Comprehensive Guide to PS View Document Management Training

1. PS ViewTraining Services Paradise Software PS View TRAINING

2. PS View Agenda Course Sections • PS View Overview • Security Basics • Document Administration • Security Administration • Course Review AGENDA

3. PS ViewOverview -Section 1 • TheBasics • System Requirements • Glossary and Terms • Logging In • Basic Document Search • Search Results • The Document Cart • The Document Viewer • Practice

4. PS ViewOverview -The Basics • PS View Archive • A web based / hosted service that allows you to scan and electronically organize your documents for retrieval. • Terms you might want to remember… • Software as a Service • Document Imaging • Business Process Management • Java Runtime Environment

5. PS ViewOverview • PS View Workstation Requirements • Windows • JRE (Java Runtime Environment)v.1.5.0-b64 for PC or higher • http://java.sun.com/javase/downloads/index.jsp • Internet Explorer 7.0 or higher • Mozilla Firefox 2.0 or higher • MAC • Java 1.4.2_05 • Safari Browser System Requirements

6. PS ViewOverview • Document Classes • A name given to a specific type of document such as a “1040 Form” or an “Employment Application” . -Glossary &Terms • Doc Classes are also the categories we put documents in such as “Tax Forms” or Personnel Files” • Document Classes allow us to sort, categorize and locate documents in the imaging system. • Doc Classes form a logical “Tree” or hierarchy • Workflows are defined for a single Doc Class

7. PS ViewOverview -Glossary &Terms • Indexes • Individual data values associated with a document such as Name, SSN, or Student ID • Indexes are used to search for a document • For example: “Find all of the Licensure documents for John Smith”

8. PS ViewOverview -Glossary &Terms • Domains • Points of entry to the Doc Class Tree • Think of them as Bookmarks • Domains allow us to enter the document class tree at different places.

9. PS ViewOverview • Logging Into PS View • Your Domain: https://wsfcsk12.PS View.com • Your Username: Your Full Email Address • Passwords • 8 or more characters • Must have 3 of 4: • Upper, Lower, Numeric, Special Characters -Logging In

10. PS View Overview Changing Your Password • Changing Your Password • Use the MyProfile Button • Remember the Requirements • Be Sure to Hit Save

11. PS View Overview Changing Your Password • Changing Your Password – Step 1 • Choose “My Profile” from the main menu area • Choose My Profile from the Sub Menu pWindow • Check “Change Password”

12. PS View Overview Changing Your Password • Changing Your Password – Step 2 • Enter New Password and Confirm • Click Save You Are Done!

13. PS ViewOverview -How to Search • Document Search • Finding the right document or set of documents • Search a low level doc class, or an entire category • “Look for 1040 forms” • “Look for any Tax Forms” • Search for an exact match or a fuzzy match • “Search where last name = Stevens” • “Search where last name [contains] even” • Search with multiple values • “Search where last name = Stevens and DOB = 7/4/76

14. PS ViewOverview -How to Search • Document Search • Choose your Doc Class • Searches can be performed at any level • Enter your criteria • Hit “Search”

15. PS ViewOverview -How to Search • Search Results • Indexes Displayed • 10 items per page • Document Cart Features

16. PS ViewOverview Use the Cart! • Document Cart • Select Documents to add to cart • Click “Add to Cart” • View Cart

17. PS ViewOverview • View Document Cart • Cart can be emailed via secure expiring link • Documents in the Cart can be arranged • The entire cart can be printed Use the Cart! You can add documents to your cart throughout the day… …Then view, print or email all at once.

18. PS ViewOverview • The Document Viewer • A sub window within PS View that allows for viewing, annotating, and printing documents. Document Viewer • The Viewer appears within the “View Image” tab of the Document • The Annotation Toolbar is secured • Print and Scan Buttons are also secured

19. PS ViewOverview • Annotation Toolbar • A collection of tools to highlight, and redact the document. Also, notes, stamps, shapes etc. Document Viewer • Activate the toolbar by clicking the wrench icon • Select the small blue down arrow to expand options

20. PS ViewOverview • Adding Pages to a Document • The upper toolbar allows for additional pages, printing and saving changes or additions. Document Viewer • The Scan button allows you to scan additional pages into the document • The File Icon allows you to select a file (image) to be added to the document

21. PS ViewOverview • Document Viewing / Locator • The upper toolbar allows for additional pages, printing and saving changes or additions. Document Viewer • First, Previous, Next, Last page (if multiple pages exist) • Zoom in / Zoom out, Rotate File

22. PS ViewOverview • Image Enhance • The image can be enhanced, but remember the enhancements do not change the original. They are for “view ability” only. Document Viewer • Brightness • Image Enhance • Open in sizable window

23. PS ViewOverview • Image Size Adjust, Page Move • Zoom to fit, page width, full size • Move page order up/down, reorganize • Delete Page Document Viewer

24. PS ViewOverview Time to Practice Quick Practice • Log on to PS View • Locate the Document Class Tree • Distinguish Doc Classes from a Domain • Choose a Doc Class to Search • Enter Criteria • Click “Search”

25. PS View Agenda Course Sections • PS View Overview • Security Basics • Document Administration • Security Administration • Course Review AGENDA

26. Security Basics -Section 2 • Overview • Glossary and Terms • Password Reset • Adding a New User • Security Practice

27. Security Basics -Overview • PS View Security • The means by which users are granted permission to access documents and perform certain actions on those documents • Terms you might want to remember… • Users • Groups • Permissions • Grant • Deny • Profile

28. Security Basics • Permission • A right to access a document or feature, granted to a group or individual. • Also, in the negative sense, a permission can be the specific denial of a right. -Glossary &Terms • Rights Include • The right to access a document • The right to print or annotate a document • The right to add a user to the system • The right to change an Index value

29. Security Basics -Glossary &Terms • Group • A collection of users with a specific permission in common • A collection of permissions that are bundled together for ease of assignment • Groups are used to simplify the granting of permissions • A bundle of documents can be granted in one motion • A single permission can be granted to a bundle of users in one motion • Groups create uniformity of permissions by defining roles Sample Group Topology

30. Security Basics • At a minimum, Users should have • Rights to at least one document • Rights to at least one domain • Rights to log in -Pull it all together.. • Groups become neat piles of like entities • Personnel documents • Administrator Functions • Workers

31. Security Basics -How to Reset a Password • Password Reset • Choose “Security Admin” from the main menu area • Choose Manage User, select the user • Click “Unlock”

32. Security Basics -Adding a new user • Adding a User – Step 1 • Choose “Security Admin” from the main menu area • Choose Manage Users • Click New

33. Security Basics -Adding a new user • Adding a User - Step 2 • Enter User Information and Password • Choose Permission Level “Clone” • Click Save

34. Security Basics Time to Practice Quick Practice • Log on to PS View • Locate the Security Admin Button • Choose Manage Users • Select [assigned user name] from the list • Locate the unlock or lock button at the top • Click unlock to unlock the account Also… • Peruse the permissions tabs • Note assigned Groups & Classes

35. PS View Agenda Course Sections • PS View Overview • Security Basics • Document Administration • Security Administration • Course Review AGENDA

36. Document Administration • Architecture Overview • Creating a Doc Class • Creating Indexes • Creating a Domain • Best Practices • Practice -Section 3

37. Document Administration • Document Class Definitions • Doc Classes are hierarchical • Superdoc is the Parent of all (system generated • Parent contains child classes • Child classes contain documents Superdoc • All Documents • All People Documents • All Student Documents • All Employee Documents • Non-People Documents • Accounting Documents • Curriculum Documents • Government Documents Architecture Overview • All Employee Documents • Employment Experience • Benefits Documents • Payroll Documents • NC-4 Form • I-9 Form • Direct Deposit Authorization Form

38. Document Administration • Document Class Definitions – continued • Doc Classes inherit from their parents • Indexes are defined to parents (if possible) • Common Documents share common indexes • Example: “All People Documents” • Indexes: • Name • DOB • SSN Architecture Overview • Example: “All Accounting Documents” • Indexes: • Invoice ID • PO Number • Vendor Number • Check Number

39. Document Administration Creating a new Doc Class • Creating a new Doc Class – Step 1 • Choose “Domain Admin” from the main menu area • Choose Manage Doc Classes • Click New

40. Document Administration Creating a new Doc Class • Creating a new Doc Class – Step 2 • Choose the Parent Class • Add Name, Description and Retention • Click Save Doc Class names must be unique!

41. Document Administration Creating a new Doc Class • Creating a new Doc Class – Step 3 • Choose “Document Indexes” • Review Inherited Indexes • Click New to add another Index

42. Document Administration Creating a new Doc Class • Creating a new Doc Class – Step 4 • Assign Name, Type and Length • Identify if Index is Required, Viewable, Searchable • Click Save

43. Document Administration Creating a new Doc Class • Creating a new Doc Class – Step 5 • Verify your Index Has Been Created • Add other Indexes as Needed • When Finished, Click the Document Detail Tab

44. Document Administration Creating a new Doc Class Finished! • Creating a new Doc Class – Step 6 • Click the Save Button • Click the Create Button !!! • Make Sure you have Defined the Identity Index before Create • Confirm Permissions for Class (See Permissions Steps)

45. Document Administration Creating a Domain! • Creating a Domain – Step 1 • Click Domain Admin • Click Manage Doc Domains • Click New

46. Document Administration Creating a Domain! • Creating a Domain – Step 2 • Enter Domain Name • Click Save

47. Document Administration Creating a Domain! • Creating a Domain – Step 3 • Click Your New Domain Name to Edit • Click the Classes Tab • Click New

48. Document Administration • Creating a Domain – Step 4 • Locate Your Doc Class • Click “Add to Domain” • You are Done! (Except Permissions) Creating a Domain! Your New Domain and Doc Class Appear in the Tree

49. Document Administration Before building an Archive, ask four critical questions: Best Practices “What document am I going to image?” “How do I want to search for (retrieve) the image?” “Who needs to access the scanned image?” “Who needs to do what with the scanned image?”

50. Document Administration Best Practices What Document am I Going to Image? The document, not the user, determines the Archive set up. Design the Archive around the document(s) to be imaged.