epatra - Document Management System

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ePatra - Document Management System

Introduction

Document management software and document management in general is based around a concept of centralized document storage, limited access, and change tracking. These three DMS software fundamentals make up much of ISO 17025 in regards to document management systems.

Any decent document management system (DMS), whether it is open source or commercial, will allow documents to be stored in some sort of centralized location. This makes finding documents in the DMS much easier, as there is only one place to look.

Limited Access:

Having a centralized location to store files is not enough to call your product a document management system. A simple folder on your computer can allow files to be stored, but limiting access to specific individuals becomes more of a problem. A good DMS will allow fine-grained access to each and every file.

Tracking Changes:

Limiting access to the DMS files is a good step in the right direction but does no good if the files can be changed, added, removed without tracking of those actions. A good document management software system will add on change tracking for the files so that changes can be noted, and reversed if need be.

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1 Installation Wizard

1.1 Registration

The registration wizard guides prospective users through the registration process. You will have to register just once. Once registered, you will be granted access application.

Personal Contact Information

On this page, enter personal contact information that may be used to contact you.

User Login

 Login Name :

Here, you may enter a self chosen Login Name for logging in to the application. If the login name already exists, you will be asked to enter another one.

 Password :

You can enter a password in the Password field.

Details

 First name (required): Enter your first name.  Middle name: Enter your Middle name.

 Last name (required): Enter your last (family) name.  Job Title: Enter your Job title.

Phone Numbers

 Mobile Phone: Enter the phone number at which you can be contacted.

 Other Phone: Enter a second phone number at which you can be contacted in case there is no response at the first number.

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5  Home Phone: Enter a Home phone number at which you can be contacted in case there is no

response at above numbers.

Address

 Home: Enter the home address at which you can be contacted.  Business: Enter the business address at which you can be contacted.

 Email (required): Enter the email address that you will be using for communication. Since the initial trail version key will be sent to this address, make sure that you do not make a mistake while entering it.

Navigation

 Save: Press this button if you are finished with filling the form. You will proceed to the next step of the wizard.

1.2 Configure Settings

In Initial configuration form you can store your files in your system or in database.

You can choose your own path for storing documents, images and emails

1.3 Email Configuration

Open ePatra. The Mail Account Setup dialog box will open the first time that you open ePatra. If the Mail Account Setup dialog box doesn't open, do the following:

 On the Tools menu, click Email Accounts.

 On the Select Account Type page, click E-mail Account, and then click Next.

 On the Email Accounts page, under Account Actions, click Add a New Email Account. In the Mail Account Setup dialog box, do the following:

  In the Your Name box, enter the name that you want to appear on the "From" line in your outgoing messages.

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6  In the Password box, enter your password. Click Continue if you're using a Windows computer or click

Next.

 Click Stop, or wait for ePatra to try to find your account settings. You’ll see the message: "ePatra failed to find the settings for your email account."

The IMAP check box, next to Incoming, is selected by default and is recommended.

In the Server hostname box, enter the name of your incoming server.

In the Server hostname text box, next to Outgoing, enter your SMTP server name.

On the Properties page for your account, click the Advanced tab, and do the following:

 Under Server Port Numbers, under Outgoing mail (SMTP), select the check box next to this server requires a secure connection (SSL).

 Under Incoming mail (IMAP) or Incoming mail (POP3), select the check box next to this server requires a secure connection (SSL).

 If you're using POP3, it's a good idea to set up your client to keep a copy of the messages that you retrieve to your local computer on the server. To do this, under Delivery, click Leave a copy of messages on server. This lets you access your messages from a different mail program.

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7 In the Username box, type your complete e-mail address. For example, [email protected].

Click the Re-test button. If you see the message "The following settings were found by probing the given server,” click Create Account. A page opens that lets you view or change other ePatra settings. Click OK when you've finished viewing or changing the settings.

2. Login

Enter your username and password.

If you have not yet registered, and wish to do so, click the "Register as new user" link.

After successful authentication, you will have access application.

 Username: Enter your login name which u had entered at registration time.  Password: Enter your password.

 Login: Click on this button to commit the username and password that you have entered for authentication.

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3. Cabinet Explorer

3.1 Drag & Drop Files

Occasionally, you might want to change where files are stored on your Cabinet Explorer. You might want to move files to a different folder, and to share with another person.

Most people copy and move files using a method called drag and drop. Start by opening the folder that contains the file or folder you want to move. Then, open the folder where you want to move it to in a different window. Position the windows side by side on the desktop so that you can see the contents of both.

Next, drag the file or folder from the first folder to the second folder. That's all there is to it. When using the drag-and-drop method, you might notice that sometimes the file or folder is copied, and at other times it's moved. If you're dragging an item between two folders that are stored on the same hard disk, then the item is moved so that two copies of the same file or folder aren't created in the same location. If you drag the item to a folder that's in a different location (such as a network location) or to removable media like a CD, then the item is copied.

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9 3.2 Creating and deleting files

A folder is a location where you can store your files. You can create any number of folders and even store folders inside other folders (subfolders). Here’s how to create a new folder:

1. Go to the location (such as a folder or the desktop) where you want to create a new folder.

2. Right-click a blank area on the desktop or in the folder window, point to New, and then clicks Folder.

3. Type a name for the new folder, and then press Enter. The new folder will appear in the location you specified.

Note: If you create a new folder in a library (such as Documents), the folder will be created inside that library's default save location (for example, My Documents).

A folder is a container you can use to store files in. If you had thousands of paper files on your desk, it would be nearly impossible to find any particular file when you needed it. That's why people often store paper files in folders inside a filing cabinet.

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10 Folders can also store other folders. A folder within a folder is usually called a subfolder. You can create any number of subfolders, and each can hold any number of files and additional subfolders.

Rename a file

One way to rename a file is to open the program that was used to create the file, open the file, and then save it with a different name. However, there's a quicker way:

 Right-click the file that you want to rename, and then click Rename.

 Type the new name, and then press Enter. If you are prompted for an administrator password or confirmation, type the password or provide confirmation.

If you can't rename a file, you might not have permission to change it. Deleting a file

To delete a file or folder: Right-click the file or folder that you want to delete, and then click Delete.

3.3 Opening an existing file

To open a file, double-click it. The file will usually open in the program that you used to create or change it. For example, a text file will open in your word-processing program.

That's not always the case, though. Double-clicking a picture file, for example, will usually open a picture viewer. To change the picture, you need to use a different program. Right-click the file, clicks Open with, and then clicks the name of the program that you want to use.

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4. Calendar

4.1 Introduction

The ePatra Calendar is the calendar and scheduling component of ePatra and is fully integrated with e-mail, contacts, and other features. With the Calendar you can:

Create appointments and events

Just as you write in a notebook, you can click any time slot in the ePatra Calendar and begin typing. New gradient colors make it easy to quickly see the current day and time. The current time is highlighted in color only in the Day and Work Week views. You can opt to have a sound or message remind you of appointments, meetings, and events, and you can color items for quick identification.

Organize meetings

Select a time on the Calendar, create a meeting request, and select the people to invite. ePatra helps you find the earliest time when all the invitee's are free. When you send the meeting request by e-mail, the invitee's receive the request in their Inbox. When the invitee's open the request, they can accept, tentatively accept, or decline your meeting by clicking a single button. If your request conflicts with an item on the invitee's Calendar, ePatra displays a notification. If you, as the meeting organizer, allow this, invitee's can propose an alternate meeting time. As the organizer, you can track who accepts or declines the request or who proposes another time for the meeting by opening the request.

View group schedules

You can create calendars that show the schedules of a group of people or resources simultaneously. For example, you can view the schedules of all the people in your department or all the resources, such as conference rooms, in your building. This helps to schedule meetings quickly.

View calendars side-by-side

You can view side-by-side multiple calendars that you created, as well as calendars shared by other ePatra users.

4.2 Schedule an appointment Create an appointment

1. On the File menu, point to New, and then click Appointment. Keyboard shortcut To create an appointment, press Ctrl+Shift+A. 2. In the Subject box, type a description.

3. In the Location box, type the location. 4. Enter the start and end times.

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12 6. To make the appointment recur, on the Appointment tab, in the Options group, click

Recurrence.

7. Click the frequency (Daily, Weekly, and Monthly, Yearly) with which the appointment recurs, and then select options for the frequency.

8. Click OK.

9. On the Appointment tab, in the Actions group, click Save & Close.

Change an appointment

1. Open the appointment that you want to change. 2. Do the following:

Change options for an appointment that is not part of a series

1. Change the options, such as subject, location, and time, that you want to change. 2. On the Appointment tab, in the Actions group, click Save & Close.

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13 4.3 Calendar basics

Get it right in the calendar

You can schedule activities in your ePatra calendar as appointments, meetings or events. Your choice of entry type will depend on who else is involved and how you want the entry to appear. By selecting entries in your calendar correctly, you'll know at a glance what's going on, when, and with whom.

See your calendar

First things first. Before you can see what's in your calendar, you need to know how to find it. Here are two quick ways to see the calendar:

Click Calendar in the Navigation Pane.

Click a date on the Date Navigator (which you'll find at the top of the To-Do Bar).

Once you're looking at your calendar, you can use the buttons at the top of the window to navigate and to show or hide detail:

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14 2. Forward and Back buttons allow you to easily move through your calendar.

Now that you see your calendar, you can start scheduling. You'll choose from three types of entry. By knowing the different types, you can be more effective when you schedule your activities.

Appointment: An appointment is an activity that involves only you, at a scheduled time.

Meeting: A meeting occurs at a scheduled time, like an appointment. The difference is that you invite other people by using a meeting request that's sent via e-mail.

Event: An event is an activity that lasts all day long. Unlike an appointment or meeting, an event doesn't block out time in your calendar. With an event, you can still have other entries appear in your schedule for that day.

Just you? Use an appointment

Use an appointment when you know you'll be busy but no one else is involved. You might enter an appointment to block out time in your calendar for research on a project, for writing a report, or for running an errand on the way home from work.

One quick way to start an appointment (or any calendar entry, for that matter) is to rest the pointer over the desired time in Day view, click, and type the details.

Rest the pointer over the desired time in your calendar and click and type the details. Need more time for your appointment? Simply drag the handle to make the appointment longer. You'll get a chance to create appointments (meetings and events).

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5. Contact

5.1 Add Contacts

You can add new file to your ePatra Contacts by typing all the information directly in a new contact form or by taking advantage of contact information sent to you to automatically fill in some or all of the information.

5.2 Resolving Duplicate Contacts

If you save a contact with the same e-mail name as one that already exists in your Contacts folder, Epatra displays a message like duplicate e-mail.

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16 5.3 Add, change, or remove a picture for a contact

In ePatra you can put a face to a name by including a photograph with a contact or make a contact quickly recognizable by adding a company logo. An advantage of using images, such as the photographs or logos, is that it makes it easier for you to scan your contacts in many Contact views.

ePatra accepts most standard graphics file formats, including .jpg, .png, .gif, .bmp, .tif, .exf, and .ico.

What do you want to do? Add a picture

When you add an image to a contact in the contact form, the image is automatically sized to fit into the space reserved for the contact picture on the form, 90 pixels by 90 pixels.

1. In Contacts, do one of the following:

Click on New Contact. This opens a blank contact form in which to add contact information and a picture.

2. On the Contact tab, in the Options group, click Primary, and then click Browse. 3. Locate the picture that you want to add, and then double-click it.

Change a picture

1. In Contacts, open a contact.

2. On the Contact tab, in the Options group, click Primary, and then click Browse. 3. Locate the picture that you want to change, and then double-click it.

5.4 Create a contact from another contact

You can create a new contact from an existing contact by using the existing contact as a template, and then changing any of the information, as necessary.

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17 2. Press CTRL+C, and then press CTRL+V.

4. If you save a contact with the same e-mail name as one that already exists in your Contacts folder, Epatra displays a message like duplicate e-mail.

5. Click Add.

5. Double-click the new contact to open it, and then edit the information, as needed. 6. Click Save and Close.

5.5 Save multiple mailing addresses for a contact

The contact form for each contact contains four fields for mailing addresses. 1. In an open contact, in the Addresses section, click the arrow next to Primary. 2. Click Primary, Home, Work, or Other. Note that the label on the address button

changes accordingly.

3. Type the new address in the Address box. 4. Click Save and Close.

6. Customer

6.1 Add Customer

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18 We can fill Full Name details in

We can enter the Address information

6.2 Edit Customer

You can edit Customer details by following these  Double-click on the customer to open it.  Choose the field to edit.

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7. Email

7.1 Set up ePatra Mail for Your E-Mail Account

Open ePatra. The Mail Account Setup dialog box will open the first time that you open ePatra. If the Mail Account Setup dialog box doesn't open, do the following:

 On the Tools menu, click Email Accounts.

 On the Select Account Type page, click E-mail Account, and then click Next.

 On the Email Accounts page, under Account Actions, click Add a New Email Account. In the Mail Account Setup dialog box, do the following:

 In the Your Name box, enter the name that you want to appear on the "From" line in your outgoing messages.

 In the Email Address box, enter your e-mail address.

 In the Password box, enter your password. Click Continue if you're using a Windows computer or click next.

 Click Stop, or wait for ePatra to try to find your account settings. You’ll see the message: "ePatra failed to find the settings for your email account."

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20 The IMAP check box, next to Incoming, is selected by default and is recommended.

 In the Server hostname box, enter the name of your incoming server.

 In the Server hostname text box, next to Outgoing, enter your SMTP server name. On the Properties page for your account, click the advanced tab, and do the following:

 Under Server Port Numbers, under Outgoing mail (SMTP), select the check box next to this server requires a secure connection (SSL).

 Under Incoming mail (IMAP) or Incoming mail (POP3), select the check box next to this server requires a secure connection (SSL).

 If you're using POP3, it's a good idea to set up your client to keep a copy of the messages that you retrieve to your local computer on the server. To do this, under Delivery, click Leave a copy of messages on server. This lets you access your messages from a different mail program.

 Click Apply, and then click OK Internet Email Settings:

In the Username box, type your complete e-mail address. For example, [email protected].

Click the Re-test button. If you see the message “The following settings were found by probing the given server,” click Create Account. A page opens that lets you view or change other ePatra settings. Click OK when you've finished viewing or changing the settings.

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21 7.2 Compose Great Email

The do's

The following rules will help you look professional and get your message across. 1. Read your message before you send it.

2. Make your subject descriptive and action-oriented. For example: "UCEF: Please send your Board Retreat Dates," where UCEF is the name of the group, and "Please send…" is the action. Other useful prefixes include "FYI:" and "Action required."

3. If action is required, state what you want on the Subject line.

4. Change the subject of the message if the topic of the conversation changes. 5. Keep all messages short and to the point.

6. Organize the content of your message from most important to least. 7. Consider bolding important information.

8. Put action items or questions on separate lines so that they stand out and get noticed. 9. Bold people's names when asking questions. For example: “Ryan: What is the status of

the project?”

10. Limit the number of people to whom you send a message to those who need to read it.

Put people who need to be informed on the Cc line.

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22 Use a signature when appropriate, but keep your signature simple, short, professional, and

if possible, free of graphics.

11. If you want an immediate response, don't send e-mail. Phone or send an instant message.

12. If you are on an e-mail conversation that has more than 10 messages without a resolution, consider calling or setting up a meeting to discuss the issue. E-mail is not always an efficient medium for resolving complex issues.

13. Acknowledge messages that require a more extensive response. If you are too busy to respond with a full answer right away, let the sender know that you are looking into the issue and will respond by a certain time or date. Flag it for yourself to do later.

14. Use High Importance ( ) sparingly.

16. If you are asking a question and there are several people who could respond, choose just one person rather than sending your question to a group.

Follow up: Flagging on send

When you are sending a message to someone from whom you need a response, do the following:

1. Flag it for yourself on send.

2. Change the name of the flagged e-mail task in the To-Do Bar to start with Follow Up. 3. Mark it with the @Waiting category.

When you take these three steps, you know that your next action is to send another message or look for a response.

Tip Reminding yourself to send another message is often more effective than flagging the message for your recipient. Similarly, when you promise to do something in a message, flag it for yourself so that you have a task in your To-Do Bar to remind you.

The don’ts

1. Don't use stationery.

2. Don't include your manager on every message you send.

3. Don't send a message when you are angry. Better to write it, save it to your drafts folder, and come back to it later.

4. Don't expect a quick response when sending long messages (more than two paragraphs).

5. Don't send a follow-up message less than a day after the first message. If you don't hear back in a timely manner, try using the phone or instant messaging.

6. Don't use read receipts or delivery receipts on every message you send? Use them only if you are unsure whether your recipients will receive the message.

7. Don't attach flags or to every message you send. Your recipients will learn to ignore them.

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23 8. Don't use ALL CAPS.

9. Don't send attachments — send links instead. This rule applies especially to meeting requests, where attachments can contribute significantly to you and your recipients’ server quotas.

10. Don't expand distribution lists. Expanding distribution lists makes messages harder to read and causes them to go into the wrong mail folders.

11. Don't use sarcasm. Your humor may be misunderstood.

12. Don't write something you wouldn't want everyone in your company to read. You never know where your e-mail might end up.

13. Don't use cursive or "funny" fonts that are hard to read.

14. Don't use red fonts, because they are hard to read and can be interpreted as being critical.

15. Don't send a Reply to All to a distribution list asking to be removed. Ever. Rules for distribution lists (DLs)

If you are responding to a large distribution list, follow all of the e-mail Dos and Don'ts. If you need more information or are investigating the issue separately, respond to the

whole distribution list to let everyone know that you are responding and then reply to the individual separately. Be sure to respond to the distribution list after the issue is resolved with the resolution. In this way, the resolution can be referenced by other people on the distribution list.

How to redirect people

If someone sends a message to a distribution list that you are a member of, and the message would be better answered by someone else or another distribution list, do the following:

1. Reply with the correct distribution list or person on the To line. 2. Have replies sent to the correct distribution list or person.

3. Do not put the original distribution list on the Bcc line, because your message will not be filtered by other people's rules. Rather, leave the distribution list on the To or Cc line. How to be removed from a DL

If you receive mail from a distribution list that you do not want to be on, send a message to your network administrator or to the owner of the distribution list and ask to be removed. Do not reply to the whole distribution list. To find the DL list’s owner, double-click the

distribution list name.

How to use inline comments

Adding inline comments to e-mail you receive is a convenient way to answer questions and respond directly to issues. It is considered a best practice to do the following:

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24 1. In your message, mention that you are commenting inline. For example, include

"See additional comments below."

2. Differentiate your text from the original message. Some suggestions include: 3. Changing the font color

Pre-pending your name or initials in brackets, for example, [Melissa], [MM] Changing the font to italic or bold or both

 Do not delete anything you did not write. When to use Bcc

Use the Bcc feature to remove extra people from an e-mail conversation when you deem that they no longer need the extra e-mail or if the conversation topic has changed. For example, if you are one of five people who receive a question and you want to answer it, move the other four people to the Bcc line and state something like "Bcc'ing Joe, Jeff, James, and Jennifer. Here's the answer…" Future messages will then be between only you and the original sender.

Does not use Bcc to let a third party (such as your manager) know about a sensitive message? The Bcc recipient may not realize that he or she has received a Bcc and may respond to everyone, exposing that he or she received a Bcc. This may come across as sneaky behavior on your part.

Rather than using Bcc to inform a third party of an issue, forward the message after you send it.

7.3 View Bcc recipients of an e-mail message

you add a recipient's name to the blind carbon copy Bcc box in an e-mail message, a copy of the message is sent to the recipient, but the recipient's name is not visible to the other recipients of the message (names entered in the To or Cc boxes).

View all Bcc recipients of a message I received

The only person who can see the names of Bcc recipients of a message is the sender. View all Bcc recipient of a message I sent

If you are the message sender, do the following:

 Open the message that was sent. By default, sent messages are saved in the Sent Items folder. All recipients appear in the header section of the message.

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25 Note: Bcc recipient names do not appear when previewing messages in the Reading Pane. Only recipients on the To and Cc lines appear.

Best practices for using Bcc

 Pave the way before you add an intended recipient's name to the Bcc box in a message; make sure that the recipient is expecting your message. That person may need to take steps to establish you as a safe sender (or a safe recipient, if your name will be in the To box of the message).

Why is this necessary? Using Bcc is a favorite technique of spammers. Therefore, a lot of junk e-mail filters flag messages that use the Bcc box as junk. So if you’re intended recipient has not added your name to the Safe Senders List (Safe Senders List: A list of domain names and email addresses that you want to receive messages from. Email addresses in Contacts and in the Global Address List are included in this list by default. People that you send messages to are added to the list.) in Microsoft Outlook, your message may go straight to the Junk E-mail folder or its equivalent.

 Think before you include a distribution list in the Bcc box People who use rules to sort their e-mail into folders will be inconvenienced if you list the name of the

distribution list in the Bcc box. Because their rules depend on the name of the distribution list being in the To box or Cc box, your message will not be sorted according to their rules.

 Know your limits Many e-mail service providers set limits for the number of names that can be included in the To, Cc, and Bcc boxes in a message. For example, your e-mail service provider may limit each message to a maximum of 100 e-e-mail

addresses. If these addresses are distributed among the To, Cc, and Bcc boxes, remember that the names in the Bcc box will count toward your total limit. Ask your e-mail service provider about the policies for your account.

Ideas for using Bcc

 Keep the recipient list private Bcc can help you to be respectful of others' privacy by keeping them in the loop without disclosing their identities. For example, if you send a job announcement to multiple people, you may want to use Bcc to keep the identities of the potential job seekers private.

Tip Consider using mail merge in Microsoft Office Word 2007 as an alternative to Bcc. With mail merge, you can quickly send the same e-mail message to individual recipients. Mail merge allows you to do a mass mailing with just one name in the To box of the message.

 Help curb a conversation that has gone wild here is one situation in which using Bcc for a distribution list or a large number of names can be helpful.

Suppose you send a message with a large number of people listed in the To box. The discussion starts to get lively, and everyone wants to give an opinion. The number of messages increases drastically because many recipients reply with the sentiment "please stop replying all to this message." The problem is that when they do this, they click Reply to All. One way to curb the use of the Reply to All option is to respond and put the name of the distribution list in the

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26 Bcc box. For example, you can click Reply, put only your name in the To box, move the

distribution list to the Bcc box, and write a message similar to the following:

"I appreciate peoples' thoughts on this issue. If you have further comments, please respond to me directly. (I have put this distribution list in the Bcc box to cut down on the reply-to-all messages.)"

 Reduce spam although people who send junk e-mail or spam may like to use Bcc; they won't like it if you use it. If you hide the recipients' names by listing them in the Bcc box, no one will be able to copy the recipients' e-mail addresses from your messages.

7.4 Replying to messages

7.4.1 Add a return e-mail (mailto :) link in a message

You can include a return e-mail link in the body of in your e-mail messages. When clicked, the link opens a blank message already addressed to a person, company, or any destination you choose. For example, a link such as mailto: [email protected] is already addressed to your company's customer service representative.

As you can see, you can format the link text (the words that people see and click on) to say whatever you want.

Add a return e-mail link

1. In the message, select the text or picture that you want to display as the link. 2. On the Insert tab, in the Links group, click Hyperlink.

3. Under Link to, click E-mail Address.

4. Either type the mail address that you want in the E-mail address box, or select an e-mail address in the recently used e-e-mail addresses list.

5. If you want to change the link text, in the Text to display box, type the text.

6. To customize the Screen Tip that appears when you rest the pointer over the link, click Screen Tip and then type the text that you want. If you don't specify a tip, Outlook uses "mailto" followed by the e-mail address and the subject line as the tip.

Click OK.

7.4.2 Reply to or forward a message

Replying to or forwarding an e-mail message is one of the most common tasks in ePatra. The basics of replying to or forwarding a message are covered here. Help on customizing your e-mail messages, such as changing the background or adding attachments, is available in other topics.

Reply to the sender

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27  When the message is selected but not opened in its own window On the Standard

toolbar, click Reply.

 When the message is open and I see the contents On the Message tab, in the Respond group, click Reply.

2. Compose your message.

3. Click Send.

Reply to the sender and all recipients of a message

You can reply to the sender of an e-mail message, or you can include anyone else listed in the To and Cc fields.

In many cases, you do not need to include everyone on your response. Exercise discretion when you use Reply All, especially when there are a large number of recipients or distribution lists on your reply. Reply is a better choice when you only need to communicate with the message sender. Or, delete the names of people and distribution lists that don't need to read your reply.

1. Do one of the following:

When the message is selected but not opened in its own window On the Standard toolbar, click Reply All.

When the message is open On the Message tab, in the Respond group, click Reply All.

2. Compose your message. 3. Click Send.

Forward a message

When you forward a message, you specify the recipients in the To, Cc, and Bcc boxes . The message will include any attachments that arrived with the original message

 When the message is selected but not opened in its own window On the Standard toolbar, click Forward.

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28  When the message is open On the Message tab, in the Respond group, click

Forward.

2. Compose your message.

3. Enter recipient names in the To box. 4. Click Send.

Do not automatically include the original message

1. In the main ePatra window, on the Tools menu, click Options. 2. Click the Preferences tab, and then click E-Mail Options.

3. Under On replies and forwards, in the When replying to a message drop-down list, select do not include original message.

7.5 Tracking

7.5.1 Add tracking to your e-mail message

Flag a message

Flagged e-mail messages help you to better manage your mail. Flagged messages create to-do items either for you alone or for you and the recipients of the e-mail message. For

example, you can flag an e-mail message that requests information that you need by a certain date. When the recipient receives the message, a flag appears with it, and a message appears in the Info Bar in the Reading Pane and at the top of the message when it is opened in ePatra. A message that is flagged for yourself can help you to track who has replied to the message. In the previous scenario, you sent a flagged e-mail message requesting information by a certain date. By also flagging the message for yourself, you are reminded to check for replies. ePatra can even help you to automatically find replies to the original flagged message.

1. On the Message tab, in the Options group, click Follow Up, and then select the follow-up due date, or click Custom.

2. If you want a reminder about this flagged message, on the Message tab, in the Options group, click Follow Up, and then click Add Reminder. If you want, you can change the reminder date and time.

3. If you want, you can include a flag to the recipients so that they will be alerted of a deadline. On the Message tab, in the Options group, click Follow Up, and then click Flag for Recipients. To include a reminder to the recipient about this flagged message, select the Reminder check box, and then, if necessary, change the date and time.

Add voting buttons

It is easy to create a poll in ePatra by including voting buttons in an e-mail message. 1. On the Message Options tab, in the Format group, click Use Voting Buttons. 2. Click one of the following:

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29  Yes; No; Maybe When you don't want to limit the choices to yes and no, this voting

option offers an alternative response.

 Custom Click this command to create your own custom voting button names. For example, you can ask your colleagues to choose among three days of the week for a recurring weekly staff meeting.

3. When the Message Options dialog box appears, under Voting and Tracking options, select the Use voting buttons check box.

4. Select and delete the default button names, and then type the text that you want. Separate the button names with semicolons.

Get a delivery or read receipt

A delivery receipt tells you that your e-mail message was delivered to the recipient's mailbox, but not whether the recipient has seen it or read it. A read receipt tells you that your message has been opened. In both cases, you receive a message notification when your

message is delivered or read. The contents of the message notifications are then automatically recorded in the original message in your Sent Items folder.

However, do not rely solely on these receipts. The message recipient might determine whether a read request has been requested and decline to send one. If the message is read-only in the Reading Pane, a read receipt may not be sent. In addition, the recipient's e-mail program might not support read receipts.

1. In the message, click Options.

2. Under Voting and tracking options, select the Request a delivery receipt for this message or the Request a read receipt for this message check box.

7.5.2 Create polls in e-mail messages and review the results

Add the voting buttons

1. Create a new e-mail message, or open a message that you want to reply to or forward. 2. In the message window, on the Options tab, in the Tracking group, click Use Voting

Buttons.

3. Click one of the following:

Approve; Reject This option is best when you need an authorization for an action. For example, you can send an e-mail request to several recipients seeking their approval of a project

proposal.

Yes; No When all you need is either a yes or a no, this is a good way to take a quick poll. Yes; No; Maybe When you don't want to limit the choices to yes and no, this voting option offers an alternative response.

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30 Custom Click this command to create your own custom voting button names. For example, you can ask your colleagues to choose among three days of the week for a recurring weekly staff meeting.

1. When the Message Options dialog box appears, under Voting and Tracking options, select the Use voting buttons check box.

2. Select and delete the default button names, and then type the text that you want. Separate button names with semicolons

3. Click Close.

4. Compose your message, and then click Send Review the voting responses

1. Open the original message with voting buttons that you sent. This message is usually located in the Sent Items folder.

2. On the Message tab, in the Show group, click Tracking.

Export the voting responses to Excel

1. Open the original message with voting buttons that you sent. This message is usually located in the Sent Items folder.

2. On the Message tab, in the Show group, click Tracking.

3. Select the responses that you want to copy. Do one of the following: All rows

Click the first row, hold down SHIFT, and then click the last row. Nonadjacent rows

Click the first row, hold down CTRL, and then click additional rows. 4. Press CTRL+C.

5. Start Excel.

6. Select a cell, and then press CTRL+V. Process the voting responses

1. On the Tools menu, click Options.

2. Click E-mail Options, and then click Tracking Options.

3. To select the processing options, do one or more of the following:

 Automatically record responses in the original item select the Process requests and responses on arrival check box.

 Delete blank responses A blank response is a message that contains no comments from the sender other than a vote.

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8. Journal

8.1 Add Journal

To create a Parent Journal:

1. On the File menu, point to New, and then click New Journal. 2. Type the text of the journal.

3. Click on Save & Close.

To create a Child Journal:

1. Select the Parent Journal. 2. Then click New Journal. 3. Type the text of the journal. 4. Click on Save & Close.

8.2 Add Category

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32 Here we can create and edit Master Categories

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33 8.3 Edit Journal

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34 You can edit Journal details by following these

 Double-click on the Journal to open it.  Choose the field to edit.

 After completion of editing click on Save & Close.

9. Print

9.1 Print a list of messages, contacts, or tasks

Each type of item has styles and layouts to choose from. Printing a list of items requires a different style that depends on the item.

1. In Mail, Contacts, or Tasks, on the File menu, click Print.

 Do not open the Print dialog box from an open item to print a list. This only offers Memo Style that prints a single item, not a view or a list.

2. To print a list, under Print style, do one of the following:  For messages, click Table Style.

 For tasks, click Table Style.  For contacts, click Table Style. 9.2 Print e-mail messages

A printed message contains the body of the message, along with a title and the header fields, such as the From, Sent, and Subject fields. You also have some font and formatting options available for the title (generally your name or computer name at the top of the page) and header fields.

 In an open message, point to Print, then click Print in the Preview and Print list.  In the message list. Click the message that you want to print, and then on the File

menu, click Print.

To confirm how your message will look printed out, click Print Preview first, then click Print. 2. Choose printing options. For an in-depth description of these options

 Memo Style is the only style offered for individual messages; Table Style prints lists of messages.

 Page Setup and Define Styles both offer font and formatting choices. 3. Click OK to print.

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35 9.3 Change the number of print copies

1. On the File menu in the software program, click Print. 2. Select the product, and then click the Properties button. 3. Click the Advanced tab.

4. In the Copies area, use the arrow buttons to adjust the number of copies.

If you are printing multiple copies, click the Collate check box to collate the copies.

9.4 Print colored text as black

1. On the File menu in the software program, click Print.

2. Select the product, and then click the Properties or Preferences button. 3. Click the Advanced tab.

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36 9.5 Select a page size

1. On the File menu in the software program, click Print. 2. Select the product, and then click the Properties button. 3. Click the Paper/Quality tab.

4. Select a size from the Size is drop-down list. Select a custom page size:

1. On the File menu in the software program, click Print. 2. Select the product, and then click the Properties button. 3. Click the Paper/Quality tab.

4. Click the Custom button. The Custom Paper Size dialog box opens.

5. Type a name for the custom size, specify the dimensions, and then click the Save button.

6. Click the Close button, and then click the OK button. 9.6 Cancel a print job

If the print job is currently printing, cancel it by pressing the Cancel button on the product control panel.

 NOTE: Pressing the Cancel button clears the job that the product is currently processing. If more than one process is running, pressing the Cancel button clears the process that currently appears on the product control panel.

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10. Scan

10.1 Scan by using Director Use page-by-page scanning:

1. Load the original that is to be scanned face-down in the document feeder. 2. Click the Scanner Director icon in the dock.

3. Click the Scanner Director, and then click Scan to open the dialog box. 4. Click Scan.

5. To scan multiple pages, load the next page and click Scan. Repeat until all pages are scanned.

6. Click Finish, and then click Destinations. Scan to file:

1. In Destinations, choose Save to File(s).

2. Name the file and specify the destination location. 3. Click Save. The original is scanned and saved. Scan to e-mail:

1. In Destinations, choose E-mail.

2. A blank e-mail opens with the scanned document as an attachment.

3. Enter an e-mail recipient, add text, or other attachments, and then click Send. 10.2 Scan from a WIA-compliant program

WIA is another way to scan an image directly into a software program, such as Microsoft Word. WIA uses Microsoft software to scan, instead of Scanner software. Generally, a software program is WIA-compliant if it has a command such as

Picture/From Scanner or Camera in the Insert or File menu. If you are unsure whether the program is WIA-compliant, see the software program Help or documentation.

Start the scan from within the WIA-compliant program. See the software program Help or documentation for information about the commands and steps to use.

-Or-

In the Cameras and Scanner folder, double-click the product icon. This opens the standard Microsoft WIA Wizard, which enables you to scan to a file.

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38 10.3 Scan file format

The default file format of a scanned document or photo depends on the scan type as well as the object being scanned.

 Scanning a document or a photo to a computer results in the file being saved as a .TIF file.

 Scanning a photo to e-mail results in the file being saved as a .JPEG file. 10.4 Cancel a Scan

To cancel a scan job, use one of the following procedures.  on the product control panel, press the Cancel button.  Click the Cancel button in the onscreen dialog box.

11. Tasks

11.1 Create Task

A task is an activity that involves only you, and that doesn't need a scheduled time.

A task is an entry for any activity that you want to see in your calendar, but that doesn't need to be scheduled for a specific time or involve the whole day. You'll see the Tasks area when you look at the calendar in Day or Week view.

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39 For example, if you have a number of errands that you need to do, enter each errand as a task. When you complete a task, check it off. A completed task will stick to the day on which it's completed, keeping a tidy list of that day's accomplishments at your fingertips. We've shown this in the picture: the completed task has a check mark and a line through it.

You can enter a task with a scheduled start date and due date. If you don't complete a task on its due date, it will automatically move forward and appear on the current day until you reschedule it or check it off.

11.2 Remember with Reminder

When you create Task entry, a reminder has to set. ePatra will notify the appointments and meetings at the reminder timing. To change the reminder time for any task entry by opening the entry and adjusting the settings in the Reminder box on the Task tab.

 Double-click the Task to open it.  Choose the reminder time.

 Reminder appears at the specified time.

 We’ll show you where and how to change the automatic setting for appointment and meeting reminders.

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40 FAQ

How to use ePatra?

The registration wizard guides prospective users through the registration process. You will have to register just once. Once registered, you will be granted access application.

Registration Process:

On this page, enter personal contact information that may be used to contact you.

User Login

Login Name: Here, you may enter a self chosen Login Name for logging in to the application. If the login name already exists, you will be asked to enter another one.

Password: You can enter a password in the Password field.

Details

First name (required): Enter your first name.

Middle name: Enter your Middle name.

Last name (required): Enter your last (family) name.

Job Title: Enter your Job title.

Phone Numbers

Mobile Phone: Enter the phone number at which you can be contacted.

Other Phone: Enter a second phone number at which you can be contacted in case there is no response at the first number.

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41 Home Phone: Enter a Home phone number at which you can be contacted in case there is no response at above numbers.

Address

Home: Enter the home address at which you can be contacted.

Business: Enter the business address at which you can be contacted.

Email (required): Enter the email address that you will be using for communication. Since the initial trail version key will be sent to this address, make sure that you do not make a mistake while entering it.

Navigation

Save: Press this button if you are finished with filling the form. You will proceed to the next step of the wizard. i.e., Initial Configuration

Initial Configuration: In this you can choose a path for storing Documents, Images and Emails.

Login:In this page please enter your User Name and Password which was given in the Registration form.

How to install?

Step 1: For installation from the Web, launch your browser application and download the setup file to your hard drive.

Step 2: After completion of the downloading process, run the setup program to execute the setup wizard that will handle the automatic installation of the software.

Step 3: Once the wizard is running, simply follow the prompts until the installation process is completed. For novice users, accept the default values to minimize potential problems during the procedure.

Step 4: After the installation procedure has been completed and the setup wizard has terminated, reboot your machine before launching the newly installed software.

How to uninstall?

Step 1: Click on the Start button on the taskbar and then click on the Control Panel icon

Step 2: Double-click the Add or Remove Programs icon.

Step 3: A list of programs installed will be populated this may take a bit of time.

Step 4: In this list please find the ePatra and click on Remove or Change.

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12. About Company

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Contact Us US & Canada Phone: (818) 338-9636 (818) 338-9637 (818) 518-1202 Email: [email protected]

India Office (Map)

#788 & 789, Pragathi Nagar

Kukatpally, HYDERABAD - 500090

Andhra Pradesh, India

Phone: +91 40 4017 5863

Mobile: +91 949 388 4460

Email: [email protected]

epatra - Document Management System