JK Archives Web Portal Reference Guide

Transcription

1 JK Archives Web Portal Reference Guide Mercure Circle Sterling, VA P age

2 JK Archives Web User s Guide JK Archives uses the Total Recall SQL Records Management Database to manage your inventory of items. Our web based customer interface, provides you 24/7 account access so you can: - View, add and edit inventory items - Produce transaction, destruction and inventory reports - View Invoices - Manage user accounts - Request services To establish user login credentials for your staff members, please contact a member of our Customer Service team at request@jkmoving.com or to obtain an Authorized Users form. The database allows us to limit each user s ability to request services, edit inventory information or access account settings. The JK Archives web portal can be accessed at: Enter your User ID and Password in the Security Control Form: If you have more than one account, you will be asked to select the account you wish to access. 2 P age

3 USER SETTINGS The available options under the USER tab include: Change Password: All users can use this option to change the login password. Home Page: Returns the user to the Home Pagee from any screen. Edit Site: If enabled, the user will be able to add, delete, or edit delivery locations. Edit User: If enabled, the user will be able to add, delete, orr edit account user settings. Status Report: Will allow the user to query the status of Work Orders by Due Date Range, Created Date Range or Work Order Number Range. See examplee below. 3 P age

4 View Invoices: If enabled, this will allow the user to view a pdf image of closed invoices. View Order: Allows the user to view action items on the pending work order. Review Orders: A deactivated function. INVENTORY ITEMS Barcode Labels At JK Archives, all indexed inventory items are designated by a unique barcode number. Barcodes for boxes and containers begin with the letter C followed by a 10 digit number. Barcodes for items indexed within boxes or containers (such as files or documents) begin with the letter F followed by a 10 digit number. Reference Fields Additional information for barcoded items can be uploaded into the database to provide a more detailed description of each item. While most items can be identified with less, the database is capable of providing 45 queriable reference fields. The most common reference fields used are: - Department: To distinguish items belonging to the various departments of your company (i.e. Accounting or Human Resources). - Customer Box Number: To provide a cross reference if your company has an existing box numbering system. - Range From / Range To: These fields typically reference alphanumeric file ranges, name ranges or date ranges for the documents stored within a box or container. - Expire Date: The date you would like for the contents of the box or container destroyed. [NOTE: This field is for inventory management only; no items in your inventory will be removed from storage or destroyed without the express consent of an authorized representative of your company. For further information regarding destruction procedures, please contact a member of our Customer Service team at request@jkmoving.com.] All information contained in the activated reference fields can be queried within the web portal. When performing inventory searches, you can use the exact phrasing which has previously been uploaded or you can use the percent sign % as a wildcard character to broaden your search. 4 P age

5 INVENTORY SEARCH Inventory searches can be used to view your entire inventory, a portion of your inventory or particular inventory items. The available options under the SEARCH tab include: - Quick Search: Allows the user limited query capability in searching for inventory items: o Quick Search Criteria: Allows you to define the type of item you are searching for (typically box or file) and/or the Department to which the item has been assigned. In the Order By dropdown menu, you can designate how you would like the search results to be sequenced. o Search Fields: Displays all activated reference fields for the designated item type. More information entered in the search fields will result in a narrower list of search results. - Command Bar: Allows the user to make adjustments to the search. o Clear Input: Clears the input fields. o Search: Runs the query. o New Search: Runs an additional query that will append to previous search results. 5 P age

6 o Import from File: Allows the user to upload a list of barcode numbers from an Excel spreadsheet. [NOTE: To properly transfer information, Excel spreadsheets must be saved in CSV (Comma Delimited) format.] o Clear Results: Clears the results list. o Select All: Selects all items in the results list. o View Order: Displays all items/actions on the pending work order. - Advanced Search and Item: Provide additional dropdown menus to allow the user to narrow the search results. - Miscellaneous: Allows the user to request services not associated with their storage inventory, such as purchasing records boxes or scheduling shred services. - Pick Up: Allows the user to schedule a pick up of items by a JK Archives Courier. 6 P age

7 EDITING INVENTORY After performing a search, users with permission to change database information will be able to edit items in the Results list. To the left of the item, select Edit. The reference field boxes to the right of the item will change to red and allow you to enter new information. When the edits have been completed, select Save. ADDING ITEMS TO BOXES/CONTAINERS In the Results list, you can add the detailed contents of your boxes or containers. The database will generate an F barcode for each line item added. These items will then be available for service requests. To add the details of a file to the database, select the next to the appropriate box on the Results list. A pop up window will prompt you to Add (Ctrl+A) the file information. To add multiple files, select next to the appropriate box. 7 P age

8 VIEWING ITEM DETAILS The icons under the Detail column to the left of the item, allow you to: Add a PDF image to the item. View an attached image. View the transaction history of the item. View the item details in a vertical layout. REQUESTING SERVICES In terms of storage inventory, the services available for selection through the web portal are: Delivery, Pick Up and Removal. To request an action on a particular item, make your selection at the top of the Results list then check the Select box next to the appropriate item(s). - Delivery: The item(s) will be pulled from storage and delivered by JK Archives to the specified location. - Pick Up: The retrieved item(s) will be scheduled for a pick up from the designated location. - Removal: Tthe retrieved item(s) will not return to storage and will be permanently removed from the database. Once your action items have been selected, select View Order on the Command Bar. You will have the opportunity to review and edit the item(s) pending action. 8 P age

9 After you have made all necessary changes, select Send Order on the Command Bar. The Delivery Options screen allows to you add your own reference number, select delivery priority, choose the department to be billed, edit the delivery address and add comments regarding your order. To send your service request to JK Archives, select Complete Send Order. You will receive a Work Order Summary with the work order and delivery information. 9 P age

10 REPORTS Reports available on the customer web portal are: Transactions in Selected Date Range, Destruction Review, Inventory by Department and various inventory reports. - Transactions in Selected Date Range: Allows the user to see all account and/or department activity in a particular time period. - Destruction Review: Allows the user to query items by date they entered storage, expire date and/or item number. The query generates a Destruction Review Report which can be used by the account holder to authorize the final destruction of the specified item(s). Reports can be viewed in HTML or PDF format. They can also be exported to an Excel spreadsheet or to a Text file. The report view selection is made on the Command Bar at the top of the report query form. 10 P age