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USER MANUAL - C&C Computers and Communications

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1. JEJ Doc count 2 Katrien Demeulemeester MRKTG116 KCD Folders amp brochures 4 Archive structure In the left window you find an overview of all the document types invoices contracts e mails faxes etc that are used in your company Each document type can have a sub level The composition of this structure will vary for each company The structure is flexible and can be extended at any time Workflow documents When you activate the document management window DIAS standard shows you your personal workflow When you select another document type in the archive structure your workflow will be replaced by the requested documents You will notice that some documents are coloured blue and others black Bleu means that the document is still in the workflow of someone When the document is not or no longer in someone s workflow it will be coloured black DIAS Document Details page 12 120 3 GC Computers and Communications N V In the different columns you already get some information regarding the documents Document type indicates the type of document contract e mail fax invoice etc Address indicates the contact person to whom this document is related Status code assigned by the user to indicate the status of the document Creation date date on which the document was added to DIAS This date is not necessarily the date on which the
2. E E mails Eee Incoming correspondence Incoming delivery notes Z EH Internal notes JAJ Invoices Use Date Stas ISO Corrections Peter Hooghe 0170472005 GEZIEH Deze Powerpoint geef D ISO Drafts Katien Demeuler E 15 06 2005 GEZIEN mA ISO Forme F Antoni Bogaert E 0170472005 GEZIEH A 50 Handbook Xavier Spileers 0170472005 GEZIEN H f 150 Miscellaneous Germain Coghe 3 01 04 2005 GEZIEN ISO Procedures E wim Baelen 25 04 2005 GEZIEN ISO Registrations Maintenance contracts Marketing H Offers fm Outgoing delivery notes ERP Doc count 2 rr Humblet Michael s Peter Hooghe DOCU SBOE CD Document Management Approve a document Open the Document Details and click on Signature g If there is no express request to sign the document or you do not have the authority to sign the document still you can use this button to place your signature The following error will appear but your approval will be registered in the log Error Press HELP to view stack trace B x X Error There are no auto signatures defined for this document type DIAS Approve and sign documents in DIAS page 55 120 GC Computers and Communications N V After approving the document you can release it ziik Servicing reports ID SERVICSEYS Status E BZ Enterprises TRANSFERT TRANSFERT Sub address Cantens Koen Ps SS a Logging Version Date Time User
3. Planning type visit there Notification fi day Notification shown Linked document dA gpl Mi Creation Exported te Outlook 7 Username Demeulemeester Katrien Date 1470772005 Time 16 30 Statys Ton firme d i i Cancel Select the correct Planning type telephone call contact reminder vacation etc The planning types Reminder and Contact are immediately considered tasks In the Preference window click fa you can determine your standard planning type In the field Notification you can choose to get a reminder of your appointment or task When you check the box Notification shown the reminder will no longer pop up on your screen it is best to leave this option unchecked Reminder aoIx vi Demeulemeester Katrien C amp C N Y Computers amp Communications Due donderdag 14 juli 2005 16 45 er eee Me a a a E E E Planning natia F x fou have a planning item registered for 14 07 2005 at 14 00 Concerning CAC N W Computers amp Communications Demonstration DIAS a Dismiss All Open Item dismiss z r Click Snooze to be reminded again in 5 minutes Snooze Remind me again ir ino reminder Open item Reminder when your DIAS agenda is DIAS reminder synchronised with MS Outlook With the option Linked document you can relate a document to your agenda item h Search the document you wish to relate to your agenda registration cy Sho
4. MI adm cac be OR Click in the archive or workflow window on the planning icon an H Flow 200 C amp C ny o F ol x File Edit Help view Actions Flow Administrations CC Actions Reports Window Archive Description a Administrative docs F Technical D GEZ DIAS 5 4 What s Calculations e P Marketing n INBER DR Pe Enqu te overzicht Be A Change of design DRAFT pa Manual DIAS EN Documents Random docu ww GEZEN GE i New version VAS 4 0 1 E mails A Incoming correspondence Incoming delivery notes lt F Intermal notes AJ Invoices ISO Corrections ISO Drafts WA 1S0 Forms S 1S0 Handbook ISO Miscellaneous SA SO Procedures ISO Registrations lt EIncoming Cor ee I This is a test doc q Visit reports vase Lae demo dias besp 0 Maintenance contracts aj Katrien Demeulemeester Se Price enquiry supplier e Proof of reception ERP 4 Purchase orders ERP Random documentations x 4 Doc count6 43 Demeulemeester Katien Katrien Demeulemeester CORR12700 DIAS Agenda page 114 120 GC Computers and Communications N V The window Add Update a planning item will appear Tab Main Add Update a planningitem User Katien Demeulemeester kade Date 14707 2005 r From 09 00 To 10 00 Main Mise Recurrence Address rac ALY Computers
5. Public docs Random documentations DICOM GEZIEN GEZIEN New vers Unprotected docs E mails ATHLO BEH GEZ CeC_SP D i ollowUp BA E mails Marcopr OK OK Vraaaforn Marketing cec DRAFT Manual fy Archive he f H a Administrative docs in Calculations A Change of design K Documents B E mails e Incoming correspondence Incoming delivery notes 2 Internal notes A Invoices ISO Corrections ISO Drafts 7 1S0 Forms s 150 Handbook ISO Miscellaneous wA SO Procedures 4 ISO Registrations E User Date sd Status Remarks 2 Peter Hooghe 01 04 2005 GEZIEN Deze Powerpoint ge Katrien Demeulem S 15 06 2005 GEZIEN a Antoni Bogaert s 01 04 2005 GEZIEN E E i ai Xavier Spileers s 01 04 2005 GEZIEN 2 1 Maintenance contracts Germain Coghe 01 04 2005 GEZIEN G As wim Baelen 5 25 04 2005 GEZIEN E i ers Outgoing delivery notes ERP yi Ls 2 Doc count 5 Sa Humblet Michael Peter Hooghe DOCUSO6 KI Document Management Attention When you work with multiple administrative files or dossiers in the workflow window you only see the documents of the active administrative file name of the administrative file is visible in the title bar You can change the administrative file by clicking on Change dossier z DIAS Workflow page 49 120 GC Computers and Communications N V Workflow t
6. Subtotals Validation WOF ax company jOE Table buntry addon Consolidate i ontactO Title R a ntactiO E mail Group and Outline itactiO Country code ia PivotTable and PivobChart Report ess maino City Import External Data q dateD Visit List AML DUDENWAARDE O BEL LGIE O B o 0O 0 0 HOO Gent O BELGIE Oo rf ALLSTORT B B A g 7 Pee AG Bb ao all E sels dale be O Fietelstraat 6 O 9700 QOUDENAART AI PIRLA MAETI INI 7 1 ae 2 OO eed AFI i The wizard Convert Text to Columns appears Convert Text to Columns Wizard Step 1 of 3 ajx The Text Wizard has determined that your data is Delimited IF this is correct choose Next or choose the data type that best describes your data riginal data type Choose the file type that best describes your data fe Delimited Characters such as commas or tabs separate each Field Fixed width Fields are aligned in colurins with spaces between each Field Preview of selected data itle companyiOName companyiOFirst Mame company iOFax compan SEO N v O O 09 242 99_66 0 intofabo consult be O Derbystraa SES WONINGBOUM O O O9 242_ 85_ 66 0 O Schoonzichstraat 33 0 3 Cancel Back next gt Finish In the first window you see the selected text Click Next DIAS Mailing administration page 100 120 GC Computers and Communications N v Convert Text to Columns Wizard Step 2 of S This screen l
7. Import e mails in DIAS You can also manually import e mails from your Inbox or Send items folder Click in the DIAS toolbar on Submit to DIAS A The Add file to the archive window will open DIAS automatically fills in the document type E mails and the subject of your e mail in copied in the description field When the e mail address of the dispatcher is registered in the DIAS address book DIAS will also automatically fill in the Address field Otherwise you have to type the address yourself To view the original document click on To add a new sub address in the DIAS address book click on jE You can relate the e mail to a specific project To open the list of projects click on el TE Add a file to the archive 200 C amp C nY lOl x File C DOCUME 1SkadeSLOCALS 14 Temphradb 2074 mag ap Document Address i je Link Bl Create followup for this document Cancel Click to go to next window If you wish you can immediately add a flow to the document TE Add a file to the archive 200 C amp C nv Ioj x File CAM Documents dias_introductie pdt gpl Flow Gi AE Joel Janik E Germain Coghe Add E Katien Demeulemeester E Kim Deprez AE Leen Walcarius oF Luc Ballegeer EE i Hanagement EE Marjan Proot ol Nancy Vandegehuchte jj s FE Antoni Bogaert Delete Approval IEF Peter Hooghe AE Peter Varnpoucke wo Peter Yerschooren oo EB Roeland Annis
8. Remove Click right on the agenda item in the time schedule and choose Delete OR Click on Delete a registration EH in the toolbar Complete Click right on the agenda item in the time schedule and choose Complete OR Click on Set this item as completed a OR Open the agenda item and change the status on the first tab to Completed gt An appointment can be completed when for example you wrote a visit report When you change the status to completed the appointment or task will be coloured green instead of red iol x 14 07 2005 07 30 08 00 5 Hf i i Be see ie 141616 12418 idee 20 21 22 23 24 25 26 0830 10 0 ef 26 29 30 10 00 10 30 10 30 11 00 juli 2005 11 00 11 30 11 30 12 00 12 00 12 30 V E 12 30 13 00 A5 eF aagi 11 12 13 da eR ie 17 12001330 18 19 20 21 22 23 24 12301400 25 26 2f 26 29 30 7 14 00 14 20 l 2 3 4 5 B FW 44 30 15 00 15 00 15 30 Hide tasks 15 30 16 00 16 00 16 30 16 30 17 00 17 00 17 30 DIAS Agenda page 118 120 GC Computers and Communications N v 22 4 Print reports TO print a day week or month report click on Print report iW DIAS Planning Det Aa Y S nese Week Month E Planning DIAS Microsoft Internet Explorer File Edit View Favorites Tools Help 5 Back x x a F a Search y Favorites GA media 4 Address TN kt a Lal ee Hr E CriDocuments and Settingsikade tLocal Settings Temp EDM ka
9. Rotary gebruikers xl i Serial i Parallet W Use profiles as distribution list Help Finish DIAS E mail integration page 77 120 GC Computers and Communications n v Click to go to next window If you wish you can relate other documents to this e mail for example you receive an e mail with a question related to an offer you previously faxed You can link the fax to the received e mail PE Add a file to the archive 200 C amp C nv i IO x File CMY Documents dias_introduche pdf oy Related documents Related document 1 gl Dl E Related document 2 EGEA Related document 3 alle Cancel i Finish A Search a document click here to look up the related document ows Remove the related document remove the relation between the selected documents op View this document view the document in its original application Click to go to next window Here you can select the direction of your e mail incoming internal or outgoing You can also choose to add other properties to this document type TE Add a file to the archive 700 C amp C nr joj x File CSDOCUME 1SkadeSLOCALS 1 T emp radBASD 7 meg 2 Direction Ic Incoming es a Outgoing Cancel Finish DIAS E mail integration page 78 120 GC Computers and Communications N V Click to go to next window You can choose if the e mail address should be registered as the professional
10. city City v When you click OK the system automatically asks if you wish to add the proposed region to the address x ll Proposed region is Brussels H Gewest 1000 1299 Add this region to the address Finally click Apply to save the information you have entered or the changes you have made 18 4 Add a contact person to the address book When you have added a company you can also register the persons who work for this organisation In DIAS they are called contact persons The number of contact persons that can be added per company is almost unlimited Contact persons that occur twice can be merged To add a new contact person Open the address book dh and search in the company or department to which you wish to add a contact person Select the address line and click on CRM 3 Select the company or the department where you wish to add a contact person and click New The window Create will appear In the field address type you select Contact In the other tabs you can enter information regarding your contact person 5 x Main address m fd Address Communication Telephone Common More Cat CAM Planning Ficture Estermal Misc Option History Mailings Links Syne _4 t Enterprises Callout 0m personnel Departments Phone Business Support Fax Business Short Mobile Business Short E mail Business Address Bu
11. moa You can use a wide range of search criteria to find the company or contact person you need For example type the first letters of the company name in the Name Callout field Click You will get a list of all the records that start with these letters Attention All the search criteria use AND relations This means that it is not possible to search all the addresses that start with jan OR that are located in Brussels DIAS Address book and CRM page 87 120 GC Computers and Communications N V Description of all the fields on the Search addresses window Name Callout use this field to search on the name or callout The callout is usually the Surname first name without spaces Example the callout of 2S b v b a is 2sbvba Address f A gt Address f R gt Region P gt Postal code 2 Address CR l R CP L To see the list of country codes click right in the country field Region none ha Country B Min Zipcode fi O00 Max Zipcode fi osd L You can only fill in the zip code after completing the country code Remarks you can use this field to search for content of the message field see tab More of the address details Phone search by means of the phone number VAT search by means of the VAT number without spaces points etc but with the country prefix ex BE E mail search by means of the e mail address Language select the language of the com
12. at 00 00 at 00 00 In this window you can fill in a description a reference and remarks Click lee to save your mailing or x to quit without saving your mailing Inthe tab Main you can see the new mailing you have created ioj xi TOEA E A E E Ae Generated Invitation demo session Generated Email Mailing 21 09 2004 Hot prospects To modify the details of a mailing Remark the mailing should be open To delete the selected mailing Remark the mailing should be open Click here to re open a mailing Click here to close a mailing Goax Click here to cancel a mailing 42 Go to the previous or next mailing Go to the first or last mailing DIAS Mailing administration page 94 120 GC Computers and Communications N V 19 2 Add contacts to a mailing Click add addresses to mailing 2 to select the addressees in the DIAS address book The address book will open Click Sy or press F3 to open the search window You can use a wide range of search criteria to find the addresses of your choice In our example we wish to select the DIAS customers E Search addresses J lo x Address chent Power Concurrent Departement Department DIAS customer DIAS Prospect es DunlAlS prospect gories Co search for IRIS customer klant Klant Claerhout Leveringsadres Maatschappelike zetel Magazijn Navision customer News Letter oest Click to see the addresses
13. page 65 120 GC Computers and Communications N V Difference between Versions and Revisions With this option you can detect all the visual differences between several version revisions at least 2 provided that the mother application application used to open the document supports this possibility The number of versions revisions which can be compared also depends on the possibilities of the mother application Select in the Versioning window the versions revisions you wish to compare Click on Difference to see the modifications E ersioning Versions i 3 0 Final version 2 1 corrections avier gt a 0 New version 1 0 ORIGINAL F Ix Pheck out Check in Difference Expor Retract pen Remove Close PER f Wersion Revision User Date Time Motes ik b l P Save checked out file locally ct OK Eancel DIAS Versioning and automatic versioning page 66 120 GC Computers and Communications N V 12 3 Automatic Versioning Versioning is too time consuming if documents need to be modified frequently For those documents you better use Automatic Versioning Everyone who opens the document can modify it and save his her changes Each time the original file will be replace by the most recent version and only the last version stays available In the window Add a file to the archive you choose for Automatic Versioning IPS Add a file to th
14. 6 NTANTSTEAM O D O O Rue Emile Claus 63 0 1180 Brussel O BELGIE D B D 0 0 0 O10 Dhr TOURS DO 0 050 51 34 35 0 O Graaf D Urslaan 26 0 6301 Heist aan Zee O BELGIE O B 0 0 0 0 8 RANSPORT N V 0 0 09 349 06 21 0 0 Oeverstraat 8 0 9160 Lokeren O BELGIE D B 0 0 0 0 l 9 IV 0 0 055 31 00 32 0 aldia proximedia be O Aalststraat 3 0 9700 OUDENAARDE D BELGIE 0 B O 10 6 Y B A 0 0O O O Rudderoordsestraat 36 0 6210 Zedelgem O BELGIE O B O 0 0 O 010 Dhr 11 BRUGGEMAN NY 0 D 09 253 41 16 0 O Langerbruggekaal 37 0 9000 Gent O BELGIE O B 0 O C N O O O algroen oceanum be D Zwaarveld 31 0 9220 HAMME O BELGIE 0 B 0 0 0 O 010 T 13 O 0 03 777 64 50 D info alinco be O Pachtgoedstraat 4 0 9140 Temse O BELGIE D B 0 0 0 D 14 DRT B V B A 0 0 055 91 48 66 0 all stort skynet be O Fietelstraat 6 0 9700 OUDENAARDE D BEL NEPTIINE OGISTICS O 003 224 46 95 0 0 Ankerni 2 0 2000 SNTWERPFN N AFL GIF O R n hy M 4 gt pb EDM_kadel lal gt Ready NUM Select the first column and open Data in the MS Excel menu bar Select Text to Columns DIAS Mailing administration page 99 120 GC Computers and Communications N v EJ Microsoft Excel EDM_kadel cs i o E Oj x E File Edit wiew Insert Format Tools D window H Type a question For help X Deu LAGSGA EIA gzt x 10 Arial 10 B Z U Filter e ET A P eee u a ee gt a H Parm Aso 8 ot B a A E f amp Title company
15. Addressbook q Fie Edit Help View Actions Export Mailings SB ae O x EE ee Eee 2 BEB All z B oe He eee er Selec tal Departments Cii Enterpri ALGIS ALGIS Langer J000 TPR E i Enterprises Cie Enterpri ANDHA Andres Meersp 9700 Easter EF Own personnel Cliente ARAL ARALC Zwaar 9220 Easter 2 a meS Enterpri COMM COMM Koningi 8790 West Ticket Co Enterpri DECE DECE Rumbe 8800 Wesk mS Enterpri DECL DE CL Industri 9160 Easter mS Enterpri DEKIN DE KL Frowin 9255 Easter Oi Enterpri DHLEs DHLE Wolum 7631 Vlaams Ci Enterpr dhispe DHL 5S Industri 9100 Easter Oi Enterpri OHLsp DHLS5 Ferry 3542 Utrecht Dis Enterpri DISTR DISTR A Wee 28670 Antwer g Enterpri EURO EURO Molend 8972 West mS Enterpri FLAN Flander Foortnjk 8560 Wesk mS Enterpri Jansse Jansse Kastele 2300 Antwer oi Enterpri KATHO KATHO Doomi 8500 West MI E nterori MOND MOND Aarsch 1800 asic a bA uy 02 282 07 07 aa O2 648 49 15 VAT BE 430034454 You can select the addresses individually but you also click on Select all 1 Select all DIAS Mailing administration page 95 120 GC Computers and Communications N v W Unselect all DIAS Mailing administration page 96 120 GC Computers a
16. In the log you can see which revisions were merged when and by whom Attention You can only merge revisions no versions It is also possible to merge several revisions that belong to different versions DIAS Versioning and automatic versioning page 64 120 GC Computers and Communications N V Example Document with several versions and revisions MS ersioning Yersions a Ix 3 0 Final version Check out 2 4 conrections avier 2 4 corections Greet 2 2 comectons Greet 2 1 corrections avier Difference 1 0 ORIGINAL Eheck t E port Fetract Open Remove l Close i preliti Version Revision kb Save checked out file locally it ok Eancel As user Xavier does not longer need the document he can decide to merge the revisions 2 1 and 2 4 Select the lines 2 1 till 2 4 Retract z click on Fe Version 2 4 will now be version 2 1 In the log you see which revisions were merged when and by whom ioj x Incoming correspondence ID CORA12700 Status IN Enterprises oon CAC Sub address Demeulemeester Katrien hii Pes SS Logaing Mersion Date Time User Message O 0 0 O OOOO dl 3 0 24 06 2005 17 05 kade Retraction deleted revision 2 2 3 0 24 06 2005 17 05 kade Retraction deleted revision 2 3 3 0 24 06 2005 17 05 kade Retraction deleted revision 2 1 Release gpl Cancel DIAS Versioning and automatic versioning
17. Mailing date Selected addresses 38 566 Mailing status Open Last status change Tracing Created by Peho on 29 04 2005 at 16 50 Modified by Peho on 02 05 2005 at 11 50 When the addresses have been exported to Excel Word Outlook or XML the status of the mailing will change to generated Mailings are not registered in the DIAS archive but in the address detail window tab Mailings you can see all the mailings that have been sent to the company or contact person in question C amp C N Y Computers amp Communications Update i O x Main address A Address 5 Communication Telephone Common More Cat CAM Planning Picture E xtemal Misc Options History Mailings Links Sync A Main Detail Mailing status Mailing date 2404 2005 OK Cancel DIAS Mailing administration page 103 120 GC Computers and Communications N v 20 Templates All the templates that you currently use can be integrated in DIAS That way you can easily create new documents The address information of the customer supplier etc will be automatically inserted in the template 20 1 Templates in MS Word Open MS Word to open a template Click in the DIAS toolbar on Select a DIAS template If you do not see the DIAS toolbar View gt Toolbars gt DIAS Tools mh Documenti Microsoft Word File Edit View Inse
18. Serial Parallel ae it oa Steven Voet ice oo EF Stijn Ver Eecke gt gt i a E Sven Delmeiren Stagiairs Technische dienst Ticket admins Approval ea Veronique Meere a a Webmasters i Stin ver Eecke g wim Baelen Sr E Havier Spileers m Help Cancel In the right window you see a list of all the DIAS users f regular font style and DIAS user groups fa bold font style in alphabetical order You can choose whether you would like to use the DIAS user group as distribution list or not If you choose to send is as distribution list each member of the user group receives the document in his or her workflow and has to deal with the document and release it You can also choose not to use the distribution list Then the document will be send to all the members of the group but only one person of the group has to deal with the document and release it From the moment one person of the group releases the document it will disappear from the entire flow DIAS user group Management used as distribution list DIAS user group management not used as distribution list ETE ip x ip x Bestand Bewerken Help Beeld Acties FlowBeheer CC Acties Rapporten Venster Bestand Bewerken Help Beeld Acties FlowBeheer CC Acties Rapporten Venster S asie RS m4ea Se PVIVFE 24 ATALI ELEL yee VoOVwe fA E Document is still being reviewed flow is active IE Documen
19. the content of the document The text will be included in the full text database which allows you to carry out full text searches afterwards Clickon gt to complete the next window When you wish to add a flow to the document you can select the addressees is this window TE Add a file to the archive 200 C amp C nv l Oj xj File C My Documentsdias_introducte pdf gpl Flow E oo EE Joel Janik Germain Coghe Add i E Katrien Demeulemeester ee y E Kim Deprez Antoni Bogaert Delete 9 i on Leen Walcarius a E Luc Ballegeer c E Management Beneta P F Marjan Froot T E Nancy Vandegehuchte J Ei ool Peter Hooghe ee E Peter Yanpoucke 2 ool Peter Verschooren bd EE Roeland Anrijs 4 Rotary gebruikers al f Serial i Parallel J Use profiles as distribution list Help Finish DIAS Import files in DIAS pag 32 120 GC Computers and Communications N V Clickon to complete the next window In this window you can relate the imported document to another archived file TE Add a file to the archive 200 C amp C nY a Sel Es File CSMy Documents dias_introduche pdf w Related documents Related document 1 Al DE Related document 2 Al SE Related document 3 EJEA Cancel Finish Search a document click here to look up the related document Standard DIAS will cl Show all the archived documents with the same address as the document you are im
20. 120 GC Computers and Communications N V 19 Mailing administration With the mailing administration you can easily create mailings regular mail e mail based on the address information that is saved in the DIAS address book To start the mailing administration select Mailing Administration CI in the DIAS Start menu PE DIAS C amp C NY E iol x EETRI User defined records Countries and 21P codes TAPI setup Mailing Administration User Defined Properties Function Administration Export Documents Export Addresses The following window will appear D Mailing administration Ioj x O axle a B B Olie e oo am Main Listing S E E J Generated ES mene session Generated Email Mailing 21 09 2004 Hot prospects Total number of selected addressees DIAS Mailing administration page 93 120 GC Computers and Communications n v 19 1 Create a new mailing Click to create a new mailing The tab Detail will open Ei Mailing administration Nk elld elaccl gel lt se gt B m Ee Main Detail Listing Description Press release i Reference Dias extract free form recognition Remarks target group existing DIAS customers Impose additional addresses Do not use private information Mailing date woensdag 13 juli 2005 v Selected addresses 0 Mailing status Open Last status change M Tracing Created by Modified by on on
21. Gea U Agar I i L a II Te Tl Th Attention To use the e mail function your Outlook account should be active If not you will get the following error Outlook connection x Fatal error unable to connect to Outlook PTs Outlook running on your PE DIAS E mail integration page 74 120 GC Computers and Communications N V Click on a to search the e mail address of your addressee in the DIAS Address book s Addressbook i o0Oj Fie Edit Help wiew Actions Export Mailings SB ROSTReIV Al v bg ekl gala an All Street TE Contacts H Enterprises CCNEDERLAND CRCNE Werlengde P 4618 CL BREC Departments EH Enterprises IF Hoge Bun 9700 OUDENA E Own personnel ovate Press pe 1 Support Ae Ticket BA admi icac be ED 055 300 320 ai 055 300 104 VAT BE434990956 Double click on the address line to insert the e mail address in the To field of your message Click 24 to mail your message When you send or receive a mail message DIAS will always ask if you wish to import the e mail in DIAS The DIAS MS Outlook connectivity window will appear FEDIAS MSOutlook connectivity i O x w2 0 Q Do you want to import this e mail in DIAS 7 i Connection Reconnect Subject RE M COMPUTERS AND COMMUNICATIONS M W MOUS AC BEICN RECIPIENTSICN ST VE Do not ever import automatically in DIAS Found result in DIAS addres
22. Gi cc Lil Bee ewitberstjansen meeuwen be Frits schultinki airflo be jponet amano be Bl bennvitaquacare be baeten pophost eunet be marc reniers belFortinternational be Peggy boetsm belisal com info decoma com georges bemal be infom beneluxorient be Subject a Gh A Times New Roman lz A B i u 3 A Bt Se Gi Ce 7H ae 19 5 Export to MS Word Click on Start a mail merge in MS Word La Remark you should create your letter first and save it on your local disk You have to select a mail merge base document The mail merge document will be opened in MS Word You can now insert the necessary merge fields Mail Merge x la a gB B insert wordrield A AIN 4 gt AAR IDA amp B amp Insert merge fields Follow the usual steps of a standard MS Word mail merge to complete your mailing 19 6 Export to XML Click on Export to XML HHL You will get an XML sheet will the contact information of all the addressees XML sheets are frequently used to export data to other applications DIAS Mailing administration page 102 120 GC Computers and Communications N V Remarks Mailings can only be modified by the person who has created the mailing Peles DEBE Ag HOolan GB Sle dB Description demo a Reference Remarks z Impose additional addresses M Do not use private information vijdag 29 april 2005
23. Mailings Sa noe SACI ae Bee 2 Te All a ei Contacts is Enterprises Cadcam CADCA DeLeiteweg 8020 Oostkamp B sa Departments Enterprises Cadena Cadena Helleneind 32a 5531 PG Bladel ML iy Enterprises B Contacts CADET Cadet M E a personne Lin Enterprises Cado CADO Heimweg 141 9190 Stekene E g Ai 2 Contacts Cadron Cadron nann WPpor iC Wererre gt FTTTTTTTTETETETETETET ua 1c FTETETETTTTTTT e jE sien T i TTTTTTT LLLLLLLLLLLLEILE S 010 TTTTT St eye mn E Ticket ri oe PAO ATION Deen han if Bs Fl A zi 1 LLLLLLE M Mi PETT T r MP r z z z r Perereeee ka a AN ARITA oe EA info cadservice be en 053 78 13 32 wa 053 77 93 60 VAT BE42 7302420 In the left part of the window you see the different address types contacts departments enterprises etc In the right window you see the requested addresses To open the address details you can Double click on the address line The detail window will appear and you can modify the information OR Click right on the selected address and choose Show to open the address details you can not modify the information Open to open the address details you can modify the information DIAS Address book and CRM page 83 120 GC Computers and Communications N V Address detail window C amp C N Y Computers amp Communications View p iol xj t gt View indicates that you can not modify the address in
24. Signature g Or the document will be disapproved by removing the ih icon Only if the user carries out one of these actions he she can release the document DIAS Approve and sign documents in DIAS page 57 120 GC Computers and Communications N v Control of the flow If for any reason you wish to intervene in the workflow process ex If the workflow process is delayed due to someone s absence the Administrator can release the document instead of the user Select the document Double click on the flow step you wish to change The window Update flowstep will appear and the Administrator can carry out the necessary changes lox Document type CORRA Document D G1LzZ653 To Frco Coghe Francine Status Release Order 002 Deadline i Decision Admin Administrator released 160672005 at 11 02 29 Remark E Help Cancel To remove a flow step click right on the flow step and select Delete Attention When the Administrator releases a document instead of the user this will be registered in the log DIAS Approve and sign documents in DIAS page 58 120 GC Computers and Communications N v 11 2 Sign documents In DIAS you can automatically place your signature on digital documents If it concerns a text document a character string should indicate where the signature has to be positioned If it concerns a graphical file X Y coordinates will de
25. archive and EH search the document you wish to add in attachment Double click on the document line and it will be added as attachment to your e mail Fetch an e mail address from DIAS click here to open the DIAS address book and select aH by double clicking the addressee s Submit the attachments to DIAS instead of submitting a file to DIAS you can click here to a 16 2 import the attachment of your e mail in DIAS see page 31 Import files in DIAS Submit the attachments to DIAS versioning click here to import the attachment of your e mail as a new version of an existing document archived in DIAS Sending a file with MS Outlook To e mail a document archived in DIAS you follow the next steps Find the document you wish e mail in the DIAS archive and open the Document Details window Document type M1 E mails A Internal notes lt F Incoming cormesp Incoming corresp cy Incoming corresp A intemal notes B Servicing reports M4 E mails yf Sales invoices ERP A Internal notes C Internal notes O Maintenance cont Address Status VAND NER Distri EBP DE DI KREF NEYR DECE DYNA Wille BEH Lil Creation date Date Last Version 29 06 2005 29 06 2005 29 06 2005 29 06 2005 29 06 2005 29 06 2005 29 06 2005 29 06 2005 View and pen 29 06 2005 Print 28 06 2005 F 28 06 2005 ra 2870672005 28 06 2005 Follow up 28 06 2005 i 2
26. as Leveringsbonnen inkomend 4 a Offertes klanten E O Onderhoudscontracten x Doc count 113 a ADMSB2 Every member of the user group has to deal with the document El ISO Diversen Ej ISO Formulieren AQ 150 Handboek ISO Ontwerpen ISO Procedures ISO Verbeteringen lin Kostprijscalculaties Fi Management Leveringsbonnen inkomend Offertes klanten H 0 Onderhoudscontracten zi Doc count113 ADM883 Only one member of the user group has to deal with the document You can move the users and or user groups to whom you wish to send the document from the right window to the left window by clicking on 4 lt or by double clicking on the name To remove users and or user groups you select them in the left window and click on gt Attention or double click on the name If the document you wish to flow has been flowed previously you will see a list of the former addressees when opening the flow window You can add persons to the flow list but you can not remove users or user groups from the existing list or change the flow order of the existing list The users who have released the document are shown in read The buttons Serial or Parallel determine the way of forwarding the flow You can find more information on serial and parallel workflow in the section Serial and Parallel workflow on page 45 With the button Approval you can define for each f
27. creating a flow Filter Virtual Records on Address Fill in e mail address when mailing documents ca mm ca fea cS Lo Saa Outlook enable auto archiving of e maila HL Barcodes generating barcodes lox Document type HUR Minimum barcode nb 7 332 Maximum barcode nb 11 631 Sample barcodetest AKPFCT 011631 Supported devices TEC B4rz TEC B472 A823 Epson TM LE0ll METO 8100 Intermec C4 Ba Iili Quantity to generate oono MNI Change administrative file dossier to switch to another file E i Copy document to copy a document ex To make the same offer for a different customer Lea Import to import documents or files saved on your hard disk or network wF Trashcan shows all the documents that are put in the trashcan DIAS Document Details page 15 120 GC Computers and Communications N V Unknown documents shows the incoming faxes that have not been treated Related documents gives an overview of all the files related to a document Follow up to register telephone calls internal notes and visit reports Planning to plan tasks and appointments in your agenda Ge amp Public documents directory with documents that are accessible by everyone Out of office automatically forward documents to a colleague during your absence Pre defined flows apply one of the available pre defined document flows Global flow automatically assign a
28. document Press the TAB key after filling in the address Remark if the name of the customer or supplier is incomplete incorrect or if the name occurs twice in the address book the address book will open automatically when leaving the address field s Addressbook _ O x File Edit ait View Actions Export icy SB a Dg Al a Enterprises a oo Own personnel Callout c Enterprises CCandela Coru Belgie August Dierckslaan 37 Enterprises CCE PPAR HOLT COM Lange FASEAN 18 EN Enterprises CCE Auto CCE Automatisenng Marconibaan 2 like Enterprises COGS LLUS LY Wettersestraat 29 EN Enterprises CCNED C amp l NEDERLAND Verlengde Poolseweg 34 46 EN Enterprises CENY CAC IF Hoge Bunders m kI I BERS 1 C a b ee r nd mnd ma gt MLA Ea infot ccandela be EX O95 60 66 Er Os295 89 49 w info ticcandela be Double click on the correct contact The field Sub Address only appears once you have filled in the Enterprise Address Depending on the structure of you Address book you will be able so select a department or a specific contact person You will only see those departments or contacts belonging to the enterprise you have selected Filling in these fields is extremely important as they will determine the place of the document in the archive DIAS places a copy of the document in the archive If it is a MS Word or MS Excel document DIAS will also read
29. document management window ome General principle Each document that is put in DIAS is immediately archived With document we do not merely mean single pages A document in DIAS consists of 1 or several pages which together constitute a document A document can be a scanned form an e mail a fax a document made in Microsoft Word a multimedia file etc This general principle does not mean that each user can consult all the documents depending on the access rights to the administrative file document type project etc documents will be displayed or not DIAS is more than a collection of files Every file is related with a record that contains information about the archived document comparable with a filing card that is stapled to a document The content of the record can be determined by the Administrator The content of the fields in this manual can therefore be different from your own application In DIAS it is possible to look up documents by means of document type document owner or unique document defined criteria UDP s as well as all possible combinations of search criteria In addition you can also retrieve documents based on their creation date status or internal DIAS number It is also possible to search in the textual contents of the archived documents You can also import files in the DIAS archive This means that you can incorporate all documents or files that are now stored on your hard disk or network DIAS Do
30. document was created ex you write a letter on the 10 of October but you import the letter on the 12 of October For DIAS the creation date is 12 October Last modification this is the date on which the document was adapted for the last time by means of Version management Related docs the paperclip illustrates that there are other files linked with the document Description short description or comment appended to the document when adding the document to DIAS gt You can sort the lists in the right window ascending by clicking on the column titles or descending by double clicking In the window Session Information you can also determine the standard sorting order To open the session information click on th in the DIAS start menu O Session information Ioj xj Preferences LocalServer Password Appsery System Permissions User preferences Mas record fetch ho Language Enin On double click lew Save follow up every 30 minutes Refresh flow windor 5 Sort Flow By Mas document age for archive gy On Date most recent first On last version oldest first Show Startmenu in taskbar Dr last version most recent first Use Document date in Follow Up Automatically start search when linking dacs al Delete original files on fleimport 7 B Use profiles as distibutor list when creating a Fow W Filter Virtual Records on Address Iw Fill in e mail address wh
31. in the DIAS archive select Import Document ah to import all documents of a batch select Import all Documents i or E to import the document as a new version revision of an existing document The window Add a file to the archive will appear You find more information on this in the section Import files in DIAS on page 31 Click on Delete batch to remove the batch DIAS Scan documents in DIAS pag 42 120 GC Computers and Communications n v 9 4 Barcodes Using barcodes has several advantages You do not need to use patches Although this action is replaced by attaching barcodes you gain time as you do not have to remove the patches afterwards The number that is awarded to the document by DIAS stands on the document itself as this number is part of the barcode number Each barcode is unique If by mistake you scan a document twice DIAS will generate an error That way it is impossible to scan a document two times If you wish to relate DIAS with your bookkeeping software IRIS Navison etc barcodes are compulsory The barcodes are generated in DIAS by the administrator The user only has to stick the barcode to the document Attention Barcodes are used to separate documents This means you only have to attach 1 barcode to a document If the document consists of several pages you only have to stick a barcode to the first page A barcode consists of 2 parts Document type Unique ID number 6
32. methods to flow a document serial and parallel Serial workflow When using a serial flow the document can only be seen by one user or user group at the same time The second addressee of the workflow can see the document only if the user prior to him released the document Example an invoice first goes to the accountant When the accountant entered the invoice into the books and made the necessary remarks he will release the document Only then the next person of the flow will see the document in his her flow Parallel workflow ms Ds gg _ oe ee In a parallel workflow all the members of the flow can see the document in their flow at the same time They can make remarks or release the document regardless of what the addressee prior to him did If you send a document to 3 persons with a parallel flow they will all 3 see it at the same time Attention You can only adjust the flow type Serial or Parallel when adding the flow to the document Once you ve selected the flow type you CAN noT change it anymore DIAS Workflow page 47 120 10 3 Adda workflow Open the Document details window and click on Add persons to the flow si The Adding flow steps window will appear GC Computers and Communications n v Adding flowsteps x Users Flow a Veronique Meer it a Peter Hooghe p a Katien Demeulemeester 5 E2 Webmasters As DistributionLi
33. necessary authorization can see the documents belonging to this file The standard file is shown but you can select one of the other files in the list Click OK to start DIAS 4 2 Start menu When you re logged in the DIAS start menu will appear on your screen Depending on the user rights the DIAS start menu can differ Start menu DIAS Administrator Boras cacy aisles wo TE ill D The Administrator is the manager of DIAS This person has all the user rights He she can view all types of documents remove documents create new users remove users or determine user rights Usually there is only 1 Administrator Start menu DIAS User lO x Heo OR DIAS Starting with DIAS page 9 120 GC Computers and Communications N V Depending on your user rights some of the pictograms might not be activated on your DIAS start menu Overview pictograms Document management overview of the documents in the archive and workflow Address management database of contacts to which the documents are related Follow up telephone calls and other events visit reports internal notes that have no related documents oe u Planning agenda to manage tasks and appointments Administrator s menu opens the DIAS main menu to set up a o system parameters only accessible by the Administrator E Session information set up of a o preferences and password ge zy DIAS menu access to User defined r
34. place where you wish to insert a form field Click in the Forms toolbar on Text Form Field abl The form field will appear in your document Double click on the form field to op the Text Form Field Options Forms aye tg A Text Form Field Text Form Field Options g l x Text Form Field Type Default text Reg ular text Maximum length Text Format Unlimited Run macro on Entry Exit Field settings Bookmark EDM TF 5 M Fill in enabled Calculate on exit Add Help Text Cancel Fill in the Bookmark List of bookmarks DIAS ID Identification of the DIAS document example UITOFF3489 only possible when the document is imported in DIAS Name of the head address Title space last name space first name DIAS _TITLENAME Title of the head address DIAS_NAME DIAS_LASTNAME Last name of the head address DIAS _FIRSTNAME First name of the head address Name of the sub address Title space last name space first name DIAS _TITLEATTN Title of the sub address DIAS_ATTN DIAS _FIRSTATIN First name of the sub address DIAS Templates page 106 120 DIAS_LASTATTN DIAS_ADDRESSLN1 DIAS_PR_ADDRESSLN1 DIAS_ADDRESSLN2 DIAS_PR_ADDRESSLN2 DIAS_COUNTRY DIAS_PR_COUNTRY DIAS_CITY DIAS_PR_CITY DIAS_TEL DIAS_FAX DIAS_FROM DIAS_DATE DIAS_FCT DIAS_EML DIAS_VERSION DIAS_VERSIONDATE DIAS_DOCTYPE DIAS_DOCDATE DIAS_TYPEUDP DIAS_UDP_ lt TYPE gt
35. planning Preferences Default time 30 minutes Default notification time 30 minutes Default print flag Day ne Export to Outlook on close of planning al Start of active part of day Joa oo End of active part of day in 7 30 Default hide tasks contact tpe plannings E Default planning type Cancel DIAS Agenda page 120 120
36. planning item al Create document il OF Cancel In the upper left menu you can define the document type DIAS Follow up page 108 120 GC Computers and Communications N v Telephone call Internal note Visit report Fill in the address and sub address if necessary of your contact person Remark when opening the Follow up window from the address book this information will be completed automatically In the text field you summarize the contents and describe the necessary follow up The lay out of the text can be modified with the special toolbar i 8 B U age ae A Ae jh Inthe right window you can add additional information regarding your document Tab Phone Phone Relat Stats UDF Duration 00 00 53 Force counter Create planning item ee On this tab the Duration of your telephone call is automatically registered With the option Create planning item you can register the telephone call in your DIAS agenda More information in the section Agenda on page 114 Tab Relation Document 1 Search the document Show the document you wish to relate Document 2 S Remove the related document Here you can relate other DIAS documents to your telephone call usually documents necessary for the follow up fax invoice etc Tab Status DIAS Follow up page 109 120 GC Computers and Communications N V Own
37. private or additional optional e mail address in DIAS The e mail address will be added automatically to the address information of the contact person TE Add a file to the archive 700 C amp C nv f iol x File C SDOCUME 1SkadeSLOCALS 1S TemphradF r 53C meg ap E mail information E mailaddress poe AND COMMUNICATIONS Nov OUSCAC BE ACN RECIPIENT SYCN STVE Use this mailaddress az none Misses Private Additional e mailaddress for Help Cancel Finish Click to go to next window In this window you can change the document security settings that are applicable on the e mail you are importing in DIAS Standard DIAS will use the default document security Pe Add a file to the archive 200 C amp C nv loj x File C DOCUME 1SkadeSLOCALS 1T emp radF r 53C meg ap Security W Use default document security Allow Deny Can View E W Fat 25 Users Can Write JE M E Administrator Administrat amp ecm Can Make Versions r W E Algemeen E Antoni Bogaert fa Boekhouding E Brigitte Bruggeman fa C amp C Users Cancel Finish DIAS E mail integration page 79 120 GC Computers and Communications N v Click to go to next window In this window you can add a status to the document and write your comments or remarks You can also choose to use Automatic Versioning see page 59 Automatic Versioning Deleting the Original file is not possible
38. you 055 33 37 68 209 n l additional information on the selected company or person AO Fhone phone fax e mail mobile function etc You can choose which Fax information you wish to see in which panel Click right in the E Mail i URL panel and select the information you wish to see City Speeddial Usually there will be one person marked in bold This is the Seen main contact person in most cases the business manager Mobile Message To see the address detail window double click on the address line or click right and select Open DIAS Address book and CRM page 86 120 GC Computers and Communications N v 18 2 Search a company or contact person To look for a company or contact person in the DIAS address book Select in the left window in which category you wish to search the contents of this list can differ a al Gi Contacts It most cases it is not very interesting to select All This can increase the time e Departments of your search considerably as DIAS has to go through the entire database Enterprises z Dwn personnel g Fress 1 Support 1 Ticket Click Search H or press F3 to open the Search addresses window E Search addresses l loj x Main Cat Financial UDP s Hamer Callout D o b E F fe A Address CR Count ZIP C P Remake And Car Phone AT E mail Language ooo A w Representative o Function crearea hetween ff and o fs
39. you will see all the unprocessed batches To process a batch click edit or double click on the document The following window will appear Batch scanned on PCSCANNER 15 06 2005 10 23 39 Batch Document Page wiew a EG x Ex cae A Q E Dossier CRE nv _Page Barcode PAT CH l Fals Aei iehm on pen lyp Ub earr yrn Ws Re te war singit siciece ar urle isens bu sides su ritar ej wy Jaret ee sninet the pron mrz o the couper yuu mal bu suan A3 A7 A5 ob 1 lanlersastot sdext tha ov cttstor ub the dicurmer i yeu wishi ty sear pule enyieipt fuck OK tr retuit ts ch pines aniy Thumbs Image PATCH Attention Fes Sell gs Wee as eshte al ieee Se waite iad Reear scart toe y paik a Aabi hhi beef illsscvn op vim an yarerl Documents A Use Z sve vecdenscese i DELI POTEST os candan g al Pave Devii s ooo ee i e Cere CEEE PRs ata Attention Scanner settings have to be customized after creating your batch and before scanning Click on Process Batch ae If you used patches or barcodes the pages will be divided automatically into different documents You get an overview of the different documents in the left window bottom With the tabs Image and Thumbs you can change the view of the depicted pages DIAS Scan documents in DIAS pag 40 120 GC Computers and Communications N V Batch scanned on PCSCANMER 15 06 2005 1
40. 1 01 22 f i oj x Batch Document Page view gt a TEs 5 x o T mE Si EH Dossier C amp C re Page Barcode Page 1 2 Page 2 _ Page3 PATCH i Page 4 Page 5 _ Page6 PATCHI Page 7 Thumb Image J Documents PO Document 1 ET Fage 1 a Page 2 SET Document 2 Sioa Page 4 i Fage 5 Scanning without patches or barcodes Question Ed No barcodes nor patches were Found lt r Process every page as a single document No one document containing several pages Yes each page is a separate document Documents Bf Documents epee Document 1 Ejs Document 1 oe Page 1 a Page 1 Page 2 Ep Document 2 Page 3 e Page 2 Pae Fage 4 Eee Document 3 inate Page 5 e Fage 3 PEN Fage 6 E Document 4 ee Page 4 PAER Document 5 EN Page 5 ca Document 6 You can also modify the document structure manually by dragging amp dropping drag a page from the left top window and drop it in a document in the left bottom window DIAS Scan documents in DIAS pag 41 120 GC Computers and Communications N v Other options Delete document remove 1 document can be several pages from the batch Remove page from batch remove 1 page from the batch Ga Ws Rotate left Rotate right turn the page left or right Increase magnification Decrease magnification zoom in or zoom out To import 1 document
41. 30 120 GC Computers and Communications N V 8 Import files in DIAS With DIAS it is possible to import files in the archive that are stored on you local disk or on the network Open the archive window and click in the toolbar on Import or in the menu bar Actions gt Import The window Select the file which has to be imported will open Select the file which has to be imported Look in My Recent Documents ee My eBooks phy Music Desktop My Pictures O My Received Files My Shapes PF My Videos lt Default rdp E desktop ini ns dias_introductie pdf 2 EDM_kadeS ppt L Firefox Setup 1 0 3 exe Pa hy Computer ia I Ye My Network File name test pdf Places Files of type All Files Cancel Look up the document you wish to import and click Oren The window Add a file to the archive will open TE Add a file to the archive 700 C amp C nv File C AMy Documentsdias_intraduche pdf oy Document Incoming correspondence O w Enterprises kECandea o Coru Belgie Sub address Fe D WWP aa Create followup for this document 4 Cancel Finish DIAS Import files in DIAS pag 31 120 GC Computers and Communications N V In this window you select the document type and fill in the name of the customer supplier or other contact if necessary also the sub address department contact to which you wish to relate this
42. 8 06 2005 Select the tab Actions and click on E mail with Outlook Document details Maintenance contracts Enterprises willeAfsluiting Wille Afsluitingen M W Sub address 15 x ID QHC1568 Status GEZ Logging ee A 36 DIAS E mail integration Release gpl Cancel page 73 120 GC Computers and Communications N V Or you can also select the document click right and choose Actions gt Outlook mail Document type Address Status Creaton cate Dale Lest Version bel E mails WAND BEH 29 06 2005 29 06 2005 E Irlerial roles HE3 2906 200 23 06 2005 i Inc ominai GEZ 2970672005 2970672005 Incom 8 _ GEZ 29 06 2005 29 06 2005 ineomi PAN IH 29706 2005 29 06 2005 lt F Intemal i AES 29 06 2005 2906 2005 fl k WAC 20 06 2005 29 06 2005 of Dervis Fila CONTR 27 V0IR 2M5 SQR K Pricelist Actions Versionng 2012 290672005 E Seyid o OFE 72005 28706 2005 E mas Polloweur oe AI AM VU EUIUS D Sales irvoices CNP HEYT ESSEREEN 2005 20 00 2005 DIAS automatically creates an e mail with your selected document in attachment You only have to fill in the subject and the text of your e mail You can insert the e mail address of the addressee from the DIAS address book E Untitled Message HTML ee iol x Eile Edit View Insert Format Tools Actions Help send al Gl 4 Sa Al 0 Sy ft g Y E options Verdana 10
43. All the company names that start with Fin will automatically appear When you only know a part of the word you can use an asterisk before and after the word Example when searching for Don you will also get McDonald Attention This last rule is not valid for the field remarks Example when you are looking for all the addresses that have warning competitor in the field remarks you can enter warning or you can also type warn in the search field But using rning will give no result 18 3 Add a company to the address book Open the address book and select New The window create will appear In the different tabs you can add information regarding the company Use the tab key to shift easily to the next field xl Main address Address 2 Communication Telephone l Common More Cat CAM Planning Picture Estemal Misc Options History Mailings Links Sync A r Address tye ARAA Skk AnA Hame First name Callout Fhone Business PO Short pooo Fax Business A o b o Mobile Business m o e E mail Business 000 m Address Business r S Bi E not found DIAS Address book and CRM page 89 120 GC Computers and Communications N v Click on the Build address button to add address x ease fill in the address below information The address form will appear Co m Country B C ZiPcode
44. Blais Volgende items loumen op ne aman worden wWigevoerd doch vallei niet onder bet supporilomiraki wor IRIS Tentinde de progremmate in de planning w kunnti opmcmen verzoeken wa U vriendelijk dere Ak tT ig iagevald en omdentekend terug tc shuren Naar firtaa Cowald DE BRUYCKER Naam contactpernoor Yanick Tanghe A e ST n Gale afan a EE ETEN a R ii For Help press F1 33 79 Page 1 of 1 a DIAS Processing incoming faxes page 82 120 GC Computers and Communications N V 18 Address book and CRM 18 1 Introduction DIAS also provides an address management module to manage all the company and contact information of your customers suppliers employees partners etc All the information is managed in 1 central database Today most of the people have their own address book on their personal computer With 1 central database you minimize the risk of using incorrect address information or losing important contact data The addresses can be imported from existing applications ex bookkeeping Outlook contacts etc Addresses that occur twice can be merged together With the CRM Customer Relationship Management module you can even link addresses to one another Address book To start the address management click on Addressbook in the DIAS start menu ax 4Addressbook The addressbook window will appear Addressbook Joj x File Edit Help View Actions Export
45. Bouman Han Beernemsteenweg 47H 8750 Wingene WAUTERS TANKTRANSI Mevr Janssens Ye Zwaarveld 35 9220 HAMME veerle janssens wautersttbe 052 47 88 72 The new record will be shown in red until you synchronise the database Click therefore on Resynchronize with database Ei Mailing administration D amp eax Ee E O e G GE o gt Main Detail Listing G Hor cc Company Contact Address Cy mall Fak WARCO Dhr Yanhonsebrot Grote Markt 4 8870 Izegem WAREGER Dhr Coppens Her Steenovenstraat 38 b76 8790 Waregem WARLOP F Myr Warlop Sylvie Moeskroenstraat 862 8930 Menen WARNIER Dhr Warnier Henk t Walletie 24 8300 Knokke H WARRENS Myr Warrens Ann Donkerstraat 92 9120 Beveren WASE BEC Dhr Du Tr Pasg Oude Molenstraat 84 9100 ST NIKLA wasebegrafenissen pi be Bettestraat 1 9190 Stekene e m Gentsesteenweg 158 9160 Lokeren WASE SCH Dhr Wemel Bart E Kattestraat 255 9150 Kruibeke wase schilderwerken byba pai WASSERIJ Dhr Yan Daele 4 Toekomststraat 38 9040 Sint Aman wasserij der vlaanderen freebe 09 228 43 44 WASTYN Dhr Wastyn Johar Schendekouterstraat 20 8940 Geluwe WATTEX Dhr Baert Paul G Kalkenstraat 86 9255 Buggenho WATTS OC Dhr Bouman Han Beernemsteenweg 47H 8750 Wingene Attention This action will only last for this particular mailing DIAS Mailing administration page 98 120 GC Computers and Communications N V If you wish to use the same contacts for each mailing you shou
46. DIAS Follow up page 112 120 GC Computers and Communications N V 22 Agenda With the agenda module in DIAS you can plan appointments meetings and other tasks Click in the DIAS start menu on Planning Demeulemeester Katrien 7 Demeulemeester Katrien 14 07 2005 11 07 2005 17 07 2005 juni 2005 mal Monday Tuesday Wednesday Thursday 00 00 00 30 s juni2005 gt aaa 2 a 45 joe 6e 7 8 9 10 11 12 010001 30 13 14 15 16 17 18 19 0130 0200 20 21 22 23 24 25 26 0200 02 30 27 28 29 30 02 30 03 00 03 00 03 30 30 3 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 04 00 04 30 1 2 3 1 2 3 04 30 05 00 11 12 13 15 16 17 05 30 06 00 18 19 20 21 22 23 24 0600 0630 25 26 27 28 29 30 31 36200700 07 00 07 30 4 5 6 7 8 9 10 11 12 13 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 30 08 07 30 08 00 I Hide tasks 00 06 08 00 08 30 O OOOO O O O waso OC OOOO S o e 09 30 10 00 4 Day planning Week planning In the left part of the window you see the date navigator standard DIAS shows 2 months The appointments and or tasks are divided in intervals of 30 minutes The green part indicates the inactive part of the day the white part the active hours a In the upper left corner you can select week planning Monday Sunday 22 2 Create anew agenda registration Click on Create a new registratio
47. DIAS Scan documents in DIAS pag 38 120 GC Computers and Communications N V amp DIAS scanning tool 3 1 3 Source Scanner Image DIAS Found barcode PATCH Processing page 7 Scan error Scanner Out OF Paper 20025 Patch_single Pages After scanning the batch can be imported in DIAS click on Send batch to DIAS The scanned documents will be placed in DIAS You can find them in the document management window 9 3 Processing a scanned batch Close the scan program and open the document management window archive 200 C amp C nv File Edit Help View Actions Flow Administrations CC Actions Reports Window aa IVIRE Wo eae FRERE ILT I Document iz still being reviewed flow ts active i E Batches 1 al Description Checked out Batch scanned on POSCANNER 15 06 2005 10 23 39 E Public docs Unprotected docs eee Follow p i iD My Flow i Archive EAE Administrative dacs Calculations ool Change of design AAA User Date Ste H E mails Eee Incoming correspondence Incoming delivery notes i F Ey Internal notes ool A Invoices ISO Corrections ISO Dratts ja 50 Forme AQ SO Handbook H 150 Miscellaneous ef 50 Procedures ISO Registrations Maintenance contracts Marketing DIAS Scan documents in DIAS pag 39 120 GC Computers and Communications N V In the overview left window you select the heading Batches and in the right window
48. DIAS_DOCDESCR DIAS _DOCSTAT DIAS_REP DIAS_VAT DIAS_SEX DIAS_DOSDESCR DIAS_VT DIAS_VT_TABEL_LABEL DIAS_VT_RECORD_DESCR DIAS_VT_EXT_VAR1 DIAS_VT_EXT_VAR2 DIAS_VT_EXT_VAR3 DIAS_VT_ lt FIELDNAME gt Attention GC Computers and Communications N v Last name of the sub address Address line 1 professional Address line 1 private Address line 2 professional Address line 2 private Country code professional Country code private City zip code space city professional City zip code space city private Telephone number Fax number Name of the user who imported the document only possible when the document is imported in DIAS Date on which the document was imported in DIAS Function of the sub address contact person E mail address of the head address Document version number Version Management Date of the selected version Document type Document date Add the primary UDP corresponds with the document type sub menus in the archive structure Add a UDP other then the primary Define between the brackets the type of the UDP you wish to insert Description title of the document Status of the document Representative linked to the address VAT number if the sub address has a VAT number this will have priority over the main address Sex of the contact person Description of the administrative file dossier ID of a virtual record Name of the virtual table Name of the record a
49. E mail message Yes Yes Tif TIFF graphical No Yes Bmp Bitmap graphical No Yes Jpg JPEG graphical No No Pdf Adobe Acrobat No No Vsd Microsoft Visio No No Mdb MS Access database No No Pps MS PowerPoint presentation No No Ppt MS PowerPoint file No No The last column but one indicates if a full text field can be created in the database when importing the document in DIAS This is also possible for graphical files such as JPEG but then only with the necessary OCR tools last column DIAS Import files in DIAS pag 35 120 GC Computers and Communications N v 9 Scan documents in DIAS 9 1 Introduction If you wish to archive external documents ex Technical leaflets incoming correspondence pricelists of suppliers etc all these documents will have to be digitalised by means of a scanner We use a scanning program that is provided together with DIAS Before you start scanning you should decide how you wish to scan 5 All pages together in 1 document a Every page separately in individual documents A combination of both If you wish to scan several documents at the same time 1 document can contain several pages you can use patch pages page with a code to separate the different documents or you can work with barcodes Barcode recognition The scan software is tuned to recognise barcodes for different document types usually used for purchase invoices Patch recognition In order to distinguish different
50. GC Computers and Communications N V 16 6 Import an e mail attachment with DIAS versioning When the attachment you have received is a new version of an existing archived document you can choose to import the attachment with Versioning Click ca to import the attachment as a new version Untitled Message Rich Text a d O x Eile Edit wiew Insert Format Tools Actions Help Reply GBiReply to all Forward B elx a gt Arial i0 A BasuU EED FETE From Stijn Yer ESubmit the attachments to DIAS versioning lwo 29 06 2005 12 33 To katrien Demeulemeester E Subject c AnyCOOOL gif 17 KB Look for the initial document in the DIAS archive Double click on the document line to open the Versioning window ME Yersons Pheck out Eheck in Difference Export Retract Eel pen Remove ose C Version Revision f J Uzer kade Date 29 06 2005 Time 17 11 Motes New version El P Save checked out file locally ct OF Cancel Select if you want to import the attachment as a new version or a revision Add your comments and click OK You find more information on Versioning and Automatic versioning on page 59 DIAS E mail integration page 81 120 GC Computers and Communications N V 17 Processing incoming faxes To use this function the DIAS systems has to be connected with your digital fax software The incomi
51. IAS Workflow or double click on the name page 48 120 GC Computers and Communications N V Attention If the document you wish to flow has been flowed previously you will see a list of the former addressees when opening the flow window You can add persons to the flow list but you can not remove users or user groups from the existing list or change the flow order of the existing list The users who have released the document are shown in read The buttons Serial or Parallel determine the way of forwarding the flow as described in chapter 10 2 With the button Approval you can define for each flow step if approval is required You can find more information on the approval of documents in the section Approve and Sign documents on page 53 10 4 The workflow window When opening the document administration H you standard get the workflow window In this window you see an overview of all the documents which have to be treated by you It is obvious that this window should contain as few documents as possible this indicates that documents are being treated rapidly 5 Flow 200 C amp C ny x Fie Edit Help View Actions Flow Administrations CC Actions Reports Window S ac i e ViAE MAP voVogl a W Document is still being reviewed flow is active Batches 1 a Documenttype Address Status Own St Visum Field Descriptic De Checked out Incoming correspondence C amp C IN This is
52. K 10 09 2004 verlofaanvraag vrijdag 10 09 namiddag 2 Administratieve docs C amp C 5 Administrati H 2 Administratieve docs C amp C 2J Administratieve docs C amp C ET NEW 09 09 2004 Lijst backupstatus Develop AIX LTO van 17 08 2 H Alerhande documentaties Administratieve docs C amp C CC NEW 09 09 2004 i Lijst backupstatus Develop AIX LTO van 17 08 2 H Allerhande documentaties ipa A a EH NR RARES y A p Pp E E A Bezoekrapporten Administratieve docs C amp C cec ACC 09 09 2004 Aanvraag compensatieverlof 14 9 en 24 9 Bezoekrapporten pinetaney as ocs Sa petite compensatieverlo en eames AJ Administratieve docs C amp C cac GEZIEN 09 09 2004 vrijdag 10 september tot 10u Documenten ZJ Administratieve docs C amp C cac Beda Ween a ee Oy Eb E mails J Administratieve docs C amp C cac GEZIEN 08 09 2004 Verlof op woensdag 15 9 namiddag H A E mails ZJ Administratieve docs C amp C c amp C GEZIEN 08 09 2004 Verlof op woensdag 15 9 namiddag pry Foto s AJ Administr atieve docs C amp C CE GEZIEN 08 09 2004 Verlofaanvraag 13 09 04 namiddag Foto s Administratieve docs C amp C CC GEZIEN 08 09 2004 Verlofaanvraag 13 09 04 namiddag Herstelaanvragen J Administratieve docs C amp C C amp C GEZIEN 07 09 2004 Onkostennota aug begin sept Herstelaanvragen J Administratieve docs C amp C CRC GEZIEN 07 09 2004 Onkostennota aug begin sept Ai Admini stratieve docs C amp C C amp C GEZIEN 07 09 2004 Ver ofaanvraag 13 09 a ie BJ Adminis
53. Message a Al 1 1 13706 2005 13 46 admin Succes at autosign 1 1 13 06 2005 13 46 admin Approval Release gpl Cancel If the user tries to release the document without approving it first he she will get the following error Waarschuwing ee AN Some of these documents require explicit approwal You have to release them manually Attention Every user can flow documents to other users and thus request approval of a document This is only possible for users or user groups that you add to the flow DIAS Approve and sign documents in DIAS page 56 120 GC Computers and Communications N V Disapprove a document If the user DISAPPROVES the document and therefore refuses to sign it he she has to remove the approval icon I in order to release the document Click on F to add a flow step Select your name and click on SPP roval The Jf icon will disappear and you can release the document without approval Adding flowsteps l x Flow Users E Antoni Bogaert 7 5 Powe EI Administrator Dominique Meru H E Administrators H E Algemeen FF Antoni Bogaert a Boekhouding mn a Brigitte Bruggernan FI C amp C Users lf Commercieel l i Danny Hellebuyck a Dominique Meru h M Use profiles as distribution list Serial Parallel Help ox Cancel Conclusion All these actions force the user to act consciously Or the document will be approved by clicking on the
54. USER MANUAL DIGITAL INFORMATION Di ARCHIVING SYSTEM RELEASE 5 4 GC Computers and Communications N V C amp C Computers amp Communications e Ambachtstraat 8 e 9700 Oudenaarde Tel 32 0 55 300 320 e Fax 32 0 55 300 104 e info cac be Visit our website http www cac be A GC Computers and Communications N v Table of contents Tapie Of COM CWS cae ceeesetenccescaseusesieencusstavcutescsuwusescsmencenebenseretasresesieeseuiavessecssaseeusesuseuscuneienesess 3 DEF OGUICEIO Wl candace esas dace unas cacun ne tavosaes bounces AAEN 6 2 1 MOUCINA DEA o aen E E E EE N E E ee EEE E ee ere 6 2 2 ABOUT the MSer Mandl aeaa Ea pesdedeeenenedeereeeaeeraducaracesaent 6 WY OF OR VIF OHI GING orre ENEE Ri 7 5 1 MEN IOAN pactecszca tioes sedis oc erase es tions A ctv as tine setae oa arse E O nonce ah iano ee Uenanuiee enone 7 332 WOOD al a E E 7 525 ol 6 enn noe EE PEL EEE ET nC E em Re OD SS aD PD NT E ETETEA NOPE SCD SE OS eae eee SEC ae eee 8 3 4 Adjusang Colum SZO saena A T E te 8 Starting WITH DIAS vssssssssassiesssncssessensesesssnsssessnnseresssnesressensesessnnesresesnsteensccennsssnnsenessenesresenneene 9 4 1 Opening MoN eera E ee a ee eee 9 4 2 SEE ea AE EE 9 DOCUMENT managemMe Ntisisisrsrsrsiaraiinsnrnaana aa naa 11 5 1 General PAINCIDIC orere nir rn E A AENA E E ENA E EE NANANA ENAA 11 Dies THE document management WINKOW sees sseserenseeedivacseeceencveedtendsescvwodeeadtendueestenceeestte cie
55. W siiiitcticsistndcenicccdsnnvecndnccdsinieennssdecnniusesincnresniavecninisentinnisinteeensinGutisabenddleentiinssionevenaneess 45 O VE OGUCUION e cee seis esec ante oon ceinaeeestne enc roacasuessaa E sora aaa 45 10 2 Seral and parallel WOrKFIOW sasesiavedctnianetsesievnigreiavainasialeearnianetacnnaseareanvainasiaanteesaeesaniaes 45 LO ATENO ON a E E E rier ete ataeneameewer net 48 LO TAG WOKHOW WINAOW cccaccctsesnnaasreanroneseanasnnciaanantsosgenasa nukes pnauennapecaneuepesantarewenesaqeunael 49 S WOON Aaral WIMGOW dxicioucs cag ueseaaranccaies excanusaah crease a a a 52 Approve and Sign documents in DIAS s s s 2 52 2525u222502u20u2u20u0u20u0unuunnnnnnnnnnnnnnnnnnnnnnn 54 Lel Approve document tactinaensaninssnnusendaenentsansnertatennniaassntaeeanpienennaneeeinenesnetesannnorseeaenaniae 54 tka SOM AocUmneN aoee er a er eee ee ee ee eee ee 59 Versioning and automatic Versioning w sscccccccccccceeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeesnennes 60 12A GSMS Fa ONNE O err cuca enuronssunmesuns wieraunsaunsnees E E 60 Lee WONRGIOMING e E E E E 61 o A a TO a E A a 67 Deadlines siraisisrisisininn ninn ETENEE EE 69 Absence administrati n arssiiirisinisnsini ranni 70 DOSSIEr file Management iiccsieweswieiedecewekeswsesasedwcewebdswnwwasddweuwoldewswiabddwsusecweweucesdieceweldwecewends 71 E mall INCE QGFAUION wasinicciicciccccccncccsccecsccscceuseescsessesscsewseescsesssescseuseeunssssecunsecsascnssessesecsuseesnssese
56. action is only available for the document type delivery note e DIAS Document Details page 25 120 GC Computers and Communications N V Log In the log you can see what has been done with the document You see the date time user and message description of the action Users can not remove information from the log Version Date Time User Message 13706 2005 13 46 admin Succes at aubosign 1 1 13706 2005 13 46 admin Approval 1 1 13r06r2005 13 45 admin Made e mail 1 1 1370672005 13 45 admin Attempt sending a fax However you can manually create new log items an click on teasing Type the message you whish to add to the log Click OK to confirm Add a logmessage x Logmes age ones Information send to Jansen on CD Cancel gt Help 6 4 Miscellaneous On the tab Miscellaneous you find additional information concerning the document who added the document to DIAS when is there a serial or parallel flow etc 210511 Marketing ID MARETG116 Status CRAFT Enterprises ECN CAC Sub address ARNE Flow into Fields Actions Misc Fulltext Links UDF s Document Security Owner Katien Demeulemeester k Doc date 2170572005 Serial Orginal external value Archive location DRAFT ffdiasserverdiasarchie dratts M Automatic versioning Bj Release E Cancel DIAS Document Details page 26 120 GC Computers and Communications N V Os Ful
57. administratif ssrssisirerinirin sikinin EENEN RENERE NEEN E REA REKE REAREN RENERE PEKEREN RENS 93 e Le a AN N N ea E sauekaeaaaneseaeaatanaae 94 Loe Add contacte O a Mma eenen EEE AE NN 95 DIAS Table of contents page 4 120 20 21 22 GC Computers and Communications N v Ioa EPOCO MS ENCE er ee ie te ee ee E ee eee ee 99 194 EXPO O MS OULOOK diimnceenderassasececmmavvanceedninamaniie suse tna N A NNO 102 19 9 Export O M3 WOrd eceania N N 102 19 0 sEXDOPE TO AML nenieca a a aa a a a a a a a aaa aa 102 19 7 REMAK oa a aS 103 TEMPI OS aaea EEEE 104 20i Templates in MS Word sastspatandcrnnsecactoncannnwieeqaseteatwe E E E E O 104 FONOW D sirrsrsisrnnininni nET EE 108 21 1 Register a telephone call visit report or internal note ssssssssssssnnrrnrnrrnrnrrnrnrrnrnrrnrnrne 108 L aO DOA an a EEE AE 111 PGONGS E E E E iwoldeenewasedeeewebdwonusis 113 2A WINE Gonda WNO OW ee a a E secteur seceecscne 113 24 4 Create anew agenda registrato sennenessias anaa A 113 22 3 Modify remove or complete an agenda registration ss ssssssrssrssrsnrsnnrnrrnrrnrrnrrnnenrenras 118 Pee PRE SOS ara a ocr tre cs N E a 119 Pa EOLO OUO Gene ern eT ee Cen ae Te ee ener ene ee eee en ne et eee er eee eee TT a er ree 120 DIAS Table of contents page 5 120 GC Computers and Communications N v ade Introduction 2 1 Introducing DIAS DIAS is the abbreviation of DIGITAL INFORMATION and ARCHIVING SYSTEM DIAS is a softwa
58. amp Communications ee Sub address Demeulemeesterk Description Status iev You have to fill in the date start and ending time and give a description to the new registration On the next two tabs you can also fill in more information regarding your agenda item see next page When using one of the last three methods to create an agenda registration see page 112 the address and sub address fields will be completed automatically Otherwise you have to Click on and look up the address in the address book Type the name of the addressee in the field If you only enter the first letters of the address you can select the address in the drop down list Ba Add Update a planningitem User Katrien Demeulemeester kade Date 14 07 2006 From 09 00 To 10 00 Mairi Misc Recurrence Address corn COMA4L COMA Sub address ere COMATI ComaubBelgiurn COMAU BELGIUM Ea Combat Combat Description COMBESPas4 Combes Pasd Combi2000 COMBI 2000 Combinatiel eisen0 HengellT HB Combinatie Tesen D Hen Status iev Click to refresh the combo list Click on to see the address details DIAS Agenda page 115 120 GC Computers and Communications N v Tab Miscellaneous Ee Add Update a planningitem Uzer Katrien Demeulemeester kade Date 15707 2005 From 03 00 To 10 00 Main Misc Recurrence
59. and sign the document and add comments Once the document is treated it will no longer be visible in his her flow However there are some remarkable differences compared to the traditional flow of a paper document You do not have to duplicate the documents in order to distribute them one electronic copy is sufficient for all the users There is no loss of time to distribute the documents documents are treated faster and customers get helped out sooner Documents can not get lost or stay somewhere unnoticed on a desk 10 2 Serial and parallel workflow A workflow is the route of a document It covers all the persons who have to view consult change sign approve a document Example In a company all the order forms exceeding 5 000 euro should be approved by the managing director before sending them to the technical division where the order is actually placed Order forms not exceeding 5 000 euro have to be approved by the manager of the technical division In this example you can clearly distinguish 2 different flows the flow of order forms exceeding 5 000 euro and another flow of order forms below 5 000 euro Technical division Order form gt 5 000 euro Order form lt 5 000 euro Manager Managing Director Technical divison Technical division DIAS Workflow page 45 120 GC Computers and Communications N v DIAS Workflow page 46 120 GC Computers and Communications N V There are two
60. arch search for specific documents t Modify opening the document details Til Delete remove a document from the archive EA Select when you open the archive from another window ex to relate documents to one another you can use this pictogram to select T Help opening the help menu Detail opening the document details in order to view the document and perform the required actions p DIAS Document Details page 14 120 GC Computers and Communications N V fe Refresh Every xxx minutes DIAS looks if there are new documents available If you do not want to wait until DIAS automatically refreshes you can click on the refresh button to update the content of your page In the Session information window you can specify in the Refresh flow window field after how many minutes the flow window should be renewed E Session information b ioj x Freferences LocalServer Password Appsery System Permissions User preferences Max record fetch fio w Language Engish gt On double click View Save follow up ewer 30 minutes Refresh flow window E xl Sort Flow By Sort Archive By E Default Follow up Type Telephone calls Max document age for archive queries in days 2000 ha Show Startmenu in taskbar 7 Use Document date in Follow Up Automatically start search when linking dacs Delete original files on fileimnport 7 Use profiles as distibubion list when
61. are opened in Read Only mode Gh EDM_kade44 doc Read Only Microsoft Word Documents using Automatic Versioning do not have the Read Only notice as they can be overwritten E 193298 doc Microsoft Word Document using Automatic Versioning can not be opened with Versioning you can not save different versions revisions of the document If you wish to do so you have to switch off the Automatic Versionig option Open the Document Details and select the tab Misc 21511 Marketing ID MARTGI16 Crate DRAFT Enterprises CONY C amp C Sub address Owner Katien Demeulemeester kade Doc date 2170572005 F Serial Original external value Archive location DRAFT ffdiasserver diasarchiel dratts Automatic versioning El G Release 7 gpl Cancel Click on Henceforth the original file can not be overwritten and if someone wishes to modify the document this can only to be done with Versioning You will also see that the sign disappeared in the Versioning window DIAS Versioning and automatic versioning page 68 120 GC Computers and Communications N v 13 Deadlines In DIAS it is possible to define deadlines With a deadline you set a limited time during which the document must be treated Deadlines can only be used for predefined workflows Example the workflow of an order confirmation can maximum take 4 days There are no fixed treatment c
62. atieve docs C amp C cec GEZIEN 09 09 2004 vrijdag 10 september tot 10u H Documenten ZJ Administratieve docs C amp C Ee Beal Ween nog eeplember ton Oe HAA E mails J Administratieve docs C amp C C amp C GEZIEN 08 09 2004 Verlof op woensdag 15 9 namiddag H S E mails ZJ Administratieve docs C amp C c amp C GEZIEN 08 09 2004 Verlof op woensdag 15 9 namiddag Bi Foto s 2 Administratieve docs C amp C Cec GEZIEN 08 09 2004 Verlofaanvraag 13 09 04 namiddag Foto s EJ Administratieve docs C amp C cac GEZIEN 08 09 2004 Verlofaanvraag 13 09 04 namiddag Herstelaanvragen 2J Administratieve docs C amp C cac GEZIEN 07 09 2004 Onkostennota aug begin sept Herstelaanvragen i ZJ Administratieve docs C amp C Cee GEZIEN 07 09 2004 Onkostennota aug begin sept H a Inkomende correspondentie AJ Administratieve docs C amp C cec GEZIEN 07 09 2004 Verlofaanvraag 13 09 ganse dag El Q Inkomende correspondentie EJ Administratieve docs C amp C CRC GEZIEN 07 09 2004 Ver ofaanvraag 13 09 ganse dag s ZB Interne nota s Administratiave dane C amp C car MEWS namana Niet Rapbiinstahis Reh Linu NNC vant one oa lt ZB Interne nota s a Administr atiave dane CRC rr NE as nanana Al liist Rackunstahie Reh I inus NNG uan d ome nel 4 gt Ej ISO Diversen ISO Formulieren S 1S0 Handboek Date Staus Remarks a Francine Coghe gt 3 ee ee Germain Coghe Ss i Leto Luc Ballegeer Ss H A ISO Verbeteringen E Wim Baelen 4 lin Kostprijscalculaties
63. characters AK PFCTO11997 yee Example of a barcode T he barcodes can be attached in different directions depending on you scanner configuration AKPFGTO11307 0 and 270 standard L6ELLOLIHAAY T can be adapted DIAS Scan documents in DIAS pag 43 120 GC Computers and Communications N V Generating barcodes Click on Barcodes TM in the document management window The window Barcode generation will appear lox Document type GRzei ete anaanennnnnannnnnnnnnnnnnnnnnNNIIN Minimum barcode nb 7 332 Maximum barcode nb 11 631 Sample barcodetest AKPFCT 011631 Supported devices TEC B4 TEC B472 66275 Epson TM LB0ll METO 8100 Intermec C4 Fl HM Quantity to generate ooo MNI Document type Select for witch document type you wish to generate barcodes Supported devices Select the Barcode printer Quantity to generate fill in the number of barcodes you wish to generate Click Ill to start printing the barcodes DIAS Scan documents in DIAS pag 44 120 GC Computers and Communications N V 10 Workflow 10 1 Introduction The electronic workflow in DIAS can be compared with the traditional flow of a paper document When a DIAS user receives a document in his her workflow he can open the document and read it relate it to other documents approve
64. create several specific fields or UDP s User Defined Properties In the example below you see the UDP s for an invoice zix ie Invoices ID AKPFCT1141 Status OK Invoices ID AKPFCT1141 Status OK Enterprises VANGENDLOOS Van Gend amp Loos Enterprises VANGENDLOOS Van Gend amp Loos Sub address z Sub address Y T Dossier C amp C nv 38 38 EUR 01 06 05 0 Invoice ref 314113745045366 IRIS doc number 50880 akp 200512 Transport mei 2005 Release M gpl Cancel Release _ gp Cancel Document details Fields Document details UDP s DIAS Document Details page 22 120 GC Computers and Communications N V 6 3 Actions On the Action tab you find 2 elements Action buttons the action buttons allow you to execute certain actions with a document The number of actions depends on the settings of the document type managed by the administrator Some documents you will be able to email others you won t Log every action is registered in the log and is visible for other users Jo xl Servicing reports ID SERVICSE 70 Chabis GEZ Enterprises TRANSFERT TRANSFERT Sub address Cantens Koen Po a e Mi Logging Mersion Date Time User Message O OOOO dl ill 1370672005 13 46 admin Succes at autosign 1 1 13 06 2005 13 46 admin Approval 1 1 13 06 2005 13 45 admin Made e mail 1 1 13 06 2005 13 45 admin Attempt sending 4 fax Release gpl Canc
65. cument Details page 11 120 GC Computers and Communications N V 5 2 The document management window Click here to activate the document management window The document management window consists of 3 different sub windows and a range of panels Archive structure left Workflow documents right on top Flow steps right bottom Flow 200 C amp C nv O x File Edit Help Yiew Actions Flow Administrations CC Actions Reports Window Sac i ei RAM e ge PVIIo Hd W Document is still being reviewed flow is active Batches 0 Checked out Public docs 1 Unprotected docs iD FollowUp iD My Flow ff Archive Administrative docs in Calculations A Change of design Documents E mails lt Incoming correspondence Incoming delivery notes lt Internal notes A Invoices ISO Corrections ISO Drafts ZA 150 Forms s 150 Handbook ISO Miscellaneous 4 ISO Procedures ISO Registrations Maintenance contracts Marketing Offers gj Outgoing delivery notes ERP x 4 a C amp C DICOM BE GEZI Nieuwe Yersie Handleiding DI 2 Workflow documents Archive structure Remarks Dit is een werkdoct Katrien Demeul S 31 05 2005 Katrien Demeulem S 3 DRAFT Flow steps
66. cy HELPUESE lf Yandegehuchte Nancy eM Voet Steven Seven oe HELPDESK KREFIMA INS TALLATEURS 3 t KEUKEN El z MANAGEMENT e Baelen wim han E Ballegeer Luc ipti B F Coghe Francine a a eas i ca L elf Coghe Germain Gedelegeerd Bestuurder rane z ODETE e ee eer 6 Menu Dominique LAC ale TOBA biasha eign fe El a UPLEIDINGEN i F De Greve Greet Selected address Coghe Germain Rotary Oudenaarde 5 Software School byba CAC AY Computers amp Communication Appears in g SALES ee g Bogaert Antoni Account Manager Fa E Coghe Germain Gedelegeerd Bestuurder O4 73 868 7710 2p 055 33 37 68 209 Function Gedelegeerd Bestuurder BA germain cogheticac be To create a new relation Select the contact in question in the CRM window Click on new relation The window relation info will appear Add anew relation by clicking h The address book will open and you can search the company or contact person for which you wish to create a relation W Relation Info i Relation between mm CAC ALY Computers amp Communications Create a relation with another company or contact person Remarks Add comments or remarks Add a document that is related to the relation you have created Document Help Cancel OF View the related document DIAS Address book and CRM page 92
67. d has to deal with the document and release it You can also choose not to use the distribution list Then the document will be send to all the members of the group but only one person of the group has to deal with the document and release it From the moment one person of the group releases the document it will disappear from the entire flow DIAS user group Management used as distribution list DIAS user group management not used as distribution list 3 archive 200 C amp C nv E loj x 3 archive 200 C amp C nv 10l x Bestand Bewerken Help Beeld Acties FlowBeheer CC Acties Rapporten Venster Bestand Bewerken Help Beeld Acties FlowBeheer CC Acties Rapporten Venster lasi eYIRAWe VIJe LA Sasi e vi AA mrassyvevsoVoe a4 E Document is still being reviewed flow is active IE Document is still being reviewed flow is active Unprotected docs 2 Docunentype a Statue Dats tastv 8 Deserotion Unprotected docs 2 mea e Statue a Descioton z E re FollaowUp J Administratieve docs C amp C C amp C GEZI 17 09 2004 Verlof 20 10 2004 2871072004 29 10 5 D FollowUp J Administratieve docs C amp C C amp C GEZI 17 09 2004 Verlof 2071072004 28 10 2004 29710 2 My Flow J Administratieve docs C amp C cec GEZI 15 09 2004 Yerlofaanvraag voor compensatie 2 My Flow 5 inistrati Verlofaanvraag voor compensatie i Flow Mortier Joan E Administratiev
68. d persons to the flow add a workflow to the document forward the document to one or several users document relations ex relate an invoice to the order form Print the document print the document on the standard printer See related document see the files related to the document or create new View document ep Click on this pictogram to view the document in its original application ex a Word document will be opened with Microsoft Word Add persons to the flow e Click on this pictogram to add persons to the flow Adding flowsteps E X Users Flow CF Veronique Meere be Stagiairs ik i Steven Voet Feter Hooghe S a a aE oF Stin Ver Eecke fe i 5 E Sven Delmeiren Katien Demeulemeester Technische dienst 5 aa ana Ticket admins fa Webmasters As DistibutionLi 1 gt v amp Veronique Meere 7 E Webmasters sn Stin Ver Eecke ine E wim Baelen bip i i avier Spileers tt Serial Parallel Help ae Cancel In the right window you see a list of all the DIAS users 8 regular font style and DIAS user groups amp bold font style in alphabetical order You can choose whether you would like to use the DIAS user group as distribution list or not If you choose to send is as distribution list each member of the user group receives the document in his or DIAS Document Details page 19 120 GC Computers and Communications N v her workflow an
69. ddressee treated the document within the time limit View document click on the button to open the document in its original application ex a Word document will be opened in Microsoft word Add persons to the flow add a workflow to the document forward the document to one or several users See related document see the files related to the document or create new document relations ex relate an invoice to the order form Print the document print the document on the standard printer DIAS Workflow page 53 120 GC Computers and Communications N v 11 Approve and sign documents in DIAS 11 1 Approve documents Sometimes it can be necessary to approve a document before releasing it This can be done in two different ways Standard flow Manual flow Standard flow If a certain document type ALways has to follow the same flow a standard flow can be made This means that for these documents you never need to add a manual flow Example an invoice always has to be flowed to the accountant afterwards to the management team and finally again to the accountant Standard flows are assigned when scanning or importing a document The flow is automatically attached without interference of the user Defining the standard flows is a responsibility of the administrator Manual flow If you use a manual flow you have the possibility to assign each document a different flow For every flow step you can indicate if approva
70. de plan html r Ga Links ili Planning DLAS User Demeulemeester Katrien Date 14 07 05 14 00 T00 C amp C H V Computers amp Communications Demeulemeester Eatrien Type Gathering here Tel 055 300 320 Tel 0477 24 95 08 Address IP Hoge Bunders Ambachtstraat 700 QUDEN AARDE Subyect Demonstration DLAS x ES Done 4 My Computer v2 TO print a report of all the tasks and appointments that have not been completed click on Print a report of not completed planning items LA In the window Preferences 4j you can modify the standard print settings Preferences Default time zo minutes Default notification tine 30 minutes Export to Outlook on close of planning Start of active part of d Month End of active part of day i 30 Default hide taskscontact type plannings E Default planning type Cancel DIAS Agenda page 119 120 GC Computers and Communications N v 22 5 Export to Outlook To export the agenda registrations to MS Outlook click on Export to Outlook amp All the registrations will then be copied to your MS Outlook agenda Attention All your agenda items with planning type Contact Telephone and Reminder will be exported to your list of tasks in MS Outlook You can also choose to automatically export your DIAS agenda to MS Outlook when closing your planning Open the preferences Li and select Export to Outlook on close of
71. den geschrapt by conversies prognaam wb opleiding niveau niveau hoofdmenu F1 kreatie niveau 2 de menupunten onder hoofdmenu 14 vb 14010101 vb O1ficO2a niveau 2 beheer klanten 14020202 vb O1ficlsa niveau 2 beheer leveranciers 14070707 vb Osticl 3a niveau 2 beheer artikels 14080808 vb O3stoU9a niveau 2 consultatie artikelprijzen klant a 1 1 3 Functietoetsen menu Fo help om te veranderen van programma gt je komt daar in consultatiemode terecht deze functietoets geldt niet alleen voor het menu maar ook wanneer je in gelijk welk programma zit Full text evtraction next batch 7 Release D gpl Cancel Attention For scanned documents the textual contents is only available if you use an OCR module DIAS Document Details page 27 120 GC Computers and Communications n v 7 Search window With the DIAS search engine you can perform complex search actions to retrieve a document in just a few seconds time To activate the search window click on Search A The search window will appear in the left window Search X fan Main Misc UDP s f Archive C Flow Address ps ooo Subaddress Search felda oo Exact match f Begins with Contains f And C Or Linked object La Reset Start search Attention Do not forget to indicate the location of your search Archive or Flow Main tab In the Main tab of the search window you see the following search cri
72. document sal by Katien Demeulemeester I Released Registration date 31 05 2005 time 17 14 Deadline Release E Cancel When opening the document details you standard see the first flow step To move to the next or previous flow steps you click on the arrows or On the left side you can see which flow step is shown 1 2 and on the right side how many flow steps there are in total 1 2 Overview of the different fields Destination Katien Demeulemeester Statue Dratt of This i a draft document by Katien Demeulemeester IY Released Registration date 317 0572005 time 17 14 Deadline Release Cancel Destination the person to whom the document is addressed Status the status given to the document by the addressee Comments the comments or remarks of the addressee By name of the person who released the document Registration date and time date and time when the addressee released the document DIAS Document Details page 18 120 GC Computers and Communications N v Deadline if someone determined a deadline for the workflow of the document this date will be Shown here Thanks to the deadline you can see if the addressee treated the document within the time limit On the document detail window you see the following pictograms aD View document click on the button to open the document in its original application ex a Word document will be opened in Microsoft word Ad
73. documents the scan program looks for patches Using a patch is not necessary if you use barcodes or if you scan page per page In both situations the pages should be prepared before scanning DIAS Scan documents in DIAS pag 36 120 GC Computers and Communications N v 9 2 scanning documents After opening the scan program the following window will appear DIAS scanning tool 3 1 3 Bel x Source Scanner Image DISS Srle default Pages U Click on Scanner properties if you wish to change the settings of the scanner Scanner Properties Fujitsu fi 4530C General Source ADF E Destination feini z Resolution DPI E Paper Size a4 Size Orientation Portat Timeout Single sided Scan Start secs fio E C Dun uplex Cancel Options Advanced Resolution the resolution values depend on the possibilities of your scanner If you wish to convert your document into editable text OCR it is recommended to use a resolution of 300 DPI at least to minimize the errors Color Mode depending on your type of scanner you will be able to select black amp white Color Mode Black k white Other M 4uto Length Detection F Continuous Sheet F Manual Start Sides grayscale or color DIAS Scan documents in DIAS pag 37 120 GC Computers and Communications n v Sides depending on your type of scanner you will be able to scan single sid
74. e Status Remark a Peter Hooghe 0170472005 GEZIEN Deze Powerpoint geeft een bee E Katien Demeulemeester F 28 06 2005 GEZIEN ty ai Antoni Bogaert E 0170472005 GEZIEH Sorting order You can sort the documents of your flow by clicking on the column header company name date status etc 1 click ascending order 2 clicks descending order When sorting by date remember that this is the date when the document was inserted in DIAS this is not always similar with the actual creation date of the document To set standard sorting preferences Open the Session information window h Select the standard sorting order of your choice for workflow and archive E Session information Ioj xi Preferences LocalServer Password Appsery System Permissions User preferences Max record fetch ho Language JEngish l On double click View itsi sSCsY Save follow up every 30 minutes gt Refresh fow window 5 Ff Sort Flow By On Documenttype Sort Archive By On last version most recent fist Default Follow up Type On Address BISuE FOWOWELP ype On Date oldest first Max document age for archive gy On Date most recent first n last version oldest first Show Startmenu in taskbar Use Document date in Follow Up 7 k Automatically start search when linking docs Delete orginal files on fileimport Use profiles as distribution list when creating a flow Filter Virtual Records
75. e archive 200 C amp C nv q Ioj x File U renu_canrillon doc ep Options Own status Full text retrieval k OCR Delete the original file I Automatic versioning warning files are unprotected Assan the file date to the document date 7 Attention The document is unprotected and can be modified by everyone The changes are not registered in the log and the modifications can also not be rectified afterwards The 1 0 ORIGINAL indicates if automatic versioning is applicable on the document zax Versions Eheck i Difference Export Retract Open Remove Close RE f Version f Revision G Save checked out file locally DIAS Versioning and automatic versioning page 67 120 GC Computers and Communications N V The documents that use Automatic Versioning are easy to distinguish in the archive by the lighter coloured pictogram if Internal notes CEC 0170672005 0170672005 nog eens a ISO Registrations CAC 01 06 2005 01 06 2005 List back Gy Sales Adminstra C amp C 0170672005 0170672005 Hotlist z H Wisit reports CAC GEZ 01 06 2005 0106 2005 UENYETAt EZ Internal notes CAC 0170672005 01 06 2005 lezen e m ET Technical Docs CAC 22 14 2003 01706 2005 Cisco 26i You can also see the difference between documents using Versioning and those using Automatic Versioning in the title bar Documents which can only be modified using Versioning
76. e docs C amp C CEE NEW ff 14 09 2004 UMM Lijst backupstatus Mailserver DDS4 Arcs et Flow Mortier Joan J Administratieve docs C amp C cec NEW 1470972004 J Lijst backupstatus Mailserver DDS4 Arcs 9 Archive 2 Administratieve docs C amp C SODEXHO NEW 14 09 2004 versturen 780 adviescheques Rantour H E J Administratieve docs C amp C SODEXHO NEW 14 09 2004 J versturen 780 adviescheques Rantour i Fn PAA ate ZJAdministratieve docs C amp C C amp C GEZI 10 09 2004 km vergoeding upgrade dias bij aralco 10 0 y p EN es RET cec a Pa oe km ee dias bij aralco 10 0 S Aankooporders IRIS J Administratieve docs C amp C CRC GEZIEN 10 09 2004 verlofaanvraag 27 09 Aankooporders IRIS JE LK OCS verolaanvraag i f oan ieie TENEN 2J Administratieve docs C amp C C amp C OK 10 09 2004 verlofaanvraag vrijdag 10 09 namiddag E E does CEC EJ Administratieve docs C amp C c amp C Ok 10 09 2004 verlofaanvraag vrijdag 10 09 namiddag Allerhande SSCunenesnee AJ Administratieve docs C amp C C amp C NEW 09 09 2004 f Lijst backupstatus Develop AIX LTO van 17 08 2 QD Allethande documentaties ZJ Administratieve docs C amp C C amp C NEW 09 09 2004 List backupstatus Develop AIX LTO van 17 08 2 W Bezoekrapporten J Administratieve docs C amp C C amp C ACC 0970972004 Aanvraag compensatieverlof 1479 en 2479 Bezoekrapporten administratieve docs C amp C CRC ACC 09 09 2004 Aanvraag compensatieverlof 1479 en 24 9 E Documenten Administr
77. e relation Description n EF Baelen wim Interactive bvba Vertegenwaordiger IRIS EF Ballegeer aa SOETE Andr Vertegenwoordiger AIS eE Coghe Francine OPK TERMINAL HEMIKSEb Verteenwoordiger IRIS deme VOPAK TERMINAL EUROTAN Vertegenwoordiger IRIS a Menu Dominique Se ae nenlweeens SS Flt OPLEIDINGEN wolf De Greve Greet M Ma ED 055 33 37 66 209 cig 00 104 Function GedelegeeN Bes germain cogheticac be Panels with information Phone Fax Horizontal relations overview of the E mail Mobile Function SpeedDial etc relations with other organisations Enterprise a Department Contact person f Personnel Buttons in the CRM toolbar Print print an overview of the company structure A New create a new company department or contact person Modify open the address details of the selected company department or contact person with possibility to modify the information w sc Help click here to activate the help menu Detail open the address details of the selected company department or contact person You can not modify the information 5 p Refresh refresh you window with the most recent database information New relation create a relation between several companies or contact persons More information on page 90 vertical and horizontal relations tJ Relation info select a relation right below in the CRM window and click relation info to get more info
78. ecords Countries and ZIP codes TAPI setup Function Administration Export Documents Export Addresses h Shut down DIAS If you wish to minimize the start menu in the taskbar open the window Session information in the DIAS start menu Ah Select Show Start menu in taskbar The Start menu will now be minimized in the taskbar O Session information q m x Preferences LocalServer Password Appsery System Permissions User preferences Max record fetch Language Engish x On double click View o f Save follow up every 30 minutes Refresh flow window 5 Sort Flow By On Documenttype Sort Archive By On last version most recent fist x Default Follow up Type Telephone cals Max document age for archive queries in days 2o00 Show Startmenu in taskbar AA Use Document date in Follow Up Automatically start search when linking docs Delete original files on fileimport Use profiles as distribution list when creating a flow Filter Virtual Records on Address Fill in e mail address when mailing documents Ka 1dad 1a 14 Outlook enable auto archiving of e mails l Exit The DIAS Start menu will now be minimized in the taskbar y Fostwak IN Microsoft cy 193298 doc Microsoft Ves DIAS CEC Wy DIAS Starting with DIAS page 10 120 GC Computers and Communications n v gt Document management iz Click on this icon to open the
79. ed or duplex scans both sides simultaneously Paper Size select the paper size of the document you wish to scan A3 A4 A5 etc Orientation select the orientation of the document you wish to scan portrait landscape Click OK to return to the previous window Attention Scanner settings have to be customized after creating your batch and before scanning Then you click on Batch Editor the following window will appear ox Use scanprotile default Batch Type none bd Description Batch scanned on POSCANNER 15 06 2005 8 49 43 ff User Katien Demeulemeester Use patches Roeland Anrijs Steven De Vos Shin Ver Eecke Steven Voet Sven Delmeien Veronique Meere Wir Baelen Path Wdiasserverd Use scanprofile select one of the different scan profiles The scan profile determines if you scan with a patch or barcode Description in the description field you can add a comment to the document User select the name of the user person who will process the batch Use patches instead of selecting a user you can define with a patch the user who has to process the scanned document Click OK to return to the previous window To start scanning the document s click on one of the following pictograms al scan one page scan a batch Scanning will be started While scanning you get an overview of the scanned documents on you screen
80. el Attention Depending on the software your company possess and the action settings defined per document type you will see other action buttons Example for the action Send by fax you need to have a fax server DIAS Document Details page 23 120 Action buttons GC Computers and Communications N V As the description and the pictogram assigned to an action button can differ per company it is not possible to give an unequivocal definition for the action buttons Start versioning you can find more information on versioning in the section Versioning and Automatic Versioning on page 59 Send by fax to fax the document using fax software In this window you set the coordinates of the addressee company and contact person or department DIAS automatically faxes the document to the correct number er Send by fax x From Demeulemeester Katrien Printer ZE TARA Printer Addressed to Address CCNY CAC Sub address Fas nb 055 300 104 Speers aver cred _ Remark if you wish to fax your Zetafax client or other fax software client should be running otherwise you will get this error RE lltt i i EK X Unable to contact zetafaxs clienk through BOE Please check if your Faxclient is actually running ODE Error 1 Save to disk save a copy of this document archived in DIAS on your local disk Sign to put your electronic signature on a document The administrator determin
81. en mailing documents L Outlook enable auto archiving of e mails Ca l Exit Flow steps In this window you can see who has received the document in his her workflow You can see when the document has been treated which status it received and you can read the remarks made by the addressee Panels Below in the document management window you see different a CEC iG panels in the panels you get additional information concerning the oe selected document You can adjust the contents of the panels by DIAS id clicking with the right mouse button in the panel and then you can choose the information you wish to see Doc subtype DIAS Document Details page 13 120 GC Computers and Communications N V Start several windows In the window Document Management it is possible to start several windows The first window is Standard in flow mode In the menu Window you can chose to open a second with in archive mode E Flow 200 C amp C nv File Edit Help View Actions Flow Administrations CC Actions Reports Wind ou Shark in new window In the Windows taskbar you can distinguish the windows easily by the window heading Flow Archive in order to switch quickly from flow to archive mode and vice versa Hy Flow 200 Gl archive 2 5 3 The document Management toolbar Slasa A ww ga Bath PRPS a a gl a S Print printing the file on the standard printer H Se
82. er Demeulemeester Katien Creation Date 1470772005 Time 11 51 Use as document date On this tab you can see the document Owner and the exact creation date and time of the document When the document has been modified you will also see the date and time of the last modification Tab UDP Property Value Direction Start Subject Time To synchronise false With the UDP s Unique Defined Properties you can manually add other useful information to your document The UDP s can also be used as search criteria in the DIAS database DIAS Follow up page 110 120 GC Computers and Communications N v 21 2 Integration in DIAS After filling in the necessary information you can import the document in DIAS Click Ok if you wish to save the document in your workflow Remark the document will not be integrated in the DIAS archive If you wish to modify the document afterwards you double click on it in your workflow Document type Add Status Ow Dat A F Description H Visit reports wW GEZ 14 demo dias besprekin ga Incoming cor C amp IH 29 This is a test documen Ce Random docu DIC GEZIEN GE 26r i New version YAS 4 0 PPT 8 Marketing CR INBEH OR 13 Enqu te overzicht Belgisch DRAFT 15 Manual DIAS EN Click Create document if you wish to integrate the document in the DIAS archive If you don t want to send the document to
83. es 72 Tod EmMa VOOM tcsoccsctacarnietcsesdstaiatetniac dtacvessaerinicanintcrs sate iniaseennntsaaeeieeceniaanainetetssaentees 72 16 2 Sendinga Tile with MS OUNOOK ticsticcuscncdacnieowueeeasncdaxnierteactienetaxniertiactitnciarnientiieneanciarniebe 73 16 5 Adda DIAS document aS GUlAChINGN Cis icee di trincedviweswedetaimadsinriwdevaievaditaesaanrredguadeet ovens 76 16 4 Import e mails in DIAS acctcesaccsaaseecitaenenietecceutatanseanetateernisagesmstaceacstaeeuesues ere sbeeeeriaaes 77 16 5 Import an e mail attachment in DIAS vicccomiscpssiziannieneteeseSrniaanineniecaesesesdaiaaennaeenrseearads 80 16 6 Import an e mail attachment with DIAS verSsioning ss ssssssssssssrssrnnrnnrnnrrnrenrrnrrnrrnrenrenne 81 PFOCESSING INCOMING TAXES wiiiiscciscccscccscccncccseneesessessuseesesesseeseseuseeuessessesessssnansnnssessecssseesssseseas 82 Address Dook and CR Mssiscssisniesssssicenndicessstcnsssvecdndntwannnssssandesecnatseaninesssansssneandensinssnasateeannnsen 83 e odU ON ea aE E E E E E E EE EE T E EE EENE 83 18 2 Search a company or contact person ssssssssssrsrrrrsrrrrsrenrsrrnrnrrrrsnrrrnrenrnrenrnnenrnnrnrnrernt 87 16 3 Addacompany to the address DOOK rrirriscncicoreirereren r anr E Ean ia 89 18 4 Add a contact person to the address DOOK s sesesessnsrsrsnrururnrnnnnnnsnrnrnrnrnrnnnnnnnnnnrnrnnnrnnnnn 90 15 5 Vorticaland Honzontal TElAUGNS iscicccsiorecennessastannateosasretannkassnqannnnaeeceriapesantanremenssaqannsas 91 Mailing
84. es who has the authority to sign which document types He she also decides where the signature will be placed on the document You can find more information on signing documents in the section Approve and Sign documents on page 53 DIAS Document Details page 24 120 GC Computers and Communications N V E mail with Outlook Remark if you wish to e mail MS Outlook should be running otherwise you will get this error Outlook connection Ea Fatal error unable to connect to Outlook Is Outlook running on your PE DIAS automatically generates an e mail with the document in attachment You fill in the subject line and the text of your email Finally you indicate the e mail address or look it up in the address book ec Emailing Manual DIAS Message Plain Text File Edit View Insert Format Tools Actions Help Eend hd Gls a elella ay bd t gj g 4 Options ig t z F ATI a F hg THT This message has not been sent From Tanat xavier spileers Subject Manual DIAS Attach E Manual DIAS 952 KE Attachment Options a Your files are attached and ready to send with this message Link with delivery note not available in all versions this action is only available for IRIS software users DIAS will automatically relate the selected delivery note of your supplier with the corresponding proof of reception of the received goods printed from IRIS This
85. ess contact person or department of the company Status general status of the document status with the highest priority DIAS Workflow page 52 120 Fields Buttons GC Computers and Communications N v On the Flow info tab you find information regarding the different flow steps a document has passed or still has to pass Flos init Flow 12 Destination Rabien Uemeulemeester Shotus rte al This amp adraft document by katian Jemeulemeeste Recistraticn date S108 F005 time 1714 Deadline Flow when opening the document details you standard see the first flow step To move to the next or previous flow steps you click on or On the left side you can see which flow step is Shown 1 2 and on the right side how many flow steps there are in total 1 2 Understandably you can not modify the flow information of other users Destination the person to whom the document is addressed Status the status given to the document by the addressee Comments the comments or remarks of the addressee By name of the person who released the document Released if this box is checked the document is not longer in the flow of the addressee Registration date date when the addressee released the document Registration time time when the addressee released the document Deadline if someone determined a deadline for the workflow of the document this date will be Shown here Thanks to the deadline you can see if the a
86. ess as the main document By double clicking on a document the relation is completed Gm Properties of this document opens the document details window View this document opens the document in its original application Remove this relation removes a relation between documents Remark that only a the relation will be removed not the related document Refresh the related documents window automatically refreshes every xxx seconds DIAS Document Details page 21 120 GC Computers and Communications N V You can click on the refresh button to update the content of your page manually Down one level Relations are grouped in levels When a document has several levels of relations it can be more clear to restrict your view the first level and or second level relations With this button you can reduce the number of levels shown Up one level to increase the number of levels shown Attention You can only remove first level relations If you wish to remove relations of a lower level you have to do this on the document in question Print document p Click on this pictogram to print the document on your standard printer 6 2 Fields and UDP s On the tab Fields you find a description of the document and you also see to which administrative file or dossier the document belongs This information has to be correct therefore changes in the company name are registered in the log For each document type you can
87. ets you set the delimiters your data contains You can see how your text is affected in the preview below elimiters M Tab Semicolon Space Other ata preview itle company i Comma Treat consecutive delimiters as one Text qualifier I 2 x option is standard checked Click Next Convert Text to Columns Wizard Step 3 of 3 ajx This screen lets you select each column and set the Data Format aeneral converts numeric values to numbers date values to dates and all remaining values to text Advanced ata preview alumn data Format General Text Date PMY Z Do not import column skip Destination fati k Title company Cancel Back Hext In the second window you have to select the correct delimiter For Excel this is Tab generally this In the third and last step you have to define the data format of the different columns The standard data format is General Click Finish to import the list in MS Excel DIAS Mailing administration page 101 120 GC Computers and Communications N v 19 4 Export to MS Outlook Click on Make a global e mail with MS Outlook An e mail message will be generated and all the mailing addresses will be placed automatically in the Bcc field E Untitled Message File Edit View Insert Format Tools Table Window Help send O g amp amp BS EB Options HTM L To
88. flow to a range of documents based on the document type and creation date ue DIAS Document Details page 16 120 GC Computers and Communications N V 6 Document Details To op the Document details Click on Detail Lh OR Click with the right mouse button on document and select Open as Open view and Open The other possibilities are View opens the document in its original application ex For a Word a document Microsoft Word will be opened Link From View and open opens the detail window anp the document in its original Actions d applications neler Print to print the document with the standard printer Follow up Document details window 0j x Marketing ID MRETG116 Status DRAFT Enterprises CCNY Cac Sub address Spileers aver Flow into Fields Actions Misc Full text Links UDF s Document Security ere Flow 2 2 Destination Katien Demeulemeester Status Approved type here your comments by Registration date Deadline Release E Cancel DIAS Document Details page 17 120 GC Computers and Communications N V 6 1 Flow information Document detaits E Marketing ID MRETG116 Status DRAFT Enterprises CCNY CAC E Sub address Demeulemeester Katrien Flow info Fields Actions Misc Full text Links UDF Document Security Destination Katien Demeulemeester Status Craft af This is a draft
89. formation C amp C N Y Computers amp Communications Update Main address Address 2 Communicatior Telephone Common More Cat CAM Planning Picture Esternal Misc Options History Mailings Links SPAC afl Address type Enterprises Title Mame cac ALY Computers amp Commurnicatio First name Callout CCNY Phone Business 055 3003200 st Fax Business 055 300104 ss Shot Mobile Business i Shot fo E ma lil Business l adm cacbe ss Address Business 7 IF Hoge Bunders Ambachtstraat 5 B 9700 OUDENASRDE gt Updates indicates that you can modify the address information DIAS Address book and CRM page 84 120 CRM Contact person GC Computers and Communications n v To see the organisation structure of the selected company click on CRM a The CRM window will appear Pe Contact Relations Management f O x Fie Edit Help View Actions Relations amp 0 a Al xe a a CAC N Computers amp Communicati lt H ADMINISTRATIE np CRC NY Zinger Selected company Selected address beeen E Demeulemneester Katrien Coghe Germain Ee Frankeermachine ed T GSM Reserve E HELPDESK Rotary Oudenaarde 25 Sofware School byba C amp C AY Computers amp Communicatio Appears in Department i HELPDESK KREFIMA INSTALI KEUKEN Erte MANAGEMENT Nam
90. g the flow from another user When you log in while being registered absent DIAS will ask if you wish to stop the absence management and register yourself again as bein 2 You are registered as being out of office g g y g g Sr Do you want to register yourself in present e DIAS Absence administration page 70 120 GC Computers and Communications N V 15 Dossier file management In DIAS documents are managed in dossiers or administrative files Documents can only belong to one dossier unless you enter them several times and only those persons who have the required access rights will be able to see the documents of the dossier in question When logging in on DIAS you are asked to select the dossier you wish to open E Welcome to DIAS C amp C NY _ oo x You will only see the documents and workflow belonging to this specific dossier If you wish to see another dossier select in the menu Actions gt Change dossier or you click on a in the toolbar you will only see those dossiers for which you have the required access rights Change dossier x Dossier Demodossier AIS koppeling i Rotar The access rights are managed by the administrator Only this person has the right to create or modify these settings DIAS Dossier file management page 71 120 GC Computers and Communications N v 16 E mail integration 16 1 E mail toolbar With the DIAS toolbars you can ea
91. in MS Outlook TE Add a file to the archive 200 C amp C nY lOl x File C DOCUME 1SkadeSLOCALS 1S TemphradF S30 meg ap Options I ve send answer to Mr Jansser IM Full text retrieval 7 M OCR Delete the original file Automatic versioning warning files are unprotected Sesign the file date to the document date 7 Cancel Click Finish to add the e mail to the archive Attention You are not obliged to follow all the steps as described above Already on the first window you can press Finish and complete the import of your document This means that you do not wish to flow the document related it to other documents change the security settings etc 16 5 Import an e mail attachment in DIAS You can import the attachment of a received immediately in DIAS The contents of the text message will not be included Click 3 to import the attachment of the selected mail in DIAS The window Add file to the archive appears see page 31 Import files in DIAS Untitled Message Rich Text E 10 x File Edit wiew Insert Format Tools Actions Help ig Reply C Reply to All ich Forward ay 3 bd Y fe LAS xX a z Arial 10 JAIB Z u E Bi a 4 mEN amp B Submit the attachments bo DAs From Stijn Ver EET Sent wo 29 06 2005 12 33 Ta katrien Demeulemeester T Subject AnyvCOO017 gif 17 i KE DIAS E mail integration page 80 120
92. in question and the document ID will be inserted in you Word template ex UITOFF3489 this should not necessarily be a MS Word document Afterwards you or other users can easily consult this document by selecting the document ID and clicking on Show this document from DIAS 5a Submit to DIAS To insert your newly created document in DIAS Click on Submit to DIAS A in the DIAS toolbar The window DIAS Office connectivity will appear PEDIAS MSWord connectivity Ioj x Connection v2 7 0 Connected Connect Do you wish to import this document in DIAS M Full text extraction No Cancel Full text extraction the textual contents of the document will be completely integrated in the database allowing to make full text searches afterwards Connect if there is no connection with the Localserver click on Connect to re establish the connection The window Add file to the archive will appear More information Import files in DIAS on page 31 Attention Each template is a read only document and can not be modified You always get a copy of the document DIAS Templates page 105 120 GC Computers and Communications N V Creating form fields In order to integrate data ex address name city telephone etc from DIAS in your template you first have to create form fields The data will be automatically inserted in the fields when importing the document in DIAS Move the cursor to the
93. ironment page 7 120 GC Computers and Communications N V Ia Fields Everywhere where information can be entered this happens with fields You can recognise a field by the framed rectangle Language To place the cursor in the field you click with the left mouse button in the field The number of characters which can be entered depends on the function of the field Often you will have to fill in several fields after each other You can move the cursor quickly to the next field by using the Tab key 3 4 Adjusting column size You can broaden or narrow the size of the columns of every table Place the mouse pointer on the line that separates the two column titles The appearance of your mouse pointer will change into a double arrow Keep pressing the left mouse button and drag the pointer to the left or to the right in order to broaden or narrow the column on the left side of the cursor Document type lt gt Address Status Own Status DIAS Work environment page 8 120 GC Computers and Communications N V 4 Starting with DIAS 4 1 Opening menu When logging in on DIAS the following window will appear E Welcome to DIAS C amp C NY Mme z UU z i e Fill in your user name and password The menu Dossier indicates the accounting or administrative file you wish to open DIAS manages documents per file each document can only belong to one administrative file and only people who have the
94. j der vlaanderen 09 226 43 44 OUTE Dhr Van Dael Lichttorenplein 4 B00 Krokke Heist YAN DAE Dhr Yan Dael Oude Brusselseweg 204 9090 Melle YAN DAE Dhr Wan Dael Zavelstraat 11 9190 Stekene Click on the column title to order the column in question alphabetically If you wish to remove an address from the mailing list click on pii DIAS Mailing administration page 97 120 GC Computers and Communications N V If you wish to send the mailing to several contacts of the same company you can copy the record select the record you wish to copy Click on copy this registration Anew record with the same address information will be created Select in the new record the new contact person E Mailing administration edeak M Ee E RRE E T EE Main Detail Listing B S WAREGEMSE TAPIJTWE Dhr Coppens Her Steenovenstraat 38 b76 WARLOP HORECA SERY Mvr Warlop Sylvie Moeskroenstraat 862 t o sync hroniz 9120 Beveren WASE BEGRAFENISSEN Bedeldy Molenstraat 84 9100 ST NIKLA wasebegrafenissen pi be WASE GARAGE Bettestraat 1 9190 Stekene WASE KEUKENSTUDIO Gentsesteenweg 158 9160 Lokeren WASE SCHILDER WERKE Dhr Wemel Bart E Kattestraat 255 9150 Kruibeke wase schilderwerken byba pai WASSERIJ DER YLAAND Dhr Yan Daele Ay Toekomststraat 38 9040 Sint Aman wasserij der vlaanderen freebe 09 228 43 44 Dhr Wastyn Johai Schendekouterstraat 20 8940 Geluwe Dhr Baert Paul G Kalkenstraat 86 9255 Buggenho Dhr
95. l is necessary As long as the document is not approved the user in question will not be able to release the document When one or several users or user groups have to approve the document Select the first person who has to approve the document Clickon Approval Next to their name this icon will appear j Adding flowsteps x Flow Users amp Roeland Anrijs EE Kim Deprez KE Leen Walcarius d F Luc Ballegeer cre 3 H anagement Marjan Froot E Nancy Vandegehuchte a EF Peter Hooghe EE Peter Vanpoucke ool Peter Verschooren Roeland Anrijs Ee ig Rotary gebruikers M Use profiles as distribution list Serial Parallel Help OF Cancel DIAS Approve and sign documents in DIAS page 54 120 GC Computers and Communications N V The indicated person cannot release the document before approving it The user sees the BAN icon in his her flow list It is immediately clear which documents need approval alo x Fie Edit Help View Actions Flow Administrations CE Actions Reports Window S aa FEV AA Maas CVOQoa A I Document is still being reviewed flow its active pe Batches 1 Description A Checked out Fandom documentations DICOM GEZIEN GEZI 1 New version WAS 4 0 PF lt 8 Marketing CAC DRA t Manual DIAS EN Public docs fee Unprotected docs ee OB My Flow i fy Archive H Administrative docs
96. l text On the tab Full text you find the complete textual content of the document ioix Documents ID ALLDOCTE Status Enterprises CCNY Cec Sub address MANAGEMENT Flow into Fields Actions Misc Full text Links UDF Document Security TIPS EN TRICKS 1 ALGEMEEN 1 1 Optimaal gebruik van het IAIS menu 1 1 1 Yerkorte menu namen wb a of naar menupunt via ingave volledig nummer Werkwijze verkorte menu naam vo beheer artikels moet opgeroepen worden via a 1 progr 15270202 beheer menu of progr 15270000 menu systeembeheer n 2 beheer menu Beheer artikels 03 75 07 menunummer 03150101 altiid ervoor zorgen dat het nummer 8 cijfers lang i programmanaam O3ficl 3a dit onthouden 2 progr 15270101 beheer programma s prognaam Dafict 3a puntje 2 roepnaam wijzigen naar a gezien er in IRIS altiid gezocht wordt op de AQEPN AM enkel dit aanpassen l Veelgebruikte roepnamen beheer verkooporders vko beheer levenngbons vb beheer facturen f beheer aankooporders ako kasverkopen kas beheer prijeofferte off Opgelet dit is van toepassing voor alle dossiers 1 1 2 Aanmaken eigen menupunt op hoofdscherm 1 15270101 beheer programma s kreatie nieuw programma vb programmanaam opleiding deze naam zal je op het menu zien staan pakket 1 modules mbe 2 15270202 beheer menu F1 kreatie nieuw menupurit vb 14000000 opgelet het moet een even menupunt zijn de oneven punten wor
97. ld Open the address details of the contact person Open the tab Options and check the option Contacts for mailings ereecke Joris Update iol x Main address Doomzele Hoeksken 16 B 9940E vergem Address Include in Telephone list Wain address list SML export Options Print only with main address Print always Tracing Creation Modify User User Date Date Time 00 00 Time 00 00 OF Cancel 19 3 Export to MS Excel In order to export the mailing you should first close the mailing click on close the mailing U Click on Export to MS Excel EJ Microsoft Excel EDM_kade1 csy B File Edit View Insert Format Tools Data Window Help Type a question for help X OGM RBSIGRIT A AaB JI A Eil fi 00 F Arial 10 B Z U 2 Zy m 9 50 398 E E me Oe A 2 Bodo amp 4 A Da Ye Reply with Changes End Review i A 8 A ALB k B O T T c 2 T E Ka any OName company jOFirst Name company OF ax companyjOE mail companyjOAddress company TN Y O 0 03 569 17 77 0 info abarent com O Steenovenstraat 47 0 2040 ANTVWVERPEN O BELGIE 3 0 0 09 242 99 66 0 info abo consult be O Derbystraat 305 0 9051 Sint Denijs Westrem O BELGIE 4 DONINGBOUYY D D 09 242 85 66 0 0 Schoonzichstraat 33 0 9051 ST DENIJS WESTREM D BELGIE 5 T INTERIM NY O 0 051 26 57 40 0 O Brugsesteenweg 363b 0 8800 Roeselare O BELGIE O B O O
98. low step if approval is required You can find more information on the approval of documents in the section Approve and Signing documents on page 53 DIAS Document Details page 20 120 Document relations GC Computers and Communications N V Click on this pictogram to see the related documents In DIAS it is possible to related documents to one another The document relations allow you to create unequivocal links between documents and build up comprehensive files ojx Filter none 7 En Documents E 4 lncoming comespondence E fe Purchase orders ERF 5j BUD Sales orders ERP 5j i Purchase orders ERF io Telephone calls ri Outgoing deliver notes ERF Th more e a Sales invoices ERF 5 Q Incoming correspondence bee amp Documents feee a Protected Document Document type Documents Address information EROTHER fi Document held Warranty Extension Document date Jzavo4s2008 Owner H ilde De Scheemaeker In the tree structure you get a clear view on the different relations You also see the relations of the related documents In the Filter menu you have the possibility to filter one document type from the tree structure On the related documents window you see the following pictograms 3 Add a relation the archive window will open and you can search and select the document you wish to relate Standard DIAS will show all the documents with the Same addr
99. n OR Double click in the timetable of your agenda OR Click right in the timetable and choose New Edit Delete Complete OR DIAS Agenda page 113 120 GC Computers and Communications N v You can also create a new agenda registration in the address book For example if you wish to make an appointment with one of your customers select the customer and then choose Planning gia in the toolbar ix Fie Edit Help view Actions Export Mailings 4 abe S269 CeO D s mm All eo Cit EB Contacts Planning il IP Hoge Bun 9700 OUD t Departments ig Enterprises Own personnel W Press aM Support 1 Ticket El MI adm cac be EB 055 300 320 A 055 300 104 VAT BE434990956 OR Select the company or contact person in the CRM window click right and choose Planning or click in the toolbar on the planning icon PE Contact Relations Management oy x File Edit Help View Actions Relations 8 Dely RAHET xy POOR C TE Li C amp C N Y Computers amp A HJA Open Selected address Add C amp C N Y Computers amp Communications Remove Archive Follow up Appears in C amp C NY Computers amp Communicationas Print EE ae EE bey EL Mare T Oo TO OC beth lre re o Merge FROM Merge TO Merge GANGEL E g KEUKEN H aj MANAGEMENT Baelen wim Ballegeer Luc Coghe Francine ee RO Fe 055 300 320 Function
100. n if you wish to change the document radically Revisions are used for smaller modifications ex correcting mistakes Notes mention here a short description of the changes you wish to make ex modify prices Save checked out file locally if you wish to save the checked out version on your local disk E Import a version revision click here to import an existing external file as new version revision Click OK to create the new version revision DIAS will open a copy of the original document in the application in which it was initially created In the title bar you see that the name of the document has changed ex 23281 doc You can now modify the document and save it afterwards wi 376 1 doc Microsoft Word DIAS Versioning and automatic versioning page 62 120 Computers and Communications N V In the Versioning window the new version revision is marked with As long as you do not check in the document you will be the only person who is able to see this new version revision to avoid that other users can see the incomplete document o 5 x Yersions 21 2 comection date Eheck out 1 1 correction lay out l 1 0 ORIGINAL Check in Difference Export Retract Open Remove Close f Yersion Revision H EZE EN Ditaros se ies cea ie ceo User kade Date 24 06 2005 Time 14 25 Motes correction date P Save checked out file locally Z OF ancel A ne
101. nd Communications N v Close the address book and automatically all the checked addresses will be added to your mailing list In the right column Quantity you see the total number of selected addresses Ei Mailing administration ler Ose x Pg HOloaonv GROSl e eos HAmM Ee Main Detail Listing Status Description Date Reference Quant Press release fis Generated Invitation demo session Generated Email Mailing 21 09 2004 Hot prospects On the tab Listing you can make as a control a list of all the selected addresses before exporting them to another application Click 9 to fetch the mailing records i Mailing administration loj x Deax s FOlao GG Glee Main Detail Listing Combiindcontact r a E ie Ailirejfetch the mailingrecords ayaa 1066 S041 oostakker DE CLEF Dhr Yan Canr Steenkaai 111 8200 BRUGGE 050 31 73 65 DC Dhr Van Capp Burgstraat 20 S000 Gent T LAUR Dhr Wan Caut Dorp 4 9290 Berlare YAN CAL Dhr Yan Cau Industrielaan 25 9620 Zottegem 057 360 94 25 INTEC Dhr Yan Cau Kruisstraat 61 9570 Lierde SPECTO Dhr Yan Caw Kwatrechtsteenweg 160 9230 VWretteren receptie spector be 09 365 98 95 ALL KEE Dhr Van Caur Gentsesteenweg 335 g240 ele BELGIAN Dhr Wan Clee Joseph Cardinstraat 7 9420 Erpe beofiglo be MCS YNC Dhr Yan Cuts Skaldenstraat 121 bda S042 GENT mcsyncromskunetbe 09 251 63 17 WASSEF Dhr Yan Dael Toekomststraat 38 S040 Sint Amandsberg wasseri
102. ng faxes will be registered as Unknown docs Flow 200 C amp C nv iol x File Edit Help View Actions Flow Administrations OC Actions Reports Window F ts eliVliaeal mata ePVseoagl A IM Document is still being reviewed flow ts active py unknown docs Click on My unknown docs in the archive window The Unknown docs administration window will appear E Unknown docs administration cee 0 x File Edit Help View Actions i ee k E e A TEs ay Fax Humber giaa Dossier le Owner Fas Number fSender rc 3 120 admin Int 32 55 330009 ontvangen op 05 06 29 13 17 08 TAPIGRO 3 119 admin nt 3259506654 ontvangen op 05 06 29 11 31 14 DEBRUYCRER In this window you get an overview of all the incoming faxes Click on Process document or double click to assign some data fields to the document More information on adding documents to DIAS see Import files in DIAS on page 34 To see the content of the fax click Show document ay DIAS will open the fax in your fax software viewer E 197127 G3N Imaging el es File Edit View Page zoom Tools Annotation Help Bla S amp ajel alaaa fa a fm Caf ts er al Se aag aE 2957 06r 20053 11 31 S2595R0550 CSW DEBRUVEHER Hy Pas 81 81 y 23 06 2005 14 15 PO55 200 i Computers and Comminicat lors CRC DEBRUYCKER iri GC Laompuiers and Lommnurncatoens sw INT NTIEFOR RE Ceaghis pscrince nary el
103. odes therefore we use the status code to indicate if a document was treated or not With the deadline you define when the addressees should have assigned a specific status to the document Example When a document is added to DIAS it gets the status IN The deadline within 3 days the document should have the status OK The time limit will be divided between the members of the flow If for example the document has to be treated by 2 persons person A can have two days and person B one day to treat the document You can see the maximum date of a document in the document details window on the tab flow info 21011 Outgoing delivery notes ERP ID UITLEVS 346 Stele EEDE Enterprises Computershop Sub address Flow info Fields Actions Mic Full text Links UDF Document Security IEvs Flow 13 h mi Destination Ticket admins Status Delivered T articles were not available by Fr d ric Van Walle IY Released Registration date 24yfOS z2005 time 09 10 Deadine 23 04 2005 Release gpl OF Cancel If the document was treated within the deadline the deadline will be shown in black If the document was not treated within the deadline the deadline will be shown in red The information concerning deadlines is registered in DIAS This means that you will always be able to see if a document had a deadline and if it was treated within time Attention Use
104. oj x File Edit Help View Actions Relations amp D Ala x l g aa Heti CEC NY Zingem EF Demeulemeester Katrien e Frankeermachine Selected address ET GSM Reserve i i HELPDESK Coghe Germain i Rotary Oudenaarde ES HELPDESK KREFIMA INSTALLATEURS 25 Software School byba E el KEUKEN CAC ALY Computers amp Communicati f MANAGEMENT ef Baelen wim E Balegeer Luc E Coghe Francine Coghe Germain Gedelegeerd Bestuurder E Menu Dominique S OPLEIDINGEN Enterprises SOETE Andr Yertegenwoordig a A OMA eA Tek a eee eee Bl F S SALES oE Bogaert Antoni Account Manager basen a Coghe Germain Gedelegeerd Bestuurder E O4 73 868 710 2p 055 33 37 68 209 Function Gedelegeerd Bestuurder A germain coghelcac be DIAS Address book and CRM page 91 120 GC Computers and Communications N V Horizontal relations Horizontal relations are used to create relations between several addresses without actually attributing it to the company in question For example when you have a large sales team you can create horizontal relations between your customers and a particular sales person who is responsible for that customer PE Contact Relations Management _ O x File Edit Help View Actions Relations S Co a wey x SPOR a C amp C NV Zingem bese on i Demeulemeester Katrien 4 Frankeermachine Si GSM Reserve oe
105. on Address Fill in e mail address when mailing documents Outlook enable auto archiving of e mails 4 4141 gt 1 x Ci Exit DIAS Workflow page 51 120 GC Computers and Communications N v 10 5 Workflow detail window To open the workflow detail window select the document and click right Choose open Or click in the toolbar Own Status Field Description Incoming cor a 240672005 This ts a te Bandon docu i GEZIEN ncn New version B E mails GEZ eo OB 2005 i Lel_ SPAM B E mails UE 2r r06 2005 Wraagtormulie na view ang open ct Marketing Print 15 06 2005 Manual DI F Link Fror Actions H a User T ps Status Remarks a Peter Hooghe tem 72005 GEZIEH Deze Powerpoint geeft een bee E Eaten Demeule 5 2005 GEZIEN The document details window opens oix Marketing ID MARETG116 Status DRAFT 0 T Enterprises ECN CAC x Sub address Demeulemeester katrien Flow info Fields Actions Misc Full text Links UDF Document Security c Flow 1 2 Q 5 Destination Katien Demeulemeester E Status Dratt 2 This i a draft document gt x S B z by Katien Demeulemeester M Released Registration date 31 05 2005 time 17 14 Deadline Release 7 e Cancel In the heading you find some general details of the document Enterprises name of the company related to this document customer supplier etc Sub addr
106. ons or revisions can be consulted in the versioning window What is the difference between a revision and a version In general you create a new version if you make radical changes to the contents of the document For smaller changes ex correction of mistakes you better use a revision Attention Afterwards you can merge revisions in order to save disk storage Use Automatic Versioning If you wish to modify the document frequently it is recommended to use Automatic Versioning Everyone who opens the document can make changes The original document will always be replaced and there will be no history of previous changes DIAS Versioning and automatic versioning page 60 120 GC Computers and Communications N V 12 2 Versioning Check out Select the tab Actions in the Document Details window 15 x Servicing reports ID SERVICSETE Status GEZ Enterprises TRANSFERT TRANSFERT Sub address Cantens Koen bs ts Ss e Logging Version Date Time User Message OOL l 1 1 13 06 2005 13 46 admin Succes at autosign 13 06 2005 13 46 Approval 13 06 2005 13 45 Made e mail 13 06 2005 13 45 Attempt sending a fax Release gpl Cancel Ms Select Start Versioning Be If you can t select this pictogram this means versioning is not allowed for that specific document type The Versioning window will open iversioning aT Versions 1 2 correction Check out 1 1 correc
107. oolbar On the toolbar in the workflow window you find the following actions Ey Y E Li amp amp Modify to open the document details window where you can see the different flow steps see page 17 document details Refresh the workflow window automatically refreshes every xxx seconds You can click on the refresh button to update the contents of your page manually Change dossier select another administrative file Remark you can only select those dossiers for which you have access rights Out of office in case of absence you can appoint a successor to follow up the documents of your flow Follow up follow up of telephone calls internal notes and visit reports Planning fix a task or appointment in your DIAS agenda related to this document Structure of the window Description bx E mails ATHLO BEH GEZ 20 06 2005 Cel SPAM ga Incoming cor C amp C IH 24 06 2005 This ts a te eMarketing C amp C DRAFT _ Manual DI Tna Bi E mails O Macop OK OK o AP062005 Viaagformulie Aoo ja User Date Status Remarks a Peter Hooghe 0170472005 GE IEN Deze Powerpoint geeft een bee Katien Demeulemeester 28 06 2005 GEZIEN it a Anton Bogaert E 0170472005 GEZIEH Each line in the workflow window corresponds with 1 document a document can consist of several pages and or several versions or revisions You find the following information Document type indicates which type of document it i
108. pany you re looking for Links you can search a company related to a specific project Representative if you work with representatives ex sales you can select here the representative to see all the companies related to this person Function select one of the functions if you wish to look for a contact person s with a specific function Created between look for all the addresses created in a specified period On the tab Cat on this tab you can select one of the defined categories for example prospect customer competitor delivery address etc With this search field you can get a complete list of all your prospects in a few seconds time On the tab Financial on this tab you can make a selection of company s based on their turnover On the tab UDP s you have the possibility to define a number of specific field free to choose for example industry number of employees travel distance etc DIAS Address book and CRM page 88 120 GC Computers and Communications N V Jokers When you only know a part of the name or another search criteria you can use jokers or wildcards Example you know that the company you re looking for has info OR information in the message field Fill in info in the remarks field For all the character fields you can also search on the beginning of a string Ex when you look for the company Financials it is sufficient to fill in Fin in the Callout field
109. porting ows Remove the related document remove the relation between the selected documents Remark you will remove the relation not the document itself ey View this document view the document in its original application Clickon 3 to complete the next window In this window you fill the UDP s User Defined Properties TS Add a file to the archive 700 C amp C nY l z iol x File C AMy Documents dias_introductie pdt ar Property Value Armour Cancel Finish DIAS Import files in DIAS pag 33 120 GC Computers and Communications N V Clickon to complete the next window In this window you assign a status to the document TS Add a file to the archive 700 C amp C nY m ol x File CMy Documents smd pdf ay Options Full text retrieval UCR W Delete the original file Automatic versioning warming files are unprotected 7 Assign the file date to the document date Finish Full text retrieval DIAS will read the document and include the contents of the document in the full text database in order to allow full text retrieval afterwards This only possible for Word Excel RTF and Txt documents OCR Optical Character Recognition character recognition of the scanned text only applicable if OCR module installed DIAS will transform the scanned text in a digital text in order to allow full text retrieval afterwards This process automatically run
110. re system for document management and electronic archiving of all commercial documents correspondence e mails documentations drawings and other sorts of documents Wide ranging possibilities uncomplicated and user friendly interface large integration capacity with other applications and absolute security are key characteristics of DIAS DIAS is a modular application Starting from the Document Archiving module you can extend the system with the Workflow Management module to finish with a complete Customer Relationship Management CRM system With the special designed features you will manage documents and files in the most efficient and time saving way Moreover DIAS has connections with Microsoft Office Microsoft Outlook digital fax software various financial and ERP programs and other applications When you have an adapted document scanner at your disposal all printed documents can be captured to image files which can be automatically stored in the archive Where formerly a physical document had to pass several departments for revision or approval today the digital documents can follow a fixed flow from screen to screen The different processes are managed and controlled by the workflow system Outgoing and incoming correspondence scanned forms e mails spreadsheets Microsoft Office documents or multimedia files are all managed in files Documents can be stored in different graphic file formats among which TIFF BMP JPG and PDF The
111. rmation concerning the relation x Delete relation select the relation you wish to remove and click delete relation DIAS Address book and CRM page 85 120 GC Computers and Communications N v Show document you can add a document to a relation often this document will provide you more information on the relation in question To view this document click show document AT AI Archive show all the archived documents assigned to the selected company or contact person Follow up create a telephone call visit report internal note etc related to the selected company or contact person Address and sub address will be completed automatically Planning add an item to your planning related to the selected company or contact person Address and sub address will be completed automatically Clipboard the information of the company or contact person name address phone and fax are saved on the clipboard and can be copied easily in other applications H amp u On the right site of this window you see Selected address appears in Certain contacts can be related to a number of companies or organisations In this example the contact person is related to 3 organisations By clicking on the name you can see the E ie structure of the organisation in question Rotary Oudenaarde 25 Software School byba C amp C N Y Computers amp Communication Appears in Below in the CRM window you find panels that give
112. rs can not change the deadline the administrator can User may well ask the administrator to postpone the deadline DIAS Deadlines page 69 120 GC Computers and Communications N v 14 Absence administration In case of absence you can appoint a successor to follow up the documents of your workflow This person will see all your documents in his her own flow and this person can comment or release documents in your place Attention All documents that were not released by your successor will get back in your flow the moment you log in to DIAS In the documents that were treated by you successor it will be mentioned that he she dealt with the document in your place To open the Absence administration Open document administration z and click on the out of office icon ke The following window will appear Absence administration x Uzer Demeulemeester Katrien Absence From 2870672005 To 08707 2005 To whom may your documents be sent 7 Cancel Weronique Meer Meme Enter the period that you will be absent You can also leave the To field empty than you are absent until you log in again In the user field you select one person who can manage your documents during your absence You can not select a user group Attention You can not select a user who is absent at that same moment It is also not possible to use the out of office function if you are already receivin
113. rt Format Tools Table window Help DOBHBIGRIF BBA 7 A A BIT 100 gt Normal u y A loj x x ka C ei a a Draw l AutoShapes N a OOd guala a AM 1 1 Ht 24cm Ln 1 Col 1 REC TRKE ExT fey F The window Template selection will appear Select the template and click OK or double click TE Template selection Ioj x Template type Templates Z Templates Standard Fax Standard Offer Standard Order Confirmation Standard Letter Standard Partnership Contract Technical Analysis Select a template and click OF to create and open the document men DIAS Templates page 104 120 GC Computers and Communications N v Fetch address data In the template you can refer to addresses saved in the DIAS address book using field forms Click in the DIAS toolbar on Fetch address data from DIAS H The DIAS address book will open and you can select the address Double click on the address you wish to integrate in your template The address information will be automatically inserted in the form fields for more information Creating form fields on page 104 Fetch DIAS document ID In a MS Word template you can refer to a document that is archived in DIAS Place the cursor where you wish to place the DIAS document ID Click in the DIAS toolbar on Fetch DIAS document ID EF The archive will open and you can search the document you wish to refer to Double click on the document
114. s e mail invoice fax etc Address company name or person to whom this document is related Status indicates the status of the document The administrator assigns a priority level to each status The status with the highest priority will be shown Example the status finished has a higher priority then seen Own status indicates the status you have assigned to the document Date last modification date on which the document was modified for the last time in DIAS Visum this icon Ay indicates if the document needs to be approved Related documents this icon i indicates if there are other files related to this document Field The content of this field depends on the document type For each document type you can indicate 1 UDP to appear here For example for the document type invoices you can see the invoice number in this field for delivery notes this field can contain the order number Description short description or comment that was assigned to the document when registering it in DIAS DIAS Workflow page 50 120 GC Computers and Communications N v Attention Some lines can have a red background colour this indicates that there was a deadline for this document and the flow step exceeded this deadline In the window below you see all the flow steps all the persons who received the document in their flow Each line corresponds with 1 person The users marked in bold already released the document User Dat
115. s 12 5 3 The document Management toolbar s ssssssssssssnsnnnnnnnnnnnnnnnnnnnnnnunnnnnnnnnnnnnnnnnnnnnnnunnnnnnnnn 14 D CUMEM Detalls siiccdscesdicictesceisciccdeventcsseuceisadaueudssccuedsesdaueskageuucusesduusesceekiaudesseceetedcascuesedaue 17 6 1 Flow iNOrmMatON errrissrrnre ieren bera EAA A E tasteacueccneeen tee 18 6 2 Feds NA UDP ere E A E E 22 6 3 7 A 2 ae mT Pee eee E E ee ee 23 6 4 MISCEILANGOUS ciccincrecodenerwacctacneeedenctyaeaescnwarsennts a AA 26 6 5 PCO oe wees ccrtacnssasence onesceenescnsaacsane sores e sau mntnecaniesanuocuenacanusecca uncseaenascunasaanoainnamecnenes cen 27 Search WINGOW wiisiciivcesics cece cewueedicenscecedunwucdesaweccetcecuncdccewssentsewunidecewsceeeccunicdeasewescessesusedecewsseus 28 Lmport THES m DIAS wiicccsticdnicniniiesciticinieiielintvadinente EA REAA EaR 31 Scan documents in DIAS ssssssss222u225222uuuu202uuuu222uuuunnnunuunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 36 9 1 roduc ON 2 dececss cicccdeaccenrcencecetenctrauseestencianedemrntacusnedsnedeawssnous nates eapueaeesawsenetenentacecent 36 9 2 Scanning docume Nt rererere a N 37 9 3 PROCESSING SCanned DAL CIN tcanteeat ence tei ee eee ete 39 9 4 Bel COGS lt n gout sn ecercatae eases nee wee ec dueees eure bees nace ceuleceate ecu caceaaeccst aecegeeteeueses veeetameeeeseeceaens 43 DIAS Table of contents page 3 120 10 11 12 13 14 15 16 17 18 19 GC Computers and Communications N v WOlK TO
116. s described in the field description Insert the first title field of the virtual table Insert the second title field of the virtual table Insert the third title field of the virtual table Insert a field of the virtual table Define between brackets the type of field you wish to insert Each template is a read only document and can not be modified You always get a copy of the document DIAS Templates page 107 120 GC Computers and Communications N V 21 Follow up With DIAS you can register telephone calls visit reports or internal notes and take care of the necessary follow up 21 1 Register a telephone call visit report or internal note Click in the DIAS Start menu on Telephone calls BEpias cacny ox Jo na dwl D visit reports Internal notes Solutions Ticket OR select the company or contact person in the address book click right and select Follow up Show Open Merge FROM Merge Tita Merge TAWEL Archive Virtual Tables Print The window Telephone call will appear 2 C amp C N Y Computers amp Communications oj xj Telephone calls Address E H Computers amp Communications F g E Sub address Spileerssavier C Es Short Description O A B U Age Pd An Aw Phone Relat Stats UGF Asked more information regarding the DIAS offer Duration Please call back m Force counter Create
117. s on the background and the complete textual content of a document is saved in an indexed field Select this option if you wish to mark the imported document for the next OCR processing Delete the original file DIAS will standard delete the original file If you uncheck this option the original file stays unchanged However there is no relation between the original file and the file in the DIAS archive Remark this option is standard checked Automatic versioning check this option if you want to modify the document frequently without saving copies of the previous versions DIAS will automatically replace the original file If you wish to preserve a copy of every adjustment you should use Versioning find more information on this in the section Versioning and automatic versioning on page 59 Assign the file date to the document date standard the date of introduction in DIAS is registered With this option you can choose to use the file date instead Click on Finish to finish the import of your document DIAS Import files in DIAS pag 34 120 GC Computers and Communications N V Supported file types You can import all kind of file type in DIAS However to view the documents you need to have the original application or an appropriate viewer The most common file types Type Description Full text deus if OCR Txt Text Yes E Rtf Rich text format Yes gt Doc MS Word Yes XIs MS Excel Yes 7 Msg
118. sbook Unable to find address for 2 COMPUTERS AMD COMMUNICATIONS M MOUSCAC BEMCM RE Yes Mo Cancel If there is no connection between the Local server and MS Outlook which is normally established automatically you can click on Reconnect to restore the connection between MS Outlook and DIAS yourself Do not ever import automatically in DIAS the e mail address will be added to the negative list from now on DIAS will never ask if you wish to import the e mails of this addressee in DIAS the e mails send received will never be added to archive Always import automatically in DIAS the e mail address will be added to the positive list from now on DIAS will never ask if you wish to import the e mails of this addressee in DIAS the e mails send received will be automatically added to the archive You can consult modify the positive and negative e mail lists Select CC Actions in the menu bar and choose Email addresses or click on in the MS Outlook menubar DIAS E mail integration page 75 120 GC Computers and Communications N V E Flow 200 C amp C nv File Edit Help wiew Actions Flow Administrations CC Actions Reports Window Print IRIS list W Document ts still being reviewed flown view PEERS evert huplebroeck aralco ind com F deleutaypernman net Frederic Y annieuwenhuyseoypennan net Ingrid Walmisebeco com sophie moreels aralco ind com Negative list fo Comp
119. sily integrate all the useful e mails in your digital archive Postyak IN Microsoft Outlook a jol x E File Edit view Go Tools Actions Help Type a question For help iNew A ai x Reply C Reply to All ig Forward Bo Find GY Type a contact to find Postvak IN Newest on top E TradeDoubler di 19 15 i Cec SPAM De campagne van Tena blijft doorlopen Trends Top di 18 25 E Fl Postvak Katrien Demeulemeester ON TOP Concepten 6 ae PT Re PNET 2 Junk aie u by Peter Hooghe di 16 07 Ye E Fostvak IN D145 Roadshow Mail List King 165 Trends Top 30 000 ontopmaillicttrendstopmail be 7 ii eee Extra line breaks in this message were removed To info gS i kel Gam A 2 Submit to DIAS click here to import the selected e mail in the DIAS archive Neg and Pos list you can make a list of addresses whose e mails you always wish to import automatically and those you never wish to import More information on page 74 E Untitled Message HTML E File Edit View Insert Format Tools Actions Help EJ Send d Go a Ba Bie l H By 3 Cations I l ca III ihe HI wet iij Wel li u gt verdana 10 A B Z u DIAS E mail integration page 72 120 GC Computers and Communications n v A Submit to DIAS click here to import the selected e mail in the DIAS archive Select DIAS document s to add as attachment s click here to open the
120. siness te ea B rot found DIAS Address book and CRM page 90 120 GC Computers and Communications N v Attention When creating a new contact person make sure that you select the above lying department first For example if you wish to add a new contact person to the administrative department first select this department and the choose New Or if you wish to create a new department first select the company name and then choose New Changes in the structure can also be made afterwards Select the department to which you wish to add an existing contact person Click right and choose Add Now fill in or select the name of the person you wish to add Remark the contact person appears now twice in the company structure If you wish to remove one of them click right and select Remove 18 5 Vertical and horizontal relations In the CRM module you have 2 types of relations Horizontal relations describing an organisation Vertical relations describing the relation between one or several organisations Vertical relations Vertical relations are hierarchical relations with underlying addresses You can assign which contacts belong to which companies One contact can thus be related to several companies in a different hierarchy In the example underneath you can see that Coghe Germain appears in 3 companies When you select one of the other companies the CRM structure will change PE Contact Relations Management l I
121. t is still being reviewed flow is active Unprotected docs a Documenttype Address Status _ Date Lastv R Description __ l Unprotected docs a Documenttype Address Status Date Lastv R Description Ei FollowUp iJ Administratieve docs C amp C C amp C GEZI 17 09 2004 Verlof 20 10 2004 28 10 2004 29 10 Er FollowUp 2J Administratieve docs C amp C 17 09 2004 Verlof 20 10 2004 28 10 2004 29 10 3 My Flow Administratieve docs C amp C cac GEZI 15 09 2004 Verlofaanvraag voor compensatie 3 My Flow 3 inistrati 1570972004 Verlofaanvraag voor compensatie Flow Mortier Joan 14709 2004 UMM List backupstatus Mailserver DDS4 Arcs __ 4 Flow Mortier Joan Administratieve docs C amp C cec NEW 14 09 2004 Lijst backupstatus Mailserver DDS4 Arcs f Archive a Administratieve docs RAE SODEXHO NEW 14 09 2004 i versturen 780 adviescheques Rantour 5 H RERET J Administratieve docs C amp C SODEXHO NEW 14 09 2004 versturen 780 adviescheques Rantour il He E J Administratieve docs C amp C C amp C GEZI 10 09 2004 km vergoeding upgrade dias bij aralco 10 0 pe cairn I Fine tee AE GE Gezi 1a maz24 Ee vegaeding wnorate ies bi asico 10 0 Administratieve docs C amp C C amp C GEZIEN 10 09 2004 verlofaanvraag 27 09 ministratieve docs verlolaanvraag i Aankooporders IRIS z a e tate cee OK 10 09 2004 fe noni vtiidag 10 09 namiddag Aarkooporders IRIS 2J Administratieve docs C amp C C amp C o
122. teria Document type select here the document type you are looking for If you do not know the document type or you want to see all the document types choose All Address fill in the name of the company or contact person you are looking for Sub address if the address has related departments or contact persons you can indicate them here Search fields if you wish to search on the content or description of a document you fill in one or more keywords and you choose one of the 3 search modalities exact match begins with or DIAS Search Window pag 28 120 GC Computers and Communications N v contains If you look for several words at the same time you can use the AND or OR function DIAS will look in the contents of the archived documents for the keywords This is the most time consuming and the least accurate search method In combination with other search criteria you can refine your selection and obtain the desired result Do not look for words that are too general articles nouns etc It is obvious that you can not use keywords to search for graphical files pictures etc You can also make use joker signs Linked object opens the window virtual tables Miscellaneous tab In the Miscellaneous tab of the search window you see the following search criteria All Main Misc i UDP s Search X r DIAS document identification rae Status ha Document modification date E etween J
123. termine the place of the signature The Administrator decides who can sign which document type and where the signature will be positioned The character string to indicate the signature is usually SIGN_ followed by the initials of the person in question Open the document details of the document you which to sign Click in the Action tab on Signature PAs DIAS will open the document and look for the character string that indicates where your signature Should be placed The signature will be inserted Luo BAL L E GEE H Dire cter Hardware S upport CAC H Now you can release the document Your approval will also be registered in the log DIAS Approve and sign documents in DIAS page 59 120 GC Computers and Communications N v 12 Versioning and automatic versioning 12 1 General principle With DIAS you can create and archive different versions of one document You can even compare different versions with one another There are two possibilities Use Versioning If you wish to preserve the original file without modifications you make use of versioning The document will be shown in read only modus If you wish to modify the document you have to take it out of the archive check out in order to create a new revision or version Until you place the document back in the archive check in no one else will be able to make changes to the document The original version and other versi
124. textual contents of the document can be read OCR ICR OMR bar codes and patch codes and the data can be transferred to other applications 2 2 About the user manual This guide describes the different functionalities of DIAS With this manual we would like to answer all your questions regarding the use of our DIAS software Should you not find the answer to you question in our manual please do not hesitate to contact the DIAS helpdesk DIAS Introduction page 6 120 GC Computers and Communications N V 3 Work environment DIAS is completely based on a Window environment In this chapter we will introduce the menu bar and the toolbar You will notice that several functionalities and buttons are used on multiple places 3 1 Menu bar In the menu bar you find all the functionalities that can be carried out with DIAS The different functions appear when you click on the menu name The actions belonging to each menu are shown in a drop down list To activate you click on the desired function Change dossier Copy doc Import My unknown docs Related docs Follow up Planning Out of office Attention The composition of the drop down menu s can change depending on the menu which you open 3 2 Toolbars With the toolbars you easily get access to functions of DIAS When you pass the mouse pointer over a button you get a description of the action eb a tar th NP Lk Ce a Se Ne gt oh DIAS Work env
125. tion 1 OORIGIMAL Eheck in Difference Export Retnact Open Remove Close CREEL f Version Revision kb l P Save checked out file locally Z DK ance DIAS Versioning and automatic versioning page 61 120 GC Computers and Communications N v On the right site you see all the actions that can be performed with a document Check out take the document from the archive to make changes Check in place the document back in the archive in read only modus Other users can now see your changes Difference see what the differences are between several versions or revision Export save the selected versions revisions on another location Retract merge unnecessary revisions in order to save disk storage and keep the versioning window well organized Open open the selected version revision Remove remove the selected versions revisions only possibly for versions revisions that you own or by the administrator Close close the Versioning window In the left site of the window you see 1 0 ORIGINAL this corresponds with the original document Click on The detail window below will be activated You can choose whether you would like to make a new version or a revision Version Revision f Jd User kade Date 23706 2005 Time 14 24 Hotes EA 7 OF Cancel P Save checked out file locally Version Revision make a new versio
126. tratieve docs C amp C CRC GEZIEN 07 09 2004 Ver pile 13 09 ane e Bl Administr atiava dacs FRC fia T m NPs n2 nasonna List Rankunstahie Akh NNG van omai 4 gt a Francine Coghe Germain Coghe Luc Ballegeer i Wim Baelen H ey Inkomende correspondentie 2 Interne nota s J ISO Diversen 4 ISO Formulieren AQ SO Handboek ISO Ontwerpen gt A ISO Procedures 4 ISO Verbeteringen g Kostprijscalculaties Leveringsbonnen inkomend Ej aR Offertes klanten 0 Onderhoudscontracten x Doc count 113 a ADM882 Every member of the user group has to deal with the document Ej Inkomende correspondentie lt gt Interne nota s E ISO Diversen Ej ISO Formulieren A 150 Handboek ISO Ontwerpen ISO Procedures ISO Verbeteringen W n Kostprijscalculaties iava dacs FAT ee Xs MEss N2 N9 9NNA fl List Rankunstahis Akh I NNG u Date g Staus __ Remarks an 1NA fi Management Leveringsbonnen inkomend Ej A Offertes klanten 5 0 Onderhoudscontracten xl Doc count 113 2 ADM883 Only one member of the user group has to deal with the document You can move the users and or user groups to whom you wish to send the document from the right window to the left window by clicking on lt lt or by double clicking on the name To remove users and or user groups you select them in the left window and click on gt gt D
127. uters 4nd Communications H W ou CAC BE cr Recipients cn luba fo Computers And Communications H W fou C4C BEcr Recipients cn man fO COMPUTERS AND COMMUNICATIONS NV AOU CAC BE CN RECIPIENTS CN NAVA fO COMPUTERS AND COMMUNICATIONS AV AOU CAC BE CN RECIPIENTS CN PEHO fo Computers And Communications WY ou CAC BE dcrn Recipients ch Peyp fo Computers And Communications WY ou CAC BE dcn Recipients cn Roeland Use lt DEL to remove an e mailaddress Attention Each user can only view and modify his her own positive and negative list 16 3 Add a DIAS document as attachment Instead of first selecting your document and then writing your e mail as described on page 72 Sending a file with MS Outlook you can also choose to first write your e mail and add one or more archived documents as attachment afterwards 4 Click on EJ in your message window to open the DIAS archive Select the file you wish to add in attachment use the Ctrl key if you wish to select several files Double click on the document line and the file will be added to your e mail E Untitled Message HTML 0 x File Edit wiew Insert Format Tools Actions Help Send d l amp Sa All lagg g E Options CE E III Lo i AL Hl Wel Verdana 10 AIB z u To Select DIAS document s to add as atbachmentts Ee ir Subject DIAS E mail integration page 76 120 GC Computers and Communications N V 16 4
128. w the related document i Remove the related document Exported to MS Outlook the new item will be exported to your MS Outlook agenda DIAS Agenda page 116 120 Tab Recurrence Ee Add Update a planningitem GC Computers and Communications N V User Katrien Demeulemeester kade Date 15707 2005 Y Main Mise Recumence C Weekly Monthly Yearly End date Status Confirmed From 09 00 To 10 00 14 07 2005 af Cancel If your appointment or task has a repetitive character you can define here how often and for how long the agenda item should recur OD e i ie a Y Sb 7 ml a we DIAS Agenda Weekplanning juni 2005 De a J 10 15 16 17 22 23 24 29 30 juli 2005 6 7 8 13 15 20 21 22 27 28 29 Ci ee Hide tasks OF 310 06 00 08 00 08 30 08 30 09 00 03 00 09 30 09 30 10 00 10 00 10 30 10 30 11 00 11 00 11 30 11 30 12 00 12 00 12 30 12 30 13 00 13 00 13 30 13 30 14 00 14 00 14 30 14 30 15 00 15 00 15 30 15 30 16 00 16 00 16 30 16 30 17 00 17 00 17 30 Demeulemeester Katrien r 14 07 2005 Agenda registration lo x page 117 120 GC Computers and Communications N V 22 3 Modify remove or complete an agenda registration Modify Click right on the agenda item in the time schedule and choose Edit OR Double click on the agenda item OR Click on Modify a registration in the toolbar
129. w version is noticeable by the figure left of the point When creating a new version this number will increase Example if the last version was 2 0 the new version will be 3 0 A new revision is noticeable by the figure right of the point When creating a new version this number will increase Example if the last revision was 2 1 the new revision will be 2 2 3 0 Hew list 0805 2 0 New list 0605 1 2 correction name participant 1 7 comection date 1 0 ORIGINEEL DIAS Versioning and automatic versioning page 63 120 GC Computers and Communications N v Check in When you have completed the new version or revision and you wish to make your changes available for the other users you have to check in the document Slick on n The sign will disappear and other users can see the new version revision Open TO open a previous version revision you select the document and click Attention As long as a previous version or revision is not checked in no one can check out the original document to create another new version or revision Besides the person who has checked out the document also the administrator can check in a new version or revision Merging revisions To keep the versioning well organized and save disk storage you can remove or merge unnecessary revisions When merging revisions a number of revisions will be removed and the first appointed revision will be replaced by the last one
130. your workflow first click Apply instead of OF The Document details window will appear oix Telephone calls ID PHONE 4228 Chats Enterprises CCNY CEC M Y Computers amp Communications Sub address Demeulemeester Katien Flow into Fields Actions Misc Full text Links LIDP s Document Security Flow 00 Destination Status if id by Released Registration date Deadline Release gpl Cancel You can immediately add a flow the document or carry out another action You can also just click OK to complete the integration of your document DIAS Follow up page 111 120 GC Computers and Communications N V When opening the document afterwards the text including other useful information regarding the document will be placed in a MS Word document 4 EDM_kade6 rtf Read Only Microsoft Word e lol x File Edit wiew Insert Format Tools Table Window Help Type a question for help x OBE RBSISGRIF SBI 9 BB T 10 O aired A Normal Arial Arial il5 BS U aai 5 Asked more information regarding the DIAS offer Please call back _ Doc InfO Company C amp C MY Computers amp Communications Contact Demeulemeester Katrien Owner kade Date 14 07 2005 Hour 15 14 Duration OU U0 20 zenza iji t 44 3cm n5 Coll REC TRK EXT OVR Engish uk f Z
131. zz 12 1999 And 13 06 2005 Owner x Include Inactive Users Reset DIAS Search Window Stark search DIAS document identification with this option you can look for a document based on the unique DIAS number Remark this is not the document identification number from an external application Status you can look for a document based on their status Document modification date indicate here the creation date or a range of dates of the document you search Owner the person who added the document to DIAS Include inactive users you can choose to include documents that have been entered by inactive users former employees pag 29 120 GC Computers and Communications N V UDP s tab Search X fan s FE Certain document types can have specific fields User Defined Properties For example invoices you can search for the amount the invoice number etc With the Heset button you reset all the search criteria to the standard values Administrative type Arnaunt Date With the Start search button or the Enter Department key you begin the search The search results will be Direction shown in the document overview Doc nb Document type Fasnumber Interest Invoice ret IRIS doc number Reset Start search Attention You can carry out several search actions after one another a new search in the results of a previous search action DIAS Search Window pag

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