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E*Doc version 1.0.0
The following Guide will help you use and understand the E*Doc™ software quickly and easily. It will take you through most of the features of the software and hopefully give you a clear understanding of the benefits of using E*Doc™ for your organization’s Document Management System. Along with this document, you can also use the different help features found within the software. Tab Help - will give you a complete rundown of the features contained in the tab that you are currently viewing. This Help function can be found on the left hand side of the interface indicated by a blue question mark. Online Help - gives you access to the complete user manual within the software, which has been indexed for easy retrieval. This can be found in the top right hand corner in the header of the software. This guide will cover the following topics: • • • • • • • Document Structure Security Documents Workflow Distribution Document Search Email Notification
Where necessary, certain sections have a ‘How To’ to help guide you through the steps to create a document structure, establish users and set security permissions, make modifications to documents and initiating a workflow process. At the end of this guide, you should have a clear understanding of what you can do with the software and the benefits you can realize.
Thank you and enjoy,
With any Document Management System (DMS) you have two goals in mind: • • Controlling access to your secure documents. Ensuring that documents can be located quickly and easily.
One might think that these two goals are conflicting, but not with an Electronic DMS like E*DOC™. The software allows you to create a Company Document Structure that mirrors your physical or real-world structure within the virtual world. E*DOC™ offers you structure elements within a Company such as:
Cabinets Folders Documents
Filing Cabinet A, Finance Cabinet, Policy Cabinet… Product 1, Timesheets, Reports, Procedures… Policies, Procedures, Work Instructions…
Using these structure elements and security features built into E*DOC™, you can create an organized and secure document structure for your organization. Access to these documents is done by setting the security level for the individual users or groups within the structure. Also, to increase efficiency, the E*DOC™ solution provides document Binders that simplify distribution.
Grouping of Procedures, Policies, Product 1 Documents…
Binders, in the real world, are used in every organization from a 10 to a 10,000-person company. They will usually contain all of your approved, published documents. These binders will be located in a public, easy to reach location within your organization. Every time a document has been modified and then re-approved, someone (maybe you) have to go to these binders and replace every copy of the obsolete document. This, as you may know, can take a long time depending on the size of your organization. E*DOC™ solves that problem. We have included one more element within the structure called…yes, you guessed it: Binders. E*DOC™ Binders work exactly like their real-world counterparts. A Binder can be an exact duplicate of a Cabinet or can be made up of Documents from different Cabinets. The difference between a Cabinet and a Binder is that the Binder only contains the latest, approved/published version of your Documents This creates a secure repository, separate from your Cabinets and the people who have assigned rights within those elements. So when that same Document mentioned above gets modified and re-approved, it is automatically updated in the Binders within E*DOC™ and the obsolete document removed.
Document Structure - How To
Now let’s learn to setup your own structure: 1. Click on the <My Cabinets> Tab The first level of any document structure is a Cabinet, to start your document structure, let’s create a Cabinet. 1. 2. 3. 4. Highlight or click on the <My Cabinets> at the top of the tree structure. In the Action Menu, click New Cabinet. Enter the Cabinet’s Name and Description. Click <Done> to save the new Cabinet.
Now, let’s create a Folder to allow you to place documents into the system: 1. 2. 3. 4. Highlight or click the Cabinet in the tree structure. In the Action Menu click New Folder. Enter the Name, Description and Prefix. Click <Done> to save the new Folder.
Remember: To get a detailed description of the Folder profile and information on the Folder Prefix, click on the <Tab Help> in the Action Menu. You now have the start of your organization’s document structure. You can now create other Cabinets and Folders within the structure. Your main goal in creating the document structure is to organize your documents, hopefully matching your existing document structure working at your company. The Cabinets and Folders are where documents are stored, edited and workflowed. This is the location where documents are worked on collaboratively with users. Finance Procedures
Product A Drawings
One of the fundamentals of any DMS or Electronic DMS is Security. The only way to know that you’re managing or controlling your documents is to put in place security elements to eliminate any unauthorized use. The first step is to place all of your controlled documents in a secure repository. If all of your documents are in one place, it makes them easier to control and also easier to find. E*DOC™ aids you by placing all of your documents into one place and then puts as many levels of security your organization needs to make sure that no one uses a document without your permission. E*DOC™ has two separate levels of security, User Security and Structure Security. All security settings to protect your documents can be assigned by group or individual users. Let’s take a look at the levels of security found in E*DOC™
User Security This level of security allows you to grant users access to various areas of the software through the use of roles. Each user is assigned a role: Viewer, User, Manager or Administrator. These roles define the specific locations or functions that the user can accomplish when in the software. Structure Security This level is mainly used for configuring access and permissions for users on the document structure where your documents are stored. Group and User security can be set at any level of the structure and those settings will be inherited by the structure element underneath it, where specific settings don’t already exists. This would allow for the granting of access to a Cabinet, and in turn all the Folders and Documents contained within, but also allow for a particular Folder in that Cabinet to have tighter security with overriding settings for just one particular User or Group.
Together these two security levels form a security model that allows for a wide flexibility of security definitions and management. This flexibility allows E*DOC™ to adapt to any company’s security requirements, and easily adapts to a company’s changing needs. The level of security setup for your Documents can be as complex or simple as your organization needs.
Security - How To
Before we can assign security to any users or groups, we have to first add them to the software. Adding users can only be accomplished by someone with Administration access. If you are logged in with the Admin username, you are able to access this portion of the software. Even though the E*Doc™ solution is fully functional, free of charge and ready to use, you may still be evaluating this software. If so, it is recommended to setup other users on the system to give you a better understanding of the communication and workflow collaboration within the software. While you’re evaluating the software, simply Login as other users to perform their tasks, but keep in mind that when the software is expanded throughout your organization, those individuals will be logging in on their own computers and performing their own tasks. If you are setting up the software for full operation within your organization, you can start setting up users and groups for your company’s needs. 1. 2. 3. 4. 5. 6. 7. Click on the <Admin> tab. Click on the <Users and Groups> menu item. Click on the plus sign button or the ‘New User’ text. Enter the account’s Username and Password. Select a User type. Complete the remaining fields. Click <Create> to save the account profile. Or Click <Create and Notify> to save the account profile and send an email notification regarding the new account to the user.
You would follow the same steps for adding Groups to the software. Groups allow you to assign Security settings to a group of users rather than each individual user. Examples of Groups can be Authors, Viewers, Quality, Production and others depending on your organization’s structure. Security is assigned within the Cabinet(s) and can be allocated either by individual users or as a group. You must first Invite users or groups into the Cabinet and then assign them rights. Please note that user’s individual security setting overrides their group setting. To invite users/groups in Cabinet, simply: 1. 2. 3. 4. 5. Click on the <My Cabinets> tab. Highlight or click the Cabinet in the tree structure. In the Action Menu click Invites. Move Users or Groups using the arrow keys. Click <Done> to save the changes.
To assign Cabinet Security, simply: 1. 2. 3. 4. 5. 6. Highlight or click the Cabinet in the tree structure. In the Action Menu click Security. Highlight or click on the User or Group you wish to modify. Click Allow or Deny to set the security permissions. Click <Save> to save your security settings. Click <Done> when complete.
Remember: To see a complete explanation of each security permission click on the <Tab Help> in the Action Menu.
E*DOC™ allows you to store any document file type. Whether it’s a text document, pictures, sound files, audio-visual presentations, E*DOC™ can securely and easily store your documents and make them accessible throughout your organization. Below are just some of the document properties or profile data found within E*DOC™. Document Number Document numbers within E*DOC™ are actually a concatenation of the prefix (within Folder Properties) and the number, for example SRT-0005, PR1-0005 and FIN-0005. This allows for organizations to add another level of document grouping across the company structure and by using prefixes in this way, gives the user information about the context of the document based solely on the Document Number. E*DOC™ also ensures that all of your documents have unique numbers within the system. Document Versions During the life cycle of your documents, modifications, expirations, reviews and approvals all affect the document’s version number. E*DOC™ keeps track of this for the life of the document. Protected, Published and Paper E*DOC™ has many layers of protection on each document protecting it against unauthorized use, but it cannot protect your document once it leaves the repository. To help with this, E*DOC™ created the Protected property. This allows you to place an unmodifiable version along side the original, like a PDF or scanned version. This ensures that when the document is being viewed, it cannot be modified. Published allows you to immediately make this document available outside the Cabinet and it will appear in the Published Documents section for everyone to view. Please note that a document can only be published when its status is approved. Finally, Paper allows you to control documents that cannot be stored on an Electronic DMS. Documents like supplier instruction manuals, video training tapes or blueprints can be setup in the system, enabling you to track changes, approvals and make it available for everyone.
E*DOC™ has tons of other properties to help store, sort and manage all of your organization’s documents. Document Library Modifications to your documents are inevitable with continuous improvement throughout your organization. E*DOC™ helps you with your change control procedures and does most of the work for you. The Check-In and Check-Out procedure found within E*DOC™ works very much like a library. You have to check out a document, once you have made your modifications, you then have to check the document back in and record what changes were made to the document. All of these check-ins and check-outs are recorded and stored for the life of the document and, as mentioned above, E*DOC™ has also taken care of the versioning.
Documents – How To
E*Doc™ has tried to make the process of adding in your documents as easy as possible. To add a document, simply: 1. 2. 1. 2. 3. Highlight or click on the Folder you wish to add a Document. In the Action Menu, click New Document. Enter the Document’s data fields. Browse for the Document or Upload later. Click <Done> to save the new Document.
Remember: To see a complete explanation of each document profile property click on the <Tab Help> in the Action Menu. One of the basic building blocks of any quality management system is Continual Improvement. This continuous improvement generates modifications to your documents and E*Doc™ helps you with your change control procedures and does most of the work for you. The Check-In and Check-Out procedure found within E*Doc™ works very much like a library. You have to check out a document, once you have made your modifications, you then have to check the document back in and record what changes were made to the document. All of these check-ins and check-outs are recorded and stored for the life of the document and E*Doc™ has also taken care of the versioning. Let’s assume that a modification is needed for your document, to check-out the document, simply: 1. 2. 3. 4. 5. Highlight or click the Document in the tree structure. In the Action Menu click Check Out. Choose the version you wish to Check Out. Click <Download> to save your chosen version to your local hard drive. Click <Check Out> to save your check out.
You will now have the latest version of the document on your computer, which can be opened and modified in its native application. (Word, Excel, Photoshop…) Once you are finished with your modifications it’s time to check the document back in, so here we go: 1. 2. 3. 4. 5. 6. 7. Highlight or click the Document in the tree structure. In the Action Menu click Check In. Enter in comments (if required). Upload the modified document using the <Browse> button. Uncheck the Increment Version box if you do not wish to increment the version number. Enter your Password (if required). Click <Done> to complete the Check In.
If you didn’t uncheck the <Increment Version> box you should now have another version of your document and the version number has been incremented by one. Remember: To see a complete explanation of the library functions click on the <Tab Help> in the Action Menu.
By definition Workflow is:
“The movement of documents around an organization for purposes including sign-off, evaluation, performing activities in a process and co-writing.”
E*DOC™ helps you to perform those tasks quickly and efficiently. It allows you to duplicate your physical workflow processes within the software. Whether you have a sequential or group workflow model or conditional based on approvals, E*DOC™ can match it. Review / Approval The Review and Approval workflow processes found in E*DOC™ are very similar in function, but have one large difference when it comes to the status of your document at the end of the process. After the Approval workflow has been completed, the document is now Approved and can be Published or made Public. Workflow Options E*DOC™ has tried to make all variations of workflow available to your organization to accurately match your existing workflow processes. Options like Sequential and Conditional allow you additional control over the workflow process. Parallel When a Parallel workflow process is initiated, workflow notifications will go out by email to all selected participants simultaneously. Each selected user or group can come in and complete their workflow task in any order and a ‘rejection’ is documented, but the workflow will continue.
Sequential This workflow option allows you to decide when and in what order users are notified of a workflow process. When a Sequential workflow is initiated, you can re-order your selected participants and they will be notified and allowed to complete their workflow task in that order only.
START 1 2 3 FINISH
Conditional For a Conditional workflow, the ‘Accept’ or ‘Reject’ responses from selected participants can control the progress of the process; at the first ‘Reject’ response, the workflow is halted. The workflow is now ‘cancelled’ from this point. A new workflow process will have to be initiated after the document has been changed.
? START 1 2 3 FINISH
Also available within the workflow features of E*DOC™ is the ability to set deadlines on each user’s tasks. If a task is not performed within the time period set, they will be warned as well as the initiator of the workflow. If they still do not perform their task in a timely fashion, they can be replaced and the task can be escalated to another user.
Workflow - How To
Before anyone can initiate a workflow, they have to be granted or assigned that permission within the Cabinet. Document owners, users with Edit permission and, of course, Administrators can initiate workflows. Now that you have Cabinets, Folders and Documents loaded into the system, let’s see how to initiate a workflow on a document. Let’s assume the document has been modified and reviewed and now needs to be approved. 1. 2. 3. 4. Highlight or click the Document in the tree structure. In the Action Menu click Workflow. All past workflows will be listed. Click <Initiate Workflow> button.
Step #1 5. Choose the Approval workflow and the Sequence. 6. Enable Full Notification if necessary. 7. Click <Next> to continue. Step #2 8. Choose participants using the arrow keys. Click <Previous Participants> to populate the participants’ box with the previous approval participants. Note: If you have chosen to make this a sequential or conditional approval workflow, you can change the order of the participants using the up and down arrows in this screen. 9. Click <Next> to continue. Step #3 10. Click <date> to enter a due date for the workflow. Note: If you have chosen to make this a sequential or conditional approval workflow, you can also enter in individual due dates for each participant in this screen. 11. Click <Start> to begin the workflow process. Remember: To see a complete explanation of the workflow process click on the <Tab Help> in the Action Menu.
Now that a workflow has been initiated, the selected users must enter the software and complete their workflow task of ‘Approving’ or ‘Rejecting’ the document for approval. Note: If you setup more users other than yourself and selected them for your workflow, you will now have to login as those users if your evaluating or have them log in to complete their task. To complete a workflow task, simply: 1. Login to E*Doc after receiving a workflow email notification or click on the workflow link. 2. From the Home page, click on the workflow request. 3. On the Workflow page, click <Participate>.
4. Enter your comments and Password, if needed. 5. Click <Approve> or <Reject>. Note: If the user clicks 'Reject' and this is a Conditional workflow, the process would be halted and would not move forward from this point.
As the initiator of the workflow, you will be notified that all users have completed their tasks and you must now follow the steps to close the Approval workflow. By doing this, you will change the status of the document to “Approved” and you can then publish the document and make it public. This will also enable you to distribute the document. We’ll talk about Distribution in the next section. To close a workflow, simply: 1. 2. 3. 4. Highlight or click the Document in the tree structure. In the Action Menu click Workflow. All past workflows and the current workflow will be listed. Click <Close Workflow> button.
Note: If the workflow tasks were not completed by all users you will receive a message box asking if you wish to proceed. Click <OK> if you do or <Cancel> to cancel the operation. 5. Choose to either Close or Cancel the approval workflow. 6. Enter comments and Password if required. 7. Check Notification if you want to notify all participants of the Close or Cancel. Cancel 8. Click <Cancel Workflow> to complete operation. Close 8. Choose to Approve the document in the Close Options. Note: Closing the approval workflow and approving the document will increment the Major version number by one and the Minor will be set at ‘0’. 9. Choose to Publish the document in the Close Options. Note: Choosing to publish the document while closing an approval workflow will take you to the Publish screen. See Publishing a Document. 10. If you chose to Publish, you can also make the document Public from this screen in the Close Options. 11. Click <Close Workflow> to complete operation.
Note: All workflows, whether they are closed after all participants have completed their tasks or not or whether the workflow is cancelled are recorded in the history log for the document.
Document distribution includes the following: • • • • Ensuring accessibility at the job or work site. Maintain a document master list or reference index. Organize documents for easy access. Removal of obsolete documents.
All of these tasks can be set up to work automatically in the E*DOC™ system, alleviating you of the time-consuming, manual job of document distribution. We’ve already described the use of Binders in the Document Structure section above, but they play a key role in the document distribution process within E*DOC™. The Binders tab is the central location where all users go for their reference documentation needs. It contains the list of all officially Published Documents that are referenced by users on a daily basis. It also centralizes the document collaboration process through the use of Public and Private Binders. Master Binder acts as your exhaustive list of all Approved, Published documents. Any obsolete documents are automatically replaced with the latest Approved version of the document. This area can be accessed by all users of the system.
Public Binders acts similar to Published Documents, as it contains all Published, Public documents, but can be organized into separate groupings of documents, like your real-world, paper binders. Access to these Public Binders is available to all users in the system.
Private Binders also allows you to group documents together, but acts as a collaboration cabinet for your Approved documents. This Binder is only accessible by those users assigned security rights by the owner of the Binder.
Ensuring accessibility of your documents at the work/job site is important for a DMS and essential for any quality standard. E*DOC™ comes equipped with an easy and powerful Search function to locate documents quickly. Located in the Action Menu is a Quick search, which is accessible to all users. This allows you to do a quick search on either the Document’s name or number. If you need more fields to search for your document or you want a list of documents, click on the Search tab. This page allows you to search on most of the properties of the document, the location of the document or the status of a document. Both the Quick search and the General search will display the query results very similar to an Internet search like Google™ or Yahoo™, of which all users are very familiar with from using the web. Advanced search gives you the ability to export your search listing into a spreadsheet package, like Excel™ to create dynamic reports and charts on your document management progress.
Email has become the essential communication tool in business today. Every type of organization uses email to notify, explain, alert, inform and update employees, customers and suppliers. We briefly mentioned email notifications in the Workflow section above, to notify users of workflow tasks to be completed. Emails are also a major component in document distribution. Ensuring that Approved documents are accessible to everyone and that obsolete documents are replaced is only half of the equation, you must also inform or alert users to newly Approved documents. E*Doc™, using your existing email system, can be setup to notify individual users or groups when a document has been Approved and published automatically.
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