What will I learn today?

Transcription

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2 What will I learn today? CNG Safe Hierarchy Dashboard Customize Your View Toolbars and Buttons CNG Speed Bar What can We Do with a CNG Document So Many Ways to Search in CNG Sorting How to File in CNG Scheduler Bookmark Comparing Documents Working and Viewing Documents Check In\Check Out CNG Messaging

3 CNG SAFE Hierarchy Repository Main KLR Individual KLR Entities Cabinet INACTIVE OR ACTIVE PERSONAL Cabinet Folder CLIENTS Tab , All, Misc Etc. Document Anything filed under a tab

4 First thing you see upon log in. If you are trying to find a document, folder or cabinet but it isn t showing up notify IT as it is most likely a rights issue.

5 How to Customize your Views in CNG Three Main Default Views of CNG You can add and customize the location of: Folder List Folder Information Document List Document Preview All of these can be customized and saved as your default

6 TOOLBAR AND BUTTON BAR ON THE FOLDER SCREEN File Change User, Management or Exit. Layout Each user has options of setting up visual. Search Allows search over all repositories and cabinets. Checked Out Allows you to view the status of Checked out Documents. Messages Easier to show you.. Options Export Images, Notification of Workflow, Document Settings. Help - Client and Server versions should be the same. Error Messages are available.

7 TOOLBAR AND BUTTON BAR ON THE FOLDER SCREEN Open click on open to go to the document screen. New create a new folder (rights driven). Edit edit current folder (rights driven). Delete delete folder (rights driven). Tools route folder, mark folder to move with documents to a compatible cabinet, select all in list, unselect all, and using the folder actions

8 TOOLBAR AND BUTTON BAR ON THE FOLDER SCREEN Index defines the index in a folder. Info information relating to the folder, create date, sensitivity, etc. Notes folder note. Trace Route and traces the location of a folder.

9 CNG Speed Bar Allows you to quickly , Route, Export, Print and Combine Images just by clicking and dragging. You will not use Route as it is mainly for CNG WorkFlow

10 Speed Bar Abilities To Button/From Window Folders Documents Explorer in CNG Route Export Print Combine

11 What can we do with our CNG Documents When you right click on any document this will be the Menu that you will see.

12 The Right Click Menu Preview open document in the preview mode. View open document in the view mode. Edit Document open document in the edit mode (edit rights required). Route document is routed as private, public, distribute or distribute with reply. Lock document cannot be viewed (lock rights required). Unlock only staff with lock rights may remove lock from document. Suspend/Unsuspend staff cannot work in document, however, document can be viewed (lock rights required). Versions original document is saved when changes are made (edit rights required to make changes). Keyword additional search tool for document added when document is entered in CNG-SAFE Get document information see previous page. Trace - document in workflow or being accessed by a staff member.

13 The Right Click Menu Add schedule Add bookmark right click on cabinet, folder, or document to add. Cut document to move to another tab, folder, or cabinet (delete rights required). Copy document to another tab, folder, or cabinet (edit rights required). Paste document to another tab, folder, or cabinet (edit rights required). Paste Advance change security and tab when move is made. Delete document is deleted and removed to the recycle bin (delete rights required). Make Parent Documents change a child document (attachment) to a parent document. Multiple documents can now be attached to a parent document using drag and drop. Change Image format from a Tif to a PDF or from a PDF to a Tif images only. Compare documents compare 2 documents, also located on the Speed Bar.

14 So Many Ways to Search CNG Quick Search On the Dashboard General search for Cabinets, Bookmarks, or Scheduled Items Folder Search At the Folder level Allows you to ONLY search on the Folder level Search Tab Cabinet Search General and Advanced searched for all of CNG CNG-Super Search (Desktop) Searches all of CNG for keywords at the Folder, Document or Full text Level Searching within a clients document list Will search in a clients folder only

15 Quick Search

16 Search for Folders The Find box at the bottom of the folder list allows for entering of the search criteria. After entering the search value, click the Find button to the right of the search box to execute the search. Hit the <Enter> key on the keyboard, double click the folder, or click the Open button on the tool bar to open the selected folder.

17 Searching within a clients document list

18 Search Tab Cabinet Search Must enter Search information before going to Advanced

19 CNG-Super Search (Desktop)

20 Full Text Search Fuzzy Search will find a word even if misspelled Phonic Search Looks for a word that sounds like the word you are searching for and begins with the same letter Stemming Search covers grammatical variations of a word

21 Sorting Document Title Tab Manager Create date File Size Original Date

22 Ways to save into CNG How to file one document in Multiple Folders Choose your document and Right click to COPY Must already be filed to at least one place in CNG Open up your Cabinet and Choose your Folders, choose Tools and Mark the Folders Select Paste Docs and you will be given a menu of Tabs Select your Tab that you would like the document to fall under Press OK Always Clear Marked Folders when finished

23 What is the Explorer in CNG Gives you the ability to link CNG with your Network. Allowing you to drag files back in forth on the same screen

24 Quick Guide to Easy Filing From To Notes Explorer in CNG Explorer in CNG Explorer in CNG Explorer in CNG Cabinet list Folder list Document List Document List Tab Header Explorer in CNG Speed Bar Exceptions: Route & Export Folder list Cabinet list Move or Copy Folder list Document List Document List Document List Explorer in CNG Cabinet list Folder list

25 Filing Documents Into CNG Safe Print to Document(s) may be filed using the CNG SAFE printer. A printer is available under the name of CNG SAFE. When printing a document and CNG SAFE is selected as the printer, an electronic document is created in either PDF or TIF image format. After the document is printed, the CNG Filer will appear allowing classification and filing of the document. Import click on Tools> Import Files located in the document screen under the Document List (Button Bar). Find your document(s), highlight, click on the open button document(s) goes to the filer, in native format, select the filing parameters and file the document(s) into CNG-SAFE. May file document(s) from a shared folder on hard drive.

26 Filing Documents Into CNG Safe Drag & Drop from Explorer (may drag & drop from Explorer under the toolbox) or from document(s) will come in native format i.e., Word, Excel, Outlook, Tif, PDF the filer will open and file into CNG-SAFE. See filer next page. Drag and drop a file to either the folder screen or to an open folder. Send to go to Explorer and select document, highlight, right click the selected document, select send to, document goes to the filer, in native format, select the filing parameters and file the document into CNG-SAFE. CNG Batch - scan or open file from hard drive, scan, load monitor must bring in as a TIF, PDF, JPG, BNG

27 Using your Filer Pop-Up 1. Drag a file to either the folder screen or to an open folder. 2. Release the mouse button and the CNG Filer screen will appear. 3. For first time use, you must enter your user name and password. Subsequent uses will keep the user name. The password will only be required if not logged in to CNG SAFE. 4. Select the filing parameters and file the document. 5. Login Section-Enter User Name and Password, if required. Select Repository and Cabinet. Required Login Section-Enter User Name and Password if required. 6. Document is filed in native format. 7. Process entire Queue.

28 Batch Filing Go to File Open You can take Files from Anywhere on the Network (Scan Pen) No limit Can File entire Scan-Pen in One Visit

29 Scheduler Right click on the Cabinet, Folder or Document you would like to set a schedule for Select Add Schedule Scheduling is done for the user but can be assigned to other users and can be scheduled multiple times.

30 Bookmark Bookmarking is great because you can set a bookmark on Cabinets, Folders and Documents. This will set it so that you have a list of favorites in your Dashboard

31 Compare Documents Any two viewable Documents can be brought up side by side on the Same Screen 1. Select Two Documents 2. Right Click and then Select Compare Documents 3. The compared Documents window with the preview of both documents will be displayed

32 Working and Viewing Documents When you open a client in CNG and you highlight the document you want to work on. You can now double click on the document to make changes or you can click on the edit button at the top of the page. If you click on view and then try to make changes this will not save the changes you just made.

33 Working and Viewing Documents You can tell if you are in a working document by opening the document then looking at the name of the document on the top of the page. If it starts with a V then you are view mode only, you must have a W there.

34 Check In/Check Out This feature allows you to edit a document offline and prevent others from making edits while you have the document checked out. There are three possible actions. Check Out, Check In and Undo Check Out. These actions are audited and traced. To Check Out a document, right click and select Check Out. There will be an option to browse to a path of your choice and to add a note. You can now edit the document outside of CNG-SAFE and check it back in after the edit.

35 Check In/Check Out Note: CNG-SAFE relies on the original checked out directory and document title to find documents, as they are Checked In. Do not move or rename Checked Out documents.

36 Check In/Check Out When the logged in user is the same as the Check Out user and the Check Out path is accessible for the document, double clicking the document in CNG-SAFE will open the checked out document using the path it was saved to when it was checked out. If the document is not found (e.g. the user logged into another workstation) a Document is currently Checked Out. Message will pop up. The user can select View to see the document from CNG-SAFE in the version prior to being checked out. When another user tries to edit a document already Checked Out by someone else, a Document is currently Checked Out. Message will pop up. As above, the user can select View to see the document from CNG- SAFE in the version prior to being checked out.

37 Check In/Check Out For any checked out document, two actions are possible. Check In and Undo Check Out. Check In: Once a user is finished with a document a Checked Out document, they will need to return it to CNG-SAFE. A Check In is possible only by the user who has checked out the document. On a successful Check In, if the document has not changed, it will be noted in trace. If the document has changed, a new version is automatically created. See the Trace to the right. Undo Check Out: in certain situations, it may be desired to null a Checked Out event. An undo check out is possible by the user who has checked out the document or by an administrator using the Administrator Override. When the Undo Check Out operation is performed the last saved version (prior to being Checked Out) of the document will become the current version.

38 CNG Messaging Yes..CNG has another version of IM/

39 Internal Message

40 External Message

41 Questions???