DMS

Introduction

Document Management System(DMS) is where all the document folders of the jobs that are in In Progress stage are available. 

All the documents that have been tagged to sub bucket or lead schedule will be available but if you want to view documents that have been tagged to line items as well, you will have to click on All Docs.

A list of fund names will be displayed in DMS and when you click on it, it will redirect you to the page where all the documents that have been uploaded in that job will be listed here.

You can also filter the appearing results by Tagged and Roll Forwarded and then only those documents that have been tagged or roll forwarded whichever have been chosen,will be visible.

You can also customize the position of headers as per your requirement by drag and drop process.

How to Tag Documents

Step 1:- To tag any document, click on DMS and click on any fund for which you want to tag the document.

Step 2:- Now click on the Unsorted folder. All the documents that have been recently uploaded will be available here and will be displayed on the right-hand side.

Step 3:- You can select any document and drag it from the Unsorted folder to drop it into any other folder on the left.

Step 4:- You will now receive a pop-up message at the bottom of the screen stating Document Tagged Successfully.

Note:- You can also search for any document via the Search bar.

How to Upload a Document

Step 1:- Click on any fund name for which you want to upload the document.

Step 2:- Now click on the Upload Document from the top taskbar.

Step 3:- Now click on Browse Files and select the document from your device that you want to upload or you can also Drag and Drop the file.

Note:- Auto OCR will be selected by default, you can simply click on the checkbox to unselect the Auto OCR option before uploading the document if you want to upload the document without processing OCR on them.

Note:- OCR will be only processed only on the required documents from all the uploaded ones.

Step 4:- Once uploaded, you will be able to see the status on the top if successful or failed.

Note:- When the document is uploaded, it resides in the unsorted folder, and from here the documents can then be tagged to their respective folders.

How to Download a Document from DMS

If by any chance you have deleted the document, you can download the document from the DMS if uploaded there before. To download any document, follow the steps given below.

Step 1:- Click on DMS, from there select the fund from where you want to download the document and click on it.

Step 2:- From the appearing page, select the Folder and the Document that you want to download.

Step 3:- Now click on the three-dot icon from the Action column and select the Download option from there. 

Step 4:- The document will now be downloaded and can be used wherever required.

How to Delete an uploaded document

If you want to delete and uploaded a document from the fund, you can follow the steps given below.

Step 1:- Click on DMS, from there select the fund from where you want to download the document and click on it.

Step 2:- From the appearing page, select the folder and the document that you want to download.

Step 3:- Now click on the three-dot icon from the action column and select the Delete option from there. 

Step 4:- A pop-up will appear on your screen, if you want to continue deleting the document, click on Yes.

Note:- Deleting the document will delete the document permanently from all the tags of all the folders.

Step 5:- You will now receive a toast message at the right bottom of your screen.

How to Process OCR

OCR compatible documents will have a different icon as its identity. Follow the steps given below to process the OCR.

Step 1: From DMS, select a Fund.

Step 2: Now click on the three dot icon along side the document within the folder.

Step 3: Select Process OCR Option from there.

Step 4: The OCR Process will start and once completed, you will receive a toast message on your screen.

How to Remove Documents from any Folder

Step 1: From DMS, select a Fund.

Step 2: Now from any folder, click on the three dot icon along side the document.

Step 3: Now select Remove from #Folder Name#.

Step 4: Click on Yes on the appearing pop-up.

Step 5: You will now receive a confirmation toast message on your screen.

Note: This action will remove the document from the Permanent Folder and move it to Unsorted Folder.

How to Remove Document from Permanent Sub Folder

Step 1: From DMS, select a Fund.

Step 2: Now from any sub-folder of Permanent folder, click on the three dot icon along side the document.

Step 3: Now select Remove from #Sub Folder Name#.

Step 4: Click on Yes on the appearing pop-up.

Step 5: You will now receive a confirmation toast message on your screen.

Note: This action will only remove the document from the Permanent Sub Folder. The document will still remain in Permanent Folder.

You can also view a document that has been uploaded. To know more about how to view an uploaded document and use its feature, click here.

For further information or assistance, please contact support@cloudoffis.com.au

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