Document Hosting System (DHS) v2.1.4 Manual. Description. User Roles

Transcription

1 Dcument Hsting System (DHS) v2.1.4 Manual Descriptin AllTranstek s DHS (Dcument Hsting System) prvides a centralized library fr secure archiving, management, and delivery f dcuments. User Rles There are three rles available within the applicatin, each defining a specific set f tls r access fr the assciated user. These rles determine a user s access t the varius screens and features within DHS, their capacity fr dcument management, and ability t cnfigure client-based rules and plicies that regulate dcument strage. Standard This is the default rle that all users f FW DHS have assigned t them at the time they are granted access t the applicatin. It allws fr full featured access t the applicatin s search engine and querying tls fr retrieval f dcuments. The vast majrity f users f the applicatin will nt require any additinal rles; the Standard rle gives users access t the cre functinality f DHS dcument retrieval and viewing. Dcument Manager (DM) Sme users will require the ability t take advantage f sme f the mre advanced features that DHS has t ffer. In additin t the features that the Standard rle prvides, the DM rle grants access t management tls ffering the ability t mdify dcument meta data, replace r delete an existing dcument, and add new dcuments int the DHS library. These management features cme with security restrictins based n dcument wnership rights that will be detailed later in this manual. Administratr Administratrs have the access rights f all DHS rles, alng with additinal management features such as the capability t define and manage retentin plicies fr dcuments. Retentin plicies are an ptinal feature f DHS, but allw fr setting rules and timelines which define autmatic archiving r deletin f dcuments r grups f dcuments. There will be mre n retentin later in this manual. Dcument Categries All dcuments within the DHS library belng t ne dcument categry. Whether it is a specific categry such as Certificate f Cnstructin, Pht Railcar Damage, r DV Statement, r a brader, catch-all categry such as Prcedures and Frms r General, a dcument s categry serves a number f imprtant purpses. Categrizatin : Dcument categries allw fr cnsistent and predictable rganizatin f files, efficient retrieval, and cmpartmentalizatin fr autmated prcesses such as the retentin plicy engine. Attribute Prfiles : Attributes are values assciated with a categry (and thus all dcuments in that categry) that allw fr highly flexible categrizatin and identificatin. A dcument categry s first purpse is what its name implies categrizing dcuments in a lgical, predictable manner t facilitate efficient search and retrieval. Its secnd purpse is defining the attributes that a dcument can have assciated with it. Attributes are defined at the dcument categry level and vary frm ne categry t the next (thugh it is the case that sme categries have identical attribute prfiles, thugh are still differentiated by unique names). Examples f attributes are : Railcar, Invice Number, Repair Vendr, Date, Revisin, and Sill Type. Custmizatin : Administratr-level users may request t have dcument categries created that are specific nly t their cmpany s DHS prfile, thugh the custm values can be made available t vendrs fr file categrizatin thrugh ther AllTranstek mdules. Dwners Grve, IL Versin 2.1.4

2 Dcument Viewing and Management Features Search and View (Available t all Rles) Screen Cmpnents Explained Dcument Querying The default screen f DHS is that f the search and view mdule and will be what mst users see upn initial launch f the applicatin (it is available frm ther areas f the applicatin by navigating t Query Dcuments in the main menu at the tp f the page). This is the cre retrieval tl used t find and save r view dcuments that reside within the system library. As displayed in the abve screen capture, the tp sectin f the query tl prvides multiple criteria with which yu will be able t refine yur dcument search, returning either a cllectin f dcuments r a single, specific dcument: Fields Categry Restricts the search t a specific categry, e.g. BOL r Railcar Drawing. Flder Restricts the search t dcuments in a given flder, e.g. AAR Circular Summaries. These were knwn as Dcument Grups in the previus versin f DHS. Railcar Initials this filter is used t help restrict yur search t nly thse dcuments pertaining t a specific railcar r grup f railcars based n car initials. *Cupled with the Railcar Number filter, dcuments fr a single, specific railcar can be queried. Railcar Number this filter is used t further refine a search fr a specific rail car dcument r dcuments that may have that railcar number but different initials. *Cupled with the Railcar Initials filter, dcuments fr a single, specific railcar can be queried. Dcument Using this cntrl, a user can supply a keywrd r phrase t search fr in a file name, e.g. tank car r certificate. Active This will include r exclude inactive dcuments (administratr nly). Mdule AllTranstek has many ther applicatin mdules that allw fr dcument attachment, such as FW SEE. This filter will refine the search by limiting results t files surcing frm a particular mdule. Once any desired filter selectins have been supplied, the search results will be retrieved and displayed in the Dcument Categries result grid by clicking the search buttn:. T clear any filter selectins, click the frm reset buttn:. Dwners Grve, IL Versin 2.1.4

3 The search result grid displays summaries f available dcuments by Dcument Categry and has tw clumns: 1.) Categry The system gruping f dcuments, such as Certificate f Cnstructin r Pht Lining. 2.) Cunt The ttal number f dcuments fund fr that Categry. Viewing By clicking the magnifying class t the left f the grid item, the user can pen the dcuments grid which will cntain the individual dcuments fr that categry, where they can be viewed r dwnladed. Filtering A user can filter upn any f the value-based clumns f the Dcument Categry grid by utilizing the filtering cntrls at the bttm f each clumn. By keying in the filtering value and selecting Equal T frm the available filter ptins and clicking Apply Filter, the grid will update against the supplied user criteria. There are numerus filtering ptins available beside Equal T frm each clumn s filter drp-dwn-list. The filtering cntrls are hidden by default t keep an efficient display. Clicking Shw Filter / Hide Filter will display r hide them accrdingly. Srting Clicking n the clumn header fr any given clumn will srt that clumn in ascending rder. Clicking the clumn header again will srt the clumn in descending rder. Paging The grid is set t display a maximum f 10 dcument categry items at nce. If there are mre than 10 items, the user can access them by click the grid navigatin buttns at the bttm-right, r by filtering the grid dwn t a smaller result set. The user des have the ptin t temprarily increase the number By clicking the magnifying glass n the Dcument categry results grid, the dcument result set is displayed belw, shwing any retrieved items. Viewing By clicking the magnifying class t the left f the grid item, the user can pen the dcument t view, save, r print it. Filtering As in the Dcument Categry grid, the user can filter upn any f the value-based clumns f the Dcument grid by utilizing the filtering cntrls at the bttm f each clumn. Dwners Grve, IL Versin 2.1.4

4 By keying in the filtering value and selecting Equal T frm the available filter ptins and clicking Apply Filter, the grid will update against the supplied user criteria. There are numerus filtering ptins available beside Equal T frm each clumn s filter drp-dwn-list. The filtering cntrls are hidden by default t keep an efficient display. Clicking the Shw Filter / Hide Filter will display r hide them accrdingly. All filters applied will be autmatically remembered s that yu d nt have t reapply them. T remve the saved filter yu clear ut the keyed in value and return the drpdwn t N Filter. Srting Clicking n the clumn header fr any given clumn will srt that clumn in ascending rder. Clicking the clumn header again will srt the clumn in descending rder. Paging The grid is set t display a maximum f 50 dcument items at nce. If there are mre than 10 items, the user can access them by click the grid navigatin buttns at the bttm-right, r by filtering the grid dwn t a smaller result set. The user des have the ptin t temprarily increase the number Adding Dcuments (DM r Admin Rle Required) There are many paths fr dcuments t be added int the AllTranstek DHS library; thrugh the use f dcument tls in ther applicatins (such as FW SEE) r n-demand batch lading prcesses, as examples. Additinally, users f DHS wh have the required rles may als add dcuments t the library using the dcument add tl available within DHS. As displayed in the screen capture belw, a plus sign buttn will be visible n the dcument query screen. Clicking this buttn will take the user t the dcument add screen wherein they will be able t select files frm their lcal drives fr additin t DHS and categrize them accrdingly; this screen is represented in the fllwing capture. Screen Cmpnents Explained Dcument Additins Fields Dcument : (Optinal) Any text that is supplied in this bx will replace the name f the file that the user is lading. In this example, the user has selected the physical file supprtingdcument.pdf frm their lcal drive. Once the file is saved int the DHS library it will be renamed t SupprtingDcumentExample.pdf. If this cntrl is left blank, the file will lad int the DHS library withut a change t the file name as it is displayed in the Uplad Dcument bx. This is simply a quick-tl fr renaming a file befre lading it int the system withut having t rename the physical surce file. In mst nrmal use cases, this shuld be left blank. Descriptin : (Optinal) Files in the DHS library have an ptinal descriptin which can be supplied. This descriptin may explain the purpse f the file r any ther relevant cmmentary that may prve useful in later search r archival prcesses. Dwners Grve, IL Versin 2.1.4

5 Buttns Categry : (Required) This reflects the dcument categry that the dcument shuld be filed under. If there is n specific categry t which the dcument relates, the umbrella categry General shuld be used. Dcument categries are explained in the pening sectin f this manual titled Dcument Categries. Uplad Dcument / Brwse : (Required) Clicking the Brwse buttn will pen a file explrer screen n the user s desktp, allwing them t navigate their lcal drives in rder t select files fr uplading. Once a file is selected, the text bx t the left f the Brwse buttn will autmatically ppulate with the lcal drive lcatin f the selected file. Select flder(s) : (Optinal) When lading a new dcument t the DHS system, the user has the additinal categrizatin ptin f selecting a specific flder t which the dcument shuld belng. As described in mre detail in Security, flders are grups f dcuments made available t specific users r grups f users under the DHS trust system. A dcument can be assciated with mre than ne flder by ctrlclicking items in the list bx cntrl at the right f the screen. A dcument des nt have t be assciated with a specific flder. If n flders are selected, the dcument will attach t the user s client umbrella flder. Cancel : Clicking this buttn will clear any keyed r selected values frm the screen, returning it t its default state. Insert & Mdify : This buttn will validate the supplied infrmatin, checking that all required fields have been ppulated. If validatin fails (fr example, a dcument categry was nt selected), the screen will highlight the items in red that need attentin and direct the user t handle them via an alert message at the tp f the query sectin. If validatin passes, the supplied dcument will be added int the DHS library accrding t any categrizatin and flder assciatins that the user has supplied. Additinally, the user will then be taken t the dcument mdificatin screen (detailed belw) wherein they will be able t define any attributes assciated with the newly added dcument. Insert : Similar t Insert & Mdify, clicking this buttn will validate the required fields and lad the dcument int the DHS library nce all fields are validated. Unlike the Insert & Mdify, the user will remain n the dcument add screen in rder t facilitate further additins. Nt all dcument categries require dcument attributes t be defined; a user lading dcuments in this scenari wuld have n need t navigate t the mdificatin screen. Even if dcuments that have attributes are laded but nt mdified at the time f lad, users can return t them via the dcument search fr necessary updates. Mdifying Dcuments : View Mde (DM r Admin Rle Required) Once a dcument resides in the DHS library, users with apprpriate access and permissins may mdify the attributes r physical file assciated. The dcument mdificatin screen can be accessed either via the Insert & Mdify event n the Dcument Additins screen r by clicking the pencil-andpaper icn assciated with the file in the search result set n the dcument querying screen. Screen Cmpnents Explained Dcument Mdificatin View Mde : Meta Data, Attributes, and Event Buttns The abve screen sht reflects the dcument management view fr a dcument titled pdf, which is in the categry Histrical Railcar File. Meta Data Sectin : Sectin cntaining values related t system-based infrmatin abut the dcument. These fields are cmmn acrss all dcument categries and dcuments : Categry : The dcument categry that the file is assigned t. Type : The file type f the dcument (i.e. PDF, Excel, Wrd Dc, Text File, etc). Descriptin : An ptinal descriptin that may describe the purpse f the file r an explanatin f recent revisins. The descriptin can be updated by supplying r verwriting a value and clicking the Update buttn when n ther edits are pending. Retentin Date : If retentin plicies are defined and activated, this will reflect the calculated retentin date against which the system will prcess autmatic handling (i.e. deactivatin f the file int archive r permanent deletin). Dwners Grve, IL Versin 2.1.4

6 Owner : This reflects the wner f the dcument, r the cmpany that has sle rights t edit, replace, r delete the dcument s attributes r the dcument itself. Other cmpanies may have permissins t view the file under the trust mdel, but users nt f the wning cmpany will nt be able t edit the dcument in any manner; they will have read-nly access. Mdule : The AllTranstek mdule frm which the dcument was added int the DHS library. In this case, the dcument was added using the Dcument Add screen f DHS. Created By / Created Date : The user that laded the file int the DHS library and the date that it was laded. hls is an AllTranstek system accunt and indicates that this file was laded by an autmated prcess n January 9 th, Updated By / Updated Date : These fields will reflect the user and date f the last update t the dcument r its attributes. In this example, the user schristy last updated the dcument. Replacement? : Here a user has the ptin t replace the actual file with a different cpy. Perhaps a new revisin has been authred and needs t replace the riginal; this is where a user wuld be able t lad a dcument revisin r replacement. Versin(s) : When a dcument is replaced, the system recrds a versin change and archives the previus cpy. If this displays Orig, as in this example, then the dcument is the riginal versin first laded int the DHS library. If a replacement is laded, the versin will display a numbered value. The user can expand the drp dwn list and click its magnifying glass buttn t view all previus revisins. Attributes Sectin : Cntent-related infrmatin abut the dcument. Attributes prfiles are based n dcument categries and can vary categry t categry. Unlike the dcument s meta data values, attribute values are managed and defined generally by the end-user either thrugh varius AllTranstek mdules r via editing / authring n this screen. The dcument in this example is in the categry Histrical Railcar File which has the fllwing attributes (these attributes are nt necessarily cmmn t ther dcuments r categries): Railcar : Many dcuments in the DHS library are related t a single railcar r multiple railcars. That relatinship is represented here. In the case f assciatin t a single railcar, the value is displayed in a read-nly text bx. When a dcument is assciated with multiple railcars, they will be displayed in a drp dwn list that can be expanded in rder t view all values. Type : A list-cntrlled value fr a sub-categrizatin f the dcument, in this case indicating that it is a Cnslidated Invice BRC (billing repair card). Lcatin : A list-cntrlled value indicating the repair vendr lcatin assciated with the railcar dcument (i.e. where maintenance ccurred). Date : The date that the file was authred (nte that this is different than the Created Date displayed in the meta data sectin, which instead reflects the date the file was added int the DHS system). File ID : A cntrl number used fr prprietary indexing utside f the DHS system. Event Buttns / Cntrls : This displays the current dcument s file name n the left, with a quick-view buttn at the right. Clicking this buttn will pen a cpy f the dcument fr viewing. : This displays the current dcument categry that the item is related t. The dcument categry can be changed at any time by expanding the drp dwn list and selecting a new value and then clicking the dwn-arrw buttn t the right. Hwever, since dcument categries may have different attribute prfiles, switching frm ne categry t anther may result in the lss f sme attribute infrmatin. The system will indicate t the user any attributes that will be lst if the categry change is carried ut. The categry will nt actually be changed until clicking the white-arrwgreen-circle submit buttn that will be visible t the right f the categry list. : This buttn is seen in varius places within the AllTranstek system, and indicates that there is an edit view that is available. Clicking this buttn will pen the attributes up fr edit. This is detailed later in the descriptin f the edit mde. : The buttns alng the bttm f the dcument management screen execute the main update / delete actins available n the screen. Cancel This will cancel any queued changes that have been made, returning the screen and all fields t their pre-altered values. Skip This will mve n t the next dcument in the search queue. Fr example, if a user searched fr all Histrical Railcar Files fr car initials XXXX n the dcument query screen and received 20 dcuments, thse 20 dcuments create a navigatin queue that can be traversed while in the dcument management screen s that there is n need t g back-and-frth between the query screen and the management screen when a user needs t manage a grup f related dcuments. In this case, assuming that the dcument being viewed was the first f the 20 dcuments, clicking Skip wuld mve t the next dcument in the navigatin queue (i.e. the dcument belw this ne in the previus screen). Skipping t the next dcument will ignre any queued, uncmmitted changes that may be active n the screen. Update Clicking this buttn will recrd any queued changes the user has authred. The Updated By and Updated Date values will be updated accrdingly and the screen refreshed t display the newly altered item (nte that this des NOT create a system versin change; that nly ccurs when a dcument is replaced by the Replacement? tl). Update & Next is a cmbinatin f the Update buttn and the Skip buttn, but in this case DHS will recrd any changes t the active dcument befre mving t the next dcument in the search queue. Delete : Clicking this buttn will permanently delete the dcument and all assciated attribute values. The user will be presented with a warning asking fr verificatin that they in fact wish t delete the dcument. Dwners Grve, IL Versin 2.1.4

7 : These buttns, seen at the tp right f the screen, are miniature, quick access buttns that are equivalent in functinality t the event buttns described in the item just abve (i.e. Cancel, Skip, Update, Update & Next ). There is n quick delete buttn. Mdifying Dcuments : Edit Mde (DM r Admin Rle Required) Once the pencil-paper buttn has been clicked, the meta data sectin will be lcked and the attributes sectin will be cnverted t the edit mde display as seen in the abve screen capture. The attribute fields will cnvert frm read-nly t updateable cntrls with which the user may enter r select new values. Belw descriptins apply t the example scenari nly, and d nt cver all pssible attributes, thugh the edit prcess and rules are the same. Screen Cmpnents Explained Dcument Mdificatin Edit Mde : Changing Attribute Values Attribute Values Railcar : Free frm text entry. Upn submissin f edits fr validatin, the system will verify that the supplied Railcar value is bth a valid frmat (i.e. alpha-based initials + number) AND a valid car fr the assciated car wner. If either validatin fails, the item will be highlighted in red and updates will nt be recrded as described later in the edit submissin sectin. Type : A list-cntrlled attribute. Type, and ther attributes that are list-cntrlled,will allw the user t select nly frm pre-existing values. Lcatin : See Type. Date : Free frm text entry. The Date attribute, and all date-based attributes, will require a valid date frmat in the field (i.e. mm/dd/yyyy). If validatin fails, the item will be highlighted in red and updates will nt be recrded. File ID : Free frm text entry. There is n validatin n File ID r similar free attributes. Any text (r a blank entry) will be allwed by the applicatin. Event Buttns Clicking this will submit any changes t the system fr validatin. If n errrs are fund with the supplied changes, the changes will be queued fr final Updating, but will nt yet be recrded t the system. This is t allw the user t bth duble-check their changes and cntinue with ther edits t the screen if necessary. In the case f n errrs, the screen will display as belw, with the changes highlighted in yellw, and the main event buttns displayed again. Nt until clicking either Update r Update & Next, will changes be finalized : If errrs are fund with the supplied changes, the screen will alert the user t address all items in red, and will highlight each attribute that did nt pass validatin, giving the user the ability t fix any errrs as displayed in the screen capture belw: Dwners Grve, IL Versin 2.1.4

8 Retentin Plicies The AllTranstek DHS system allws fr the autmated handling f user-defined retentin plicies fr dcuments. Plicies are defined at the dcument categry level and include scheduled deactivatin and / r permanent deletin based n either the creatin date f the dcument r the active status f the railcar r railcars assciated with the dcument (via the Railcar attribute). Fllwing is a screen capture f the retentin management screen, available t administratin level users assciated with cmpanies utilizing the DHS retentin engine. Fllwing the image is a descriptin f the features f the screen and the cmpnents that make up a retentin plicy. Screen Cmpnents Explained Retentin Plicy Administratin Retentin Types Via Assciated Railcars : Plicies f this type are calculated against the deactivatin dates f the railcars assciated with the dcument. Fr example, if a dcument such as a railcar drawing, had many railcars assciated, the retentin plicy wuld nly activate nce all assciated railcars had been retired (i.e. destryed r sld) and the retentin qualifiers were met. The latest railcar deactivatin date wuld be used t calculate the retentin actin date. Mre n retentin qualifiers (Unit, Quantity, Actin, Rank) later in this sectin. Via Created Date : Plicies f this type are calculated slely against the creatin date in the DHS library f the dcument. Retentin Date Calculatin : Retentin dates are calculated as the number f mnths r years (Units and Quantity) subsequent t either the latest deactivatin date f a railcar r the creatin date assciated with a given dcument. This date, if effective, will be displayed under the Retentin Date clumn in the DHS main query display fr dcuments. Retentin Actins Deactivatin : A deactivated dcument is nt deleted, but is instead archived and set t an inactive state. These dcuments will nt be included in the default query search, but will nly be fund if the user has access t view and search the inactive dcument archive. Dcuments can be reactivated and pulled frm archive as needed. Delete : A deleted dcument is remved frm the DHS library cmpleted upn reaching the calculated retentin date. It will n lnger be available in the system in any manner. Retentin Plicy Rank : A dcument categry may have multiple retentin plicies assciated with it, but they must be ranked in rder f executin. In the abve example, the Supprting Dcuments categry has bth a Via Assciated Railcars and a Via Dcument Created Date plicy assigned, thugh the respective ranks, as displayed in the grid, are 1 and 2. This means that the retentin calculatr will first lk fr any dcuments in that categry that have railcars assciated and apply the Via Assciated Railcars plicy. After prcessing that, it will mve t rank 2 and calculate retentin dates fr all ther dcuments accrding t the dcument creatin date. Railcar Required: If a dcument categry has Railcar Req d set t Yes (the user defines this), then all dcuments added int the DHS system under that dcument categry are required t have at least ne railcar assciated in rder t include them in the library. Whether this value is Yes r N des nt effect hw plicies are defined unless the user s cmpany has a business prcedure that says therwise (fr example, Railcar Req d = Yes may require that nly a Via Assciated Railcars retentin plicy can be applied t that categry). Dwners Grve, IL Versin 2.1.4