Overview. What is TCM? TCM Supported File Types A Day in the Life of a Document Using TCM in Munis Using TCM without Munis TCM extra Features Q&A *

Transcription

1 TCM 101

2 Overview What is TCM? TCM Supported File Types A Day in the Life of a Document Using TCM in Munis Using TCM without Munis TCM extra Features Q&A * 2

3 What is Tyler Content Manager? Provides Munis users with easy retrieval of reports and forms Eliminates the shuffle of system-generated reports and forms by: Automatically capturing documents in an electronic format (PDF, Text, Image, etc) Making them instantly available to users Employs a full text search by using Optical Character Recognition (OCR) (Not Limited Edition) Allows a client to electronically capture all of their inbound documents and make them easily accessible by relaying them directly to their Munis applications (Not Limited Edition) * 3

4 Supported File Types Image Files Text Files Application Files tiff bmp x-png jpeg gif pcx html plain rtf xml pdf word excel powerpoint 4

5 What can be added to TCM? Tyler Forms Miscellaneous Documents Saved Reports 5

6 A Day in the Life of a Document A If To document there store is the a Tyler record Form for starts This and this the record out program, data as a in TCM, then a contains Munis or to document record see data the Tyler can be automatically Form, click sent the to TCM

7 A Day in the Life of a Document The Document Mappings window appears, also called the Enabler The Document Mappings is a program that maps (connects) the record in Munis to the document and metadata in TCM

8 A Day in the Life of a Document Most often, sites will use the Document Title section of the Document Mappings screen

9 A Day in the Life of a Document The Attachment Type section is used for generic attachments, as well as by sites that do not own the Standard or Enterprise editions of TCM

10 A Day in the Life of a Document So when would I use this section?

11 A Day in the Life of a Document Sites that own TCM should try and attach all documents via the Document Title section because the Attachment Type section: Does not send metadata to TCM to make it searchable through TCM Does not organize documents by document types Document Types: Metadata: What TCM calls the searchable data from the Munis record TCM uses them to connect the data from Munis to the document in TCM Are xml files

12 A Day in the Life of a Document If the site is using Limited Edition TCM or another content management system, then they will need to use the Attachment type section when attaching a document that is not one of the standard document types Standard Edition TCM and Enterprise Edition TCM should only use that section when no other document type is available, or when viewing attached documents Interesting Fact: All documents attached through MSS appear as a generic attachment, such as an applicant s resume or a vendor s bid

13 A Day in the Life of a Document Standard Edition (SE) Everything in LE Limited Edition (LE) Low cost extension and easy-to-deploy Limited to specific Munis applications A Munis enhancement for archiving and retrieval of system generated reports and TylerForms Limited to the 16 standard document types with 27 mappings 117 document types with 161 mappings Additional mappings can be created to the Standard Document Library Includes pre-configured solutions like batch invoice processing Can create Mail Merges Includes the ability to annotate and redact information Can deploy a retention schedule to automatically purge documents Restricted to content management related to Tyler applications only Enterprise Edition (EE) Everything in SE Additional document types and mappings can be created at time of implementation Intended to be used for content management outside of Tyler applications

14 A Day in the Life of a Document The Count displays the number of document images stored for that record in TCM

15 A Day in the Life of a Document To open the document image, double click the Document Title

16 A Day in the Life of a Document The left panel, called the Document List, lists all of the documents found in the search The right panel, Sites that use SE called the and EE can search Metadata Index, TCM by this shows the key metadata fields that uniquely identify the document The Related Documents panel in the lower left lists all of the attached files to this TCM record

17 The Flow of a Tyler Form with TCM Via TCM s Java Viewer Checks Java Version Tomcat is used here to make the web services available to TCM Batch Id 139 Department Via Munis 135 Print Finance Fiscal Year 2011 Via Account Web Services Number Vendor 1000 And the metadata Munis Server Tyler Forms Server TCM Server Tomcat is similar to GAS: It is an application that makes web services available to TCM; much like how the Genero Application Server (GAS) enables web services within Munis

18 The Flow of a Spool File with TCM Checks Java Version Via TCM s Java Viewer Tomcat is used here to make the web services available to TCM Via Web Services Munis Server TCM Server

19 Attaching Through a Scanner Checks Java Version Via Web Services Munis Server Tomcat is used here to make the web services available to TCM TCM Server

20 Attaching Through a Scanner Checks Java Version Via Web Services And the metadata Via Web Services Munis Server Tomcat is used here to make the web services available to TCM TCM Server The Enabler checks for Mappings to TCM for the document Munis Server TCM Server

21 TCM DEMO 21

22 Batch Scanning Batch scanning users need: Separate username/password within TCM Added to the Batch Scan group within TCM Standard or Enterprise Editions only 22 Steps: Create barcode in Munis Place barcode label on invoices Munis sends expected number of pages to TCM TCM returns a place holder DocId When scanning, TCM reads metadata from barcode Checks for problems Reports problems *

23 Batch Scanning - Munis Enter the number of pages in the invoice and click OK 23

24 Batch Scanning - TCM Click Documents 24

25 Batch Scanning - TCM Select Batch Scanning 25

26 Batch Scanning - TCM Click Scan 26

27 Batch Scanning - TCM Each image is displayed in the Preview Panel Records that already have an image A Red attached Stop appear Warning icon with is displayed a Yellow when Warning the Documents item icon does This not warning match without what must errors is be resolved are expected marked using the with Handle Duplicates a plain document button. icon This warning must be resolved by selecting Fix or Remove 27

28 Content Capture Mass scan items: With a barcode Metadata inserted into TCM Without barcode User enters metadata for each record Capture using a scanner, a file import, or a multifunctional device Content Capture users need: Separate username/password within TCM Added to the appropriate security group within TCM Standard and Enterprise Editions only * 28

29 Content Capture Select Documents then click Content Capture 29

30 Content Capture Click Capture 30

31 Content Capture Select the Input Method and click OK If you use barcodes, click Check for Barcodes 31

32 Content Capture No Barcodes Multipage record in TCM Single page records Once items are entered, click the Create button if not using barcodes 32

33 Content Capture No Barcodes Type in the metadata from Munis and click OK Munis cannot find the record if there is no Metadata entered. 33

34 Content Capture Barcodes Click Create All 34

35 Annotating Documents Use Annotations to: Redact sections of the document image Add a sticky note Create a text stamp Highlight part of the image Annotations can be edited Automatic redaction can be set * 35

36 Annotating Documents Select the Annotation Select the Doc Type 36

37 Annotating Documents Click and drag to position the annotation 37

38 Annotating Documents Make color selection or add text and click OK Click and drag to position the annotation 38

39 Annotating Documents Sticky Note Highlight Text Stamp 39

40 Retention Schedule TCM: Automates identification of eligible records Allows identified records to be excluded from purge A retention schedule sets: Length of time a record must be kept Helps ensure regulatory compliance Avoids unnecessary exposure to risk Purging can be by: Single document type UB Customer Bill Document group All UB documents * 40

41 Retention Schedule Purge Document Decision date: 41 * Never document is never purged Created purge date is calculated from the date the document was saved in TCM Modified purge date is calculated from the last date the document was modified Document purge date is calculated from the date that has the DocumentDate tag applied

42 Retention Schedule Retention Period: Specifies the length of time after the Purge Decision Date before the document is eligible to be marked for purging Can be set to: s= seconds m=minutes h=hours d=days w=weeks M=months y=years Purge Hold Days: How long the document remains in TCM for review Set in days Occurs after the retention period has passed * 42

43 Retention Schedule Marked documents appear with a trash can in the Search Results 43

44 Retention Schedule Click the Show Menu Use Toggle Purge Status to exclude the document from purging 44

45 Retention Schedule As long as the document remains marked to be excluded from purging it will remain 45

46 Records Retention After a job completes a message will be sent to the administrator 46

47 Records Retention And TCM generates a report telling the administrator how many documents of each type were marked / purged 47

48 Summary What is TCM? TCM Supported File Types A Day in the Life of a Document Using TCM in Munis Using TCM without Munis TCM extra Features Q&A * 48