EnterApp

Web Services Council

Enterprise Applications
User Guide

Electronic Documents

Overview of DocManager

Gauss Interprise's DocManager is the replacement for SpyVision that provides for the electronic storage of documents. DocManager contains some new features which include: three ways to view reports, advanced indexing capabilities, more windows driven environment, email capability, ability to export reports into spreadsheets, and more annotation options than SpyVision. DocManager is similar to SpyVision in that documents can be kept online for an extended period of time and can be indexed or searched easily making the location of specific information fast and convenient.

Your Password

Logging On

To logon to DocView you first need to access the logon screen the pertains to the program. Once accessed you will see five text entry boxes. The first box is labeled system and should contain the server name DOCMAN. The second box is labeled user name which is your network username. The third box is labeled password which is your network password. The fourth box is labeled domain and has already been configured in the system. The last box on the DocView logon screen is labeled display where you can choose to display Doclinks, DocFolders, or OmniLinks on startup.

DocView

DocView is used to help you open documents. Documents are stored as read-only files and consequently, can't be changed in any way. This means that you don't need to worry about accidentally damaging a document while you are working with it. However you can add annotations to documents if you desire.

DocView has three display or startup options for opening a document. Doclinks displays a list of indexed documents. Docfolders displays a list of folders containing documents. Omnilinks displays a list of groups of indexed documents. You can choose the display option at startup or select the menu item from the toolbar.

In SpyVision, you would open a folder, choose document class or report name, open the document class and choose a report to open. However in DocView, you can open a folder, scroll down the list of documents until you get to the report you want to open.

Helpful hints for DocView:

Sorting DocFolders by Date: By default the folders are sorted by report name which can take a long time to scroll through if the report you want is at the bottom of the list. To sort all folders by date, get into any folder you have access to, but don't open a report yet. Click on File from the tool bar. Click on Position To then select Date and OK. Your folders will now show all the most recent reports first.

Sorting DocLinks by Date: By default the doclinks are sorted by ascending date which brings up the earliest reports run first. You can change this to descending on a one-time basis in the DocLinks criteria box or change it for all DocLinks list by default by Selecting the VIP DocView Configuration Utility from the Start|Programs|VIP DocManager menu. Click on General Tab, select Descending Order, Click on Save, then Close.

DocView Display Options

Look at the toolbar located at the top of the screen. The Display menu option opens docfolder, doclink, or omnilink view if not already open. The Window display option switches from one window to another. If a Display window is already open, click on Window from the menu bar to get back to the window, click on the inside X to close out a display window, or click on the outside X to disconnect from VIP DocView.

DocLinks

In DocView, you can view the DocLinks screen to see the different report names or document classes.
You can enter keys to find specific documents or choose to see all documents for that document class. To view DocLinks double click on the desired document then enter a key or keys, a partial key, or no keys at all. When entering a partial key, enter * before and/or after the partial key. Next enter dates if desired or leave as is for all qualifying documents then click on ok. To view a specific report, double click on the desired report from the results list. While viewing the report, other key indexes will appear highlighted.

DocFolders

Doc folders are organized differently from SpyVision. Each instance of a report is listed directly in the doc folder rather than choosing a report type/doc class from the doc folder. When using the File menu from the toolbar you can Position To or sort on the report or date fields. To load more reports into the program in DocFolders, click on the icon (displaying three reports with an arrow) located on the right vertical toolbar or click on the down arrow at the bottom of the scroll bar.

OmniLinks

OmniLinks are similar to DocLinks in that you can group two or more DocLinks with similar indexes together, such as multiple reports with account numbers that may be common. Results look slightly different than the results obtained with DocLinks.

To use OmniLinks choose display then OmniLinks from the toolbar. If OmniLinks is grayed out, choose OmniLinks from Window on the toolbar, Double click on desired OmniLink. In the text box located under the titled OmniLink criteria enter index information to retrieve all documents for a specific student. OmniLinks results list each image or report below the DOC class name. Double click on the image that you want to view. It is not recommended to do wild card searches with OmniLinks as this could time out with too many indexed reports being returned.

Other DocView Highlights

You can export a document into several formats including a spreadsheet. However this only works on text files at this time. PDF, images, and PCL do not export. You also can annotate with sticky notes, text notes, hiliter, blackout, rubber stamp, or attached files. You may also email any document you desire. With DocView you can also navigate easily using go to previous, next page, last or first page, or to a specific page in the document only when hilited. You may search the document for an indexed, sequential or next instance of text, or print the document. To accomplish one of these tasks click on the desired icon located on the right vertical toolbar. There are several other functions in DocView but these are the ones you are most likely to use.

Installation Instructions

Guidelines and Procedures

These guidelines and procedures are an effort to encourage order and consistency in the management of the DocManager System. Please try to follow them as closely as possible. When questions or concerns arise feel free to discuss them with your administrative analyst. These are used by computer support analysts when setting up new folders, documents, departments, and clients.

New Folders

  1. New Folders can only be setup with the permission of the system administrator. Contact the computer center for more information. Folder names should begin with the assigned system code as found within the administrative project management system. The system code should be followed by a representative name (limit: 8 characters, 10 in all) of the group of documents to be stored there. Any questions should be directed to the DocView administrator. See the examples below:

    FALOANS SISTNTINFO AIDAYWEEK


  2. Each System generally has a folder called 'Miscellaneous' prefaced with the system code as in the following example: AIMISC This folder is for all miscellaneous documents including documents such as 'AI@.@.AD2' in this example. With the old software SpyVision the document would catch all miscellaneous documents not yet fully defined within the SpyVision System. However in DocManager all miscellaneous end up in spy default and then can be defined for future occurences to be placed into a corresponding folder.


  3. Folder names are limited to 10 characters, must be unique to the DocManager system, and cannot be edited after creation.


  4. For folder descriptions enter a full description proceeded by the job name example - FALOANS - Financial Aid Loan Reports.


  5. Groups to be granted access to a folder must be selected in the security tab. After groups are added to a folder, each one must be selected and permissions granted. Public permissions should be removed.


  6. Documents to be stored in a folder should be configured next.

New Documents

  1. Documents should be created with a name that begins with the system code as with folders mentioned above. This should be followed by a fully qualified job name in capital letters (limit: 8 characters), 10 in all if a report is run for several different departments as in the following examples:

    FAQRPRGJ MMQT608J SIARECRD


  2. A mixed case description should be added for each document proceeded by the job name.


  3. The keep online parameters should be set as needed. A document should not have an expiration date greater than two years without permission from the DocMan Administrator.


  4. There is a limit of 35 indexes. If you would like a new index contact your system administrator.

New Groups

  1. A group should be created for each campus department that has access to DocMan.


  2. New groups are created using an abreviated department name and should be similiar to groups in TAS.


  3. The group name is best kept at 10 characters or less.


  4. If no system code is obvious for the department then 'SY' should be used.


  5. Assign clients to the group as needed.

New Clients

  1. All DocMan accounts are created through CUTS and the default password is a cryptic. You can synchronize TAS/email and DocMan passwords.

  2. Assign each client to one or more groups based on their position and responsibilities. Obtain permission from departments as necessary. If no group has been defined for a client add him or her to the group 'SYGEN'.