WinTen² TenDocs User Manual

Transcription

1 WinTen² TenDcs User Manual This user manual is meant t prvide guidance n the WinTen² TenDcs prgram. TenDcs is a Web-based dcument imaging and archiving prgram integrated with the WinTen² suite f prgrams. With this prgram, yu have the ability t scan all yur agency s electrnic files and dcuments int a secure archive. When TenDcs is launched, yu can scan, print, and/r e- mail all yur agency s stred dcuments, dcument images, recrds, reprts, etc. that yu use in WinTen² r any f yur daily wrk prcesses. Quick Lad TenDcs Quick Lad is a stand alne Windws applicatin, used in cnjunctin with TenDcs, that is used fr scanning and archiving nn-tenmast electrnic files/dcuments that yu want t stre in the TenDcs archive, but are nt assciated/linked with any recrd in yur Tenmast system (WinTen²). With Quick Lad, yu d nt need t be wrking in WinTen² prgrams t scan/archive a dcument. Quick Lad Fr Centralized Scanning There is a separate Quick Lad applicatin fr agencies that use centralized scanning. This can be used t quickly tag and archive dcuments/images previusly scanned int yur agency s t be archived file directry. With Quick Lad fr Centralized Scanning, yu d nt need t be wrking in WinTen² prgrams t tag and archive a dcument. Nte: Quick Lad interacts with a scanner t quickly scan and lad dcuments with minimal tagging int the archive. Quick Lad fr Centralized Scanning des nt interact with a scanner and allws yu t quickly add detailed tagging and then file already scanned dcuments. Dcument Categries and Types WinTen² TenDcs Access Pints TenDcs Accessing TenDcs Archive Screen Viewing/Srting Dcuments in Archive Scanning Tenmast Dcuments int Archive Printing Tenmast Dcuments int Archive Archiving WinTen² Reprts Viewing Archived Reprts Printing Archived Dcuments ing Archived Dcuments Faxing Archived Dcuments WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

2 Quick Lad Scanning Nn-Tenmast Dcuments int Archive Printing Dcuments frm Wrd/Excel/Adbe Acrbat int Archive Resetting an Interrupted Scan Tagging & Archiving Scanned Dcuments (Centralized Scanning) WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

3 Dcument Categries and Types Dcument Categries TenDcs files dcuments under dcument categries, which are grupings f infrmatin (r tags ) that can be assciated with a dcument, such as Husehld, Asset, and Wrk Order. These categries are then brken dwn even further int dcument types; fr example, the Husehld categry can be filtered dwn int types such as Birth Certificate, Driver s License, r Lease. Thinking f the TenDcs archive as a bundless nline filing cabinet, Tenmast sftware mdules and the dcument categries they encmpass are the file drawers and flders, and dcument types are the dcuments lcated within. Fr example: ORC mdule (file drawer) > Tenant s file flder > Husehld categry > Birth Certificate dcument type. The default categries, prvided at setup, are: Administrative: This categry shuld be used fr dcuments related t the administrative functins f yur agency. Asset: This categry is used fr dcuments related t fixed asset inventry items. Bard: This categry is used fr dcuments assciated with yur bard f directrs, such as bard minutes and reslutins. Cntracts: This categry shuld be used fr dcuments related t any f yur agency s utside cntracts. Emplyee: This categry is used fr dcuments related t a single payrll emplyee. Executive: This categry is used fr dcuments pertaining t yur agency s executive-level f business. Financial: This categry is fr dcuments related t accunts payable infrmatin, such as invices. Histry: This categry is fr bulk archiving ld dcuments fr which additinal tagging is unnecessary. Husehld: This categry is used t track any dcuments related t a husehld, family member, r anything t d with a certificatin r tenant. HUD: This categry is fr HUD crrespndence dcuments unrelated t WinTen² data, such as audit-related dcumentatin. Public Husing Unit: This categry is used fr dcuments related t a single public husing unit. Other: This categry is nly used fr thse miscellaneus dcuments that cannt be easily categrized in any ther categry. Reprt: This categry is used t archive reprts in each WinTen² prgram. Vendr: This categry is used t fr dcuments related a specific vendr. It can als be used t scan a dcument related t a single invice r purchase rder. WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

4 Wrk Order: This categry is used fr dcuments related t a single wrk rder. Sectin 8 Prperty: This categry is used fr dcuments related t a single Sectin 8 prperty. Nte: Inspectins shuld be cnsidered PH Unit r Sectin 8 Prperty dcuments. Dcument Types Dcument categries are then brken dwn even further int user- defined dcument types. Yu are then able t filter a table f dcuments frm these variables. Fr example, cmmn dcument types in the Husehld categry are: Asset Verificatin Incme Verificatin Birth Certificate Drivers License Lease Release f Infrmatin WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

5 WinTen² TenDcs Access Pints Listed belw are the WinTen² prgrams and specific screens where TenDcs is accessible: Administrative Dcument Categry Available nly thrugh Quick Lad. Asset Dcument Categry Fixed Assets: Maintain Assets screen > Main tab Bard Dcument Categry Available nly thrugh Quick Lad. Cntracts Dcument Categry Available nly thrugh Quick Lad. Emplyee Dcument Categry Payrll: Maintain Emplyee screen > General tab Executive Dcument Categry Available nly thrugh Quick Lad. Financial Dcument Categry Available nly thrugh Quick Lad. Histry Dcument Categry Available nly thrugh Quick Lad. Husehld Dcument Categry Applicant List: Maintain Applicants screen > Applicant tab Occupancy and Rent Calculatin: Tenant Detail screen > Main tab Sectin 8 Tenant & Landlrd: Maintain Tenants screen > Tenant Data tab Tenant Accunts Receivable: Tenant Management screen > Tenant Infrmatin tab Tenant Accunts Receivable: Maintain Custmer Infrmatin screen > Custmer Infrmatin tab PH/S8 Desktp Inspectins: Inspectin Detail screen > Main tab > Print/Print Preview icn > Print Inspectin Reprts screen HUD Dcument Categry Available nly thrugh Quick Lad. Other Dcument Categry Available nly thrugh Quick Lad. Public Husing Unit Dcument Categry Occupancy and Rent Calculatin: Maintain Unit Infrmatin screen > Main tab WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

6 PHAS: Maintain Frm Submissins screen > Main tab; Maintain Unit Infrmatin screen > Main tab Tenant Accunts Receivables: Maintain Unit Infrmatin screen > Main tab Wrk Order: Maintain Unit Infrmatin screen > Main tab Reprt Dcument Categry All prgrams: Reprts screen Occupancy and Rent Calculatin: Tenant Detail screen > Reprts menu icn > Tenant Reprts screen Sectin 8 Tenant & Landlrd: Maintain Tenants screen > Reprts menu icn > Tenant Reprts screen Accunts Payable: Prcess Checks Wizard > Pre-Check Reprt/Expense Allcatin Reprt/Check Listing Reprt Payrll: Prcess Checks Wizard > Pre-Check Reprt/Pre-Psting Reprt. Sectin 8 Tenant & Landlrd > Prcess Checks Wizard > Pre-Check Reprt/Psting Reprt Sectin 8 Prperty Dcument Categry Occupancy and Rent Calculatin: Maintain Unit Infrmatin screen > Main tab Sectin 8 Tenant & Landlrd: Maintain Husing Unit screen > General tab Rent Reasnableness: Maintain Husing Unit screen > General tab Vendr Dcument Categry Accunts Payable: Maintain Invice Detail screen Accunts Payable: Maintain Vendr screen > Main tab Purchase Orders: Maintain Orders screen > Main tab Wrk Order Dcument Categry Wrk Order: Maintain Wrk Orders screen > Main tab WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

7 Using TenDcs When wrking with TenDcs, dcuments yu want t archive are separated int tw categries: Tenmast dcuments and nn-tenmast dcuments. Tenmast dcuments are any electrnic files/dcuments that yu want t assciate/link with a recrd in yur Tenmast system (WinTen²); Nn-Tenmast dcuments are a brad range f electrnic files/dcuments that yu want t stre in the TenDcs archive, but are nt assciated/linked with any recrd in yur Tenmast system (WinTen²). The TenDcs Archive screen, when accessed frm a WinTen² prgram, can scan, archive, and tag/assciate Tenmast dcuments. Accessing TenDcs Archive Screen Viewing & Srting Dcuments in Archive Scanning Tenmast Dcuments int Archive Printing Tenmast Dcuments int Archive Archiving WinTen² Reprts Viewing Archived Reprts Printing Archived Dcuments ing Archived Dcuments Faxing Archived Dcuments WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

8 Accessing TenDcs Archive Screen Yu can access the TenDcs Archive screen three ways depending n what yu want t d, as well as yur individual security rights. 1. Frm WinTen² Maintenance screens: Click n the tlbar f any maintenance screen. The TenDcs Archive screen pens. Example: The Tenant Detail screen in Occupancy and Rent Calculatin (if the screen has multiple tabs, the icn is usually fund n the first tab). 2. Frm WinTen² Reprts screens: Click n the tlbar f any reprts screen and select View Archived Reprt frm the menu that appears. The TenDcs Archive screen appears. OR 3. Frm Maintenance screens where the Reprts Menu icn is available: Click the icn, and then click Archive screen appears. n the Tenant Reprts screen that appears. The TenDcs Example: The Main tab f the Tenant Detail screen in Occupancy and Rent Calculatin. TenDcs Archive Screen WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

9 Use the green navigatin arrws n the tlbar t g backwards r frward in the sequence f TenDcs screens in which yu have been wrking. Use t refresh the data n the screen. Fr example, if yu have just scanned a dcument and want t view its infrmatin as sn as pssible in the dcument table. Click t exit ut f the TenDcs Archive screen and return t the WinTen² screen frm which yu accessed TenDcs. Frm this screen, yu can: View/srt yur current archived dcuments Scan Tenmast dcuments int the archive Print a dcument/batch f dcuments a dcument/batch f dcuments Fax a dcument/batch f dcuments (if yur agency has a fax license) WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

10 Viewing & Srting Dcuments in Archive Once n the TenDcs Archive screen, yu will see yur archived dcuments in a table. T filter the table t nly shw certain dcument types, use the dcument type drp-dwn list at the tp f the screen. The dcument types displayed in the list depend n the prgram frm which yu accessed TenDcs, and what type f dcument categry is represented. Fr example, if yu accessed TenDcs frm the Tenant Management screen in Tenant Accunts Receivable, the Husehld dcument categry is represented in that area f that prgram. Therefre, nly dcument types pertaining t that categry will be available t srt with. 1. Select a dcument type frm the drp-dwn list and click. All archived dcuments that match the specified dcument type will display in the table belw. 2. Yu have the chice t rganize the dcument table t yur individual preferences by srting any, r all, f the table s clumns. T srt the table clumns, click the clumn header link(s). The table will then srt the list f dcuments accrdingly, alphabetically r by date. Fr example, if yu click the Dcument Type clumn header, the table will srt alphabetically by the dcument type s first letter (A-Z). WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

11 Scanning Tenmast Dcuments int Archive Tenmast dcuments are any electrnic files/dcuments that yu want t assciate/link with a recrd in yur Tenmast system (WinTen²). Fr electrnic Tenmast dcuments/files fund IN WinTen² prgrams that yu want t assciate/link with a recrd in yur Tenmast system (WinTen²), use the Scan Dcument feature. Nte: Fr Tenmast files/dcuments NOT fund in WinTen² prgrams that yu want t assciate/link with a recrd in yur Tenmast system (WinTen²), use the Print t Archive feature. See "Printing Tenmast Dcuments int Archive" n page Access the TenDcs Archive screen. 2. Click n the tlbar and select Scan Dcument frm the menu that appears. A Scan Dcument bx pens. 3. Select the dcument type f the dcument yu want t scan/archive frm the drp-dwn list. 4. If yu have selected a dcument type categrized under the husehld dcument categry, please specify the husehld member t whm the dcument pertains. 5. Chse the page size, letter r legal, f the dcument yu want t scan/archive. 6. Select the clr scheme fr the scanned dcument: BlackWhite, Gray, r Clr. Nte: The gray clr scheme is best fr dcuments with signatures, as well as mst scanned dcuments. 7. Enter any ptinal ntes abut the dcument in the textbx. WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

12 8. If the dcument yu are scanning has infrmatin yu want t archive n bth sides, check the checkbx t enable duplex scanning. 9. Click OK t begin the scan. A preview screen appears where yu can view the dcument as it will be scanned/archived. Nte: If the dcument was accidentally scanned upside dwn, yu can rtate and crrect it befre saving it t the archive. Click at the bttm f the preview screen t rtate the dcument 90 degrees. If the scanned dcument has mre than ne page, click t rtate every page in the scanned dcument 90 degrees. 10. T accept the scan and archive the dcument, click SAVE at the bttm f the screen. T cancel the scan and nt archive the dcument, click DISCARD. Yu are returned t the TenDcs Archive screen t scan anther dcument, if necessary. Als, after saving n the preview screen, the dcument is nw stred and available t wrk with in the TenDcs archive. Nte: After scanning, the dcument may take a few minutes t appear in the archived dcument table. Click peridically t refresh the data n the screen and display recently scanned dcument(s). WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

13 Printing Tenmast Dcuments int Archive Fr Tenmast dcuments/files NOT fund in WinTen² prgrams that yu want t assciate/link with a recrd in yur Tenmast system (WinTen²), use the Print t Archive feature. The Print t Archive ptin allws yu t tag AND archive this type f dcument withut having t physically print the dcument. Fr Tenmast files/dcuments fund IN WinTen² prgrams that yu want t assciate/link with a recrd in yur Tenmast system (WinTen²), use the Scan Dcument feature. See "Scanning Tenmast Dcuments int Archive" n page Access the TenDcs Archive screen. 2. Click n the tlbar and select Print t Archive frm the menu that appears. A Print t Archive bx pens: 3. Select the dcument type f the dcument yu want t scan/archive frm the drp-dwn list. 4. If yu have selected a dcument type categrized under the husehld dcument categry, please specify the husehld member t whm the dcument pertains. 5. Select the clr scheme fr the scanned dcument: BlackWhite, Gray, r Clr. Nte: The gray clr scheme is best fr dcuments with signatures, as well as mst scanned dcuments. 6. Enter any ptinal ntes abut the dcument in the textbx. 7. Click OK t begin the scan. A message appears stating that yu can nw print the nntenmast dcument yu want archive using the TenDcs printer. 8. Open the dcument yu want t archive in any prgram with printing capability (such as Micrsft Wrd/Excel r Adbe Acrbat), and print the dcument using the TenDcs printer. The dcument will then be placed in the archive and tagged with the dcument infrmatin yu previusly set up n the Print t Archive screen. WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

14 Hint: Yu als have the ability t print multiple dcuments, in successin, t the archive. After entering the dcument's type, clr, and ntes and then clicking OK n the Print t Archive screen, a message will appear asking if yu have mre dcuments t archive. Selecting YES will bring up the Print t Archive screen again in rder t archive additinal dcuments. Nte: After scanning, the dcument may take a few minutes t appear in the archived dcument table. Click peridically t refresh the data n the screen and display recently scanned dcument(s). WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

15 Archiving WinTen² Reprts With TenDcs, yu can archive WinTen² reprts quickly and easily frm either any WinTen² prgram Reprts screen r frm the Tenant Reprts menu. Frm Reprts screens: 1. Access a WinTen² prgram s Reprts screen. 2. Specify the reprt s criteria. 3. Click t preview the reprt fr accuracy. 4. Click the TenDcs icn drp-dwn list n the tlbar and select Archive Reprt frm the menu that appears: The TenDcs Archive Reprt screen pens: 5. Edit the reprt date and reprt name, if necessary. 6. Enter an ptinal nte abut the reprt in the space prvided. 7. T the reprt, enter the apprpriate addresses in the Frm: and T: fields. Nte: The TenDcs tl is NOT integrated with Micrsft Outlk s yu must type ut the full address(es)! 8. Click OK t archive the reprt. If yu have entered infrmatin, the reprt will be e- mailed. The reprt is nw available t wrk with in the TenDcs Archive screen. Frm the Reprts Menu icn: WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

16 1. Frm Tenant Maintenance screens where the Reprts Menu icn is available (such as Occupancy and Rent Calculatin), click the appears. icn. The Tenant Reprts screen 2. Check the checkbx f the reprt yu want t archive and then click. The reprt is autmatically archived and viewable frm the TenDcs Archive screen. Nte: Since the reprts accessed frm the Reprts Menu icn are all tenant/husehld dcument types, they d nt need t be tagged and/r labeled as such befre archiving. Therefre, the archive screen is nt needed/des nt appear here. Nte: Fr mre infrmatin n the Waiting fr ther dcuments t finish archiving... message that may appear when archiving WinTen² reprts, please see Resetting an Interrupted Scan. WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

17 Viewing Archived Reprts After archiving a reprt, yu can then view and wrk with the reprt n the TenDcs Archive screen. 1. On any WinTen² prgram s Reprts screen, click the TenDcs icn drp-dwn list n the tlbar and select View Archived Reprt frm the menu that appears. The TenDcs Archive screen pens. 2. Yu can then preview, , print, r fax the archived reprts (if yur agency has a fax license). WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

18 Printing Archived Dcuments T Preview a Dcument 1. In the dcument table, click in the rw f the dcument yu want t preview as it will be printed. A Preview screen will appear with the first page f the dcument displayed. 2. Use the view settings t zm in/ut f the dcument page. 3. T fax, print, r the dcument page frm this screen, use the links at the tp f the screen. Please nte that yu can nly /print/fax the ne page f the dcument displayed n the screen. Nte: The fax ptin is nly available if yur agency has a fax license. 4. Use the page navigatin ptins t select a specific page f the dcument t view. Yu can select a specific page frm the select page drp-dwn list; r, click the Next and Prev page links. 5. Click t return t the TenDcs Archive screen. T Print an Individual Dcument 1. In the dcument table, click in the rw f the dcument yu want t print. T Print Multiple Dcuments 1. In the dcument table, check the checkbxes in the rws f the dcuments yu wish t print. 2. Click the Print link at the bttm f the screen. WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

19 ing Archived Dcuments Yu have the ability t dcuments frm the TenDcs archive. Nte: The TenDcs tl is a stand alne tl and des nt interface with Micrsft Outlk r any ther applicatin s must type ut the full address(es)! 1. In the dcument table, click in the rw f the dcument yu want t . An screen will appear. 2. Enter the apprpriate infrmatin in the dcument fields, such as T, Frm, Subject, etc. Hint: If yu d like t keep a histry f all s yu send frm TenDcs, make sure t carbn cpy ( cc ) yur wn address n every TenDcs yu send. 3. Click SEND t send the ; r, click CANCEL t cancel the and return t the TenDcs Archive screen. 4. Click t return t the TenDcs Archive screen. Nte: T multiple dcuments, check the checkbxes f the dcuments yu wish t , and then click the link at the bttm f the screen. WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

20 Faxing Archived Dcuments Fr agency s that have a fax license, yu have the ability t fax dcuments frm the TenDcs archive. 1. In the dcument table, click in the rw f the dcument yu want t fax. A Fax screen appears. 2. Enter the apprpriate infrmatin in the fax dcument fields. 3. Click SEND t send the fax; r, click CANCEL t cancel the fax and return t the TenDcs Archive screen. 4. Click t return t the TenDcs Archive screen. Nte: T fax multiple dcuments, check the checkbxes f the dcuments yu wish t fax, and then click the Fax link at the bttm f the screen. WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

21 Quick Lad Overview TenDcs Quick Lad is a stand alne Windws applicatin that can be used in three ways depending n yur agency's scanning plicy. With Quick Lad, yu d nt need t be wrking in WinTen² prgrams t scan/archive a dcument. Quick Lad 1. Scanning and archiving nn-tenmast electrnic files/dcuments that yu want t stre in the TenDcs archive, but are nt assciated/linked with any recrd in yur Tenmast system (WinTen²). 2. Printing nn-tenmast dcuments frm Micrsft Wrd, Excel, r Adbe Acrbat int TenDcs archive. Quick Lad fr Centralized Scanning 3. Quickly tagging and archiving dcuments/images previusly scanned int yur agency s t be archived file directry (usually used by agencies with centralized scanning). Hint: Use Quick Lad t archive all thse nn-tenmast dcuments clgging up yur filing cabinets; and after scanning these dcuments int the archive, yu can shred them and thrw them away! Nte: Quick Lad interacts with a scanner t quickly scan and lad dcuments with minimal tagging int the archive. Quick Lad fr Centralized Scanning des nt interact with a scanner and allws yu t quickly add detailed tagging and then file already scanned dcuments. WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

22 Scanning Nn-Tenmast Dcuments int Archive Yu can quickly scan and archive nn-tenmast dcuments that yu want t stre in the Ten- Dcs archive, but are nt assciated/linked with any recrd in yur Tenmast system (WinTen²). Nte: Tenmast dcuments are any electrnic files/dcuments that yu want t assciate/link with a recrd in yur Tenmast system (WinTen²). 1. Duble-click the TenDcs Quick Lad desktp icn. The TenDcs Quick Lad screen pens. 2. Select the dcument categry f the dcument yu want t scan frm the drp-dwn list. The fields displayed n the screen will depend n the chsen categry. 3. Enter the dcument s infrmatin, as necessary. 4. Select the clr scheme fr the scanned dcument: BlackWhite, Gray, r Clr. Nte: The gray clr scheme is best fr dcuments with signatures, as well as mst scanned dcuments. 5. Chse the page size, letter r legal, f the dcument yu want t scan/archive. 6. If the dcument yu are scanning has infrmatin yu want t archive n bth sides, check the checkbx t enable duplex scanning. 7. Click. A preview screen appears where yu can view the dcument as it will be scanned/archived. Nte: If the dcument was accidentally scanned upside dwn, yu can rtate and crrect it befre saving it t the archive. Click at the bttm f the preview screen t rtate the dcument 90 degrees. If the scanned dcument has mre than ne page, click t rtate every page in the scanned dcument 90 degrees. 8. T accept the scan and archive the dcument, click SAVE at the bttm f the screen. T cancel the scan and nt archive the dcument, click DISCARD. Yu are returned t the TenDcs Quick Lad screen t scan anther dcument, if necessary. Als, after saving n the preview screen, the dcument is nw stred and available t wrk with in the TenDcs archive. T access the TenDcs dcument archive, click View Archive n the tlbar. The TenDcs Archive screen pens. T wrk with Quick Lad settings, click the File menu and select Settings frm the menu that appears. T exit ut f Quick Lad, click the File menu and select Exit frm the menu that appears; r, click. T clear the fields and begin a new scan, click CLEAR FORM. WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

23 Printing Dcuments frm Wrd, Excel, Adbe Acrbat int Archive If yu are wrking with a nn-tenmast dcument in Micrsft Wrd, Excel, r Adbe Acrbat, yu have the ptin t archive that dcument int TenDcs directly frm the Wrd/Excel/Acrbat interface. 1. In Wrd/Excel/Adbe, save the dcument yu want t archive. 2. Click the File menu and select Print. The Print windw appears. 3. Select the TenDcs Archive printer frm the printer name drp-dwn list: 4. Click OK. The Quick Lad screen pens. 5. Select the dcument categry f the dcument yu want t scan frm the drp-dwn list. The fields displayed n the screen will depend n the chsen categry. 6. Enter the dcument s infrmatin, as necessary. 7. Select the clr scheme fr the scanned dcument: BlackWhite, Gray, r Clr. 8. Chse the page size, letter r legal, f the dcument yu want t scan/archive. 9. If the dcument yu are scanning has infrmatin yu want t archive n bth sides, check the checkbx t enable duplex scanning. 10. Click. A message bx, pertaining t yur specific scanner, appears t finish the scanning prcess. Yu are then returned t the TenDcs Quick Lad screen t scan anther dcument, if necessary. Als, after scanning, the dcument is nw stred and available t wrk with in the TenDcs archive. WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

24 Resetting an Interrupted Scan If yu are scanning/archiving multiple page dcuments, r scanning/archiving dcuments in quick successin, yu will smetimes receive a message that states: Waiting fr ther dcuments t finish archiving... This message indicates that there are ther dcuments in yur printer queue that are waiting fr their turn t archive. In mst instances, the message will disappear quickly as the ther dcuments cmplete the archive prcess. Hwever, if the message stays present n the screen, and there are n ther dcuments/printer jbs displayed in yur printer queue, yur archive attempt has been interrupted and yu will need t reset yur scan. 1. Click CANCEL t clear the message (and t cancel the archiving f the ther nn-existent dcuments). 2. Open Quick Lad and select Reset Interrupted TenDcs Scan frm the File menu. The archiving f the ther nn-existent dcuments has been cancelled and yur scanned dcument is nw successfully archived. Hint: Yu can check yur printer queue by either duble-clicking n the printer icn in yur System tray, r by navigating t the TenDcs - Archive printer settings (Start menu > Printers and Faxes > TenDcs - Archive printer). WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

25 Tagging & Archiving Scanned Dcuments The purpse f Quick Lad is t quickly tag and archive dcuments/images previusly scanned int yur agency s t be archived file directry. Access Quick Lad 1. In the TenCentral panel, click the WinTen².NET link. The WinTen².NET Hme tab appears. 2. Under the TenDcs heading, select the Quick Lad sub-heading. The Quick Lad tab pens. Select Scanned Dcuments Repsitry This is yur agency s t be archived file directry. It is the central lcatin where all scanned dcuments/files are saved after scanning. 3. Click BROWSE t lcate yur agency s scanned file directry in the Brwse fr Flder windw. Select File(s) t Tag Yu are able t wrk with the fllwing file types in Quick Lad:.jpg,.tif, and image-based.pdfs. 4. Once yu have selected the apprpriate flder/file lcatin, click OK. The Quick Lad tab appears again with all the file s lcated in the directry displayed in a list. 5. Check the checkbx(es) f the file(s) yu want t tag. As yu check each bx, the selected file will appear in the Preview area lcated n the right side f the Quick Lad tab. 6. After selecting the apprpriate checkbxes, click anywhere utside f the file list. 7. Select the dcument categry f the dcument(s) yu want t archive. The fields displayed n the screen will depend n the chsen categry. Asset: After selecting this categry, a table appears with all yur agency's active asset recrds displayed. Yu can then select the asset recrd yu want tagged/assciated t the selected file(s). Emplyee: After selecting this categry, a table appears with all yur agency's active emplyee recrds displayed. Yu can then select the emplyee recrd yu want tagged/assciated t the selected file(s). Husehld: After selecting this categry, a Search buttn appears. After clicking Search, a Persn Search screen pens where yu can search fr the apprpriate tenant(s) yu want tagged/assciated t the selected file(s). Yu can als select a certificatin date t assciate t the dcument(s). WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

26 Public Husing Unit: After selecting this categry, a table appears with all yur agency's active units with its current tenant displayed. Yu can then select the PH unit recrd yu want tagged/assciated t the selected file(s). Sectin 8 Prperty: After selecting this categry, a table appears with all yur agency's active Sectin 8 prperties with its current wner displayed. Yu can then select the S8 prperty recrd yu want tagged/assciated t the selected file(s). Security Incident: After selecting this categry, a Search buttn appears. After clicking Search, a Security Incident Reprt screen pens where yu can search fr the security incident yu want tagged/assciated t the selected file(s). Trespasser: After selecting this categry, a Search buttn appears. After clicking Search, a Persn Search screen pens where yu can search fr the apprpriate trespasser yu want tagged/assciated t the selected file(s). Vendr: After selecting this categry, a table appears with all yur agency's active vendr recrds displayed. Yu can then select the vendr recrd yu want tagged/assciated t the selected file(s).yu can als enter a dcument date, reference number, grant cde, r cntract ID t the dcument(s). Wrk Order: After selecting this categry, a Search buttn appears. After clicking Search, a Wrk Order Search screen pens where yu can search fr the apprpriate wrk rder yu want tagged/assciated t the selected file(s).yu can als select a certificatin date t assciate t the dcument(s). 8. Select the dcument type f the dcument(s) yu want t archive frm the drp-dwn list. 9. Enter any ptinal ntes abut the dcument(s) in the textbx. 10. T apply the tagging and archive the dcument(s), click n the tlbar at the tp f the screen. 11. If a file yu are wrking with is a.tif file and it has multiple pages, an Archive Page Selectin windw appears where yu can select t either archive all pages, archive the current page, r archive specific pages. If yu chse t archive specific pages, enter the page numbers yu want t archive in the pages textbx. 12. Yu can nw tag and archive anther dcument, r set f dcuments, if necessary. Als, the dcument is nw stred and available t wrk with in the TenDcs archive. Nte: If yu need t edit tags fr an already archived dcument, yu can d s in the TenDcs Archive. WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

27 Glssary A archive String dcument images in a secure database. archive brwser The archive brwser is the hub fr all yur dcument archive activity where yu view/srt yur current archived dcuments, search fr specific dcuments, print a dcument/batch f dcuments, a dcument/batch f dcuments, and/r fax a dcument/batch f dcuments (if applicable). archive time System time/date a dcument image was archived. C centralized scanning One primary area/scanner is used fr multiple users. D dcument categry The name given t a grup f similar dcuments, such as Husehld, Asset, r Wrk Order. Nte: Dcument categries are NOT user-defined (dcument categries are set up and defined nly befre implementatin f the TenDcs system). dcument tag Units f infrmatin autmatically assigned t a dcument nce it is given a dcument categry. These tags can then be used as search criteria when lcating a dcument in the archive. Fr example, the Husehld dcument categry includes dcuments that have sme f the fllwing tags that peple can use t lcate a husehld dcument in the future: head f husehld first name, last name, SSN, etc. dcument type Methd f rganizing scanned/archived dcuments s yu can find and access them later; fr example, the birth certificate dcument type. Nte: Dcument types are user-defined (HA s can add dcument types as they wish). WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

28 duplex scanning vs. simplex scanning Duplex scanning autmatically scans bth the frnt and back f a dcument; simplex scanning nly scans ne side f a dcument. Nte: all duplex scanners are able t scan in simplex mde, while simplex scanners can nly scan ne side at a time. L lcal scanning Each user has their wn scanner. N nn-tenmast dcument A brad range f electrnic files/dcuments that yu want t stre in the TenDcs archive, but are nt assciated/linked with any recrd in yur Tenmast system (WinTen²). S scan Using a scanner t create a digital image f a dcument. T Tenmast dcument Any electrnic files/dcuments that yu want t assciate/link with a recrd in yur Tenmast system (WinTen²). WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

29 Index A archive ing dcuments 19 faxing dcuments 20 printing dcuments 18 viewing and srting dcuments 10 viewing WT2 reprts 17 archiving scanned dcuments 25 WT2 reprts 15 C Cntact 32 Address Phne 32 Web Site 32 D dcument categries 3 dcument types 3 ing E archived dcuments 19 faxing F archived dcuments 20 WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

30 I interrupted scan resetting 24 N nn-tenmast dcuments print int archive 23 scan int archive 22 P print int archive nn-tenmast dcuments 23 Tenmast dcuments 13 printing archived dcuments 18 Q Quick Lad archive scanned dcuments 25 verview 21 print int archive 23 reset interrupted scan 24 scan int archive 22 S scan int archive nn-tenmast dcuments 22 Tenmast dcuments 11 WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

31 T TenDcs access pints 5 verview 7 TenDcs Archive Screen 8 accessing 8 print int archive 13 scan int archive 11 Tenmast dcuments print int archive 13 scan int archive 11 W WinTen² reprts archiving 15 viewing archived 17 WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32

32 Abut Tenmast Sftware Cmpany Infrmatin Tenmast is an established leader in prviding excellent sftware and expert supprt t the public husing industry. We prduce sftware fr managing tenant and financial data, tracking maintenance activities, perfrming unit inspectins, and prducing standard HUD and agency-specific reprts and data reprting files. We have been autmating husing authrities acrss the United States since Cntact Infrmatin Phne: (tll free) Fax: inf@tenmast.cm Address: 132 Venture Ct. Suite 1 Lexingtn, KY Web Site: WinTen² TenDcs User Manual Versin 10/2011 Cpyright Tenmast Sftware f 32