Document Management Guide

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Gervase Phillips
5 years ago
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1 Document Management Guide

2 Overview The Document Management module allows users to associate documents to: locations, incident types, violations, and call types. When a document is associated to any of the allowed mediums, users will be able to access that document if they choose any of the items that the document has been associated to. Documents can be associated on both the system level as well as the group level in order to give users more customizability and flexibility when assigning documents to various items; to give even further flexibility, most types of media (word, excel, images, etc ) are all able to be assigned. Configuring Document Management in Admin The Document Management module first needs to be enabled from the administrative side of the program. There are two different spots on the administrative side that need to be taken into account when enabling Document Management. The first spot that needs to be enabled is from within the Edit Group screen. This can be found by either clicking on the Edit Group button on the dashboard and then finding the desired group, or by clicking the Group Setup header, clicking Edit Group, and then selecting the group you wish to enable the module for. Once on the Edit Group screen, the user must switch to the Modules tab; upon reaching the modules tab, the Document Management option needs to be checked. The second spot that must be configured is within the Roles screen. Document Management, like every other module, is able to have user access restricted according to role permissions. In order to give users permission, an administrator must navigate to the Roles page; this page can be found under the System Wide Setup heading. Once on the roles page, the desired roles must have corresponding permissions to the module checked. Note: In order for a user to view documents, they must at minimum have the Read permission. 1

Accessing Document Management Once the Document Management module has been enabled in Admin and the proper permissions have been assigned, the module will be accessible on the report writing side of

3 Accessing Document Management Once the Document Management module has been enabled in Admin and the proper permissions have been assigned, the module will be accessible on the report writing side of the program. Unlike other modules, Document Management can be found under the My Information heading. From there, select the Document Management option and the program will navigate to the Document Management home screen. The Document Management home screen will show all documents that have been uploaded to the module. Once the home page has been populated with documents, users with the proper permissions will be able to download documents, view more information about the document (such as who uploaded it and what mappings it is tied to), and remove documents from the module altogether by clicking the red X button found in the corner of each document node. Uploading and Mapping Documents In order to begin uploading documents to the module, users must first select a category to attach the documents to. These categories can be broken into two sections: predefined categories and custom categories. Mapping to a Predefined Category Predefined categories are when a document is getting mapped to one location, incident type, violation, or call type. To associate a document to a specific predefined category, the desired category must first be selected from the left side of the Document Management screen. This can be done by expanding the corresponding header (locations, incident types, etc...) and then navigating to the desired node. 2

4 Once the desired node has been selected, the right side of the screen will shift to offer the mapping options. The first of these options is which groups to associate the document(s) to. Documents can be associated at both the system level as well as for specific groups. This can be done in the Group(s) column. Within the Group(s) column, users must select what level they are currently assigning the documents to. Multiple groups can be selected at one by checking the corresponding boxes for each group; however, users cannot have both the System Wide level and a specific group selected at the same time. By default, only the System Wide level will be available for selection; in order to add groups to the mapping, they must be selected from the Group dropdown and then added by clicking the Add button to the right of the dropdown. After the group/level has been selected, the next section of the page will become available. This section is where users can upload their documents as well as add notes to the mapping that officers will be able to view when they download the document. Note: The Notes section allows images and hyperlinks to be added as notes. To begin uploading documents to the currently selected level, users can click on the bolded and underlined text in the middle of the page (as seen in the screenshot above). Upon clicking the text, users will be given a choice between adding a new file and selecting an existing file. Existing files would be any documents that have already been uploaded to the Document Management module. When a document gets uploaded, it gets added to the repository of documents that users can then select from as an existing document in the future in order to expedite the mapping process. Adding a new file allows users to upload any supported document file from their computer into the module. Once the new file has been selected, it will show within the upload window and then users must click the Upload files button. 3

5 When the new file finishes uploading, it will be added to the repository of existing documents. The upload window will automatically switch to the list of existing files and the newly uploaded document can be selected and added to the category. The module does have the capabilities of uploading and selecting more than one document at a time. After the document has been successfully added to the category, it will then appear in the list of documents for that mapping. Any time a user wants to upload new documents from that point forward, they can do so by clicking the Add Document(s) button in the top right corner. When all the desired changes have been made to the mapping, the Save button, found in the top right corner as well, must be clicked. Mapping to a Custom Category Custom categories allow users to map a document to more than one incident, location, violation, or call type at a time from one location within the module. These categories are created by users and then edited to fit their needs. In order to create a custom category, users must select the Custom Categories header and then click the plus button. 4

6 Upon clicking the plus button, a new category will be created under the Custom Categories header. This new category is named by the user. It is possible to create sub categories under existing custom categories by selecting the desired item and then clicking the plus button next to it. Uploading documents and adding notes works the same way as when mapping to a predefined category with one exception, the mapping is assigned by the user on the Mappings tab. By default, custom categories have no mappings; so, before the category can be saved, a mapping must be added. In order to add a mapping, users must switch to the Mappings tab. On the Mappings tab, users must first select the type of mapping they wish to add; the type are items such as: incident type, location, violation, and call type. Once the desire type is selected, the value must then be selected. Clicking the select button will open the chosen item s tree view dictionary so that a value can be selected. Once both a type and a value are chosen, the mapping can be added by clicking the Add Map button. As stated before, this section works identically to when mapping to a predefined category, so all custom mappings are done on a group basis. Multiple mappings can be assigned to one set of documents via custom categories. This type of category allows for the most flexibility when assigned documents and mappings. Note: In order to assure your changes are saved, always clicking the Save button in the top right corner after making a change. 5

Accessing Documents from Reports Enterprise After successfully uploading and mapping documents, users will now have access to these documents while writing reports.

7 Accessing Documents from Reports Enterprise After successfully uploading and mapping documents, users will now have access to these documents while writing reports. Documents can be accessed from any report type that can meet the suitable mapping requirement that was set within the Document Management module. When a user is writing a report and selects either a location, incident type, or violation that has been mapped, a new button will appear next to their selected item that allows them to view documents associated to that mapping. Upon clicking the Show Documents button, a window will appear that allows users to view all documents and notes associated to that category. Note that the Categories section of the window can hold multiple categories depending on how many times that location, incident type, etc has been mapped. Selecting a specific category will display only the documents and notes associated to it. If a user wishes to see all documents associated to a mapping, they can select the All Documents option at the top of the categories list. 6

8 Note: Documents can be downloaded by clicking on them in the Document(s) section of the window. Dispatch Documents may also be accessed from the Dispatch software of a dispatcher selects a call type or location that is mapped to a document. This works in the same fashion as viewing documents in Enterprise. Once a mapped item has been selected, a new icon will appear to the right of the selected item. Clicking on this icon will present dispatchers with the same window that users in Enterprise receive. The user can then download their documents and view corresponding notes in the same way as Enterprise users. It is important to note that an Enterprise Homepage must first be set in the Dispatch settings before documents will be accessible. This setting can be found on the Global Settings tab of the Setup window. In this field, the URL of the organization s administrative site needs to be put. Example: Summary The new Document Management module gives users more flexibility than ever before when it comes to handing out information to officers and dispatchers. Documents, images, and various other file types can all be mapped to different items and categories within the program to allow officers to receive the information they need while writing the report or entering a call. This information can be segregated by group in order to give users further customizability. Officers and dispatchers will now stay informed while report writing. 7

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