Document Publish Quick Reference Guide

Transcription

1 Document Publish is a quick and easy way to transmit new or updated documents for your associations. Provides easy access for viewing, uploading and reviewing historical document information. Quickly upload and publish a single document or bulk upload multiple documents within minutes for your customers. Changes made to your documents are all real time. Easy access to remove old or incorrect documents. Accepts a variety of file options including Excel, Power Point, Word, PDF and image files such as JPG, PNG, etc. Document Merge Model The setup process begins with the Document Merge Model. The Document Merge Model provides the instructions to CondoCerts for storing and processing your uploaded documents. A few points to remember when creating your Document Merge Model: Every document must have a Document Merge Model setting prior to uploading with Document Publish. The default setting is Replace if no selection is made. Document Merge Model Settings at the Global Level apply to all associations. Association level Merge Model Settings will override the global settings for that one association. The Document Merge Count is equal to the number of documents uploaded. Document Merge Model Settings include: Replace - Simple Append - Simple Prepend - Rolling Append - Rolling Prepend - Current document is replaced by the new uploaded document. Allows for continuous additions to the end of the existing PDF document. Allows for continuous additions to the beginning of the existing PDF document. New documents are added to the end of the existing PDF document. The system will automatically remove older uploads based on the document merge count. For example, if the merge count is 12, when the 13 th document is uploaded, it will be added to the end of the file and the oldest document will be removed. New documents are added to the beginning of the existing PDF document. The system will automatically remove older uploads based on the Document Merge Count. For example, if the merge count is 12, when the 13 th document is uploaded, it will be added to the beginning of the file and the oldest document will be removed. Document Merge Model Set Up: Global Settings The Global Settings will apply to all associations. From the Control Center select: Product Maintenance. Manage Documents. CondoCerts Implementations 1 09/2014

2 The Select Static Documents page will display. Complete the following fields as applicable: o Include Check Box Checked and grayed out indicates the document type is currently uploaded and available for use. Check and not grayed out indicates the document type is currently active and no documents have been uploaded. Blank Check box indicates the form is not currently active. To activate the document type, simply check the box. The document type is now available for document upload. o Document type CondoCerts document category. o Document Alias Default document name. You have the option to change the document name. o Document Merge Model Select a document merge model from the drop down list. The default setting is Replace if no selection is made. o Document Merge Count Indicate number of documents to retain. Once this number is met, the oldest document will be removed. Applies only to Rolling Append or Rolling Prepend settings. Scroll down and click on SAVE to continue and save all changes made. o RESET will reset selections to system defaults. o CANCEL will take you back out and not save any changes made. A Successful indicator message will appear. Click on CANCEL to return to product Maintenance or Control Center to return to the Home page. Association specific settings Use this function to establish Document Merge Model settings specific to one association. Any changes made at the Association Level will override the Global Settings for this one association. From Control Center select: Association Maintenance. Locate the project name. Click on the Documents Button to view a list of available documents for the selected Association. Review the Document Merge Model settings and maintain as needed. Click on SAVE to continue and save all changes. A successful indicator message will appear. Click on CANCEL to return to Product Maintenance or Control Center to return to the Home page. CondoCerts Implementations 2 09/2014

3 Document Publish Once the Document Merge Model settings have been established you are ready to begin the Document Upload process. A few points to remember when using the Document Publish feature: The maximum size to upload is 50 MB per document. A larger file can be uploaded by separating it into smaller files. Use Simple Append as the Merge Model. Once uploaded, Document Publish will merge into one document. When using Single Upload, the documents are uploaded and published directly to the Association selected. When using Bulk Upload for multiple documents, Bulk Publish is always required to activate the documents for purchase. The file conversion process for Bulk Upload is completed within a few minutes. During the file conversion process, the list of pending documents will appear at the bottom of the Bulk Publish screen. Depending on the number of files, larger uploads may take longer to process. From CondoCerts Control Center select Document Publish to access the Document Transmittal Screen. Single Upload - Upload one document at a time. From the drop down menu: Note: Select an association. Select a document name. o Once selected, the Action to be performed will appear, indicating the merge model setting. Click on BROWSE. Locate the document and click on OPEN. Click on UPLOAD. An upload Status indicator message will display when finished. File is uploaded and published directly to the Association selected. If the document is not displaying under View Document, click on Bulk Publish to see if a conversion error is indicated in the File Conversion Pending list. If an error is listed, contact CondoCerts Customer Service at or us at PMC@condocerts.com. Include error information, association name and the upload option used (Single Upload). Bulk Upload Upload multiple documents at one time. CondoCerts Implementations 3 09/2014

4 Select an Association name or Document Name from the drop down menu to upload. Click on Add Files - o Firefox and Google Chrome enable users to Drag and Drop multiple documents or use the Add File button for one file at a time selection. o Internet Explorer provides the Add File button for one file at a time selection. Click on Start Upload - o The system will begin the conversion and upload process. Documents are sent to Bulk Publish to be assigned. o This process is completed within minutes. Depending on the number of files, larger uploads may take longer to process. Click on Bulk Publish to continue. All Bulk Upload documents require Bulk Publish to make the documents available for purchase. Bulk Publish - Required to assign bulk uploaded documents to an Association and Document type. Once the document has been uploaded and converted, each document will appear on the Bulk Publish screen for assignment. This is the list of converted Documents ready for Bulk Publish. List of upload documents going through the conversion process. Once converted the file will appear in the list above to complete the Bulk Publish process. Single upload documents will also appear during the conversion process. With Single upload, documents are automatically assigned to the association upon completion. Example of a file conversion error message. Contact CondoCerts Customer Service or PMC@condocerts.com for assistance as needed. Available functions include View Original hyperlink - View the new document being uploaded. Association / Document type Select an Association and Document type for each document listed. Action Type will default based on the Document Merge Model settings once a document type is selected. Action Buttons o View Current - click to view to the converted document. o Publish - click to publish and activate one specific document. o Delete - click to delete and remove the uploaded document. Publish All Selected click to publish all assigned documents listed at one time. Clear This button will clear all the Association / Document Type fields and you can reassign if needed. Delete All This button will delete all documents listed on the Bulk Publish screen. Note: If a Conversion Error is indicated in the File Conversion Pending list, contact CondoCerts Customer Service or us at PMC@condocerts.com. Include the error information, association name and the upload option used (Bulk or Single upload). CondoCerts Implementations 4 09/2014

5 Upload History Provides easy search access to documents by Association and/or Document type. Enter search options using the drop down menus for Association or Document Type. You can narrow the search further by entering an optional date range. Click on Search to continue. Once the search is completed, the following features are available for view: o View Original this link will open the original file uploaded. o View Final this link will open the converted PDF file. View Document Provides search access to a complete list of links to uploaded and published documents. Hyperlink to view PDF document file. To generate a list of documents, simply select an Association from the drop down menu. CondoCerts will automatically begin the search and return a list. From the Linked Documents list: o The Document Name acts as a hyperlink to view a PDF file of the document. o Change Expiration Date update expiration date as applicable, o Remove Removes the document from the Association making it no longer available for purchase. The document type will appear on the list of Unpublished Documents. The Unpublished Documents list includes documents not published for purchase for the association being viewed. CondoCerts Implementations 5 09/2014