Crown Records Management

Transcription

1 Crown Records Management User Guide for Crown Web Tracking System 0

2 Table of content CHAPTER 1 Getting Started with Web Index 1 CHAPTER 2 Customizing Web Tracking 7 CHAPTER 3 Search Cartons Record 15 CHAPTER 4 Bar Code Label 19 CHAPTER 5 Preview Inventory Report 22 CHAPTER 6 Online Order Form 27 CHAPTER 7 Order Basket 31 CHAPTER 8 Logout Out 33 1

3 CHAPTER 1 Getting Started with Web Index In this chapter, you learn about the foundation that you can do with Crown Web Tracking System 2

4 Welcome to Crown Web Tracking System 2.0 This system provides the following tools: Searching Records Checking Bar Code Label Preview and download of Inventory Reports Placing Orders Where is the web site? The web-based inventory system is located in following URL address: 3

5 User Login Screen Each account user would be given a user name (user identity) and password, which allows system to determine the user s ability to access information. 1 Sample account: Account Name: User Name: Password: RS1000 RS1000 RS Details please refer to My Account Profile 4

6 User Registration Screen All new users need to enter the following information before using the system. Please click the register button when you filled all information. Field Description Client Information NAME End User Full Name LOGIN NAME End User Login User ID (Preset) ADDRESS End User Address Address / Contact Information for Online Ordering CONTACT NAME Contact Person CONTACT ADD Contact Address CONTACT PHONE Contact Phone 5

7 System Main Menu The Main Page contains: 1) Main Menu Main tools of the Web Tracking System 2) Account Inventory Summary List of clients boxes managed by Crown Item Description In: Amount of client s boxes storing at Crown s data centers Out: Amount of client s boxes retrieved from Crown s data centers Sub Total Box: Amount of client s boxes under Crown s management Permout: Amount of client s boxes removed permanently out of Crown s management Destroyed: Amount of client s boxes shredded by Crown Client can click the number in the summary to view the list 3) Login Register Login record of the user 6

8 CHAPTER 2 Customizing Web Tracking How to manage your account in the system? Change your register information View your order history Account Management by Super user 2 Set your account options Manage user authority and add / delete users Add Department Name Check account log 2 Restricted to the access by super user 7

9 Change your Personal Information My Account Profile By clicking into My Account Profile in the main menu, you can easily update your register information. Other setting options are available on the left menu of the page. 8

10 I. View your order history By clicking into Order History on the left menu, you can find a list of the latest orders you placed through the system. You can select the number of records showing on the order history page. Online destruction orders history can be checked from the link Order History (Destruction) showing on the left menu. 9

11 II. Manage Account by Super user Set your account Options: By clicking into the Account Settings from the Public Information menu, you can customize your account for the following aspects: 1) Combine sub-account information Show all inventory / user information of sub accounts altogether with the master account 2) Enter file description fro each cartons Enable the user to edit the file descriptions of each carton online. 3) Allow edit sub user information Enable the master user of sub account to edit the authority of sub account users 4) Upload file description for online order Allow attachment of box description file when placing orders 10

12 III. Add Department 3 Clients can add new department names of their own. 3 For client s internal reference only 11

13 IV. Manage user authority and add / delete users a. Add user Super user / sub-account master user can add users to their account by clicking on the Add user button at the top and bottom of the User management page. After click on the Add User button, you can select the department and subaccounts of the user to be added. After entering the Login name for a new user and select the right account, clients can update the authority according to their own policy and management, The assigned password for the new user will be shown on the confirmation screen. 12

14 b. Manage user authority delete users Super user can easily update user authority by a few clicks and it is even simpler for deleting user b a The authority of users can be changed in the user management session. 13

15 V. Check Account log Client can review user activities on the system by viewing various kind of log history of each user: a) Login log history b) Order log history c) Edit log history d) Report log history e) Monthly log history 14

16 CHAPTER 3 Search Cartons Record Function: Users could search their account records by prefix or other carton details of their convenience. Our powerful search engine provides efficient control over inventory and reports generation. Together with our e-ordering system, user could simply put the request carton into the given basket and send our automated e-ordering form. 15

17 Search Record 1. Search Criteria Client can search a record / records by the following criteria CRITERIA CONTENT ALTID ADD DATE DESTDATE STATUS DATE CONTROL ID SUB ACCT DESCRIPTION Cartons ID Date of the Cartons stored in our warehouse Date of the Cartons will be destroyed Date of the last move of the cartons The bar control number of boxes used by Crown Sub Account Name Cartons Description 2. Enter Search Scope (e.g. From A To E) 3. Customize Search Client can customize search by setting a) box status b) sorting method c) Sorting order d) other display options 16

18 Search Result It can display a hundred records in one result page. You will see a next or pervious button at the end of the page To see more detail about the carton, you can click the carton ID to enter the detail page. 4. Summary of result and links to different pages 17

19 Edit Carton Description Function: You can modify for carton description in there. 18

20 CHAPTER 4 Bar Code Label Function: It can help user finding out their last bar code label printed of each prefix and place order for labels. 19

21 Real Time Barcode Checking System The tool helps clients to check for the latest printed bar code label from the list. The data is always up-to-date, grouped by prefix and accounts already. 20

22 Place order for labels 1. Click Order BarCode Button 2. Select the Accounts for printing. 3. Select the Prefix for printing. 4. Enter the number of label(s) required. 5.The request will be automatically filled into the order form Check confirm order to complete 21

23 CHAPTER 5 View Inventory Report Function: View your account inventory report wherever by using this function. Download the inventory report 22

24 I) Inventory Report 1) Inventory Report This report shows all of the boxes information of the account 23

25 2) Pull Report This report shows boxes with their current status are OUT. 3) Destroyed Report This report shows boxes with their current status are DESTROYED. 24

26 4) Perm Out Report This report shows boxes with their current status are PERM OUT. 5) Destroy Date Alert Report This report shows boxes with the destroy date setup within a given range of time. 6) New Pickup Report This report shows boxes arrived CROWN within a given range of time. 25

27 7) Inventory Summary Report This report shows the updated inventory by grouping the information into prefix and status. View Report User could view all the details of stored, retrieved or destroyed cartons on-line, or by searching over the inventory summary section. Reports could be generated and downloaded at assigned destination. FIELD ALTERNATE CODE CONTROL ID DESCRIPTION ITEM STATUS STATUS DATE ACQUIRE DATE DESTROY DATE DESCRIPTION Carton Prefix and Number Box ID of Crown Carton description Carton current status Carton last activity date Carton add date Carton destroy date 26

28 CHAPTER 6 Online Order Form Function: This function can let you place delivery, pick up order online 27

29 Online Form Once the user sent the online order form over the system, a confirmed order number would be given on the screen instantly. Service would be delivery as requested on time. 28

30 1. Contact details contact person and delivery address default settings can be customized in My account Profile section 2. Order Quantity enter quantity of order in corresponding field 3. Select service Select and enter service details below, i.e. label number, box numbers 29

31 4. Upload Files Select and upload file for Crown, i.e. box descriptions & expiry date for new cartons 5. Remarks Notes for Crown 6. Confirm Order A reference order number would be generated. 30

32 CHAPTER 7 Order Basket Function This function can help you place order getting more easily. 31

33 Place order from Order Basket Step 1. Select the required box Step 2. Select service Step 3. Click Place order for selected items, then the instruction will be filled into the online order form 32

34 CHAPTER 8 Logout Out Users are advised to logout every time they finish their work on the Web. This can reduce the possibility of some unauthorized person accessing your data. If user failed to logout properly, they will not able to access the system on next time. Users are required to contact Crown IT dept for reactivate their ID. # For enquiries or troubleshooting, please call our customer services hotline during office hours. 33