DOCUMENT MANAGEMENT
By: MIS Department – Software
DOCUMENT MANAGEMENT SYSTEM
USER’S MANUAL
Software Division
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DOCUMENT MANAGEMENT
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1. Overview
Document Management System is a powerful web based file manager and storage utility. It was developed to give businesses and organizations the ability to effectively give personnel easy access to file in a secure online repository.
2. System Requirements
- A personal computer with Internet access and a web browser (Internet Explorer or Mozilla Firefox).
- An active email account through which notifications about transactions will be sent out.
3. System Procedures
LOGGING IN/OUT FROM THE SYSTEM:
To log in at the system, you need to open internet browser (Internet Explorer or Mozilla Firefox) and type https://www.wdepot.net/at the address bar. Click
‘Document Management’ and you will be directed at login menu (see Figure 1).
Type your user name, password and click ‘Log-in’ button.
Figure 1
Page 3 of 14 To log out from the system, you need to click the ‘Logout’ tab located at top navigation, near ‘Change Password’ (see Figure 2).
Figure 2
FILE UPLOADING:
Uploading of file has no limitation. You can upload more than one file in a day.
The file which you can upload can be a compressed file (composed of more than one document) or single document.
To keep you inform about the uploading event, a system generated message will be sent out to you containing details about the uploaded file (see Figure 3).
Figure 3
Page 4 of 14 Steps in Uploading File:
Click ‘Documents’ and then ‘Add Document’ tabs located at left corner side of the screen (see Figure 4).
Figure 4 1
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Page 5 of 14 When uploading file, you need to set values in all the required fields
(see Figure 5).
Figure 5
1.) Folder
- Using drop down button, select the folder where you will upload a file.
2.) New File
- From selection, select the way of uploading you want to apply for specific transaction.
• For a document with smaller size, use ‘Upload with Browse button (64MB max)’.
Note: With this option you will simply browse the file from your local computer system.
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• For a document with larger size (more than 64MB), ‘Use upload tool’ is recommended.
Note: This tool will allow you to upload multiple large files. This tool will also display a progress bar so you can see the status of files as they are being uploaded. This tool requires that you install/enable Java.
Here is the screen shot after clicking ‘Use upload tool’. You may notice that ‘java’ is running while the file is being uploaded (see Figure 6).
Figure 6
Click ‘File’ then ‘Select File(s)’ and from your computer select the file which you want to upload (see Figure 7).
Figure 7
Page 7 of 14 After selecting file, the system will go on generating the uploading of file to the folder (see Figure 8).
Figure 8
Note: If ‘java’ is not running in your computer, you need to enable this through Web browser.
Follow these instructions to enable Java though your Web browser:
Internet Explorer
1. Click Tools and then Internet Options
2. Select the Security tab, and select the Custom Level button 3. Scroll down to Scripting of Java applets
4. Make sure the Enable radio button is checked 5. Click OK to save your preference
Firefox
1. Start Mozilla Firefox browser or restart it if it is already running
2. At the top of the browser, select the Firefox button (or Tools menu in Windows XP), then Add-ons
The Add-ons Manager tab will open.
3. In the Add-ons Manager tab, select Plugins 4. Click Java (TM) Platform plugin to select it
5. Click on the Enable button (if the button says Disable, Java is already enabled)
Page 8 of 14 3.) Title
- Assign a title for the file that you are going to upload.
4.) Expires on
- It is recommended to set 2 or 3 days as the expiration grace period for every uploaded file. You need to unclick the ‘Never Expired’ and the ‘If expire set, send email when expires’ radio buttons.
Note: No need for the user to configure the email notification because this function has already been set in the system.
5.) Number of times single user can download file.
- It is recommended to set 2 as value in ‘Number of times single user can download file.
6.) Notify users via email about this upload.
- Leave this field unchecked because email notification on file uploading has already been configured in the system.
7.) Save
- Click ‘save’ button to complete the uploading process.
FILE DOWNLOADING:
Click ‘Documents’ and then the folder/s assigned to you will appear on screen (see Figure 9).
Figure 9
Page 9 of 14 Open the folder and select the file which you want to download (see Figure 10 ).
Figure 10
Click the icon under ‘Action’ tab (see Figure 10) and then click ‘ Download’
(see Figure 11).
Figure 11 1
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Page 10 of 14 Here is the screen shot after the ‘Download’ button has been clicked. You may now open or save the file (see Figure 12).
Figure 12
Option 1 Option 2
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Changing of Password:
For your protection and convenience, you can change your password at any time. Log In with your current User ID and Password, then select Change Password from the top navigation (see Figure 13). From Figure 14, enter the New Password, confirm and save.
Figure 13
Figure 14 1 2
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HOW TO APPROVE A FILE:
Note: Any documents uploaded by user with lesser rights needs approval from
‘Reviewer’. After approval has been granted, the document will be available in the folder and can be downloaded by member/s of the folder.
Click ‘Review’ tab located at left corner side of the screen (see Figure 15).
Figure 15
After clicking ‘Review’ tab, all the files which are subject for approval will appear on screen (see Figure 16).
Click ‘Review’ located at the right side of the screen below ‘Action’ header (see Figure 16) and you are now ready to approve the file (see Figure 17).
Reviewer may also reject the file if she/he wants to. Click ‘Reject’ and the file will no longer available at the system (see Figure 17).
Reviewer may indicate the cause of rejection and send notification emails to the user (see Figure 17).
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Figure 16
Figure 17
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SYSTEM MANUAL:
This manual is designed to provide users with better understanding about system procedures.
To open the manual, click ‘SYSTEM MANUAL’ header from top navigation (see Figure 18).
