User Manual v1 - UEM Edgentaedms.uemedgenta.com/User Manual v1.1.pdfElectronic Document Management...

ElectronicDocumentManagementSystem(EDMS)

UEMEdgenta Berhad|Rev1.1 1

ELECTRONICDOCUMENTMANAGEMENTSYSTEM

USERMANUAL

PreparedBy:ITDepartment



TableofContents PageIntroduction 3IncomingModule

IncomingStatus 4AddDocument 6Update/ViewDocument 7DocumentListing 11SearchDocument 13Report 14UploadDocument 15

OutgoingModule BookingNo. 16 Update/ViewDocument 17 DocumentListing 19 SearchDocument 20 Report 21 UploadDocument 22TrackingModule BookingNo. 23 Update/ViewDocument 24 DocumentListing 26 SearchDocument 27 Report 28 UploadDocument 29 AdministratorModule 30Logout 30



Introduction

The ElectronicDocumentManagement System (EDMS) has been designed to supportday‐to‐dayuseofincomingandoutgoingcorrespondencesandalsointernaltrackingfordepartmentandproject.Itisusedtocaptureinformationandstandardizethemonitoringofallcorrespondencesinanelectronicformat.Itcanbeeasilyretrievedbytheauthorizeduser.Thesystemconsistsof3modules,incoming,outgoingandtracking.1) Incoming module is used to register incoming correspondence such as letters,

memos,emails,faxesetc.thataregeneratedbythirdpartiesandreceivedbyprojectteam.

2) Outgoingmoduleisusedtocreateletter,memo,faxetc.thatareissuedbyproject

teamandtobesenttotheaddressee(forexternaluseonlye.g.client,contractoretc.).3) Trackingmodule isusedtocreate letter,memo, faxetc. thatare issuedbyproject

teamandtobesenttotheaddressee(forinternaluseonlye.g.withinprojectteam,regionoffice&HQ).

ThissystemcanbeaccessedfromthisURL,http://edms.uemedgenta.com.

(Screen1.0Login)

Tologinintothesystem,enteryourStaffIDandPasswordandclickonthe<Login>button.



1.0 IncomingModuleIncomingmoduleisusedtoregisterincomingcorrespondencesuchasletters,memos,emails,faxesetc.thataregeneratedbythirdpartiesandreceivedbyprojectteam.1.1 IncomingStatus

(Screen1.1IncomingStatus)

Thereare3categoriesofstatus,AssignedTask(PendingandCompleted)andInfo

Only. TickonStatusoptionandclickon<Submit>buttontoviewdetailsofeachstatus

(asshownbelow).

(Screen1.1.1StatusListing)

Bydefault,eachnewassignedtaskwillbelistedunderAssignedTask–Pendingstatus.

Toviewdetailsofeachstatus,clickonTrackingNo.linkandsystemwillpop‐upnewwindow(asshownbelow).



(Screen1.1.2Update/ViewStatus)

Toupdatedetailsofactionrequired,enterdetailsandclickon<Update>button. Clickon<CloseWindow>buttontoclosethewindow. Whenthependingtaskhasbeenupdated,thestatuswillbechangedtoCompleted.



1.2 AddDocument

(Screen1.2AddDocument)

Torecorddetailsofnewincomingdocument,clickonIncomingAddDocument. Enterdetailsofdocumentandclickon<Save>button. Trackingno.format:[ProjectCode]‐[xxxxx]‐[Year].xxxxxisthesequentialnumber

forthecurrentyear(e.g:INFRA‐C3‐00015‐16). TrackingNo.willbegeneratedbythesystem(asshownbelow).



1.3 Update/ViewDocument

(cont..)



(Screen1.3Update/ViewDocument)

ClickonPDFicontoviewthescanneddocument. ThisPDFiconwillappearifonlythedocumentalreadyscanned.Toupload

multipledocuments,pleaserefer1.7.Touploadindividualdocument,clickon<UploadDocument>button.

Youcanreplacethescanneddocumentbyclickingon<X>buttonandrepeatasabove.

Toupdatedetailsofincomingdocument,enterdetailsandclickon<Update>button.

Toprintouttransmittalform,clickon<TransmittalForm>button.Thistransmittaltobeattachedwiththeoriginaldocumentfordistribution(optional).

OneormoreattachmentscanbeattachedtoeachTrackingNo. Touploadtheattachment(ifany),clickon<AddAttachment>buttonand

systemwillpop‐upscreen(asshownbelow).

(Screen1.3.1AddAttachment)

Clickon<ChooseFile>buttonandselectthedocument. Whenthedocumenthasbeenselected,clickon<Save>buttontoupload

documents. Clickon<Cancel>buttontoreturntothepreviousscreen. Theattachmentlistingwillappearinincomingdetails(asshownbelow).

(Screen1.3.2AttachmentListing)



ActioneeisthepersonassignedbythePM/HODtoactionaspecifictaskorissue

thatrelatedtothedocument. Toaddactionee(ifany),clickon<AddActionee>buttonandsystemwillpop‐up

screen(asshownbelow).

(Screen1.3.3AddActionee)

Thereare2typesofcategory,forActionandforInfo. ForActioncategory,youmustfillinActionRequired. SelectActioneeandclickon<Save>buttontoaddactionee.Eachactioneewillbe

sentanemailnotification Theactioneelistingwillappearinincomingdetails(asshownbelow).

(Screen1.3.4ActioneeListing)

Belowarethesampleofemailsreceivedbyactionee.



(Email1:Actioncategory)

(Email2:Infocategory)

EmailnotificationsenttotheactioneeforAction

Linktoopenattachment

Linktoupdateresponsetotheassignedtask(refer1.1.2)

EmailnotificationsenttotheactioneeforInfo

Linktoopenattachment



1.4 DocumentListing

(Screen1.4DocumentListing)

Toviewlistofincomingdocument,clickonIncomingDocumentListing. Thisscreenwilldisplaylistofdocumentreceivedbytheprojectteam. YouwillbeabletoviewthescanneddocumentbyclickingthePDFicononthe

secondcolumnandalsoattachment(ifany)inthelastcolumn. Toupdateorviewdetailsofeachdocument,clickonTrackingNo.link(refer1.3).



Note:AllrecordsfromElectronicDocumentControlSystem(EDCS)Propelhaveadditional‘P’inTrackingNo.toindicatethedatahasbeenmigratedfromtheEDCStotheEDMS.Noupdateisallowed.

(Screen1.4.1ViewEDCSDocument)



1.5 SearchDocument

(Screen1.5SearchDocument)

Tosearchforadocument,clickonIncomingSearchDocument. Thisscreenwillallowyoutodoamultiplesearch. Tosearchforadocument,enteraparameteronthetextboxor/andselectitem

fromthelistandclickon<Search>button. Searchresultwillbedisplayedonbottomofthepage(asshownbelow). Searchkeywordwillbehighlightedinthesearchresult.

(Screen1.5.1SearchResult)

ToprintoutthesearchresultinExcelformat,clickontheExcelicon.



1.6 Report

(Screen1.6Report)

Toproduceareport,clickonIncomingReport. Thisscreenwillallowyoutogenerateadifferenttypeofreport. Togenerateareport,enterparameteror/andselectitemfromthelistforthe

selectedreportandclickon<Preview>button. Reportwillbedisplayedonbottomofthepage(asshownbelow).

(Screen1.6.1Report)

YouwillbeabletoprintoutthereportinExcelformatbyclickingontheExcel

icon.



1.7 UploadDocument

(Screen1.7UploadDocument)

Touploadthedocument,clickonIncomingUploadDocument. ThedocumentmustbescannedinPDFformat. RenamethePDFfileaccordingtoTrackingNo(e.g:forTrackingNo.INFRA‐C3‐

00015‐16,renameas00015‐16.pdfonly). Clickon<ChooseFile>buttonandselectthedocument. Whenthedocumenthasbeenselected,clickon<Upload>buttontouploadthe

document. Onceyouhaveuploadedthescanneddocument,thePDFfilewillbe

automaticallylinkedtothesystembyTrackingNo.



2.0 OutgoingModuleOutgoingmoduleisusedtocreateletter,memo,faxetc.thatareissuedbyprojectteamandtobesenttotheaddressee(forexternaluseonlye.g.client,contractoretc.).2.1 BookingNo.

(Screen2.1BookingNo.)

Togeneratenewtrackingnumberforoutgoingdocument,clickonOutgoing

BookingNo. Enteroutgoingdetailsandclickon<Submit>button. TrackingNo.willbegeneratedbythesystem(asshownbelow).








Toupdatedetailsofoutgoingdocument,enterdetailsandclickon<Update>button.

Addresseeisthepersonwhoisaddressedintheoutgoingdocument. Toaddaddressee(ifany),clickon<AddAddressee>buttonandsystemwill

pop‐upscreen(asshownbelow).



(Screen2.2.1AddAddressee)

Enterdetailsofaddresseeandclickon<Save>buttontoaddmoreaddressee. Theaddresseelistingwillappearinoutgoingdetails(asshownbelow).

(Screen2.2.2AddresseeListing)



2.3 DocumentListing


Toviewlistofoutgoingdocument,clickonOutgoingDocumentListing. Thisscreenwilldisplaylistofdocumentsenttoclient,contractoretc. YouwillbeabletoviewthescanneddocumentbyclickingthePDFicononthe




2.4 SearchDocument


Tosearchforadocument,clickonOutgoingSearchDocument. Thisscreenwillallowyoutodoamultiplesearch. Tosearchforadocument,enteraparameteronthetextboxor/andselectitem






2.5 Report

(Screen2.5Report)

Toproduceareport,clickonOutgoingReport. Thisscreenwillallowyoutogenerateadifferenttypeofreport. Togenerateareport,enterparameteror/andselectitemfromthelistforthe


(Screen2.5.1Report)


icon.



2.6 UploadDocument


Touploadthedocument,clickonOutgoingUploadDocument. ThedocumentmustbescannedinPDFformat. RenamethePDFfileaccordingtoTrackingNo(e.g:forTrackingNo.INFRA‐C3‐

00125‐16,renameas00125‐16.pdfonly). Clickon<Browse>buttonandselectthedocument. Whenthedocumenthasbeenselected,clickon<Upload>buttontouploadthe





3.0 TrackingModuleTrackingmoduleisusedtocreateletter,memo,faxetc.thatareissuedbyprojectteamandtobesenttotheaddressee(forinternaluseonlye.g.withinprojectteam,regionoffice&HQ).3.1 BookingNo.

(Screen3.1BookingNo.)

Togeneratenewtrackingnumberforoutgoingdocument,clickonTracking

BookingNo. Enteroutgoingdetailsandclickon<Submit>button. TrackingNo.willbegeneratedbythesystem(asshownbelow).








Toupdatedetailsoftrackingdocument,enterdetailsandclickon<Update>button.

Addresseeisthepersonwhoisaddressedinthetrackingdocument. Toaddaddressee(ifany),clickon<AddAddressee>buttonandsystemwill

pop‐upscreen(asshownbelow).



(Screen3.2.1AddAddressee)

Enterdetailsofaddresseeandclickon<Save>buttontoaddmoreaddressee. Theaddresseelistingwillappearintrackingdetails(asshownbelow).

(Screen3.2.2AddresseeListing)



3.3 DocumentListing


Toviewlistoftrackingdocument,clickonTrackingDocumentListing. Thisscreenwilldisplaylistofdocumentsentwithinprojectteam,regionoffice&

HQ. YouwillbeabletoviewthescanneddocumentbyclickingthePDFicononthe




3.4 SearchDocument


Tosearchforadocument,clickonTrackingSearchDocument. Thisscreenwillallowyoutodoamultiplesearch. Tosearchforadocument,enteraparameteronthetextboxor/andselectitem






3.5 Report

(Screen3.5Report)

Toproduceareport,clickonTrackingReport. Thisscreenwillallowyoutogenerateadifferenttypeofreport. Togenerateareport,enterparameteror/andselectitemfromthelistforthe


(Screen3.5.1Report)


icon.



3.6 UploadDocument


Touploadthedocument,clickonTrackingUploadDocument. ThedocumentmustbescannedinPDFformat. RenamethePDFfileaccordingtoTrackingNo(e.g:forTrackingNo.INFRA‐C3‐

00125‐16,renameas00125‐16.pdfonly). Clickon<Browse>buttonandselectthedocument. Whenthedocumenthasbeenselected,clickon<Upload>buttontouploadthe





4.0 AdministratorModuleAdministratormoduleisusedtoperformadministrativefunctions.Company,OriginatorandPackagesub‐moduleisusedtomanageinputinIncoming,OutgoingandTrackingmodule.LogoutToexitfromthesystem,justclickontheLogoutattherighttopofthescreen.

Date post:	13-Feb-2020
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