User Manual for the eBMS Platform
Contents
1. 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems The top right button logs you out of the eBMS system Use this to leave the system when you have finished using it 20 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Workflow is the first section in most eForms This section shows an overview on the status of the current eForm Workflow allows you to easily manage your current eForms and pass them back and fowards with other users Workflow Descriplm ns Assignee Tycho Tuisku The Assignee allows you to set the person currently assigned to the eForm When you are assigned to an eForm this eform will show up in your My eForms list If you are finished with the current eForm and need to pass it on to another user simply change the assignee to that user and the eForm will appear in their My eForms and they will be notified The status sets weather the eForm is open and in progress or closed and completed Closed eForms will not show up in any users My eForms Priority determines how urgently the current eForm needs attention Higher priority eForms will obviously get attention from users above lower priority eForms 1 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp A2. eForms are the building blocks of the eBMS platform i ee venues An example of a typical eForm 5 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Terminology records Records An eForm acts as an input template When you input data into an eForm a new eForm record is created holding the actual information These eForm Records are attached to the eForm Think of each eForm as a folder and the eForm records as the pieces of paper within the folder which hold the actual information 6 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Terminology Portals EARTH GROUP Portals Portals are intended to help you navigate around your system Portals contain links to all aspects of the system and are intended as your starting point when navigating or using the system Your home portal is found using this button ae N p B Eason 2 reforms EEE Bon eit al Lid i a ee ey Phd Earth Group Demo System hte he ais de The Home portal page from the earthgroup system 1 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Terminology Dashboards EG Subreport Operat
3. amp Affordable Management Systems ebms Tailored amp Affordable Management Systems Charting Report A Charting Report allows administrators and users to graphically view data for a particular eForm This data may be things like customer complaints over time how many different categories of eForms are currently open or many other types of report To get to a Charting Report click on the eForms tab at the top of the page Then locate the eForm of interest and and click the word Tasks and select Charting Report 29 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Tabular Report A Tabular Report is used to view the individual records contained within a particular eForm This page shows the latest 20 records by default that have been created To view a Tabular Report goto eForms n ee Ao ay Enr m Bami ieee Grae di mh T ras mee Me reer ihiihi Miik KAN m PEAL bb ls Po ee Pa E ba se Pa Click on view to then go to the record itself Pee Pb DAP PH Wine ee kh o B Uplate Recomds Alter ehom Design a B10 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Tabular Report riltering Filtering Once you are viewing a report of an e
4. system use this to log off 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems My eForms My eForms is an important part of eBMS platform workflow Here you can view and access all eForms which are currently assigned to you If you open an eForm or another user assigns an eForm to you it will display here Likewise if you assign an eForm to another user it will appear in that users My eForms For more infomation on workflow see Workflow Assigned to me View only the eForms that you have been assigned Sent by me View only the eForms that you have sent Created by me View all the eForms you have created Assigned to me View only the eForms that you have been assigned View Clicking on View will bring up the eForm record to add data to it 13 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Here you can view and search a list of all the eForms that have been created In addition to this you can perform various tasks such as Add data to a current eForm record make a tabular report make a charting report create or edit an eForm template or update a description 1 eForm Type This is the name 2 eForm description Clicking on the of the eForm Clicking on the name Column header description sorts the takes you to Tabular Rep
5. Advanced Search J efom Records Quicklinks afore The advanced search page gives you the option to search for any key word such as name description etc from any eForm record Quicklink and eForm Simply type in the keyword and select the eForm or Quick link you are searching for You will be taken to a page listing the records that match your search criteria Choose where you would like to search Enter what you would like to search Then click Search I7 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Account Settings In the Account Settings page you can change your current display name email address and password You are always required to enter your current Pasaward chance password to make changes to your account Required See 18 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems The third icon on the top right of the screen takes you to the system control panel Here you can control the various aspects of administering the system The help button third icon on the top right of the screen takes you to the eBMS help page Click eBMS Version 4 Help for this system You will be greeted with a help page which contains detailed instructions on how to perform various tasks within the eBMS platform 19
6. Form you can filter the results by certain information Along the top of the report is the filter bar SSS Saat m es ee o ee m Enter the information you This is the filter button would like to filter by into the Click this button to relevant text boxes display a list different These are your filters filter methods The filter methods define how this filter filters So if you type Alex into the assignee filter and set the filter method to Contains the results will show all people with Alex in their name whereas if you choose EqualTo you will only get results for people whose name is exactly Alex 31 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems A Tabular Report Profile helps you customise the data displayed in your tabular report With profiling you can setup drill down reports Control ordering behaviour Customise displayed collumns and set advanced filters The left hand side bar is your profile controls Here you can choose setup and configure your profiles Tabular Report f Quality Canccrna Dedobose aai nia Gaii nii ara ee mj be bh Hpg The Profile dropdown allows you to select premade profiles or create new ones The arrow can be used to hide or show the sidebar If you can t see the sidebar click this to show it This data has been organised into a drildown report 32 2012 eBM
7. S Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Tabular Report overview T O lieth eet nel ae ee peat aae anA a Ee E A E A E aa ale A aa le a a aoa i a a eee i om re x Overview The first section of profiles is used to manage select and create new Profiles By default the previously used profile will be used Use the dropdown to select a premade profile If you do not want a premade profile select All Columns here Press Preview to apply the current Use the Add button to create a Profile Report Profile settings to tabular report This will not save these settings Press Save to save currently selected settings to the currently selected Profile Press delete to delete the currently selected profile from the system 33 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Tabular Report crouping ouping Grouping The Grouping section allows you to setup a Drill Down Person to Action T we report This will group the data into the set groups Use the Add and Remove buttons to Add new groups or remove exsisting ones Use the dropdowns to set how the data will be grouped Each new group will appear within the previous group The Start Collapsed option sets weather the groups st
8. a customer with Billy as part of his name Or if it has an Amount greater than 100 AND a customer named Paul Peter AO 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Tabular Report crouping Grouping This means that this filter will show a result if it has an address containing Burke Street Or if it has a customer with Billy as part of his name Or if it has an Amount greater than 100 AND a customer named Paul Peter EN a E A ceed sew only ta agged Profile BF Emersons Custer R pe Tattitar Re Part IE Customer CR W Ciy Comets Simply click on the dropdown box labled acme profile at the top of the screen and select c a the group of reports you would like to 1 2b Page size Hide Filters Clear Filters view This helps keep your reports simple and easy to manage 2 WEEP ewes 26 items in 2 pages 41 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Setting Up Users In order to setup a new user goto the Control Panel Then click on Manage Users From this screen you can administer all users of the system Here you can see a list of all current users of the system Click to select the user you want to administer Use the edit button to change the username Displ
9. art closed hiding their contents or open showing the groups data contained within 34 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Ordering Click the add button to add an ordering parameter Choose which column you would like to order by on the top dropdown Use the Default Page Size option to set how many data entries are displayed on a single page by default Choose weather this column should be ordered in ascending or descending order Click to remove the associated ordering parameter Multiple ordering parameters can be set Results will be ordered by the top paremeter first Use this section to set which o Edt lt columns are displayed in the Use the add e a a alain ErForml ype eport button to add the CacardiC desired number of Y E Use the LineNumber Click Edit to configure this nie ae Description section Set which columns a e felch Assignee a to display using culumns a ar This will open the column the dropdowns andar Prin sender Priority editor When you are status DateClosed done configuring va columns click close to leave this menu 35 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Security Selection This section controls filt
10. ay name email or password for the selected user To create a new user simply enter a username display name and email Rename to change the users user name Use the Delete button to remove the Ticking Email user with details current user from the system will send the new user their username and automatically Use the Create button to add a new user generated password Once details have been entered press Create to create the new user This will open the new user window You can also export or import a complete user list in excel format This is extremily useful for moving a user list from a different system 4 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au
11. d All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Quicklinks are a simple tool but very handy In a nutshell a quick link will direct you to a relevant website a file that has been uploaded or a file on the company s network local file To add a new quicklink click on the Add button at the top of the page This will then bring you to another screen You can nave were Cpa of Ge seth Quackers Serres Weere on Oca Compr APH can oe ceased wh yer EEF ee a a el reba ne ee ie Mipham Fasl Piin E Sihasiagin fera Bahana Btn say tj Hie eS firi Faia yina A Easok airh peed Ala ih tar Maiar ig a an aes De Be ea A GHEE of On de Petree Cee Deets on Name The name of the Quicklink Description You are always required to enter a description Type Select whether you want to upload a file or direct a user to a website Permissions These are the users who have been assigned permission to use the Quicklink 16 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems The search function can be used to search eForm records quicklinks and eForms for any term To perform a quick search simply type wnat you are looking for in the search box located in the top panel and click the search button This button takes you to the advanced search page
12. ebms Tailored amp Affordable Management Systems eBMS Platform Welcome to the eBMS Platform user manual This manual is designed to assist the user in their day to day use of the system ebms Tailored amp Affordable Management Systems What is eBMS The eBMS Platform is a comprehensive uniquely customizable web based process management framework It has been successfully used for contract management customer relationship management incident and hazard reporting and investigation project management and much more Systems built on eBMS share an underlying platform that includes features such as advanced workflow scheduling permissions and business intelligence This automatic inclusion of advanced features allows us to package comprehensive systems at a low cost The platform is available either as a hosted solution or installed onto servers managed by our customers as needed 2 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems eBMS helps organisations to automate management processes in an affordable and effective way You might have a number of unstructured or informal processes which reside in paper or spreadsheet based systems You may even have an old legacy system which is too expensive to upgrade and are looking for an alternative solution eBMS uses a highly flexible and innova
13. ering This is used to set which reports are displayed Use the edit button in the security section to open the security configuration window This window can be used to edit who can view and edit this profile Use the check boxes set which users and groups can view and edit this i e Exclude Closed option sets whether closed eForm Records Profile F are displayed or not d i ae Cie The Edit Filter button is used to access Advanced filtering Look at the next page for how to use Advanced Filtering To add a new role select the user i from the dropdown and click A My eForms allows you to choose if the current users My eForms are displayed in the report Use priority to only view eForms of a particular priority Use the Status option to filter results by eForm Open or Closed Status 36 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Advanced Filtering is one of the more advanced parts of the eBMS platform With advanced filtering you can filter your a report by a huge range of filtering options a Open Filtering Advanced filtering can by accessed by Filter clicking here in the side panel The Filter Window You will then be presented with the Lge advanced filtering window ii Faginmg PHE TESS Click the add line button to create a filte
14. f group can add a second filter option this is _ i There are two types of group This area is called a group germ Camm umem And and Or groups Groups are used to group sah nieeieaieniens ie te l multiple lines together And groups require results to aor pass BOTH lines before being displayed Or Groups require results to pass EITHER line before being displayed This particular group is an And group This means the conditions of all lines within the group must be met before a result is returned ae So in this example results will be displayed if they have an address on Burke Street or if they have billy as a customer In this example results will only be shown which pass both filter line 1 AND 2 So this filter will only show results which have an address on Burke Street and Billy as a customer 39 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Tabular Report advanced Filtering Step 8 Advanced Groups ry clicking the green circular icon we can change the type of group this Is You can combine groups and lines to create complex filters In this example we have put two lines inside an And group and then put that group and two other lines inside an Or group This means that this filter will show a result if it has an address containing Burke Street Or if it has
15. ffordable Management Systems Workflow Transaction Notes are used on some eForms Transaction notes allow you to send infomation to the next user of an eForm when the eForm is being assigned to a new user Click yes to save notes for the next user Click No to skip this step Enter your transaction notes for the next user here 2 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems ebms Tailored amp Affordable Management Systems eForm Features k Cannon yje Collapsible Boxes Customer O Suppter In House O Waranty O 0E eForms are split up into sections These sections can be expanded or collapsed based on your need Simply click once on the heading of See the box to collapse it Click again to expand Preducsian Type Coreen Canagery eet hii feral flatch hin Chusntiby at eched FREA Artech DANE Drop Down Menus Drop down menus are used to select from a pre existing set of data Some drop down menus will only load their data when they are Clear selected These menus may take a few seconds to display and may QE Tow Bar show a large amount of data You can type directly into these menus AIM Tow Bar to filter results and help find the data you are looking for Cargo Barrer Rolla Thetford 2A 2012 eBMS Pty Ltd All rights reserved No unau
16. ing Measures And Electricity Dashboards A dashboard shows a overview of data compiled from a range of records This is generally used for viewing A Peers ih overall statistics from the system For instance statistics on how many customers you have had each month And average revenue per customer Dii ePER ERG BF A dashboard showing amounts of different types of customer 8 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Terminology Data Entry Forms E icas jy iy am Bates U E E O E a 2 D Triers e en D C i OITA m Data Entry Forms Data entry forms are the most common type of form in eh fet a miniry Care PA aE Pe the eBMS platform These forms are how most data in input into the system bime mm Bem geet ell ge oo He ell mg gm i Pim Fa pro rai ir a L EEE Fam mi i vam mii harr Pa maari pee T EEE Ea GE ee ERA pe es N F Pies hr s y Leere Bele Piri bed 9 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Now that we understand some of the basics it s time to start using the system ebms Tailored amp Affordable Management Systems Logging In When you open your eBMS web page to start a session a pop up box will appear requesting your log To Log In in informati
17. on username and password Simply type your username and password into the appropriate boxes eBMS EarthGroup Then click Login to enter the system By logging in you are agreeing to our EULA If you cannot remember your password click the Forget your password Dutton to have a new one emailed to you The Home portal page from the earthgroup system 11 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems This is the Top Panel This is the navigation bar of the eBMS platform It consists of these links eei MyeForms f B cforms a ee CBS wl ume EULA 1 m F oF The Main page acts as your home page for the eBMS platform Here you will find your systems home page My eForms contains a list of all eForms which are currently assigned to you eForms contains a list of all eForms within the platform Contains links to any websites or files relevant to the system This may include user manuals company or partner websites Use this to search eForms eForm records and quicklinks using keywords Use this to manage your username to the system You can use this to change your username email or password Here you will find system wide settings for the platform The average user should never need to go here Go here for details instructions on how to use various parts of the eBMS platform When you have finished using the
18. ort eForms into description alphabetically 3 Count This shows how many records exist for a particular eForm 4 Filters By typing in the eForm name or description box you can narrow your search for a particular eForm 5 Excel Pdf Icons The Excel icon allows you to export the list of eForm names what you see before you to an Excel spreadsheet The PDF icon allows you to send the list of eForm names to a PDF mok i eee SE 14 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Choose a task by simply clicking on the word Tasks next to the eForm you want You will then be prompted with the eForm Tasks pop up listing the different actions you can now take n Use the add button to open a new eform Click to view a Tabular report on this eForm See Tabular Report under Business Intelligence of this manual for more info Click to view a Charting Report of this eForm See Charting Report under Business Intelligence of this manual for more info Fa Alter eForm Design 7 Categories Most eForms are arranged into 1 or more categories Selecting a category from the list will display only eForms which are part of that category This is similar as to how an office would file the different facets of their business into a filing cabinet 15 2012 eBMS Pty Lt
19. r Projection Create a line A new line has now appeared Lines act as your filters Click on the line to open its options To delete a line click on the little trash can 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Tabular Report advanced Filtering Step 4 Step 5 Configure a line Configure a line These are your filtering types They define You will now see a few options appear what type of filter this particular line is Comparison compares two HE In this field you set which different sets of data Hata field you would like to r filter from Source eForm Column M aaa Here you set how you would like to filter Current User filters by the _ current user In this field you set what you would like to filter Click Comparison to set this line as a comparison filter In this example we are filtering within the Address field for information containing the term Burke Street This filter will now only display results which have Burke Street as an address 38 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Tabular Report advanced Filtering Step 6 Step 7 Groups Groups Now we can take it one step further by adding a second line we By clicking the green circular icon we can change the type o
20. st have been saved at least once before you can attach a document Clicking the Attach Document button will open a document When you click the upload button you will be prompted with an manager upload file window Press Select to choose the file you would like to upload When you are done choosing files simply press Upload Here users can upload new documents using the upload button to begin the upload process and Delete documents using the red cross 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Option Boxes Use option boxes to select one of a number of different choices Customer Supplier In House U Warranty OE Use of linked eForm Tables An eForm table displays a list of linked eforms You can click on an eform from the list to view and edit it Or click add to create a new eform Once you have finished with the new eform you must click refresh on the bottom right of the eform table to update the list of linked eforms and see view the new eform Full Kame for Customer f Tithe Frail Mobile Phone det Ernad gent bo Prospect lest First Name Test Last Name for Test Mr testiemail com oG0000 77777 Smith Renolds for Test Mr Smith corp com 047096325 97412365 Count 2 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored
21. thorised copying www ebms com au ebms Tailored amp Affordable Management Systems eForm Features Tick Boxes You can use Tick boxes to indicate yes or no to a stated sentence For example CEO approval received Clicking the check box will indicate Photo of the concern provided CEO approval has been received Clicking again will indicate it has not d d Aewenber 7001 F Date Picker M TW Te 3 The date picker allows you to choose a date for the relevant context 312 3 4 5 6 Click on the date picker and a calender will appear You can then m7 2 3 Ey scroll through the months and years to find the date you are looking en won ae ae oe for Click a day to input that date Some date pickers also support Ladd 22 24 25 2h i i i z i om 17 3 selecting a time Click the time icon to open the time picker and Et 5 6 7 8 10 select the time for the particular date Information Node Many eForms contain information nodes Information nodes contain information instructions or any other information the user may need to know about specific aspects of the current eform Simply mouse over or click an information node to read what it says 25 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems eForm Features 26 Attached Document The Attach document button allows you to attach a file or document to the current eform An eForm mu
22. tive web based software The eBMS Platform to automate processes The features of our web based platform will help you to Do more with less effort and at a higher quality Conduct affordable process automation Implement rapid amp robust process automation Become better organised Makes your organisation more agile Drive amp implement process improvement Make better decision faster Key features include Highly flexible platform that can be tailored to your needs Dashboard amp Flexible Reporting Management of Workflow requirements Automated reminders amp Communication Easy to integrate with other systems Flexible reporting for all your Business Information needs 2012 eBMS Pty Ltd All rights reserved No unauthorised copying www ebms com au ebms Tailored amp Affordable Management Systems Here we will learn about some of the core concepts and terminology associated with the platform ebms Tailored amp Affordable Management Systems Terminology eforms The eBMS platform has a number of unique terms and tem e 0 oo ee 2 ee concepts associated with this system In this section we will discuss these terms eForms eForms are the most essentual part of the eBMS system They contain all your data forms processes everything You will use eForms to input new data into the system view statistics and navigate the platform kg rm oe er a P e FFI eee oe oe rAr
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