User Manual. Interactive. Instructions for: Document Repository

Transcription

1 User Manual Interactive Instructions for: Document Repository Nov 2016

2 Overview Interactive User Manual for Document Repository Purpose This document describes the Document Repository module in DHL Interactive (DHLi). Scope of this Document This document only describes the generic process. It does not provide detailed: Best practice requirements, or Country/region/station-specific content. Application Regional Application: This document applies to all regions. Product Application: This document applies to all core products. Questions For any questions concerning this document, please contact: DHL Internal: Your local or regional Business Process Optimization (BPO) Team. DHL Customers: Your DHLi Key Account Manager. Benefits/ Advantages The DHLi Document Repository: Enables the organization and sharing of documents with permission control. Alerts are able to be configured to inform relevant parties when new documents have been uploaded. Upload any kind of document type to a defined folder structure. Important This document remains under the copyright of DHL and is not for redistribution. Do not alter or duplicate content in this document without written permission of the owner. Continued on next page Page 1 of 22

3 Overview, continued Contents The table below lists the sections in this document. Topic See Page Section A: Getting Started 3 Section B: Document Repository 10 Page 2 of 22

4 Overview Section A: Getting Started Purpose This section gives an introduction to the Report module in DHLi. Contents The table below lists the sections in this document. Topic See Page A.1 - Logging on to DHLi 4 A.2 - Helpful Tips 5 A.3 - Where to Access Document Repository 9 Top of the Document Page 3 of 22

5 A.1 - Logging on to DHLi Purpose This topic describes the basic details for logging onto DHL Interactive (DHLi). DHLi Website The DHLi website is accessed using the URL listed below. Login Details Details used to log into DHLi, such as user ID and password, are case sensitive. Minimum Browser Requirements To use DHLi, you must meet the minimum browser requirements listed below. Browser Version Internet Explorer Internet Explorer FireFox Chrome m DHLi Login Page The example below is of the DHL Interactive (DHLi) login page. Return to: Section A: Getting Started Page 4 of 22

6 A.2 - Helpful Tips Purpose This topic describes helpful tips used for navigating through DHLi. View Changes to DHLi Each page within the DHLi Document Repository module includes a link to view changes to that module. When you click on the link, a document displays describing the latest changes to the DHLi module. Example In the example below the link describing the latest change to DHLi Document Repository is highlighted. Continued on next page Page 5 of 22

7 A.2 - Helpful Tips, continued Help Text DHLi has an extensive Help Text. The Help Text symbol is a question mark. To display Help Text you either: rest the cursor on the appropriate question mark to display help text in a hanging box, or click on the Help Text symbol to open an Information help text box. Example In the example below both types of Help Text content, hanging and information box, display. Mandatory Fields In DHLi a number of fields or sections require completion before you are able to continue processing. Such mandatory fields and sections are indicated by a red asterisk (*). Links In DHLi there are a number of items that have link connections. Such links are indicated by a >. When you click on the link you are taken to another page. Continued on next page Page 6 of 22

8 A.2 - Helpful Tips, continued DHLi Help Desk The DHLi Help Desk is available to answer questions or offer assistance as needed. To find contact details for your local DHLi Help Desk, click the: Find Your Helpdesk button on the log in page, or Place your mouse over Help in the ribbon at the top of the page and select Helpdesk from the drop down list. Continued on next page Page 7 of 22

9 A.2 - Helpful Tips, continued Help Desk Contact Details Use the Find Your Helpdesk page to locate the contact details for your local help desk. 1. Select your country from the Select Country drop down list, and 2. Click the Search button. Result: The contact details display below the Select Country field. Return to: Section A: Getting Started Page 8 of 22

10 A.3 - Where to Access Document Repository Purpose This topic describes where to access the Document Repository module in DHLi. When to Use Document Repository Use DHLi Document Repository to organization and share documents with permission control and to alert relevant parties when new documents have been uploaded. Page Fields The fields that display within DHLi pages are controlled through profile settings by DHLi Administrators. Depending on the users profile settings, various illustrated fields may not display on DHLi pages. Accessing Document Repository The DHLi Document Repository module is able to be selected either from: the DHLi Home page or, from any DHLi page by placing the cursor over Other Services in the top navigation ribbon and selecting the Document Repository module from the drop down list. Return to: Section A: Getting Started Top of the Document Page 9 of 22

11 Overview Section B: Document Repository Purpose This section describes the Document Repository module. Contents The table below lists the sections in this document. Topic See Page B.1 - About Document Repository 11 B.2 - How to Upload a Document to the Repository 17 B.3 How to Download a Document from the Repository 19 B.4 - How to Delete a Document from the Repository 20 Top of the Document Page 10 of 22

12 B.1 - About Document Repository Purpose The purpose of this topic is to describe the page and columns for processing files on the DHLi Document Repository. Accessing the Page The DHLi Document Repository page is able to be selected either from: the DHLi Home page or, from any DHLi page by placing the cursor over Other Services in the top navigation ribbon and selecting Document Repository from the drop down list. Example The example below is of the Book, New Shipment page. In the example the user s cursor is placed over Document Repository in the top ribbon. Page Fields A number of fields found in Document Repository may be hidden. This is managed through your DHLi Administrator. Should you require the DHLi Document Repository service, please contact your local DHLi Key Account Manager. Continued on next page Page 11 of 22

13 B.1 - About Document Repository, continued Example The example below is of the Document Repository page. The Document Repository consists of two sections. On the left a folder tree displays. The main middle panel is where the folders and documents of the selected folders display. Note: Please contact your DHLi Key Account Manager should you require this service. Tip: To sort columns into ascending or descending order click on the column header and then the or symbol. Continued on next page Page 12 of 22

14 B.1 - About Document Repository, continued Fields The Document Repository page contains the following fields. Field Description 1 Folders The Folders tree enables you to Expand [ ] and Collapse [ ] the tree. After expanding the folder, the sub folders and documents display in a list format in the main panel. The sub folders are at the top with the documents below. The documents display in descending order based on date of upload. 2 Search A search facility. Enables you to search for a document by entering a search string. 3 Name Displays the name given to an uploaded file. 4 Description Displays the description entered for an uploaded file. 5 Uploaded Date Displays the date the file was uploaded to the Document Repository. 6 Uploaded by Displays the name of the user who uploaded the file to the Document Repository. Continued on next page Page 13 of 22

15 B.1 - About Document Repository, continued Action Buttons Action Button Show The DHLi Document Repository contains the following action buttons. Starts a string search. Removes the string search from the Search field. A drop down box to select the number of shipment records to be displayed on the page. Page Selectors Items Displayed ( ): Displays the number of files on display relevant to the number of files in the open folder. Displays the page numbers Tip: Select the page number to toggle between pages. Takes you to the first page. Takes you to the last page. Takes you to the previous page. Takes you to the next page. Refreshes the screen. Deletes selected files from the Document Repository. Uploads files to the Document Repository. Note: This option is only available to users with read/write privileges. Downloads the selected documents into a.zip file. Note: This button is only available when multiple documents are selected for download. Page 14 of 22

16 Displays deleted files. Returns you to the Document Repository page. Continued on next page Page 15 of 22

17 B.1 - About Document Repository, continued Size of Document Folder When the limit is reached in a folder a message rejecting the upload displays to all users who attempt to upload additional documents. If this occurs please contact your DHLi Key Account Manager. Return to: Section B: Document Repository Page 16 of 22

18 B.2 - How to Upload a Document to the Repository Purpose The purpose of this topic is to describe how to upload a document to the repository. Upload a Document Follow the steps below to upload documents to folders. Step Action 1 From the Document Repository Folder Tree, open the required folder and click on the button. Result: The Document Repository DHLi pop up window displays. 2 Use the button to open your local directory and search for the required document. In the DESCRIPTION field enter a name for your file. Note: A maximum of 200 characters. Select the DO NOT ALERT button to choose not to send a notification for a particular file upload. 3 When all the information is entered, then click on the button and the following message displays: 4 Click on the button to close the message and return to the DHLi Document Repository. Continued on next page Page 17 of 22

19 B.2 - How to Upload a Document to the Repository, continued Schedule Reports From the Report module you are able to create schedules that automatically create reports. These reports are then either sent by or saved to the Document Repository. Reference: The DHLi Report User Manual for further information on scheduling reports to the Document Repository. If you require the Report service, please contact your DHLi Key Account Manager. Return to: Section B: Document Repository Page 18 of 22

20 B.3 How to Download a Document from the Repository Purpose The purpose of this topic is to describe how to download a document from the repository. Procedure Follow the steps below to download a document from the DHLi Document Repository. Step Action 1 From the Document Repository Folder Tree, open the required folder. 2 Select the file or files you want to download 3 Click the button. Note: When downloading multiple files, the combined files will download into a single.zip file. The maximum file size of the.zip file is 10Mb. If the maximum file size is exceeded, a warning message displays The selected files will produce a file bigger than 10Mb, please deselect some files. Page 19 of 22

21 B.4 - How to Delete a Document from the Repository Purpose The purpose of this topic is to describe how to delete a document from the repository. Procedure Follow the steps below to delete a document from the DHLi Document Repository. Step Action 1 From the DHLi Document Repository click on the button positioned next to the document to be deleted. Result: A Confirm Deletion of the Document pop up warning message displays. 2 From the Confirm Deletion of the Document pop up warning message select the button. Result: You are returned to the DHLi Document Repository and the document has been deleted from the listing. Tip: To view deleted files select the button. Continued on next page Page 20 of 22

22 B.4 - How to Delete a Document from the Repository, continued Deleted Files Log To view a list of deleted files, from the Document Repository page select the button. Result: The Deleted files log pop up window displays. To return to the Document Repository click on the button. Note: The Deleted files log pop up window is display-mode only. Return to: Section B: Document Repository Top of the Document Page 21 of 22

23 History of Change Revision History The table below lists revisions to this document. Note: This table does not list spelling, grammatical, or formatting revisions Reference/Map/Block Description Date A.1 Logging on to Updated page example 12Oct14 DHLi / DHLi Login Page A.2 Helpful Hints / Updated page example 12Oct14 DHLi Help Desk A.1 Logging on to Updated page example 14Dec14 DHLi / DHLi Login Page A.2 Helpful Hints / Updated page example 14Dec14 DHLi Help Desk Section B: Document New page example 29Nov15 Repository / About Document Repository / Example Section B: Document Added new button Download Selected 29Nov15 Repository / About Document Repository / Action Buttons Documents Section B: Document Added new map 29Nov15 Repository / How to Download a Document from the Repository Header Footer New logo and version updated Nov 2016 Page 22 of 22