will be automatically chosen in the Documents drop down menu as shown below 2010 DocuData Software Corporation
15. button when done 2010 DocuData Software Corporation 102 DocuData s ActiveWeb 5 57 User Manual 9 4 Holidays Viewing and managing holidays in ActiveWeb is very straightforward The Holidays section is divided in two parts The upper part shows the holidays defined at your record center The bottom part shows your holidays You can easily tell which is which because the record center holidays have the words Record Center next to them AND you cannot edit them as opposed to yours EH Labels E report fe Configuration 7 me i ae j F i a T t Home Description Christmas Record Center 2011 01 01 New Year Record Center 2010 12 25 Date E 2011 05 24 Description Victoria day DEMO C Add New Date Date Description If you need to add or delete one of your holidays you can simply add one with the Add New Date form and or delete the ones you already have with the E next toa holiday Note Holidays coming up in the next 7 days are also shown on the home page of ActiveWeb when you log in 2010 DocuData Software Corporation Configuration Tab 103 9 5 Recipients The recipient is the person that receives the item box tape or file this person may or may not have user rights in ActiveWeb In order to manage recipients efficiently and keep track of them enter the recipient names in this list This will quicken operations since
16. 1 Create and view a work list see above 2 Press on the Work list button at the top right and select the Add All to Order menu item Set Out tems as permanently out D Add all to order Add all to print list on ce The items on the work list will be added to the order OO Adding a work list to a print list 1 Create and view a work list see above 2 Press on the Work list button at the top right and select the Add All to Print list menu item Set Out thems as permanently out YW Add all to order Add all to print list 3 The items on the work list will automatically be added to the print list Setting items that are OUT to permanently out DELETED status This action basically informs the record center that the items that are already OUT will stay at your 2010 DocuData Software Corporation 36 DocuData s ActiveWeb 5 57 User Manual offices and will not return to the record center The items will change from the OUT state to the DELETED state once the operation is accepted 1 Create and view a work list see above 2 Press on the Work list button at the top right 3 From the menu that appears select Set Out items as permanently out Set Out thems as permanently out Ww Add all to order Add all to print list an 4 A confirmation request appears CS aaa aaa aa Set Out items as permanently out Continue This operation cannot be undone ca Ei 5 If you want t
17. 20 ex 22 25 Be Ee 31 Note The date range cannot exceed a month Put in the first date and click in the second date field the system will automatically put in the maximal date permitted 2 Press on the View option at the extreme right of the list you want to view Period 2010 10 20 TE to 2010 10 27 E Pick lists List Number Date 2 2010 10 25 12 36 18 Smith John View Print Check Out Items Check In Items 3 The following screen appears Ec 1 2 Location Box Recipient Number Status Description Picked Close There are 2 ways of indicating that the item is leaving its location 1 First select one of the following options Barcode Box RC number or File RC number Then scan the barcode with a wedge scanner or enter the RC number and finally press on the Mark item refiled button This is very useful when the list of items is extensive 2 Check of the Picked checkbox beside the item This is normally used when you have very few items on your list When all items have been picked press Close REFILE LIST A refile list is created when a recipientho or the office clerk checks IN an item that has the OUT IN HOUSE status This type of list is designed for the office clerk in the file room it accelerates the 2010 DocuData Software Corporation DocuData s ActiveWeb 5 57 User Manual refilling process by organizing the items to be refiled For more informa
18. Corporation My Carttab 65 Use this section if you want to add an open shelf file to your order which is not inventoried into the system yet It is assumed that you know personally that the file really exists When the order is processed at the record center if the file cannot be found it will simply be removed from inventory i Non Inv File File Number fs File Description File Field 1 fs Start Date oOo ma End Date fo rma Recipient Permanently Out C Add Once you are satisfied with the items on your order you can specify your delivery options and submit your order s to your record center Scenario 4 Ordering Imaged documents Imaging on demand You can request files to be imaged by your record center for later vewing in ActiveWeb Here s how you proceed 1 Search 24 for the files to be imaged or add them directly to your order if Know what they are 2 On the MyCart page in the delivery section make sure you choose a delivery type that relates to imaging as in the picture below Delivery Type Address 1250 Commerce Avenue Suite 2250 Special Instructions Submit Order Note Your particular imaging delivery types might be called something different than what is mentioned here You might not have access to any at all as well If in doubt ask your record center 3 When you re ready just click on the Submit Order button to send your order 2010 Doc
19. Description Recipient Reason Accepted Line Item 1 ROTATION CHARGE LABROSSE CLAUDE T Boxes 0 Files o Order Number 49086 Delivery Type REGULAR Delivery Date 2010 05 26 PM Delivery Address 1 rue Van Horne Bureau Informatique Michel Montr al QUE H34 2B2 co IS l 4 2010 DocuData Software Corporation e DocuData s ActiveWeb 5 57 User Manual The order slips indicates e the status of the order Accepted or Rejected e the item type e the file number the box number and the Field1 of the box e the description of the file or box e the recipient and e the reason if the order was rejected Note Any item can be put on the cart even In House items though these items will be sent on an in house picking list so the picking clerks at your office will be able to process the order and send them your way The order confirmation report will show you which items will be coming from in house locations For more information please consult the Picking lists and Refile lists 721 topic If you have scenarios of your own that this manual doesn t describe please contact your record center for additional information 2010 DocuData Software Corporation My Carttab 6 5 Circulation 5 1 Circulation tab layout When you first open the Circulation tab you are presented with the following screen if no picking or refile list has been created a m a Period 2010 09 08 Z to 2010 09 08 ji
20. Edit gt route templates o defn route template is a named ordered list of delivery addresses o Fn when you create a route based on the template it will pull in any AVAILABLE deliveries to addresses on that list in that order FOR THAT DELIVERY CYCLE usually o Available deliveries RC courier created not yet delivered returned or verified nor on another route Can be rush Deleting a route releases the undelivered deliveries on it Viewing a route template o Inventory gt Report SQL IMPORTED REPORTS ORDERS Route Templates 2005 06 17 3 Populating a route template M 2010 DocuData Software Corporation aa DocuData s ActiveWeb 5 57 User Manual 5 With this integrated viewer you are now able to vew PDF Word Excel and Powerpoint without any software installation on your computer When you are finished viewing the document simply click on the X at the top right corner of the window Note The viewer can only open files smaller than 20MB From the Document window 1 If you have already selected the document and you simply want to view it from the window where all the document s information is simply click on the View button located at the bottom of the window 2 When you are finished viewing the document simply click on the X at the top right corner of the window 3 10 5 Reading a document 1 Search 24 for a file 2 Click on the Documents icon from the tool bar File RC Number 230385
21. Entry Date 1995 06 18 Status I Note The number beside the icon defines the amount of documents in the folder 3 This will bring you down the page to the documents section ES Documents This file contains 6 documents Number Status Description gt Open read only 01 Box imports 1 OD view Training and documentation operations O open For Modification docudatasoftware operations in spreadsheet 5 50 B Email OD creating and dispatching deliveries_2 gi Feedback for AF web In edition Locked by another user Finalized Add New Document Notes e When you are presently modifying a document it will appear in light green If it is being modified locked by another user it will appear in light red and if it has been finalized a finalized document cannot be modified it will appear light blue e f you have many documents you can sort through them by number status or description simply by clicking on the column title To sort from lowest to highest click once from highest to lowest 2010 DocuData Software Corporation Inventory Tab 45 click twice Here you have two options e To read the latest version Click on the menu button gt and select Open read only This will automatically open the latest version in read only mode e To read an older version Simply click on the desired document as seen in the following window Documents This file contains 1 documents Num
22. FILES ACTIVE DETROIT FILES w e Number of results per page the default number of results per page is 10 You can scroll down the choice list to select a different number 2010 DocuData Software Corporation Options tab e Hide history on item reports When this option is activated the history of items will not appear when printing box or file details 16 e Clear search filters on log out When this option is activated the search filters will be cleared once you terminate your session otherwise they will be saved for your next session e Select work directory This is necessary when you want to work with electronic documents This directory determines where the documents will be temporarily saved when working with them Click on the Select directory button and select a folder To view the current directory you are using click at the right of the button If you have any comments or questions on this manual please write to support docudatasoft com 2010 DocuData Software Corporation
23. Files By RC Number Files By Field 1 Files By Description Items By Bar code ce As you can see you can choose from different fields to enter your data Boxes by Number Boxes by RC Number Boxes by Field 1 Boxes by Description Files by Number Files by RC Number Files by Field 1 Files by Description Items by Barcode Select a field that is written in black the fields in grey are not available The fields available vary from one action to the other e g when destroying boxes only fields pertaining to boxes will appear You can only populate your list with one type of field at a time e g you cannot enter some data as Boxes by Number and others as Items by Barcode When entering data in the Text field you HAVE to enter one item per line 148 149 as opposed to having them on the same line separated by commas like this 148 149 Having them on the same line WILL NOT work 3 Press on the Create list button at the bottom of the page The following screen appears 2010 DocuData Software Corporation Disposal Tab Box Bar code zl Location Number Status Description Box Cancel Process Items 4 To validate the items on the list you can scan the barcode with a wedge scanner select RC number in the drop down list enter a value in the field and press OK or check the box situated at the extreme right for each item on the list this is used for smaller lists Once all ite
24. From that moment on the off site record center will no longer responsible for the conservation of the documents Active When this field is unchecked this type is set as inactive and can no longer be associated to documents Classified This field indicates that the document has a classified status Restrictions Field containing the values defined in the Restriction module at the record center This field is vewable only when the Restriction Integrity field of the Customer Information module is set to Yes at the record center and when the customer is not electronically linked to the record center via the EDC ActiveFile Software This field indicates the restrictions associated with the selected type Legal Evaluation This field indicates how long the document needs to be conserved from a legal point of view Financial Evaluation Indicates how long the document needs to be conserved from a fiscal point of view Note the Classified Legal Evaluation Financial Evaluation and Restrictions fields are optional when creating a retention schedule 2010 DocuData Software Corporation 100 DocuData s ActiveWeb 5 57 User Manual 9 3 Users The user section allows the addition of new users to ActiveWeb and also allows existing users info to be edited To access this function simply click on the Configuration tab and select the User menu item When you first open the User module this is what you see
25. Search options of the nventory module see Searching for a box or a file 24 2010 DocuData Software Corporation 28 DocuData s ActiveWeb 5 57 User Manual 3 5 Adding or Deleting a Box or File Adding a box or file 1 Click on the Inventory tab 2 Click on the Add box or Add File button 3 A new window appears 4 Select the status of the box or file you want to add For boxes Item Type E Box status PRE ADD IN IN HOUSE PRE ADD This is usually a box who s content is meant to go to the record center A Pre Add box is usually filled with documents it s content described using the different data fields and shipped over for archiving at the record center IN IN HOUSE This box will be stored internally in your offices file room and its content is usually consulted on a regular basis For files Item Type 9 File status PRE ADD IN IN HOUSE ELECTRONIC PRE ADD This is usually a file who s content is meant to go to the record center A Pre Add file is usually filled with documents it s content described using the different data fields and shipped over for archiving at the record center either in a box or on a shelf IN IN HOUSE This file will be stored either in a box or on a shelf internally in your offices file room and its content is usually consulted on a regular basis ELECTRONIC This file will be used to archive electronic documents only and will never contain any ohy
26. a drop down list of recipients beginning with the same letter will appear when changing a recipient or checking OUT items NOTE Adding recipients in this list is not compulsory if the Require Valid Recipient option in the Customer Information module is set to No In this case the system will accept any recipient name Contact your Record Center to change your settings fE Report amp Configuration 7 options a Inventory My Cart fs Circulation Disposal 7 Labels Recipients Short Name Adding a recipient 1 Verify if the recipient is already in the list If not press on the Add button 2 Enter the information in the following fields Short name The information in this field should be chosen to reflect the person s information as much as possible since the short name cannot be associated with more than one recipient When choosing a recipient the short name appears once you enter its first letter along with all the other short names beginning with the same letter First Name MI middle initial and Name Enter the person s first name middle initial if needed and last name Email Enter the person s email address Active Checkbox indicating that this recipient uses ActiveWeb When a recipient doesn t need access to ActiveWeb anymore or simply stopped working for your company always chose to de activate it first before deleting it altogether You can do this by simply unselecting the box This w
27. are indexed in the box currently displayed Clicking on this icon will bring you directly to the schedule section A number indicates how many delivery dates are scheduled for the Current box or tape Clicking on the icon will bring you to the notes section of the page where you will be able to vew them Clicking this icon will update the information for this record based on what is in the database This may be necessary if someone else is working with the data for the same record 16 DocuData s ActiveWeb 5 57 User Manual Print Box Details Clicking on this icon will bring up a PDF report listing the details fields and history of the box Note You will need a PDF reader to view these reports PDF readers are available free of charge from many sources including http www foxitsoftware com The following icons pertain to files only a View the box containing this file et w w CN E Images Print File Details Documents If you need to refer back to the box that contains this file click on this icon Clicking on the icon will bring you to the images section 49 of the file record A number indicates how many images are attached to the file Clicking on this icon will bring up a PDF report listing the details fields and history of the file Note You will need a PDF reader to view these reports PDF readers are available free of charge from many sources including http www foxitsoftware com
28. center Field Descriptions Status Read only field that can take values PRE ADD IN IN HOUSE SELECTED OUT TO DESTROY DESTROYED TO TRANSFER TRANSFERRED TO DELETE DELETED This field indicates the current state activity can also be used of a box or a file This field is automatically updated to reflect the operations made on boxes or files The status of an item will affect what can be done with it For example items that are IN are available for order Items that are SELECTED have been placed on an order that has already been submitted and therefore cannot be placed on a second order at this time Recipient When an item is OUT or OUT In House another field will appear at the right of the status This field designates the recipient to whom the item is loaned to You can change the recipient of an item this action is also called a change of hands by simply modifying the name in the field and pressing on the Update button The system will add this change in the item s history once the item itself is updated Consult the following topic for a more proficient way of managing your recipients ho 2010 DocuData Software Corporation Inventory Tab 19 RC Record Center Number Read only numeric field This number is automatically and sequentially assigned by the system Within an account and item type the RC number is unique It is used internally by the system for tracking purposes It also ap
29. document Status Read only field that can take only value in this case ELECTRONIC RC Record Center Number Read only numeric field This field indicates the number unique automatically attributed to a document It is used internally by the system for tracking purposes Parent file Read only field that indicates the file number in which the document is Old Number Read only alphanumeric field containing a maximum of 16 characters When a document number is modified the old number will be displayed in this field for reference lf the number is changed a second time then the original number will not be retrievable at least for searches by old numbers Effectively all the old numbers of a document are saved in the document history Registration date Read only field that indicates the date when a document was added for the first time Finalization date Read only field that indicates the date when a document was finalized making it non modifiable Document type Read only field that indicates the file extension of the document ex doc vsd ppt etc Number Alphanumeric field containing a maximum of 20 alphanumeric characters This field contains the number assigned to the document The following values are all valid 100 100 01 01 TB 00002 Access level Numeric field containing a value between 0 and 9 inclusively The access level is used to prevent unauthorized users from editing or ordering boxes with acc
30. file from your computer When a pdf file is selected you must select the color in which it will be imported black amp white or color When all the information has been entered click on the Accept button Import Images x File Name Choose Fite No file chasen Accept Cancel After clicking on Accept you will also get a confirmation dialog like so The following file will be imported box gif Saved images will become permanent Continue Yes i IM Note This dialog is an important part of the import process because once an image is imported it cannot be deleted unless the whole file is destroyed on a disposal list After clicking Yes on this dialog the image will be appended to the end of the image list So for example if you had 35 images in before importing a new one the newly imported image will be located at 36 2010 DocuData Software Corporation Inventory Tab 55 3 11 5 Scanning Images Into Files If you have a IWAIN compatible scanner setup on your computer you can scan images directly into files va ActiveWeb Note You need to have the Java Runtime Environment JRE installed on your local computer in order to use the image scanning feature of ActiveWeb The minimum version required is JRE 6 Update 10 although at the time of writing this manual they were already at version JRE 6 Update 13 Go to http java sun com to download the package or click here to access the download
31. inventory tab and press on the printer icon for each item you wish to add Here is a picture to illustrate Sexe a Box RC Number 204956 Entry Date 1996 07 28 Status PRE 400 Old Number Oo Alternate Label Number Hooo4 Owner Department INSURANCE FILES ACTIVE DETROIT FILES v 2 Then when you ve added all the items you want to print browse to the Labels tab 2010 DocuData Software Corporation DocuData s ActiveWeb 5 57 User Manual Item Set Number 5 Description B S CLIENT A c lanoo4 PRE ADD CARTONERIE ST LAURENT Remove individual labels here Remove All Boxes Print format x159 Choose Avery format here Start from position SS Enter start position here Warning To insure proper alignement af the labels set the Page Scaling option to None when printing the PDF document Example Print format Default avery 159 4 x1 w Start fram position Warnng To insure proper alignement of the labels set the Page Scaling option to Mone when pining the PDE document Exannle Locations Location Type E ciaupia s OFFICE Remove All Locations Print format Default Avery 5159 4 x 1 5 Start from postion Warning To insure proper alignement of the labels set the Page Scaling option to None when printing the PDF document Example Here you can remove individual labels or all from the print l
32. page directly To start you first have to click on the Scan button as seen in the picture below Images This file contains 6 images Documents first five pages 1 5 ooo Pages 11 5 0 2 7 20 Preview images view as PDF view as TIFF OCR and Index Pimper mages con Then the scan window appears like so Imaging Close window here when done 20 120 270 a View the image stretched to full page View the image stretched to full width View the image in actual size Rotate selected image by 90 180 or 270 degrees Save scanned images to file Open scanner interface Select scanner Resize window here The first thing you should do here is to make sure you have your scanner selected and ready for 2010 DocuData Software Corporation s DocuData s ActiveWeb 5 57 User Manual scanning As seen in the picture above you have to click this button Ml to choose your scanner If you don t see your scanner in this list please ask your computer administrator to make sure it is properly installed Note that if your scanner does not have a compatible TWAIN driver installed the scanning won t work Se Once your scanner is chosen open your scanner s interface by clicking on this button Here s what got when opening mine RICOH TWAIN Driver er 3 Aficio 1027 Aficio1 027 ajx Document Document Platen glass Scan Orientation Standard Oded SIZE ad Portrait t
33. presently modifying a document it will appear in light green If it is being modified locked by another user it will appear in light red and if it has been finalized a finalized document cannot be modified it will appear light blue 4 Press on the Add New Document button Click on the Browse button select an electronic document and press Open Note A document can be a file a compressed file ex zip or a folder Take note that if a folder is added its content cannot be emailed The compulsory information in red will automatically be entered according to the file s information if the fields do not have a drop down value If the information is not the one you want to be saved simply edit it and fill the information for the rest of the fields 40 Number Access Level ow Description Author Creation Date BL Field 1 Field 2 Field 3 Attached File Browse Mat s Keywords Delete the enginalls filals 5 Press on the Ada button lf you wish to delete the original file simply check the box situated on top of the button A confirmation message appears 2010 DocuData Software Corporation 40 DocuData s ActiveWeb 5 57 User Manual Alert http localhost BO80 The document wes successfully added 3 10 2 Description of document fields Item Type Read only field indicating that the item is a
34. reference page numbers when the manual is printed The page icons looks something like this 20 In this case it would mean that the referenced topic can be found on page 25 of the manual Example Here is a reference to the start page of the Inventory 13 1 section of this manual Your Feedback Your feedback and opinion is very important to us If you find errors in the document or have Suggestions on how to improve it please feel free to send us your comments at Support docudatasoft com DocuData Software 1 2 Prerequisites amp Technical considerations Prerequisites and technical considerations You need to have the Java Runtime Environment JRE installed on your local computer in order to use the image scanning feature of ActiveWeb The minimum version required is JRE 6 Update 10 Go to http www oracle com technetwork java javas e downloads index html to download the package or click here to access the download page directly Also note that even though ActiveWeb works with the majority of internet browsers in use today its performance is at its best when using either Internet Explorer 8 Firefox 3 or Google Chrome lf at any point you are having some technical difficulties accessing or using the software with issues not covered in this manual contact your record center for support 2010 DocuData Software Corporation 6 DocuData s ActiveWeb 5 57 User Manual 1 3 Obtaining a Username and Password In order to
35. the search results gk You can use these buttons if you want to add all of the items you see in the search results at once on the labels print list work list and or to an order More information about orders and label printing can be found in the My Cart Tab 58 and Labels Tab 87 section of this manual GL This button is used when you want to import many articles in the inventory at the same time For more information consult the Importing information 37 topic a 100 5 2010 DocuData Software Corporation DocuData s ActiveWeb 5 57 User Manual 3 2 Description of Default Fields Number OOS status FRE ADD Box RC Number 204956 Entry Date 1996 07 28 SEEM CARTONERIE ST LAURENT status PRE ADD Old Number oo4 Altemate Label Number Status Humber 00004 Owner Department INSURANCE FILES kd ACTIVE DETROIT FILES Description CARTONERIE ST LAURENT Start Date 1996 06 25 E End Date 1996 06 20 E TEL d box Type 00111 INQUIRY Number ME B source SHERBROOKE More than 100 search results Field 1 TEST Field 2 All D a Field 3 Humber oo Status PRE A400 Description o Note Fields in ActiveWeb may be renamed hidden or made mandatory according to the needs of your organization The following is a list of the default fields and how they may be used Fields labeled in red are mandatory When in doubt please ask your record
36. your new password Then press the Enter button to login and change your password all at once e f you have forgotten your password click on the Reset Password link which appears to the left of the Enter button You will be asked to enter your customer key and login name it can also be the email you gave the record center R initialisez mot de passe Reset Password Num ro du client Customer Key Po Nom d acc s Login Name Po Soumettre Enter After pressing Enter you should get a message that an email message has been sent to you Windows Internet Explorer x A Requ te compl t e un courriel suivra Request submitted an e mail will follow If for some reason the email didn t go through you should get a message like so Windows Internet Explorer Configuration error Your email is not configured in the Authorized User module ORK In which case you should contact your record center and let them know As the message says it probably is just that you have no email address configured in your account at the record center Once the email goes through you will receive it in your mailbox and it should look something similar to this 2010 DocuData Software Corporation 8 DocuData s ActiveWeb 5 57 User Manual 3 Inbox t O From Subject Date Today D info docudatasoft com ActiveWeb Reset password info docudatasoft com Sent Fri 18 04 2008 4 11 PM To erickp docudatasoft c
37. 403157 283219 08 08 2008 JEAN FRANCO Yes 08 11 2008 PM MISCELANEOUS SERVICE 2301 Cannes Brul e 403158 283256 08 08 2008 JEAN FRANCO Yes 08 12 2008 PM Box 108 TEST PAID INVOICES D D 1s 26 800000056 1 Van Horne Avenue 403549 283376 08 12 2008 Yes 08 12 2008 AM MISCELANEOUS SERVICE 2301 Cannes Brul es 403301 283340 08 11 2008 JEAN FRANCO Yes 08 12 2008 PM MISCELANEOUS SERVICE 2301 Cannes Brul e 403302 283377 08 11 2008 JEAN FRANCO Yes 08 12 2008 PM SALE OF LETTER LEGAL BOXES 1 Van Horne Avenue 403543 283376 08 12 2008 No 08 13 2008 AM MISCELANEOUS SERVICE 2301 Cannes Brul e 403478 283464 08 12 2008 JEAN FRANCO Yes 08 13 2008 PM MISCELANEOUS SERVICE 2301 Cannes Brul e 403473 283546 08 12 2008 JEAN FRANCO Yes 08 13 2008 PM MISCELANEOUS SERVICE 1425 boul Ren L vesque Ouest 403694 283548 08 13 2008 CLAUDE CAUM No 08 14 2008 PM 65 GAL BIN ROTATION FULL Photocopy room LaSalle 403658 0 08 13 2008 No 08 14 2008 AM MISCELANEOUS SERVICE 2301 Cannes Brul e 403657 283595 08 13 2008 JEAN FRANCO No 08 14 2008 PM MISCELANEOUS SERVICE 2301 Cannes Brul e 403659 0 08 13 2008 JEAN FRANCO Total 14 2010 DocuData Software Corporation 94 DocuData s ActiveWeb 5 57 User Manual 9 Configuration Tab The elements available in this tab are mostly for management purposes It enables you to easily manage departments retention schedules user accounts and holidays This tab is only available when using the Physical Document Management version of the w
38. Boxes By Description Files By Number Files By RC Number Files By Field 1 Files By Description Items By Bar code Return al Permanently Out F Delivery Here is where you choose which delivery type to use for your order and the address at which you want those items delivered You can enter some special instructions to your record center there 2010 DocuData Software Corporation e2 DocuData s ActiveWeb 5 57 User Manual also if you need to Delivery Address Special Instructions Submit Order 2010 DocuData Software Corporation My Carttab 63 4 2 Placing an Order to Your Record Center Placing an order to your record center is quite easy but depending on what you want to order or return there is a few different ways to accomplish this task Scenario 1 Order from searches One common way to place items on an order is to first search 241 for the item you need and then place it on the order To place it to the order simply press the little shopping cart icon at the top of your item s detailed view The icon will pass from this to this when added If you want to order a non inventoried file from a box you first search for the box itself and then click on the file icon in the box module like so File Icon Item Type Ebo Status PRE ADD kC Number soogog025 When you click on the file icon the screen will move to the file section of the box like so H Files This box contains 1 Fi
39. C Number File RC Number Take note that if you have a wedge scanner attached to the workstation it will be faster if you select Barcode Bar code m l Bar code Box RC Number File RC Number 4 When using barcodes Scan the box or the file s barcode When entering RC numbers Start by selecting which type of item you will check out first e g boxes enter all the RC numbers for this item type If need be repeat the same step for another type of item e g files Every time you enter a RC number press the Check Out button below 5 At the bottom of the window a summary of items checked out will be updated every time an item is checked out When all items have been checked out press Close 5 3 Checking OUT items in Terminal mode The terminal mode is a basic screen that lets end users recipients easily check out items This is normally used in a file room to facilitate the work of file room clerks and lets them take care solely of the picking refiling and checking in of items 1 Access the terminal mode by entering the correct address http lt ActiveWeb address gt terminal Note The customer must have a web licence with the active option that enables them to manage in house documents 2 Login 6 to the web normally The following screen appears 2010 DocuData Software Corporation Circulation Recipient Note The user opening the terminal must have edit rights to the Circulat
40. C Web 8693 ActiveWeb Add a Start Date range filter in the_advanced search 24 options 8780 Indicate number of active and withdrawn files in box header in ActiveWeb 9102 Allow users to create a deletion list from out items on the work list 35 9110 Allow users to import datal37 from the web 8671 Allow OCRIs8 from ActiveWeb 5 54 9205 Include box file fields 2 and 3 in web searchl 24 9131 Add the ability to specify the number of files tapes to pickupI 66 from the customer amp 5 55 9509 Ability to specify non sequential image ranges 49 when viewing images in ActiveWeb 9434 When viewing_electronic documents 441 in ActiveWeb allow column sorting 5 56 9473 In ActiveWeb make the_notes 21 display state persistent 9688 Add option to include edm prefix to file name after file is sent to EDC 5 57 9227 Create an online viewer for electronic documents 42 9858 Increase maximum alternate barcodel 19 length to 30 characters for boxes and files 9926 Add ability to import 37 inhouse boxes and files with location assignment 9973 Add Cancel button when adding items 28 in ActiveWeb 9952 Add kiosk terminal model 70 for in house circulation in ActiveWeb Home Tab Home The Home tab is the first window displayed after you have successfully logged into ActiveWeb A To the left ActiveWeb displays holidays for the next 7 days This includes record center holidays as well as holidays specific to your own company See Holidays 104 for instruct
41. Disposal Labels Report amp Configuration 7 Options gt A r pr 4 E 2 thy FB L i Description INQUIRY ACCOUNTING ACCOUNTS PAYABLE BALANCE SHEET CLAIMS FF GENERAL PERSONEL FILES PLANT COLLECTION STUFFED ANIMALS TF TX VERIFICATION WORKING PAPERS rx x x x x x x B x x x x x x Here you can add edit and delete retention schedules Note You might not have the option to edit or delete EJ retention schedules This will happen if Your company hasa copy of DocuData s EDC ActiveFile Software installed and replicated with your record center Your user settings at the record center prevents you from editing retention schedules Adding and Editing Retention Schedules Whether you are adding a new retention schedule or editing an existing one the interface is the same for both Here s what it looks like 2010 DocuData Software Corporation o DocuData s ActiveWeb 5 57 User Manual Type English Description Spanish Description Retention Active Non Confidential oo Month s Semi active Non Confidential Month s Active Classified Legal Evaluation Financial Evaluation Restrictions RESTRICTIONS From here you simply fill in the fields you need to and then press the Save button when done Here is a description of the fields you see on this screen E Type This field indicates the name of the document type This value will app
42. LE or SEND TO DEPOT 2 The disposal date 3 The disposal date calculation method If VARIABLE the disposal date of a document corresponds to the conservation period added to the End Date when present or to the Entry Date If FIXED the disposal date is not determined by the retention policy for the document type and may be entered manually or by a data import Range Lowest and highest values of the alphanumeric index on the documents in the box or file These fields are very useful if your documents are sorted alphabetically or numerically for example by client name or case number Using the range parameter in the advanced search it is possible to identify records that might include an item based on an alphabetical index Location The content of this field may vary depending on the type and status of the item For boxes this field will only contain information when the box s status is IN HOUSE If it is IN IN HOUSE the field will show the box s present location While if it is OUT IN HOUSE the field will show the box s last assigned location For files the field shows the physical location of the file It can either be a box designated by number or a shelf 2010 DocuData Software Corporation Inventory Tab 21 For files stored IN HOUSE at the customer location the location can be a box designated by number or a shelf location To manage locations at the customer site IN HOUSE consult the Mana
43. Note Not every user have access to the user tab because of its administrative features If you think you require it just ask your record center to give you access to it Add New User Name First Name Login Mame Password Confirm Password Add New User Find and Edit User Info Login Mame Adding users To add a new user you simply fill the Add New User form and press the Add New User button when you are done Add New User Name First Name Jane Login Marne lianed Password pwd OO confirm Password pew Add New User Find and Edit User Info Lagin Name New Search When the user gets added you ll get a confirmation message 2010 DocuData Software Corporation Configuration Tab 101 Alert http localhost BO8O Editing an existing user To edit an existing user you fist have to search which user to edit When the user is found its details will be shown like in the picture below Find and Edit User Info Login Name User Login Name DEMO Name Smith First Name John Telephone 514 555 1216 Email erickp docudatasoft Language English Active Yes Change Password Groups Inventory Orders Supervisor Department All None Partial Delivery Address All None Partial Update At this point all you have to do is make the appropriate modifications and click the Update
44. Settings Mode Photo Previn Document Platen glass Side Unentation Standard deg Data Size 44 Portrait Ma M Deskew 3 69 ME H Start from Scanner Quality Endorser Statistics Scanning Area Resalutiorn 200 dpi aE of W Link width Y Resolution 200 dpi 4 l R E w a sn Position 2 O g Cerise g gt mi tL Threshold a H Pierig Width 210 Length 297 Unit nim ow Colors Gradations Gra Scale Gamma Curve Mormal Advanced O Save Delete Area ave Delete Area About Jave Select Close Help Note that every scanner will have its own variant and might not look at all like the one you see here Note also that the scanner s interface might appear to not show up at all It might just be that it is hidden behind another window so if you don t see your scanner s interface the first thing you should do is move or resize the other windows on your screen to make sure it is not hidden Once you re happy with the scan settings you can start scanning your images by pressing the appropriate button on your scanner s interface In the example here have to push the Scan button on the top right of the picture above 2010 DocuData Software Corporation Inventory Tab Once the scanning is done you should return to the scanning window of ActiveWeb where you will see your scanned images like so so
45. amp Configuration 7 H options fit A Inventory amp My Cart Check Out Items Check In Items Here is a short description of each element present on screen Period These calendars let you enter a date range for viewing refile and picking lists Refile lists A refile list is created automatically when items are checked IN Picking lists A picking list is created automatically when IN HOUSE items are ordered in MyCart Check Out items This button will let you check OUT items i e telling the system a recipient is taking out the box file from its location or file room to consult it s content using a wedge scanner or by entering the RC numbers of items Check In items This button will let you check IN items i e telling the system a recipient is bringing the box file back to its location or file room using a wedge scanner or by entering the RC numbers of items 5 2 Check Out items Checking Out is when an item is IN your on site file room IN HOUSE and you want to take it OUT This process simply indicates that the items goes from the office file room to a recipient 1 Press on the Check Out button The following screen appears 2010 DocuData Software Corporation DocuData s ActiveWeb 5 57 User Manual Check Out tems x Recipient Bar code v Check out Bowes a Files a Close 2 Enter a recipientho 3 Select the way the information will be entered Barcode Box R
46. ays If you know of company specific holidaysho it is good practice to enter thesel02 prior to scheduling your tape deliveries Scheduled delivery dates appear as a calendar icon with the number of scheduled dates appearing as a number to the lower right Clicking on this icon will take you to the Rotation Schedule section of the record lf this section is collapsed you may expand it by clicking the button See below 2010 DocuData Software Corporation 32 DocuData s ActiveWeb 5 57 User Manual Tape Number x Add tape mema Show Advanced Search oes 90 0 alo Boo004 aj Status PRE ADD Disposal Non Non Confidential iw PE oa CARTONERIE ST 2002 06 30 Maoren 2002 06 30 a i Fixed x 2 Q a amp Tape Range 0001 to 3600 Number Volume fi2 Status in Cis Description i Sa m Item Set SEAL Tape Number Status Description iy Notes Keywords History Number OME Piate Update Delete More than 100 search results Rotation Schedule Qa a In the rotation schedule section there are three methods for adding more delivery dates 1 Adding an individual delivery date Add New Delivery Date Date Address AM PM Add 1 Type a date or select it using the calendar 2 Choose the address at which to deliver the tape 3 Select the preferred delivery time period AM or PM 4 Click the Add button 2 Adding mult
47. ber Status Description i O emoc In edition Locked by another user Finalized Aiki Hew Document Scroll down to the Versions section and press on the plus sign to open it Click on the Open read only button beside the version you want to read This will open the desired version 3 10 6 Modifying a document From the Inventory tab 1 Search 241 for a file 2 Click on the Documents icon from the tool bar Fila AC Number 5 230385 Entry Date 1995 08 18 3 Status IN Note The number beside the icon defines the amount of documents in the folder 3 This will bring you down the page to the documents section E Documents This file contains 6 documents Number Status Description gt Open read only D view Training and documentation operations G open For Modification docudatasoftware D ave Mod operations in spreadsheet 5 50 D B Email creating and dispatching deliveries_2 Di l Feedback for AF web In edition Locked by another user Finalized Add New Document 2010 DocuData Software Corporation a DocuData s ActiveWeb 5 57 User Manual Notes e When a document is being modified by another user it will appear in light green If it is locked by another user it will appear in light red and if it has been finalized a finalized document cannot be modified it will appear light purple e f you have many documents you can sort through them by number status or description simply by c
48. cked and no more items can be added to the list See picture below You can remove items but not add any more If you wish to add more you can either delete the list before it gets authorized and start over or just put your new items on a new list List 247 List Number 47 status Locked Description Disposal Type Non Confidential For Labrosse Claude T Authorized Processed Item Set Number 5 Description B 271 ON DISPOSA ACTIVE POLICY FILES x 379 ON DISPOSA ACTIVE POLICY FILES 2010 DocuData Software Corporation Disposal Tab 85 6 2 2 Viewing Editing an Existing List To view an existing disposal list simply enter the list number in the List Number field and click on the Load List button to view it If you don t know the list number you will have to searchI8e the list instead a aventer j My Cart M abets Eisen Configuration Y Eg Options List Number User all users x Status All Disposal Type All X Authorized E Processed 7 to m3 2010 DocuData Software Corporation s DocuData s ActiveWeb 5 57 User Manual 6 2 3 Searching For an Existing List You can search disposal lists by using the different search criteria as seen in the picture below Alternatively if you already know the list number you are looking you can simply load 85 the list RCWeb 5 50 00 DEMO A Client Demo Windows Internet Explorer aaa x a Inventory i My Cart D
49. do become case sensitive if mixed So for example if you search for documents that have the word montreal in them these 2 will work MONTREAL montreal but not Montreal and since in most EDC fields the case are always uppercase then you should not mix cases when performing a search By default we always simply do our searches in lower case 2010 DocuData Software Corporation 26 DocuData s ActiveWeb 5 57 User Manual 2010 DocuData Software Corporation Inventory Tab 3 4 Editing Box or File Information 1 Searchl 24 for an item to edit 2 Enter the new information in the required fields 18 the compulsory fields are in red 3 Click on the Update button at the bottom of the window A confirmation message appears Alert http localhost 8080 7 The modifications hawe been sawed Note If you edit a record then attempt to navigate away from it without saving the changes ActiveWeb will display the warning message below If you wish to shave your changes click the Cancel button on the dialogue then click the Update button as in step 3 above Current item contains unsaved changes that will be lost Continue To add edit notes or keywords 1 Click on the sign besides Notes Keywords 2 A window appears below the title of the field 3 Add or edit notes keywords 4 Click on the Update button at the bottom of the window Note Keywords are particularly useful when using the Full Text
50. document Each of them can be opened for reading 3 10 3 Viewing or modifying the information of a document 1 Search 24 for a file 2 Click on the Documents icon from the tool bar Fila RC Number 230385 Entry Date 1995 08 18 Status IM Note The number beside the icon defines the amount of documents in the folder 3 This will bring you down the page to the documents section 2010 DocuData Software Corporation 42 DocuData s ActiveWeb 5 57 User Manual Documents This file contains 1 documents Number Status Description DE Emo In edition Lecked by another user Finalized Ach Hew Document Notes e When you are presently modifying a document it will appear in light green If it is being modified locked by another user it will appear in light red and if it has been finalized a finalized document cannot be modified it will appear light blue e If you have many documents you can sort through them by number status or description simply by clicking on the column title To sort from lowest to highest click once from highest to lowest click twice 4 Simply click on the desired document The document s information will appear 5 Modify the information that you wanted to change consult the fields 401 section for additional information and press the Update button at the bottom of the screen when you are finished A confirmation message appears Alert http localhost B080 Vi
51. e different fields using the Options Tabho a H This is toolbar allows you to work with the displayed item in various ways Below is an explanation of each icon Add to Order Add to Print List Q Add to Favorites Add to Work List Files Refresh 2010 DocuData Software Corporation This icon is used when you want to place your item on an order from the record center or return the item to the record center More information about the specifics of ordering is contained under the My Cart Tab 58 section later in this manual This icon is used when you want to place your item s label on a print list Then when you are ready to print your labels you browse to the Labels tab and print them from there More information about printing labels is contained under the Labels Tab 87 section later in this manual This icon enables you to bookmark or place an item on a list of favorites You can then go back to your favorites to quickly access the items you ve placed there The favorites are accessed wa the search types drop down box as explained in point D above This icon enables you to put items on or off your work list Work lists can be later used to populate disposal lists Refer to the Using the work listl35 topic later in this manual for more information on work lists Clicking on this icon will bring you directly to the files section of the Current record A number indicates how many files
52. ear in the drop down list associated with Type field of the boxes and files from the inventory modules English and Spanish Descriptions These fields give the English and Spanish descriptions of the document type Retention Active This field indicates the active retention period for boxes and files of the selected type Semi Active This field indicates the semi active retention period for boxes and files of the selected type Disposal Modes Active This field indicates how the documents will be disposed of at the end of their active retention period Semi active This field indicates how the documents will be disposed of at the end of their semi active retention period The following list describes the disposal modes CONFIDENTIAL These documents will be disposed in a confidential manner NON CONFIDENTIAL 2010 DocuData Software Corporation Configuration Tab s These documents will be disposed in a non confidential manner NONE A disposal mode has not been determined PERMANENT These documents will never be disposed of REVISION These documents will be placed on a list so that they can undergo a special verification before being disposed of SAMPLE These documents will be placed on a list so that samples can be extracted before disposing of the remaining items SEND TO DEPOT Documents must be sent to another storage area different from the off site record center where they will be stored indefinitely
53. eb interface For more information please contact your record center 9 1 Departments You can now manage departments from within ActiveWeb To access this function simply click on the Configuration tab and select the Department menu item Here s a picture of what you might find when entering the department module of ActiveWeb a Inventory My Cart mM Disposal M abels fE Report amp Configuration 7 EF options z ie i i n a ENEI 7 Department Department Description ADMINISTRATIOIN Sub Departments Click here to add CLOSED CLAIMS Active M ADMINISTRATION ASDFASD CLAIMS ECOLOGY GENERAL GENERAL FILES INSURANCE FILES RECLAMATIONS SLIDF TAXES if E Gist e e isa Ga as e e e a GEGGEAGCBGGAGCEGG 6 Here you can add edit and delete main and sub departments Note You might not have the option to edit or delete x departments This will happen if Your company has a copy of DocuData s EDC ActiveFile Software installed and replicated with your record center Your user settings at the record center prevents you from editing departments Adding and Editing Departments Whether you are adding a new department or editing an existing one the interface is the same for both Here s what it looks like 2010 DocuData Software Corporation Configuration Tab os Department Description Supervisor
54. ent you want to use in the future e g JO and or select it Press Save 3 A confirmation message appears Press Yes to follow through with the process or No to stop it 4 Edit the recipient s information since the system always keeps the information of the first recipient using this short name see above for instructions Deleting a recipient Before deleting a recipient evaluate if this action is necessary by asking yourself Does one recipient need the person s short name for identification purposes If the answer is no consider simply unselecting the Active checkbox of this recipient its information will be available for tracking purposes But if the answer is yes then you can either transfer the name to another user see above for instructions or proceed with the following steps 1 Click on the X beside the recipient you want to delete 2 The system will check if the recipient has any items in his possession OUT IN HOUSE or OUT If the recipient has any items we suggest you press No First run a report based on the following steps i Go in the Report tab ii Select the Box report option ili Send the Out to and the RC number fields in the Selected column IV Add a filter with the following information Field Out to Equal Value Short name of the recipient you want to delete V Select an output format vi Create the report and print it if need be Repeat the steps to create a File report E g
55. ess restriction 9 is the most restrictive access When editing the field the user can only assign a value less than or equal to his own level If the access level of a user is less than the box access level the user is not allowed to edit or order it Description Optional alphanumeric field containing a maximum of 40 characters This field contains the description of the item 2010 DocuData Software Corporation Inventory Tab oat Author Optional alphanumeric field containing a maximum of 20 characters This field indicates to whom the document belongs to and is strictly for internal use for the customer Creation date Compulsory field that is either automatically entered when first selecting the document to add or entered manually if modified before selecting a file It indicates the date of creation of the electronic document not to be confounded with the registration date Field 1 Field 2 Field 3 Optional alphanumeric fields containing a maximum of 20 characters each Notes Alphanumerical field used to add notes to an item ex fragile Keywords Alphanumerical field used to add new keywords to an item Keywords are very useful when using the Full Text Search choices see Searching for a box or a filel24 History Read only section that indicates all the changes done to a document as well as all its transfers from IN to OUT etc Versions Section that lists all the previous versions of the
56. essary to establish templates for import with your record center and to have them associate these templates to your account If you wish to be able to perform imports but the import button to the far right of the search area does not appear on the Inventory tab of ActiveWeb please contact your record center Once the import functionality has been activated and you have data available in the template perform the following steps to import it 1 Go in the Inventory tab 2 Click on the Import button to the far right of the search area 3 Choose an import file and press the Accept button 4 A confirmation request appears This operation cannot be undone Continue Yes i 5 Press Yes to continue If an error message such as this appears Alert http localhost 8080 iwekd parameter vale Inport bape could not be determined from file name This means that you may not have used a recognized template Template names should start with the template number in square brackets Eg 1 box data csv would tell ActiveWeb to attempt the import using the rules for template 1 Changing the box data part of the name would not affect the import but changing the 1 part would result in the above message 6 The import will be processed and a summary of results will appear 2010 DocuData Software Corporation 38 DocuData s ActiveWeb 5 57 User Manual Record Added F Record Updated Record Skipped g View Log
57. ewing who is modifying a document Click on the menu button gt and select Check who is modifying the document A message with the user s name will appear The page at localhost 3080 says Smith John Press OK to go back to the document section 3 10 4 Viewing a document 1 Search 24 for a file 2 Click on the Documents icon from the tool bar 2010 DocuData Software Corporation Inventory Tab pa JOLI Ea File RC Number 230385 Entry Date 1995 08 18 Status M Note The number beside the icon defines the amount of documents in the folder 3 This will bring you down the page to the documents section E This file contains 6 documents Number Status Description gt j Open read only Training and documentation operations D open For Modification docudatasoftware Save Modifications B Email operations in spreadsheet 5 50 Creating and dispatching deliveries_2 In edition Locked by another user Finalized Add New Document 4 Click on the menu button and select View This will automatically open the latest version in a viewer a View stretched to fill a full page View stretched to full width A Page Creating and dispatching deliveries screenplay and notes for handouts and tutorial presentation 7 Outline and orientation brainstorm Principles and tools for working with route templates Create route templates o management gt system information
58. ging locations 30 topic Volume Read Only field that indicates the volume of a box or the key associated to the box type Vault This value indicates if the box is stored in a vault Item Set This field allows you to associate an item to an item set When one item belonging to an item set is placed on an order all the available items associated to that set are automatically placed on the order as well Items can then be removed from the order if necessary To associate an item to an item set simply type the item set name or description In the same way that boxes and files may be added to the same order boxes and files may be added to the same item set Notes Alphanumerical field used to add notes to an item When notes are expanded for view by using the sign they will remain so for all documents viewed subsequently until they are collapsed by using the sign When data is imported from a spreadsheet if the data is too long for the field eg the description field allows 40 characters the first 39 characters of the data will be placed into the field followed by The full data will appear in the notes field eg DESCRIPTION Cash vouchers Notes fields are included in the full text search index Keywords Alphanumerical field used to add new keywords to an item Keywords are very useful when using the Full Text Search choices see Searching for a box or a file 241 History Read only field
59. h function If you choose the Search method you will have to fill out some of the following fields Search From St E Disposal Non Confidential hr Type Department by Internal to Location Checked out less times in last Monthis nhel Items older than Monthfs From to Search by period by selecting a range of dates Press on the calendar icon ZE to select a date Disposal Search by Disposal type by selecting one in the list Type Search by Document type by selecting one in the list 2010 DocuData Software Corporation DocuData s ActiveWeb 5 57 User Manual Department Sub department Search by Department and Sub department by selecting them in the list Internal location Search by internal location interval Enter a range of locations from to Check out less than__ times inlast__ Month s Search by number of times checked out for a specific period of time calculated in months Items older than__ Month s Search by number of months since the creation of the item From a work list In order to create a work list please consult the following topic Using the Work Listl351 Once your work list is created see step 3 From a text source If you choose to create the list va the text source then you will have to choose by which kind of text field you wish to populate the list as seen in the picture below Text Boxes By Number Boses By Number Boxes By Description Files By Number
60. haracters otherwise an error message will appear Press on the OCR and index button Images This file contains 6 images Documents first five pages 1 5 a ooo Pages 1 5 1 2 7 20 Preview images View as PDF View as TIFF OCR and Index import Images The information will therefore be available when searching via the full text search 24 4 My Cart tab 4 1 My Cart Tab Layout When you first open the My Cart tab you are presented a screen like so if you have not added anything to your cart yet 2010 DocuData Software Corporation My Cart tab s9 My Cart To add items to the order cick on a Inventory ES Non Inv File Open Shelf Files Return sd Pickups ES pox Sale Shredding recycling Delivery Delivery Type 4 Address Special Instructions Here s the description of the different areas in this page My Cart This is the area of the page where items you add to your cart will appear From this area you can delete items from your cart and or specify extra information like the recipient the return or permanently out status to your order items Here is a picture to illustrate Return Item to RC here Perm out item herev Return Permanently Out Delete Item from cart here Edit recipient herev Number Status Description Recipient 2 lizo n CLOSED CLAIMS FILES Labrosse Claude T ps a Copy to all items below Charge bac
61. hat might include an item from a specified date Type Required drop down alphanumeric field containing a maximum of 10 characters This field describes the document type of the retention schedule by which the disposal date of a box or a file is controlled Document types may be configured by your record center or through the Retention Schedules 97 section of the Configuration Tab Source Optional alphanumeric drop down field containing a maximum of 10 characters For boxes this field indicates the location where the box came from before arriving at the off site record center Field 1 Field 2 Field 3 Field 4 Field 5 Optional alphanumeric fields of various lengths These fields are typically either renamed for your own use or hidden Fields 1 3 accept up to 20 characters and may be associated to drop down lists of values Access level Numeric field containing a value between 0 and 9 inclusively The access level is used to prevent unauthorized users from editing or ordering boxes with access restriction 9 is the most restrictive access When editing the field the user can only assign a value less than or equal to his own level If the access level of a user is less than the box access level the user is not allowed to view edit or order it Disposal There are three fields related to disposal 1 The disposal method which may be CONFIDENTIAL NON CONFIDENTIAL NONE PERMANENT REVISION SAMP
62. i Department all All i Accepted Restrictions Restricted items No only Here you simply enter the date range for which boxes are due to be destroyed and then fill in the rest of the field according to your disposal needs 2 Press on the Create list button at the bottom of the page The following screen appears whether you choose the Work List Text or the Auto Create method 2010 DocuData Software Corporation Disposal Tab oe List 247 List Number 247 Status Created Description Disposal Type Non Confidential For Labrosse Claude T Authorized Processed Item Set Number Status Description 271 ON DISPOSA ACTIVE POLICY FILES 363 ON DISPOSA ACTIVE POLICY FILES 379 ON DISPOSA ACTIVE POLICY FILES 53 ON DISPOSA ACTIVE POLICY FILES Add boxes from work list Add boxes from text Print for authorization Delete List 3 From here you can add or delete boxes to the list until your satisfied with it The next step will then be for you to print the list for authorization so that you can get the signing officer to sign the list and then send the list back to your record center so they can proceed to the disposal of the items on the list lf there are any boxes that cannot be disposed of a message indicating the box number and the reason will be shown lf you want to keep a record of the list before you do any modifications to it you can choose to print it by pressing on the Print bu
63. ill enable you to track down the recipient s information if a problem occurs for example if the person forgot to put the entire content of the file back in the physical folder 3 Press Save to accept the addition or Cancel to exit the window Editing the recipient s information Since the short name is used as the main identifier for a recipient s information one cannot modify it 2010 DocuData Software Corporation 104 DocuData s ActiveWeb 5 57 User Manual like all the other recipient fields see below for information about renaming a recipient 1 Click on the Edit icon beside the desired recipient 2 Edit the fields that need to be modified and press Save to accept the modifications or Cancel to exit the window Renaming a recipient Renaming a recipient means transferring the identity of a recipient to another recipient Therefore when one renames a recipient it must be for an existing recipient The main usage of this feature is when for example a recipient is inactive e g JO and you would like to reuse its short name for another user e g JOE E g If have the following list of recipients JOHN JANE JOE JO and want to rename JOE to JO could On the contrary if wanted to rename JO to JAMES the system would not let me because it is not an existing recipient 1 Click on the black arrow gt beside the active recipient to take the previous example JOE 2 Enter the name of the recipi
64. inventory amp my cart ED pisposat Labels El Report A Mire B options Web Search Field Definition Boxes a Not selected Selected RC Humber Heri Set Department Number Start Date Status End Date Description Withdrawal Disposal Type Entry Date Web Search Field Definition Files Not selected Selected RC Number Number Department i Status Start Date 7 5 Description End Date Withdrawal Disposal Type Entry Date Web Search Field Definition Documents Not selected Selected Document number Number Status i Description Registration Date Search result position Let w Number of results per page Detault For Web search definitions You simply put the fields you need in the selected area for both boxes and files by using the arrows You can also choose the order of the fields with the up and down arrows These fields will be shown in the search results column and are used to describe the item For other options e Search result position This indicates how the search results are positioned in the Inventory tab Here is an example when the search results are on the left Pree Coa Upate Bitem set i Number 300 Box RC Number 204956 Entry Date 1996 07 28 Status Description Status PRE ADD Old Number Alternate Label item Set Number Humber noon Status Owner Description J Department INSURANCE
65. ion tab 3 Enter the name of the recipient entirely or partially and select it in the list and press OK The following screen appears Check Out Items Bar code Boxes o Files o Close 4 Scan the item s one by one with the wedge scanner attached to the work station or enter the barcode manually and press Check out the barcode is usually at the bottom of a label and resembles this 1J 111 250000 lf the barcode hasn t been entered properly the following error message should appear Execution Error Item not found Press F2 to continue 5 At the bottom of the window a summary of items checked out will be updated every time an item is checked out When all items have been checked out press Close 2010 DocuData Software Corporation DocuData s ActiveWeb 5 57 User Manual 5 4 Check In items Checking In is when an item is in your possession OUT IN HOUSE and you want to make the document available again to other users This process simply indicates that the item goes from your office to the office file room 1 Press on the Check In button The following screen appears Check In Items x Bar code Boxes Files Close 2 Select the way the information will be entered Barcode Box RC Number File RC Number Take note that if you have a wedge scanner attached to the workstation it will be faster if you select Barcode Bar code _ Bar code Box RC Numbe
66. ions on adding your own holiday dates to prevent accidental scheduling of deliveries on these dates B To the right your record center may post useful information including announcements and links 2010 DocuData Software Corporation 12 DocuData s ActiveWeb 5 57 User Manual D OC u D ata Announcement e record center usually will use this place to make special announcements available to its customers AS you can see you can also put images here Q docudala Direct access Total control olidays of the record center for the 7 next days Date Description Test Holiday 2009 04 29 Record Center 2010 DocuData Software Corporation Home Tab 13 3 Inventory Tab 3 1 Inventory Tab Layout The inventory tab is used to Add boxes and files to your inventory Query and edit information for existing inventory Order items for retrieval from or return to your record center View and modify your list of Favorite items Add or remove items from a work list which may be used for various purposes including creating a disposal list 31 e Add items to a label print lists 7 The following images highlights key features of the inventory tab The RED letters on the screenshot are referenced by the text below RCWeb 5 50 00 DEMO A Client Demo A Windows Internet Explorer Ail Add box Add file Import gt
67. ipient wether the item is to be returned to the record center or if you plan to keep it at your location indefinitely after delivery permanently out You can also modify the charge back code this may not apply to you To delete an item from your cart simply press the red X on the left side of the item Once you are satisfied with the items on your order you can specify your delivery options and submit your orderl671 to your record center Scenario 2 Order via a batch addition Another quick way to place an order could be in the case where you already Know either the Number RC Number Barcode Description or any other field indicated in the drop down menu like in the picture below i Batch addition Boxes By Number ka Boxes By Number Boxes By RC Number Boxes By Field 1 Boxes By Description Files By Number Files By RC Number Files By Field 1 Files By Description Items By Bar code Recipient Smith John Return F Permanently Out d Then all you have to do is list the numbers or any other fields info on a line of its own in the area under the drop down Here also you can choose the standard options recipient return amp Permanently out if you wish Batch addition Boxes By Number Recipient Smith John Return d Permanently Out d Once you are satisfied with the items on your order you can specify your delivery options and submit your orderls to your record center 2010 DocuData Software
68. iple delivery dates according to a pattern You also have the option to set a recurring set of dates as seen in the picture below 2010 DocuData Software Corporation Inventory Tab 33 Add New Tape Delivery Dates automatic rotation Start Date Fa End Date ma fe Every days C Every of every month C Every ist Sunday of every month C Every days left in month C Every Address AM PM Add Here is a description of the different fields e Start Date The earliest delivery date to be created will be this date or the first date after this date that fits the specified pattern e End Date The latest date to be created will be this date or the last date prior to this date that fits the specified pattern e Every X days If you want the tape box every 5 days for example you would enter the number 5 e Every X of every month If you want the tape box on the 15th of every month you would enter the number 15 e Every X Weekday of every month If you want your tape box on the second Friday of every month you would enter 2nd and Friday e Every X days left in month If you want your tape box delivered 5 days before the end of each month you would enter the number 5 e Every Specific Day Except last last week of month Here you can schedule your tape box for a specific week day with the exception of the last week day of the month or with the exception of the week day of the last
69. isposal Labels Report amp Configuration Y Options z Er E 3 x uid _ LY T TT Wii i l W il wt Mh ie i J i a LTT i UHS i NE ni List Number All users 7 Status All ba Disposal Type All Authorized Processed Search lists Stef Sef Sa TO Re entre Protect Modes OF Fg gt tO gt Specifically you can Search lists created by the currently logged in user or all users Filter on different list status such as created locked authorized or destroyed Filter lists based on their disposal type Filter based on the authorized and or processed date range After all the information has been entered simply press on the Search button The results will be shown below the search filters 2010 DocuData Software Corporation Disposal Tab 7 Labels Tab 7 1 How to Print Labels in ActiveWeb ActiveWeb enables you to print your own labels for boxes and files if you have a printer in your office The labels are printed on Avery sheets The Avery models available in ActiveWeb are defined by your record center If you wish to use a specific Avery model other than the default ones ask your record center to see if that model is available in ActiveWeb Printing labels in ActiveWeb is very simple Simply follow the steps below 1 In order to add boxes and or files and or locations to the print list go in the
70. ist if you made a mistake in step 1 Then choose the appropriate Avery label format from the drop down menu and the print start position of the first label of the sheet This is used to maximize the label usage of every Avery sheet For example if we said to start printing from position 2 the labels on the sheet would print like this 2010 DocuData Software Corporation Labels Tab so EDC _Labels pdf Foxit Reader 2 3 EDC_Labels pdf E File Edit View Language Document Tools Advanced Window Help EDC_Labels View PDFs on your m aaee e BMS amp IT Bl lima DEMO A 204956 KKKKKE BOX KKKKKK Box 00004 20 1J 109 204956 DEMO A 204960 KKKKKEEK BOX kek KEK Box 001 1E 109 204960 3 When you are ready to print your labels simply press on the Print button to start printing 2010 DocuData Software Corporation o DocuData s ActiveWeb 5 57 User Manual 8 Report tab 8 1 How to Create Reports in ActiveWeb The reports tab in ActiveWeb enables you to browse 4 types of reports Delivery slips Scanned images Ordered items Box Inventory File Inventory When you first open the report tab you will see this drop down box from which you can choose the different report types Type Please select a report type v Template Please select a report hype Deliveries slips Scanned images Box report File report Order Items Viewing Delivery Slips
71. k code Edit the charge back code here Non Inv File OQpen Shelf files only The non inventoried file section is where you add a previously non inventoried open shelf file directly to the order inventorying it at the same time It is assumed that you know personally that the file really exists When the order is processed at the record center if the file cannot be found it will simply be removed from inventory 2010 DocuData Software Corporation eo DocuData s ActiveWeb 5 57 User Manual E Non Inv File File Number fo File Description File Field 1 fe Start Date E End Date ral Recipient Smith John Permanently Out C Add Return pick ups You use this section if you want the record center to come and pick up a number of items for you This is the simplest way to return boxes files or tapes to the record center It is assumed that the items are either already inventoried or that the record center does the data entry for you on arrival i Returns Pickups Item Type Box Select the item type and enter a quantity before pressing on the Add button Box Sale lf you need more empty cardboard boxes to put your files in this is where you order them from Simply enter the quantity which department they belong to and change the recipient if need be i Box Sale Quantity Department Recipient Labrosse Claude T Add Box Sale Recycling bin rotation
72. les Number Status Description o0001 PRE ADO JUST TESTING If the file does not appear in the listing above PUNON you can enter a new one and add it to the order File Description at the same time PEE A If subsequently the file is not found at the Recipient Doe John record center it will be deleted from the Permanently Out E inventory Here as the image states you first need to make sure that the file is not already listed in the box If it is then you add it to the order by pressing the shopping cart icon If the file is not in the list then you simply add it to the box and order at the same time by filing the necessary fields to identify it and click the add to order button to add it to your cart You repeat the same steps to keep adding items to your cart Once you are done adding items you can browse to the My Cart tab where you will find one line on your cart for each item that you placed The line will look similar to this 2010 DocuData Software Corporation 64 DocuData s ActiveWeb 5 57 User Manual Delete Item from cart here Edit recipient here Return ItemtoRChere Perm out item herew Permanently Out Charge back code Number Status Description Recipient x G 139 IN CLOSED CLAIMS FILES Labrosse Claude T 4 O 4 O 4 4 a Copy to all items below Edit the charge back code here From here you can fine tune some of the parameters like the rec
73. licking on the column title To sort from lowest to highest click once from highest to lowest click twice Click on the menu button and select Open for modifications This will automatically open the latest version 4 When your modifications have been made save the document in the program before closing it Click on the Save modifications button located at the bottom of the window If you do not want your modifications to be saved press on the Cancel modifications button lf you don t press on any button the document will remain in the In edition status and won t be available for other users From the Document window 1 If you have already selected the document and you simply want to modify it from the window where all the document s information is simply click on the Open for modifications button located at the bottom of the window 2 When your modifications have been made save the document in the program before closing it Click on the Save modifications button located at the bottom of the window If you do not want your modifications to be saved press on the Cancel modifications button If you don t press on any button the document will remain in the In edition status and won t be available for other users 3 10 7 Finalizing emailing and deleting a document 1 Searchl 24 for a file 2 Click on the Documents icon from the tool bar E j Q a OJE Fila RC Number 230385 Entry Date 1995 08 18
74. llowing options are used to manage images within a file One can view create edit email import scan and index images This tab is only available when using the Imaging version of the web interface For more information please contact your record center 3 11 1 Viewing Images in a File 1 Searchl 24 for a file 2 Click on the Images icon from the tool bar File RC Number O 230365 Entry Gate 1995 08 16 status I Note The number beside the icon defines the amount of images in the folder 3 This will bring you down the page to the images section 2010 DocuData Software Corporation oso DocuData s ActiveWeb 5 57 User Manual Images This file contains 6 images Documents v Pages 1 3 6 2 2 7 20 Please select a zoom size and click on the image you wish to view 4 Enter an interval of images and or a list of images separated by commas in the field Be careful not to put any spaces between characters otherwise an error message will appear Click on the Preview images button Images This file contains 6 images Documents 0 Pages 1 3 6 2 2 7 20 Preview images View as TIFF Please select a zoom size and click on the image you wish to view l Q docudafa Dieci sccess Total control 5 Select a zoom value and click on an image to view it It will appear in a new window You can also view these as PDF or TIFF format by pressing the appropriate button
75. ms have been validated press on the Process items button at the bottom of the window To cancel the processing of this list press Cancel 5 The following report will appear showing errors or confirming that a number of items has been processed 1 item s processed successfully Close Press Close to return to the In House Disposal tab 2010 DocuData Software Corporation s DocuData s ActiveWeb 5 57 User Manual 6 2 Record Center Disposal Tab You can now manage disposal lists in ActiveWeb To access disposal lists for boxes at the Record Center click on the Disposal tab and choose the Record Center option Disposal Labels uu Configuration Y EF options J an i poenotiti TTU h i H W TT hie me hie f List Number All users a aa All Disposal Type All x fy authorized 8 Processed 75 to Ta Here you can load or search existing lists and create new lists from scratch The following pages will show you how to effectively use the Record Center disposal module in ActiveWeb 2010 DocuData Software Corporation Disposal Tab st 6 2 1 Creating a New Disposal List for RC 1 To create a new disposal list you first have to click on the Create List button as seen below List Number User Al users gt Status All Disposal Type fal Authorized O to O Processed EE to O sia Search lists The window expands t
76. nnnnnnnnnnnnnnnnnnnnnn nnn 81 VIEW ino Editing an EXISTING List acessa iee aeaa a Eea A E aaea Eae aaa AAAA nean 85 Seal CHING FOr am Exist LIS Linreineerai ean a aa ES a A a 86 Labels Tab 87 How to Print Labels in Active Web csccscssessennecnecnecnecnecnecnecnecnecneceecneceecoecoeceeceecaeceeaneaes 87 Report tab 90 How to Create Reports in Active WeD cccccccceeeeeeeeeeeseeeeseeeneeeeneeeensesenseeoesnseeeneeeonsenonseeons 90 Configuration Tab 94 DO PANU NUS isis cosets eetter ea a a aE a Ea Ea a 94 Retention Schedule Sosson a a a E 97 USE IS e A r A ES 100 Holiday S yursen a aO 102 Re CIDIENIS arouses rE aE E E 103 Options tab 105 ODUONS OVE VIEW seassa aa eaa 105 2010 DocuData Software Corporation Introduction 5 1 Introduction 1 1 About This Manual Welcome to all EDC RC Web users This manual is meant as a user reference to ActiveWeb It will help you to perform your daily operations easily and efficiently wether it be for searching ordering viewing adding items printing labels or any other operation this manual will guide you through it Conventions used in this manual This manual was created for both online viewing and print When references to other topics are made throughout the manual they are made with hyperlinks to enable you to browse to the referenced topic with a simple click of the mouse A page icon with the page number inside is always located to the right side of the hyperlink to
77. ns sessions will time out after a defined period of inactivity By default the timeout is 15 minutes e When the session is about to timeout a warning appears Clicking the OK button within 1 minute will permit you to continue your session http flocalhost E080 Your session it about to be closed because you spent a long period of tine wathout sending any informations bo the server D your session is lost all changes you made on the cunent page will be lost JF you need more time please press OK Note This time out can be changed between 5 and 715 minutes by your record center if needed 2010 DocuData Software Corporation Introduction 1 1 6 2 2 1 Changes since last update 5 50 8813 Add ability to_login in ActiveWebl 6 using email address in addition to login name 9001 Add the Box userfield1 to the ActiveWeb order confirmation 671 for boxes and files 9009 Add the Box userfield1 to the ActiveWeb order confirmation 67 for auto inventoried file 8904 Add a text prompt to enter search criterial14 in the search field on ActiveWeb 8969 Make the Filters active 24 indicator in ActiveWeb more obvious 8559 Add sub department filter to advanced searchl 24 in ActiveWeb 8983 In My Cart 59 tab there should be a Fill down button for the Return and Perm out 8843 Add a user level option to view or hide view box file history 0 in item detail 5 52 8586 Ability to Edit Chargeback 64 in R
78. ntaining a maximum of 20 characters This field indicates to whom the box or the file belongs It is not used by the system This field is frequently assigned for other purposes Department Required drop down alphanumeric field containing a maximum of 30 characters This field indicates to which department and sub department a box or file belongs to For example CLAIMS CLOSED CLAIMS indicates that the box is in the CLOSED CLAIMS sub department of the CLAIMS department Departments may be configured by your record center or through the Departments 9A section of the Configuration Tab Description Optional alphanumeric field containing a maximum of 40 characters This field contains the description of the item Note that if your description includes a date range or an alpha numeric range it is often best to include this data in the Start End date and Range fields since these will help you to more easily identify a box that might contain a given file that falls within those ranges Start date End date Optional fields with a predefined date format that can be modified These fields are used to specify the start and the end dates for records in a box or a file The disposal date will be 2010 DocuData Software Corporation DocuData s ActiveWeb 5 57 User Manual calculated by adding the conservation period to the end date when it is present Using the date range parameter in the advanced search it is possible to identify records t
79. nual Are you sure that you want to finalize this documant 7 ves 2 Press Yes to finalize the document It will therefore only be available as open read only and will not be available for deletion To Delete a document 1 Click on the Delete button The document will not be available for consultation or modification anymore A verification message appears This item will be permanently destroyed Da you wish to continue EJ 2 Press Yes to delete the document A confirmation message appears Alert http localhost 8080 7 The document wat successful deleted Note Finalized documents cannot be deleted To Email a document 1 Click on the Email button A new window will pop up on top where you can enter the recipient s email addresses the subject of email and any notes you wish to attach to the email 2010 DocuData Software Corporation Inventory Tab 49 Recipient recipient domain com Write email subject here You can write notes to accompany the images here IE Email Cancel When you are ready to send the email you simply click on the Email button Note If you need to send the email to more than one recipient simply separate the email addresses with a comma like so recipienti domain com recipient2 domain com etc Note The limit of recipients you can send the email to is not defined by ActiveWeb but by your internet service provider 3 11 Imaging Options The fo
80. o go on with the process press Yes 6 A message will appear indicating whether the operation was successful as well as the identity of any items that were rejected along with the reason why these items could not be set as permanently out Set Out items s permanently out Suctess List Number 249 Rejected Item Set Number Status Description Reason Box 1 has one or more files which are not OUT CLIENT 4 0 7 Items that were not rejected will have been transferred to the DELETED state Populating a disposal list 1 Create and review a work list ensuring that only items for disposal are on it 2 Go in the Disposal tab 3 Press on the Create button 4 Select Work list in the Source field 5 Enter a description for the list and choose which disposal type you want the record center to use when processing the disposal 6 Click on Create List button to create the list A confirmation message appears indicating whether or not a list was created 2010 DocuData Software Corporation Inventory Tab 7 The list will appear If items were rejected the items and reasons for rejection will appear over the list of items successfully added to the list See the topic on working with a disposal list 85 for additional steps 3 9 Importing information ActiveWeb enables you to import data from spreadsheets that match predefined templates In order to activate this functionality it is first nec
81. o show you the list creation form Create List Description Disposal Type Non Confidential Source Create List 2 Select the way you will create the list from the following From a work list In order to create a work list please consult the following topic Using the Work List 351 Once your work list is created see step 3 From a text source If you choose to create the list via the text source then you will have to choose by which kind of text field you wish to populate the list as seen in the picture below Create List Description Disposal Type Non Confidential Source Text Number Field Number Text As you can see you can choose from 4 different fields to enter your data Box Number Box RC 2010 DocuData Software Corporation e2 DocuData s ActiveWeb 5 57 User Manual Number Field 1 Bar Code You can only populate your list with one type of field at any one time You cannot enter some data as Box Numbers and others as Bar Code for example When entering data in the Text field you HAVE to enter one item per line 148 149 as opposed to having them on the same line Separated by commas 148 149 Having them on the same line WILL NOT work With the Auto Create function If you choose the Auto Create method you will get a screen like this Create List Description Disposal Type Non Confidential Date Bol E Type All
82. of items for you This is the simplest way to return boxes files or tapes to the record center It is assumed that the items are either already inventoried or that the record center does the data entry for you on arrival In either case the items should already have a bar coded label on them You obtain these labels from your record center ahead of time i Returns Pickups Item Type Box 2010 DocuData Software Corporation My Cart tab 67 Simply select the item type you want to send to the record center enter the quantity and press on the Add button Once you are satisfied with the items on your order you can specify your delivery options and submit your orderl671 to your record center Specifying delivery parameters and submitting your order Before you can submit your order to the record center you have to specify the delivery type and select at which address you want your order shipped If you need to enter any special instructions to the record center to accompany your order you can do so in the box provided Delivery Type Address Special Instructions Submit Order Once you have chosen your delivery parameters you can click the Submit Order button to place your order with your record center Once the order is placed successfully you will presented an order slip similar to the one below which you can choose to print if you want to Order slip Record Center Status Item Type Number
83. older than __ es Non Confidential l A a times in last a Month s Month s Files By Number 2010 DocuData Software Corporation Disposal Tab KA Here you can create new lists from different sources and dispose of items in various ways The following pages will show you how to effectively use the In House disposal module in ActiveWeb 6 1 1 Creating a New In House Disposal List Creating a list 1 Choose the action you want to perform from the following choices Action Transfer Files to Boses ka O Empty ransfer Boxes to Pre Add Destroy boxes Destroy files Physical Search Destroy files Electronic Transfer Files to Boxes The files In House you will select will go in boxes In House Transfer Boxes to PRE ADD The boxes In House you will select will go in the PRE ADD state in order to be transferred permanently to the Record Center Destroy Boxes The boxes In House you will select will be destroyed at your premises Destroy Files physical The physical files In House you will select will be destroyed at your premises Destroy Files electronic The electronic files you will select will be erased permanently from the database NO Select the way you will create the list from the following T Empty list An empty list will let you add items by scanning them with the wedge scanner attached to your workstation With the Searc
84. om Message E _AVG certification_ tet 215 B Click here to reset your password When you click on the link in the email you will be directed to a page on the web where you can choose a new password for yourself like so R initialisez mot de passe Reset Password Nouveau mot de passe New Password Confirmer mot de passe Confirm Password Soumettre Enter 2010 DocuData Software Corporation Introduction Logging Out of ActiveWeb At the top of the ActiveWeb window you will see a series of tabs To exit click the Quit button at the far right DocuData Announcement e record center usually will use this place to make special announcements available to its customers As you can see you can also put images here docudafa Direct access Total control 2010 DocuData Software Corporation 10 DocuData s ActiveWeb 5 57 User Manual 1 5 Navigating in EDC ActiveWeb e Navigation from page to page must be done solely using the buttons links and icons on the pages themselves You cannot use the back or forward buttons on your browser to navigate e At the top of each page in ActiveWeb there is a button bar that allows the user to navigate between the different modules gt RCWeb 5 50 00 DEMO A Client Demo A Windows Internet Explorer Oj x A Inventory E My Cart mM Disposal mM Labels fE Report 4 Configuration 7 EF options Button Bar e For security reaso
85. orresponding date To remove all future delivery dates click the Delete all delivery dates button 2010 DocuData Software Corporation Inventory Tab 35 3 8 Using the Work list Work lists can be used to e populate disposal lists e add many items to a label print list e add many items to an order e permanently check out OUT items Viewing a work list 1 Go in the search types drop down field and select Work list 2 Click on the Search button The current content of the work list will be displayed Adding items to a work list removing items from a work list 1 Locate the item s to add to the list 2 To add an individual item to the work list click on the empty work list icon a either in a search result list or at the top of the record The work list icon will change to the full work list icon VY to indicate that the item is now on the list Clicking the work list icon for an item that is already on the list will cause it to be removed from the list 3 To add all items for a page of search results to the work list at once click the empty work list icon for All at the bottom of the search results Any item on that page that was not on the work list will be added If all items on the search result page are already on the list then the full work list icon will be displayed and clicking it will cause all items on this search result page to be removed from the work list Adding a work list to an order
86. pe This modifiable field indicates if the location contains boxes or files Capacity This modifiable field indicates the total quantity of items that one can store in this location NOTE Keep in mind that these locations are not the ones the record center uses but only the ones used internally for offices and file rooms 2010 DocuData Software Corporation Inventory Tab 23 2010 DocuData Software Corporation 24 DocuData s ActiveWeb 5 57 User Manual 3 3 Searching and Viewing Information for a Box or a File When you search for a box or a file you have the choice as seen in the screenshot below to show or hide the search filters Search filters give you the ability to narrow down your searches for more precision The different filters correspond to the box and file fields 181 ow Hide searc liters fa Inventory A Home E My Cart Disposal Labels Report amp Configuration 7 Options search FILTERS CJ Show inactive types v v a Show inactive departments Default v ste sa Description ke J Number 5001A Owner JAMES BASTIAN Department GENERAL FILES v GENERAL FILES 91 search results l Description Start Date u O OA Searching for a box or a file 1 Select a search type in the drop down field at the left of the window see screenshot above 2 Enter your search criteria or keyword in
87. pears as the last segment of the EDC box and file bar codes Old Number Read only alphanumeric field containing a maximum of 16 characters When a box or file number is modified the previous number will be displayed in this field for reference Number changes are also recorded in the record s history Alternate Label Optional alphanumeric field containing a maximum of 30 characters Your record center will let you know if should fill in this field which allows the tracking of your items using bar codes produced outside EDC Entry Date Read only field Until the item arrives at the record center for the first time the entry date will indicate the date on which the record was created Once it has arrived at the record center the Entry Date indicates the date of the delivery on which the item first arrived at the record center If no end date or fixed disposal date is available for a record this may be used in calculating the disposal date of that record based on the document type Withdrawal Date Read only field that indicates the date when the box or file has been removed from the inventory date at which the document became DELETED DESTROYED or TRANSFERRED Number Required for boxes only alphanumeric field containing a maximum of 20 characters Depending on your account settings and the status of the item this may be read only Examples of valid values include 100 100 01 01 TB 00002 Owner Optional alphanumeric field co
88. poration Contents 3 Table of Contents PartI Introduction 9 T sADOUL TRIS MaN a kiain a a a 5 2 Prerequisites amp Technical CONSIGEratiONS ccccceceeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeneneeseesesaeaseesesnsnes 5 3 Obtaining a Username and PaSSwold ccccsccseeceeeeseeeeseeeneeeeneeeensesonseseeeaseeeneesnseeonseseeenees 6 4 Signing In or Logging Out of ActiveWeb ssesssnnsnnnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnn 6 5 Navigating In EDC ActiveWe Diiccsetisccceesiiecdiceidceaveacttenintinctscersiventisicicectiastineaetecdecexebentinaedeeet 10 0 CHANGES SINCE last UD GA tC cscs deeemere Meurer Meer eeree deerme tsar decent AEE 11 Part Il Home Tab 11 1 HOME spd ubseuaen cetera te a ena cei ota ctanei uses otal anon cwecntut aE 11 Part Ill Inventory Tab 13 T Inventory Tab AVOUT oiei a e 13 2 D scripti n OF Default Fields sostiens nola ea aae a a TEn 18 3 Searching and Viewing Information for a Box or a Fil ccccceceeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeneaes 24 4 Editing Box OF File Informati n scssi a aeaa a A Aa EEE EEEE NAESER iS 27 5 Adding or Deleting a Box or File asnssannnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn mnnn 28 6 Mana ing internal logatioS sese ata ieee hi ola twa E tii a E ies 30 7 Managing a Rotation ScCHECuUIe iiscccccovcscetec icc tesa eee tect nnmnnn 31 8 USD the Work SE ccc hececbecrece stir cewsueacvensanetseusbaeceausaeuc tersbeesenu
89. r File RC Number 3 When using barcodes Scan the box or the file s barcode When entering RC numbers Start by selecting which type of item you will check In first e g boxes enter all the RC numbers for this item type If need be repeat the same step for another type of item e g files Every time you enter a RC number press the Check In button below 4 At the bottom of the window a summary of items checked in will be updated every time an item is checked in When all items have been checked in press Close 5 A refile list will automatically be created to help keep track of items to refile and facilitate the refiling of items 5 5 Picking lists and Refile lists PICKING LIST A picking list is created when a user orders an item that has the IN IN HOUSE status This type of list is designed for the office clerk in the file room it accelerates the picking process by organizing the items to be picked Once an item is picked the clerk simply checks OUT the items for the recipient 103 or the recipient checks it OUT himself For more information about this procedure consult the Check OUT itemsles topic To view a picking list and mark items as picked 1 Enter a date range in the period fields from to by using the calendar icons T to select 2010 DocuData Software Corporation Circulation dates Period 2010 10 27 Tal to 2010 10 27 7 5 Mi T Ww T F 5 BENE BEREE ED EE EEE EEEE 15 _26 Fa7 18 19
90. r to be deleted 2010 DocuData Software Corporation 30 DocuData s ActiveWeb 5 57 User Manual 3 6 Managing internal locations Lad Searching for a box or a file location fit Home f 2 Inventory C My Cart M Disposal mM abels f Report 4 Configuration Options Box Descipsearcn ti ie Search 1 Select one of the following search types in the drop down field at the left of the window see screenshot above Location Box Location File 2 Enter the location name partially or entirely Press Enter or click on the Search button to initiate your search 3 The search results appear at the left of the window By default the first result in the list will be selected and you will see its details on the right side of the screen Adding a location 1 Click on the Inventory tab 2 Click on the Add location button 3 A new window appears Box Number ha nter 2 search criteria to begin Search l Add box Add file Add location Show Search Results Show Advanced Search Item Type Location Location Type Box x Capacity After the addition Display the created item gt 4 Enter the information in the different fields 22 Name the new location Select the type of location box or file you want to add For a box location enter the capacity total number of boxes that fit of the location For a file location check off the Full box or leave it blank
91. ration 6 6 1 Circulation To print any list 1 Enter a date range in the period fields from to by using the calendar icons to select dates Period 2010 10 27 to 2010 1 ME to 2010 10 27 ER 5 M T W T F 5 BENE asa als Fol s1 12l aa 14 15 26 Fa7 18 19 20 ex 22 25 Be ODE 31 Note The date range cannot exceed a month Put in the first date and click in the second date field the system will automatically put in the maximal date permitted 2 Press on the Print option at the extreme right of the list you want to view Period 2010 08 09 IEF to 2010 09 09 E Refile Lists List Number Date 2010 09 08 01 49 09 Labrosse Claude T Check Out Items Check In Items 3 The report will be opened in a new window in PDF format Disposal Tab In House Disposal Tab You can now manage In house disposal lists in ActiveWeb To access the different disposal options for boxes and files stored in your offices In House click on the Disposal tab and choose the In House option M pisposai ce mi abels Ml Here s what you first see when you enter the In House Disposal tab in ActiveWeb 2010 DocuData Software Corporation DocuData s ActiveWeb 5 57 User Manual Action Transfer Files to Boxes a Empty O Search O Work list OText Create List From Disposal Type Department By Internal Location Checked out less than Items
92. scnattevebescseurcset teu keaccoeacnsteeeske 35 9 IMPOMING INTOFM AW ON wvccacecvercnciet rere cawivecerabcecateanecscnnavoeddassetewiawieestecteevenxavoosstiaveweawenbieccies 37 10 DOCUMENTS ODUON Ss ixiicsiccccccctcerie tase cecantonctietiiccedacehtepavtioncverausbactianeiaceduashtecietectuesetseeceiamencees 38 Adding a documentis a etn tanned eee neat dated te hare Aaaa A AAAA 38 DESCHIDUON OL GOCUMENT elds rerio aaar aE iba aa tee ected 40 Viewing or modifying the information of a document ceili 41 Viewing a docume 0 Gere peeee ern ee nse ee Aaaa NE Beri ae ara nee me riots e corre Ma ae lea nie EEE Pst eee ee or 42 Reading a CLOCUINVG INU sirrien EE e aa S a EEEa 44 M diiymg a doc UmenN ase a ERA nie se sale aetna nen Ee BEE eRe 45 Finalizing emailing and deleting a document esseeeeeeeeeeeeeeteeeseeeeneeeeeeeneeneeeneeeneeeeeeeeeeeeeeeneennaenneneneneneeeeees 46 Ti Imaging OphoNS aeara a a a a a A tsamessauceuoemaveduetamecndnecstscnuvscuseuencarens 49 View Ing Images in a File iiscivcsciscssidiccccsat secs naain naaa ie aaa aaae aa aa aaa aa aaa Eia aaa a AAAA N AARAA Aaaa aS 49 Creating a document ind X osiga a aaa a a a AAE E aa E a a 51 Emailing IMAGES sesscseediecccacwcevectcesesssenessacsececue ved metsaees a Aa aa Raai aa aa aa aAa a aAa a Kaaa Aaaa a AA isaeusedacseedeteceets 53 IM PONG Mages Into FIC S henian anana aaaea Eneti arkan ARAA A a Aea a AAAA aa AA aa aa AOA Eea aaia 54 Scanning Images In
93. sical documents 5 Enter the different information of your new box or file the fields 181 in red are compulsory 6 Check the Aad to print list check box if you want to print the item s label 7 To simply view the item you just added select the Display the created item option in the drop down list To create another item after that select the Create another item option in the drop down list 2010 DocuData Software Corporation Inventory Tab 20 8 When all the information has been entered click on the Add button at the bottom of the window If you have selected the Display the created item option a confirmation message pops up Alert http localhost 080 The box was successfully added If you have selected the Create another item option the following message appears The box was successfully added Would you like to reuse last data for the new entry No ves Press Yes to reuse the same information and fasten data entry Press No to enter different information for the next item Deleting a box or file 1 Search for a box or file to delete 2 Click on the Delete button at the bottom of the window THis item willbe permanently destroyed Do you wish to continue yes No 3 Press Yes if you wish to continue A confirmation message appears Alert http localhost 080 The box was successfully deleted Note The box or file must be in the PRE ADD state in orde
94. te With the Advanced Search option the search engine lets you enter some boolean expressions and will find every item or document according to the expression chosen Legend A amp B means A and B A B means A or B IA means not A opposite of A A amp B C is a sub expression which means A and not B plus C Examples lf you want to search for a certain box containing the words fragile and document x you would type the following expression fragile amp document amp x or fragile amp document x Be careful not to leave any spaces between the different signs amp and the words Also do not put any periods at the end of expressions because it could modify the search results If you want to search for a box containing the word document but not the word fragile you would type the following expression document amp fragile lf you want to search for a box containing the word document and the word company but not the word fragile you would type the following expression fragile amp document amp company Note that the order in which the words are placed doesn t matter and so document amp company amp fragile would give the same results If you want to search for a box containing the word document or the word Company but not the word fragile you would type the following expression document company amp fragile Note The searches are not case sensitive if cases are not mixed in the same word but
95. that displays the history of the record including changes to the descriptive data as well as handling of the item The following field describe Boxes only Files This section displays a list of the files contained in the box From here you may add files to an order or a print list and you may also navigate to the file record by clicking on the appropriate list line At the bottom of the file section the are fields that allow you to order files which have not yet been indexed from that box The following fields describe Files only 2010 DocuData Software Corporation 22 DocuData s ActiveWeb 5 57 User Manual Documents This section allows you to work with electronic documents associated with a file to a file For more information please see the section of this manual on the documentlss features of ActiveWeb Images This sections allows you to view scan and import images associated with a file For more information on the imaging features of ActiveWeb please see the Imaging Options 49 section of this manual The following fields describe Locations only Item type Read only field indicating that the item is a location Used Read only field indicating the quantity of items presently IN In House in this location Out Read only field indicating the quantity of items assigned to this location that are presently OUT In House Location This modifiable field contains the name of the location e g Office 505 Ty
96. the empty field next to it Optionally you can also include additional filters from the filters section see the Fields 18 topics for more information These filters are available when you click on the Show Advanced Search button when a value has been entered selected in one or many fields a Filters Active warning appears Press Enter or click on the Search button to initiate your search 3 The search results appear at the left of the window By default the first result in the list will be selected and you will see its details on the right side of the screen Performing a full text search Note when adding or editing information for a box or file full text search for the new information won t be available until between 20 and 30 minutes after the edit is completed 2010 DocuData Software Corporation Inventory Tab 25 1 Select on of the three full text search types in the drop down field at the left of the window Full Text Search Find all words Full Text Search Find any of these words Full Text Search Advanced Search 2 Enter your search criteria or keyword in the empty field next to it Optionally you can also include additional filters from the filters section Press Enter or click on the Search button to initiate your search 3 The search results appear at the left of the window By default the first result in the list will be selected and you will see its details on the right side of the screen No
97. tion about checking IN an item consult the Check IN items 72 topic To view a refile list and mark items as refiled 1 Enter a date range in the period fields from to by using the calendar icons to select dates Period 2010 10 27 Z to 2010 10 27 D 5 M T W T F 5 all af sli ell Il ell 9l F E al Note The date range cannot exceed a month Put in the first date and click in the second date field the system will automatically put in the maximal date permitted 2 Press on the View option at the extreme right of the list you want to view Period 2010 08 09 Z to 2010 09 09 E Refile Lists List Number 01 49 09 Labrosse Claude T Check Out Items Check In Items 3 The following screen appears Mark item refiled Location Box Item Set Number Status Description Department a S 3D 001 e JJD 001 IN IN HOUSE ne ADMINISTRATION CLOSED CLAIMS o There are 2 ways of indicating that the item is back in its location 1 First select one of the following options Barcode Box RC number or File RC number Then scan the barcode with a wedge scanner or enter the RC number and finally press on the Mark item refiled button This is very useful when the list of items is extensive 2 Check of the Refiled checkbox beside the item This is normally used when you have very few items on your list When all items have been refiled press Close 2010 DocuData Software Corpo
98. to Files isisi sairaana aaiae aana aoaaa aa a Aae aaa ea a Aaa haaa a aaraa AEE enan 55 Performing OCR and inde Xing saien niea aaa aai aaan aaa a A a a aE aai a ai a i aS eaaa eaan 58 Part IV My Cart tab 58 1 My Cart Tab Layout oniinn oe a aA 58 2010 DocuData Software Corporation 4 DocuData s ActiveWeb 5 57 User Manual 2 Part V 1 2 3 4 5 Part VI 1 2 Part VII 1 Part VIII 1 Part IX 1 2 3 4 5 Part X 1 Placing an Order to Your Record Cente r cccccccecceeeceeseeeeeneeeeneesensesonseseeenseesneeeensesonsesoes 63 Circulation 69 Circulation tab la vOut v sscecccie ts cacsiticccx cree nnan a EAEN EAA 69 Check OUT item Ss ia ak ctascchs sah ctar ei a con geads havenmncsbonadeesimmencets 69 Checking OUT items in Terminal mode cccccceseecseeeeeeeeeeeceseseesnseeeneeseneeseseeeesneeesneneones 70 Cheek InN temi S eea a E EAEAN a 72 Picking lists and Refile StS oso foi caeccecceecccssceecacdemeronccccveshesanesenacedesisyeeee cece seesheseeeseseeueeiszess 72 Disposal Tab 13 IN FIOUSe Disposal TaD rsrsr nena a ecbiatwadaucarteceveumnevestawns EEE EEES 75 Creating a New In House Disposal List ccisciccscc cece ceccecce cect tts ecsetseesctane caaaeii anadan diaca aaien irean iaaea i aitada naniii iania 77 Record Center Disposal Ta Disicecicstcocctect elnie a a a aa eaaa aE AE aLaaa 80 Creating a New Disposal List for RC nnnunnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnannnnn
99. tten active filters are a common reason for not being able to find the expected items with a search Box Number Hide Search Results Show Advanced Search my My Wh Wl INK Fn i LLIT Mi i i Wie Wii NUM Hb nnn Entry Date End Date Date Range The L Show inactive types Status Y Department All C Show inactive departments Range Field 2 Field 3 Number of results per page eas H OOQB Mumio Unauthorized user Search Filters a D This drop down allows you to select the index or the type of search to use This is also used to view your favorites list and work list Other options may include Box number File Description Full text search Advanced search and many others GE This is the place where you enter your search keywords Click on the search button to start your search Search results will include any items that meet both the search criteria and the active filters These are displayed in area G Search results may be positioned using the Options tabl10 El F These are the buttons you use to add a box or file to your inventory See Adding or deleting a box or file 28 and take note that procedures for adding boxes vary IG 2010 DocuData Software Corporation Inventory Tab 15 These are results Search results may be hidden by clicking the Hide Search Results button Search results may also be repositioned and made to includ
100. tton Make sure to remove any problematic box from the list otherwise you will not be able to print it for authorization When you click the Print for authorization button a new window will appear with the authorization report like so 2010 DocuData Software Corporation sa DocuData s ActiveWeb 5 57 User Manual JIE a http flocalhost 8080 rcweb PdfProcessor request DocType 2 ReportIndex 6 ReportRecordRcNumber 2 s x Pr lt p Favorites S33 Suggested Sites gt Web Slice Gallery 2 http localhost 8080 rcweb PdfProcessor request fay z z Pager Safety Tools F Efe 4 gt bi QHH e TASR Arao m a 2H a Page 1 lt lt Destruction List DEMC A 00257 gt gt 2003 94 30 11 41 2 File description Start Dat e En BA cate Disposal Dispesal Type Poa iai New Date 205 Box 2007 08 04 Non Confidential These are Sample notas Total 1 z I UNDEASTAND THAT ALL ELECTRONIC DOCUMENTS AND IMAGES CONTAINED WITHIN THESE RECORDS WILL SE DESTROYED AND LOST PERMANENTLY tate Signing Officer Smith Jonn a EE AlO Glas O0 8 m m fre tss sz6n fff O Unknown Zone Protected Mode OFF M g From here you can print the report by using your browser s printing ability as shown in the picture above Note that once the list has been printed for authorization the list s state goes from created to lo
101. uData Software Corporation e DocuData s ActiveWeb 5 57 User Manual 4 When your record center is finished processing the order you will receive an email Similar to the one below indicating that your file is now available in ActiveWeb and will tell you with which RC number to find it Subject Docu Depot Inc New items scanned on 2008 07 15 14 58 From info docudatasoft com lt info docudatasoft com gt Date 2 58 PM To erickp docudatasoft com The following items have been scanned 1 0 File 20 3525 UNION PAVING COMPANY ERICE F CLAIMS RC Number 230859 5 You can go then into ActiveWeb and look 491 at the image s Scenario 5 Ordering other items amp services Sometimes your record center will offer soecial services or other items other than your regular boxes and files These can be ordered from this section The Line Items drop down menu lists all the available items and services available to you To add an item service you simply choose it from the drop down menu select a quantity and department and press the Add Line Items button like in the picture below i Line Items Department Recipient Labrosse Claude T Add Line ttems Once you are satisfied with the items on your order you can specify your delivery options and submit your orderl67 to your record center Scenario 6 Returning items to the record center You use this section if you want the record center to come and pick up a number
102. use ActiveWeb you must be authorized both with your record center and your company You will need a user name and password to access the software If you don t have them already please consult your record center 1 4 Signing In or Logging Out of ActiveWeb ActiveWeb is accessed wa the internet If you don t already have the internet address of ActiveWeb please ask your record center The first thing you see when accessing ActiveWeb is the login page like so Q docudatla Direct access Total control Entrez Login Num ro du client Customer Key Nom d acc s Login Name Mot de passe Password E Changer mot de passe Change Password R initialisez mot de passe Reset Password Soumettre Enter Note The DocuData logo colors and languages may have been replaced with those of your record center Logging into ActiveWeb e To login you simply enter your customer key login name or e mail address and password in the provided fields and click on the Enter button e f you want to change your password while logging in click the Change Password checkbox Additional fields will appear like so 2010 DocuData Software Corporation Introduction Entrez Login Num ro du client Customer Key Nom d acc s Login Name Mot de passe Password Nouveau mot de passe New Password Confirmer mot de passe Confirm Password In the two additional fields enter and confirm
103. w and example for boxes You can either choose a pre made template that your record center may have generated in advance for you or you can build the report from scratch If the record center generated some templates for you you will see them appear in the drop down field called Template as in the screenshot below 2010 DocuData Software Corporation 92 DocuData s ActiveWeb 5 57 User Manual Type Box report Template DETAILED DETAILE Report Fields DETAILLE Not selected SIMPLE Selected Humber A RE Number Department Start Date D End Dat D Withdrawal Description Insert or remove fields Order fields on the report Disposal Sort by _Nurnber Filter ori Field Type Value Number Lessthan M Output fonmat POF S Create If you don t want to use one of these templates and you want to create your own from scratch all you have to do is select some fields from the not selected side and move them to the selected side Once selected you can also change the order in which the fields are going to appear on the report by using the arrows Then when your fields are selected you can choose which field the report is going to be sorted by the output format PDF HTML Excel or CSV like in the next picture You can also add filters to your search on several fields as you can see below Sort by _ Number Filter on Field RC Number RC Number RC Number
104. week of the month which may actually be at the beginning of the following month if for example the Friday of the last week of April is at the beginning of May e Address The address to which the tape box is to be delivered to e AM PM The preferred time period at which you want the tape box delivered 1 Specify the desired pattern including the address 2 Click the Add button to create delivery dates according to the specified pattern 3 Adding delivery dates from a list In the third section you may type or paste in a list of delivery dates 2010 DocuData Software Corporation 34 DocuData s ActiveWeb 5 57 User Manual Add New Delivery Dates From a List Date Mask OD MM rer Date 23 02 2010 18 04 2071 Address AM PM 1 Select a date mask 2 Type or paste in a list of dates one per line formatted to match the date mask 3 Choose the address at which to deliver the item 4 Select the preferred time period for the delivery 5 Click the Add button to add the specified delivery dates for this item Viewing or removing delivery dates Once delivery dates are added they will appear in the Rotation Schedule section as follows Rotation Schedule Tape Schedule Future Delivery Dates Date AM PM Address E 2009 05 14 PM 1 rue Yan Horne Bureau Informatique Michel Delete all delivery dates To delete a specific delivery date for the tape box simply click on the red X next to the c
105. when it is empty or not entirely full 5 To simply view the item you just added select the Display the created item option in the drop down list To create another item after that select the Create another item option in the drop down list 6 When all the information has been entered click on the Add button at the bottom of the window A confirmation message pops up 2010 DocuData Software Corporation Inventory Tab 31 The page at localhost 6080 says The location was successfully added 7 lf the location is displayed see step 7 you may add it to the print list buy checking off the printer Icon To print labels please consult the following topic How to Print Labels In ActiveWebl 87 Assigning a new location to an item The box or file needs to be in the OUT IN HOUSE or IN IN HOUSE status for the following steps to be valid 1 Find 24 a box file 2 Scroll down to the location field 3 For a box Select a location in the drop down list For a file Select if the location is a box or a shelf Either enter a box number or select a shelf in the drop down list 4 Press on the Update button Note If you wish to indicate that the box or file is either leaving from or returning to its internal location then consult the Check OUT items 697 Check IN items 72 topics 3 Managing a Rotation Schedule ActiveWeb will check your scheduled delivery dates against record center and customer specific holid

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