Before we begin, there are a few important points that we wish to highlight.

Transcription

1 We are very excited to present our new Web Access Portal. We hope you enjoy using it. If you have any questions, please call Patt at (650) or Client Services at (650) Before we begin, there are a few important points that we wish to highlight. When placing your order, the Delivery Priority is quite specific. o o o When sending media off site to DataSafe for archive or return on your scheduled service day, select Transmittal List as the Delivery Priority. If you need to recall media for delivery on an unscheduled day, the Delivery Priority must be Unscheduled Delivery. If you need to request additional media for delivery with your scheduled order, select Delivery on Scheduled Day. Please do not use the web for Rush or After Hours orders. Please call Client Services for those services. You must contact Client Services to set up your account with departments or department level security. If the login fields are not visible, click the compatibility view icon in the task bar. Page 1

2 VITAL RECORDS WEB ACCESS INSTRUCTIONS Sending Items to DataSafe 3 Manual Entries 3 Sending Items to DataSafe With Descriptions 7 Search 11 Search Field 11 Advanced Search 11 Single Item Search 13 Order History 14 Page 2

3 From the web interface, you can create the Transmittal list to accompany the media you are sending to DataSafe, request media to be returned to you, download inventory reports and edit and maintain descriptive information and return dates associated with your media. This set of instructions will help guide you through the process. When you send the transmittal list to DataSafe, please print two copies; the Delivery Representative will sign one copy and leave as your receipt and will bring the second copy to DataSafe with the media. Sending Items to DataSafe Manual Entries If you have only a few items to send, this is the quickest method: 1. From the Home Screen, select Inventory Transactions 2. Select Send to DataSafe Page 3

4 3. If you have more than one item type in your account, use the Item Types drop down menu to set the value to the item type you are submitting. If you are sending media or containers that have a DataSafe barcode, select Barcode as the Key Reference Field. If you are sending tapes that have only the manufacturer s barcode, or VolSer, the Key Reference Field should be set to ID. 4. Insert the cursor in the Return Date field, and select the return date from the calendar which launches. If the media is archival, please use 09/09/2999 as the return date. 5. Enter the Search Field Values. Enter the DataSafe barcode if you are sending media or containers. For accounts that use the VolSer number, enter the client barcode and include the L designator. To enter multiple barcodes press enter after each barcode. 6. When the list is complete, click on Process. Page 4

5 7. If you need to remove anything from the list, do so here. Otherwise, click Add Results to Cart. 8. Edit any descriptive information by clicking on the pencil beside each item. 9. Click Save. 10. Click Send Order. Page 5

6 11. In the Complete Send Order box, verify or change the delivery address through the Select Service Address drop down menu. You can note an Alternate Contact and type in any comments, as needed. Keep the Delivery Priority at Transmittal List. 12. Click Send. Your order will process. 13. When complete, click Report. If you select print in PDF, you will need to disable pop up blockers for this site. 14. Print report in duplicate. Your Delivery Representative will sign one copy and leave as your receipt and will bring the second copy to DataSafe with the media. 15. Your transaction is complete. Click Log Out. Page 6

7 Sending Items to DataSafe with Descriptions Copying and pasting information from a spreadsheet to generate the transmittal allows you to enter descriptions and return dates for multiple items. You can also import from a CSV file. 1. From the Home Screen, select Inventory Transactions. 2. Select Send to DataSafe. 3. If you have more than one item type in your account, use the Item Types drop down menu to set the value to the item type you are submitting. If you are sending media or containers that have a DataSafe barcode, select Barcode as the Key Reference Field. If you are sending tapes that have only the manufacturer s barcode, or VolSer, the Key Reference Field should be set to ID. 4. Check the Multi Column check box. Page 7

8 5. Enter the Column Separator under Enter Field Values on the right side of the screen. For CSV files, the Column Separator is "Comma", for excel spreadsheets, the Column Separator is "Tab". 6. Paste data in Field Values box. Do not paste column headers. 7. Click on Setup Field Values. 8. Field Names will default to "Ignore". Use the drop down menus under Field Name to assign each column to the appropriate field. The field names are customizable. 9. When the columns are assigned, click Process. 10. If you need to remove anything from the list, do so here. Otherwise, click Add Results to Cart. 11. Edit any descriptive information by clicking on the pencil beside each item. Page 8

9 12. Click Save. 13. Click Send Order. 14. In the Complete Send Order box, verify or change the delivery address through the Delivery Address drop down menu. You can note an Alternate Contact and type in any comments, as needed. Keep the Delivery Priority at Transmittal List. 15. Click Send. Your order will process. Page 9

10 16. When complete, click Report. If you select print in PDF, you will need to disable pop up blockers for this site. 17. Print report in duplicate. Your Delivery Representative will sign one copy and leave as your receipt and will bring the second copy to DataSafe with the media. 18. Your transaction is complete. Click Log Out. Page 10

11 Search You can search using the Search field or Advanced Search options. Search Field 1. From the Home Screen, enter the search value in the Search box at the top of the screen. 2. Click on the Search button. This will search across all fields and will return anything with any or all of the search criteria. Advanced Search You can use options in the Search box to search with more specific parameters. The search box above has two submenus: Advanced Inventory Single Item Search Using Advanced Inventory search, you ensure that the department and type, where applicable, are correct for your search. You can also narrow down the search to find only items that are onsite, offsite, destroyed or permanently removed. 1. Click on Advanced Inventory from the Search box on the Home Screen. Page 11

12 On the right side of the screen, you will see various fields in which you can search. These fields are customizable to show whatever information you want to use. 2. Enter the Search Values in the value fields. You can search using various options such as equals and contains. 3. Edit Department, Type, Service Code, Item Status on the left side of the screen, as needed. 4. Click on Search. You will then see all results which contain your search values. From the search results, you can Send to DataSafe, Request from DataSafe or export the results to a spreadsheet. In the example below, we searched for all items that were onsite, or not at DataSafe. We can elect to send individual tapes to DataSafe by selecting the Send to DataSafe link or send the entire group through the Global Actions drop down. To export the search results to Excel, select the printer icon next to Global Actions and select Excel as your output. Page 12

13 Single Item Search 1. Click on Single Item Search from the Search box on the Home Screen. Using Single Item Search, you can establish an item field on which you want to search. 2. Select Search Values from drop down menus. 3. Click on Search. You will then see all results which contain your search values. Page 13

14 From the search results, you can Send to DataSafe, Request from DataSafe or export the results to a spreadsheet. In the example below, we searched for all items that were onsite, or not at DataSafe. We can elect to send individual tapes to DataSafe by selecting the Send to DataSafe link or send the entire group through the Global Actions drop down. To export the search results to Excel, select the printer icon next to Global Actions and select Excel as your output. Order History Order History allows you to view previous orders. 1. Click on Order History from the Reports box on the Home Screen. Page 14

15 You can enter date parameters using the Begin Date and End Date fields to locate a particular order or group of orders. You can also search based on a beginning and ending work order number or by oldest date/newest date, and work order numbers. 2. Enter your search parameters and click on Search. 3. When orders display, click on the detail report to view order details. This is useful for recovering Work Orders in the event of a browser crash before printing an order. It is also useful for audit purposes. Page 15