document management - access commander v3.57€¦ · 7-6 document management access commander...

Access Commander™ User’s Manual Document Management 7-1

Chapter 7

Document Management

In This Chapter

9 Module Overview

9 Document Management Screens

9 Basic How To’s

9 How To’s By Tab

9 Additional How To’s

ContentsOverview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-5Document Management Main Menu Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-6Document Search Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-7

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-7Accessing Document Search Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-7Document Quick Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-8

Document Listing Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-9Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-9Accessing Document Listing Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7-9Document Listing Screen Color Legend . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-10Document Listing Screen Commands. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-10

Document Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-13Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-13Accessing Document Info Screen - Add New . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-15Accessing Document Info Screen - Update . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-16Accessing Document Info Screen - View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-16Document Info Screen Command . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-16Document Info Screen Tabs – Data Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-17

Document Activity Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-21Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-21Accessing Document Activity Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-21

Document Reports Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-22Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-22Accessing Document Reports Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-23

Basic Document Management How To’s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-24Search Document Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-24Add a Document Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-26Update a Document Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-28Delete a Document Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-28View (Read-Only) a Document Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-29View a Document Record’s Activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-30Export Data for Records on the Document Listing Screen to Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-30

Document Tab – Document Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-32Classification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-33

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-33

Document Management Access Commander™ User’s Manual 7-2

Back to this chapter’s TOCContents

Document Listing – Assign Classification Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-34Assign/Update Document Classification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-35

Access(es) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-37Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-37Document Listing – Assign Special Access(es) Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-38Assign/Update Document Access(es) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-39

Contracts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-41Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-41Contract Search for Assignment Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-42Select Contract to Assign Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-43Assign a Document to a Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-43Unassign a Document From a Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-45Transfer Document(s) to another Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-45

Transmittal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-47Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-47

Transmitted Document on the Document Listing Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-49Document Listing – Assign to New Transmittal Certificate Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-50Transmittal Certificate Search For Assignment Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-53Select a Transmittal Certificate To Assign Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-53Document Transmittal Search Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-54

Accessing Document Transmittal Search Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-54Document Transmittal Listing Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-55

Accessing Document Transmittal Listing Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-56Document Transmittal Info Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-56Document Transmittal Info Screen Tabs – Data Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-60

Accessing Document Transmittal Info Screen - Add New . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-61Accessing Document Transmittal Info Screen - Update . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-61Accessing Document Transmittal Info Screen - View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-62

Verify the Facility Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-62Upload Document Transmittal Associated Doc Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-63Document Search For Assignment Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-63Select Document(s) To Assign Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-64Document Transmittal Reports Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-65

Accessing Document Transmittal Reports Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-66Assign a Document(s) to a New Transmittal Certificate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-66Assign a Document(s) to an Existing Transmittal Certificate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-71Undo Document Transmittal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-73Generate a Document Transmittal Receipt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-74Search Document Transmittal Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-76Add a Document Transmittal Certificate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-78Update a Document Transmittal Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-79Delete a Document Transmittal Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-80View (Read-Only) a Document Transmittal Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-81Upload Associated Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-81Remove Associated Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-82View (Read-Only) Associated Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-83Download Associated Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-84Export Data for Records on the Document Transmittal Listing Screen to Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-84

Destruction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-86Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-86

Destroyed Documents on the Document Listing Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-88Document Listing – Assign to New Destruction Certificate Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-89Destruction Certificate Search For Assignment Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-90Select a Destruction Certificate To Assign Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-90Document Destruction Search Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-91

Accessing Document Destruction Search Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-91Document Destruction Listing Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-92

Accessing Document Destruction Listing Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-93Document Destruction Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-93

Accessing Document Destruction Info Screen - Add New . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-97Accessing Document Destruction Info Screen - Update . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-97Accessing Document Destruction Info Screen - View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-98

Document Search For Assignment Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-98Select Document(s) To Assign Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-99

Document ManagementAccess Commander™ User’s Manual 7-3

Back to this chapter’s TOC Contents

Upload Document Destruction Associated Doc Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-100Document Destruction Reports Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-100

Accessing Document Destruction Reports Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-101Assign Document(s) to a New Destruction Certificate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-102Assign a Document(s) to an Existing Destruction Certificate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-105Undo a Document Destruction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-108Generate a Document Destruction Certificate. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-109Search Document Destruction Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-110Add a Document Destruction Certificate. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-112Update a Document Destruction Record. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-114Delete a Document Destruction Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-115View (Read-Only) a Document Destruction Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-115Upload Associated Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-116Remove Associated Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-117View (Read-Only) Associated Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-117Download Associated Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-118Export Data for Records on the Document Destruction Listing Screen to Excel . . . . . . . . . . . . . . . . . . . . . . . . . . 7-119

Custodian . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-120Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-120Employee/Visitor Search Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-121Select a Visitor/Employee to Assign the Selected Documents Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-122Classified Document Hand Receipt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-123Safe/Closed Area Search For Assignment Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-123Select a Safe/Closed Area to Assign the Selected Documents Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-124Assign a Document to a Custodian . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-124Unassign a Document From a Custodian . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-128Transfer a Document(s) to another Custodian . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-128Generate a Classified Document Hand Receipt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-129

Declassification Tab – Document Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-131Owner/OnLoan Tab – Document Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-132Keyword/Abstract Tab – Document Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-133Remarks/Other Tab – Document Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-134Associated Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-135

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-135Upload Document Associated Doc Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-135Upload Associated Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-136Remove Associated Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-136View (Read-Only) Associated Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-137Download Associated Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-138

Incorporation Tab – Document Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-140Incorporation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-141

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-141Incorporated Documents on the Document Listing Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-142

Document Search For Incorporation Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-142Select Document(s) to Incorporate Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-143Incorporate a Document(s) Into the Selected Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-144Unincorporate a Document(s) From the Selected Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-145Incorporate the Selected Document Into Another Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-146Unincorporate the Selected Document From Another Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-147

Copies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-148Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-148

Document Copies, same Document Control Number, on the Document Listing Screen . . . . . . . . . . . . . . . . 7-148Document Copies, different Document Control Number, on the Document Listing Screen. . . . . . . . . . . . . 7-149

Document Copy Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-150Copy a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-151

Revisions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-152Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-152

Revised Documents on the Document Listing Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-152Document Revision Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-153Revise a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-154

Internal Receipt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-155Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-155


Back to this chapter’s TOCContents

Document Transmittal Receive Search Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-156Accessing Document Transmittal Receive Search Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-157

Document Transmittal Receive Listing Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-158Accessing Document Transmittal Receive Listing Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-159

Document Xmit Internal Receipt Info Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-159Accessing Document Xmit Internal Receipt Info Screen - Receive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-162Accessing Document Xmit Internal Receipt Info Screen - Undo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-162Document Xmit Internal Receipt Info Screen Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-162Document Xmit Internal Receipt Info Screen - Data Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-163

Document Transmittal Reports Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-164Accessing Document Transmittal Reports Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-165

Classified Document Transmittal Receipt. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-166Search Internal Document Transmittal Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-166Receive an Internal Document Transmittal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-168Undo an Internal Document Transmittal Receipt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-169Generate a Classified Document Transmittal Receipt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-170


Back to this chapter’s TOC Overview

Overview

The Document Management module within Access Commander™ is used to input and maintain all document records.

Within this module, document records can be:

� Added � Updated � Deleted � Viewed � Changed from Active to Inactive status, and vice versa

The following can be assigned to and unassigned from a document:

� Classification � Special access(es) � Declassification, including declassification exemptions � Custodian, and generate a hand receipt, or assign the document to the library � Contract number

You can also track the following document activities:

� Incorporation to and from other documents � Transmittal, including assignment to an existing or new transmittal certificate, and generation

of transmittal receipts � Destruction, including assignment to an existing or new destruction certificate, and generation

of destruction certificates � Revisions � Copies, with the option of assigning the copy(ies) a different Document Control Number or

keeping the same as the original

Additional functionality includes:

� Preformatted reports � Associated documents for document, document transmittal and document destruction records � Acknowledge internal transmittal receipts � Exporting record data from the Document Listing screen to Excel


Back to this chapter’s TOCDoCument management main menu options

Document Management Main Menu OptionsMany of the document management functionalities can be accessed directly from the Document management icon on the Main Menu, as shown in Figure 7-1. Table 7-1 describes the screen that is accessed and in which section in this chapter the corresponding How To’s are located.

Figure 7-1 . The Document Management icon options .

Table 7-1 . The options for the Document Management icon .

Option Screen Accessed Corresponding How To’s Section(s)

Document+ Add NewSearch

Document Info Document Search

ClassificationAccess(es)ContractTransmittalDestructionCustodianAssociated DocumentsIncorporationCopiesRevisions

Transmittal Cert(s)+ Add NewSearch

Document Transmittal InfoDocument Transmittal Search

Transmittal

Internal Receipt(s)Search Document Transmittal Receive Search

Internal Receipt

Destruction Cert(s)+ Add NewSearch

Document Destruction InfoDocument Destruction Search

Destruction

Help Online version of this chapter.


Back to this chapter’s TOC Document Search Screen

Document Search Screen

Overview

The Document Search screen contains the fields that can be filled in and/or selected as search criteria. This allows you to narrow down the search for a specific document record, or group of document records.

Figure 7-2 . The Document Search screen .

Accessing Document Search Screen

Depending on where you are in Access Commander, there are four ways to access the Document Search screen:

� Main Menu screen, Document Management icon � Main Menu screen, Document Management icon, Search option � Document Listing or Document Info screen, Search link � Main Menu link, Document Management option


Back to this chapter’s TOCDocument Search Screen

To use the Document Management icon: 1. Access the Main Menu screen. (Need help? See Accessing Main Menu Screen in Chapter 2.)

2. Click the Document Management icon. The Document Search screen displays.

To use the Search option: 1. Access the Main Menu screen. (Need help? See Accessing Main Menu Screen in Chapter 2.)

2. Place the cursor on the Document Management icon.The Document Management pop-up menu displays.

3. Click the Search option. The Document Search screen displays.

To use the Search link: 1. Access the Document Listing or Document Info screen. (Need help? See Accessing Document Listing

Screen or Accessing Document Info Screen in this chapter.)

2. Click the Search link.The Document Search screen displays.

To use the Document Management option: 1. Place the cursor on the Main Menu link.

The options display.

2. Click the Document Management option.The Document Search screen displays.

For more information about searching, see Searching in Chapter 3.

Document Quick Search

The Quick Search menu bar link includes three document search options:

� Control # � Title

Figure 7-3 . Document Quick Search options .


Back to this chapter’s TOC Document Listing screen

Document Listing Screen

Overview

The Document Listing screen:

� Displays the results of your search on the Document Search screen. Records are displayed in table format. The columns in the table display key data for each record (e.g., Document #, Copy, Series).

Figure 7-4 . The Document Listing screen .

Accessing Document Listing Screen

To access the Document Listing screen:

� Document Search screen, Find button

To use the Find button: 1. Access the Document Search screen. (Need help? See Accessing Document Search Screen in this

chapter.)

2. Enter search criteria to narrow down the search for the specific document record, or group of document records.

3. Click the Find button.The Document Listing screen displays with the results of your search.If no records are found matching the entered search criteria, a blank Document Listing screen displays.


Back to this chapter’s TOCDocument Listing screen

Document Listing Screen Color Legend

The Color Legend on the Document Listing screen distinguishes the status of documents using different colors.

Figure 7-5 . The Document Listing screen color legend .

Table 7-2 lists and describes the statuses included in the color legend.

Table 7-2 . The Document Listing screen color legend .

Color Screen Description Explanation

RED Document was destroyed This record will display in red and a pop-up window with a message, if entered, displays when the record is selected, viewed, updated, or deleted.

GRAY Document was transmitted The status for the record has been set to Transmitted.

PINK Document was incorporated from others

The status for the record has been set to Incorporated.

GOLD Document was incorporated to another

The status for the record has been set to Incorporated.

GREEN Document is inactive The status for the record has been set to Inactive.

BLACK Selected record (a checkmark displays in the record’s checkbox)

This record will display in black when selected using the checkbox.

Document Listing Screen Commands

Ten commands are available on the Document Listing screen. Whether or not a command displays depends on the:

� Status of a selected document (i.e., Active, InActive, Transmitted, Destroyed, Incorporated), � Number of documents selected, and � User’s permissions.


Back to this chapter’s TOC Document Listing screen

Figure 7-6 . The commands on the Document Listing screen .

Table 7-3 lists and describes the commands on the Document Listing screen.

Table 7-3 . The commands on the Document Listing screen .

Command Screen Accessed Use the command toAssign/Transfer Custodian Employee Visitor Search assign/transfer one or more documents to a custodian.

For the corresponding How To’s, see Custodian in this chapter.

Assign/Transfer Contract Contract Search For Assignment

assign/transfer one or more documents to a contract.

For the corresponding How To’s, see Contracts in this chapter.

Assign to New Destruction Certificate Document Listing - Assign to New Destruction Certificate

assign one or more documents to a new document destruction certificate.

For the corresponding How To’s, see Destruction in this chapter.

Assign to Existing Destruction Certificate

Document Listing - Assign to Existing Destruction Certificate

assign one or more documents to a existing document destruction certificate.

For the corresponding How To’s, see Destruction in this chapter.

Assign to New Transmittal Certificate Document Listing - Assign to New Transmittal Certificate

assign one or more documents to a new document transmittal certificate.

For the corresponding How To’s, see Transmittal in this chapter.

Assign to Existing Transmittal Certificate

Document Listing - Assign to Existing Transmittal Certificate

assign one or more documents to a new document transmittal certificate.

For the corresponding How To’s, see Transmittal in this chapter.

Revise the Selected Document Document Revision revise the selected document.

For the corresponding How To’s, see Revisions in this chapter.


Back to this chapter’s TOCDocument Listing screen

Command Screen Accessed Use the command toMake Copies of This Document Document Copy copy the selected document.

For the corresponding How To’s, see Copies in this chapter.

Assign Classification Document Listing - Assign Classification

assign classification(s) to one or more documents.

For the corresponding How To’s, see Classification in this chapter.

Assign Special Access Document Listing - Assign Special Access(es)

assign special access(es) to one or more documents.

For the corresponding How To’s, see Access(es) in this chapter.


Back to this chapter’s TOC Document Info Screen

Document Info Screen

Overview

The Document Info screen is used to:

� Add new document records to the system when in Add New mode � Modify existing document records when in Update mode � View existing document records when in View (read-only) mode

Figure 7-7 . The Document Info screen in Add New mode .

When in Add New mode, the Document Info screen displays the Add and Cancel buttons, and has the following tabs, as shown in Figure 7-7:

� Document � Declassification � Owner/OnLoan � Keyword/Abstract � Remarks/Other


Back to this chapter’s TOCDocument Info Screen

Figure 7-8 . The Document Info screen in Update mode .

When in Update mode, the Document Info screen displays the Update and Cancel buttons, and has the following tabs, as shown in Figure 7-8:

� Document � Declassification � Owner/OnLoan � Keyword/Abstract � Remarks/Other � Incorporation (does not display when in Add New mode)



Figure 7-9 . The Document Info screen in View mode .

When in View mode, the Document Info screen displays the Exit button and all fields are read-only, as shown in Figure 7-9.

Accessing Document Info Screen - Add New

Depending on where you are in Access Commander, there are two ways to access the Document Info screen in Add New mode:

� Main Menu screen, Document Management icon, Add New option � Document Search or Document Listing screen, Add New link

To use the Add New option: 1. Access the Main Menu screen. (Need help? See Accessing Main Menu Screen in Chapter 2.)

2. Place the cursor on the Document Management icon.A pop-up menu displays.

3. Click the Add New option.The Document Info screen, Document tab, displays in Add New mode.

To use the Add New link: 1. Access the Document Search or Document Listing screen. (Need help? See Accessing Document

Search Screen or Accessing Document Listing Screen in this chapter.)

2. Click the Add New link.The Document Info screen, Document tab, displays in Add New mode.



Accessing Document Info Screen - Update

To access the Document Info screen in Update mode:

� Document Listing screen, Update button

To use the Update button: 1. Access the Document Search screen. (Need help? See Accessing Document Search Screen in this

chapter.)

2. Enter the search criteria.

3. Click the Find button.The Document Listing screen displays with the results of your search.

g If no records are found matching the entered search criteria, a blank Document Listing screen displays. If this is the case, click the Search link and search again. (Need help? See Searching in Chapter 3.)

4. Click the Update button in the column next to the document record.The Document Info screen, Document tab, displays in Update mode.

Accessing Document Info Screen - View

To access the Document Info screen in View mode:

� Document Listing screen, View button

To use the View button: 1. Access the Document Search screen. (Need help? See Accessing Document Search Screen in this

chapter.)


3. Click the Find button.The Document Listing screen displays with the results of your search.

g If no records are found matching the entered search criteria, a blank Document Listing screen displays. If this is the case, click the Search link and search again. (Need help? See Searching in Chapter 3.)

4. Click the View button in the column next to the document record.The Document Info screen, Document tab, displays in View (read-only) mode.

Document Info Screen Command

There is one command on the Document Info screen.



Table 7-4 . Command on the Document Info screen .

Command Screen Accessed Use the command toBack to Document Listing Document Listing return to the Document Listing screen.

g New records and changes to fields will not be saved when you use this command.

Document Info Screen Tabs – Data Fields

The data fields on the Document Info screen (in Update mode) are listed in the following tables. They are organized by tab, as they display on the screen from left to right, as shown in Figure 7-8.

Table 7-5 . Document Info screen, Document tab data fields .

g The fields on this tab can be customized by a System Administrator. A field can be renamed, designated as required or not required, and be hidden from view. The table lists the default fields, which may differ from what you see on this tab.

Field Name Explanation

DOCUMENT TAB: Control # REQUIRED. Enter the document control number.

Copy # Defaults to the starting copy number of the document.

Series # Defaults to the series number on the document.

External Control # Enter the external document control number.

# Copies System populates the number of copies.

Status Enter the status of the document.

Media Type Select the type of media that the document resides.

Doc. Type Select the document type.

Expired On REMINDER. Enter the date the document expires.

Classification Select the classification of the document.

Published Date Enter the date the document was published.

Origination Date Enter the origination date of the document.

Access(es) Click to show all access(es) and select the access(es).

Compartment # Enter the compartment number for the document.

Drawer # Enter the drawer number where document is stored.

SCIF Enter the SCIF number where the document is stored.

Facility Code Select the facility code of the document.

Bar Code Enter the bar code on the document.

Location Enter the location of the document.

Project Enter the project name that this document is to support.

# Pages Enter the total number of pages in the document.

Incoming Courier # Enter the number of the courier that delivered the document.



Field Name ExplanationIncoming Register # Enter the incoming register number from Post Office, UPS, etc.

Incoming Package # Enter the incoming package number.

Last Audit Date Enter the date of the last audit on the document.

Request Date REMINDER. Enter the request date for the document.

Received Date REMINDER. Enter the date the document was received.

Originator Enter the name of the person or organization that generated the document.

Revised By Enter the person or organization that last revised the document.

Revised Date Enter the revised date of the document.

Accountability Click if accountable.

Title Enter the document title.

Contract # System populates the contract number when applicable.

Transmittal ID # System populates the transmittal ID number, when applicable.

Destruction ID # System populates the destruction ID number, when applicable.

Custodian System populates the custodian’s name, when assigned.

Safe # Select the Safe #, when applicable.

Buttons

Assign Contract/Unassign Contract

Click to display the Contract Search for Assignment screen. The button toggles to Unassign Contract if the document is assigned to a contract.

Transmit/Transmit Undo

When the cursor is placed on this button, the New Transmittal Cert and Existing Transmittal Cert options display.

The button toggles to Transmit Undo if the document has been transmitted, and the Transmittal Receipt button also displays.

If New Transmittal Cert is selected, the Document Listing - Assign to New Transmittal Certificate screen displays.

If Existing Destruction Cert is selected, the Destruction Certificate Search for Assignment screen displays.

Destroy/Destroy-Undo When the cursor is placed on this button, the New Destruction Cert and Existing Destruction Cert options display.

If New Destruction Cert is selected, the Document Listing - Assign to New Destruction Certificate screen displays.

If Existing Destruction Cert is selected, the Destruction Certificate Search for Assignment screen displays.

When a document is destroyed, this button toggles to Destroy-Undo and the Destruction Certificate button also displays.

Assign Custodian/Return Library

Click to display the Employee/Visitor Search screen.

When a document is assigned to a custodian, this button toggles to Return Library and the Doc Receipt button also displays.

Doc Receipt This button displays only when the document is assigned to a custodian.

Click to display the Classified Document Hand Receipt report.



Table 7-6 . Document Info screen, Declassification tab data fields .



DECLASSIFICATION TAB: Classified By Enter the name of the agency who classified the document.

Reason for Classification Enter the reason for classification.

Retention Date REMINDER. Enter the document’s retention date.

Declassification Date Enter the date of the declassification of the document.

Downgrade Date REMINDER. Enter the downgrade date of the document.

Declassification On Enter the reason for declassification.

10 Year Declass Date REMINDER. Enter the document’s 10 year declassification date.

10 Year Exempt Select the document 10 year exempt type.

Derived From Enter the classification reason.

25 Year Declass Date REMINDER. Enter the document’s 25 year declassification date.

25 Year Exempt Select the document 25 year exempt type.

Systematic Review Date REMINDER. Enter the document’s systematic review date.

Mandatory Review Date REMINDER. Enter the document’s mandatory review date.

Remark On Enter comments on the clearance.

Declass Exemptions

X1 thru X9 Click on the exemptions that apply.

Manual Review? Click if manual review applies.

OADR Click if OADR applies.

OADR Select/enter the OADR date.

Table 7-7 . Document Info screen, Owner/OnLoan tab data fields .



OWNER/ONLOAN TAB: Original Owner Enter the original owners name.

Pending Dest/Xmit Select the pending dest/xmit.

Pending Date REMINDER. Enter the pending date.

On Loan/Xmit To Disabled. Field kept for compatibility purposes only.

Due Date Disabled. Field kept for compatibility purposes only.



Table 7-8 . Document Info screen, Keyword/Abstract tab data fields .



KEYWORD/ABSTRACT TAB: Keywords Enter the document’s keywords.

Abstract Enter an abstract for the document.

Table 7-9 . Document Info screen, Remarks/Other tab data fields .



REMARKS/OTHER TAB:

Unclassified Msg Enter the unclassified message.

Print Unclassified Click to indicate print unclassified.

Author Last Name Enter the last name of the author.

First First name of the author.

Middle Middle name of the author.

Doc UDF1 User Defined Field. May be configured by a System Administrator as a customized data entry field.





Remark on Doc Enter remarks on the document.

Last Inventory Date System populated, when applicable.

Associated Doc(s) Section:

Click the Upload Associated Doc. link to associate a document. Maintain existing associated documents using the Remove button and the File Description column to view and/or download an associated document.

Table 7-10 . Document Info screen, Incorporation tab data fields .


INCORPORATION TAB: Incorporate Other Document(s) to This Document button Click to display the Document Search for Incorporation

screen.

Incorporate This Document to Another Document button Click to display the Document Search for Incorporation screen.


Back to this chapter’s TOC DoCument aCtivity info sCreen

Document Activity Info Screen

Overview

The Document Activity Info screen displays the pertinent data that needs to be tracked for the selected record, as well as the user who performed the action. For example, the assignment and unassignment of custodians is tracked within the Document Management module.

Figure 7-10. The Document Activity Info screen.

Accessing Document Activity Info Screen

To access the Document Activity Info screen:

� Document Info screen, Activities link

To use the Activities link: 1. Access the Document Info screen. (Need help? See Accessing Document Info Screen in this chapter.)

2. Click the Activities link.The Document Activity Info window displays.

3. Click the Close link to close the window.The Document Info screen displays.


DoCument reports sCreenBack to this

chapter’s TOC

Document Reports Screen

Overview

The Document Reports screen displays the preformatted reports available for the Document Management module. Reports can be customized as specified and requested by your employer.

Figure 7-11. The Document Reports screen.

The records upon which the selected report is based is determined by:

� Records displaying on the Document Listing screen.

In other words, those records that matched the search criteria entered on the Document Search screen during the most recently completed search. For example, a user may want to include only active documents, so he/she would complete a search for documents with Active document status. Then, on the Document Reports screen, the Row(s) in List radio button is selected.In some cases, you may need to complete a search prior to running a report to ensure that the appropriate records are included for the specific report.

If you need to include all records in the system, you will do so by selecting the All radio button on the Document Reports screen, in which case it doesn’t make a difference what search was last completed.

� Records selected on the Document Listing screen.

To include only a single document record, or specific document records, in a report, check that record’s checkbox(es) on the Document Listing screen. Then select the Selected Row(s) radio button on the Document Reports screen to include only the selected records in the report.


DoCument reports sCreenBack to this

chapter’s TOC

� Radio button selected on the Document Reports screen. Depending on the report selected, the applicable button(s) display: Selected Row(s), Row(s) in List, and All.

For more information about generating reports, see Generating Reports in Chapter 3.

Accessing Document Reports Screen

Depending on where you are in Access Commander, there are two ways to access the Document Reports screen:

� Document Listing screen, Reports link � Document Info screen, Reports link

To use the Reports link: 1. Access the Document Listing or Document Info screen. (Need help? See Accessing Document Listing

Screen or Accessing Document Info Screen in this chapter).

2. Click the Reports link.The Document Reports screen displays.

Access Commander™ User’s Manual 7-24

Back to this chapter’s TOC

Document Management

BasiC DoCument management how to’s

Basic Document Management How To’s

In This Section

9 Search Document Records

9 Add a Document Record

9 Update a Document Record

9 Delete a Document Record

9 View (Read-Only) a Document Record

9 Change a Document’s Status

9 View a Document Record’s Activities

9 Export Data for Records on the Document Listing Screen to Excel

Search Document Records

Depending on where you are in Access Commander, there are four ways to search for document records:

� Main Menu screen, Document Management icon � Main Menu screen, Document Management icon, Search option � Document Listing or Document Info screen, Search link � Main Menu link, Document Management option

To use the Document Management icon:

Figure 7-12 . The Document Management icon .

1. Access the Main Menu screen. (Need help? See Accessing Main Menu Screen in Chapter 2.)

2. Click the Document Management icon. The Document Search screen displays.

3. Enter the search criteria. (Need help? See Searching in Chapter 3.)

4. Click the Find button.The Document Listing screen displays the records that match the search criteria.If no records are found matching the entered search criteria, a blank Document Listing screen displays.

5. To search for another document record, click the Search link on the Document Listing screen.



Document Management

Basic Document management How to’s

To use the Search option:

Figure 7-13 . The Search option (Document) .



3. Click the Search option. The Document Search screen displays.




To use the Search link:

Figure 7-14 . The Search link .

1. Access the Document Listing or Document Info screen. (Need help? See Accessing Document Listing Screen or Accessing Document Info Screen in this chapter.)

2. Click the Search link.The Document Search screen displays.






Document Management


To use the Document Management option:

Figure 7-15 . The Document Management option .

1. Place the cursor on the Main Menu link.The options display.

2. Click the Document Management option.The Document Search screen displays.




Add a Document Record

There are three ways to add a new document record:

� Main Menu screen, Document Management icon, + Add New option � Document Listing screen, + Add New link � Document Search screen, + Add New link

To use the + Add New option:

Figure 7-16 . The + Add New option .

1. Access the Main Menu screen. (Need help? Accessing Main Menu Screen in Chapter 2.)



Document Management



3. Click the + Add New option. A blank Document Info screen displays.

4. Complete the required fields (indicated in red), and additional fields as needed on all 5 tabs: � Document � Declassification � Owner/OnLoan � Keyword/Abstract � Remarks/Other

5. Click the Add button.The message, “The information has been added.”, the Re-Edit This Record link and Done button display.

6. Click the Done button.The Document Listing screen displays. The new document record displays highlighted (in black) and its checkbox is checked.

7. To add another document record, click the + Add New link on the Document Listing screen.

To use the + Add New link:

Figure 7-17 . The + Add New link .

1. Access the Document Listing or Document Search screen. (Need help? See Accessing Document Listing Screen or Accessing Document Search Screen in this chapter.)

2. Click the + Add New link.A blank Document Info screen displays.

3. Complete the required fields (indicated in red), and additional fields as needed on all 5 tabs: � Document � Declassification � Owner/OnLoan � Keyword/Abstract � Remarks/Other


5. Click the Done button.The Document Listing screen displays. The new document record displays in the list, highlighted (in black) and its checkbox is checked.

6. To add another document record, click the + Add New link on the Document Listing screen.



Document Management


Update a Document Record

To update a document record:

� Document Listing screen, Update button

To use the Update button:

Figure 7-18 . The Update button .

1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this chapter.)

2. Click the Update button in the column next to the document record.The Document Info screen, Document tab displays.

3. Complete the updates on all 6 tabs: � Document � Declassification � Owner/OnLoan � Keyword/Abstract � Remarks/Other � Incorporation

4. Click the Update button.The message, “The information has been updated.”, the Re-Edit This Record link and Done button display.

5. Click the Done button.The Document Listing screen displays.The updated record displays highlighted (in black) and its checkbox is checked.

6. To update another document record, repeat from step 2 above.

Delete a Document Record

Deleting document records must be done with care. Once a document record is deleted it cannot be restored. Follow your employer’s guidelines when using the Delete button.

To delete a document record:

� Document Listing screen, Delete button



Document Management


To use the Delete button:

Figure 7-19 . The Delete button .


2. Click the Delete button in the column next to the document record.The Document Listing – Delete Confirmation screen displays.

3. Click the Go button (the Yes, delete command is the default).The message, “The selected record(s) was/were successfully deleted.” displays.

g If the document record cannot be deleted (e.g., the document is assigned to an active contract), an error message displays in a pop-up window.

4. Click the OK button. The Document Listing screen displays.The document record no longer displays.

5. To delete another document record, repeat from step 2 above.

View (Read-Only) a Document Record

To view all of a document record’s data fields:

� Document Listing screen, View button

To use the View button:

Figure 7-20 . The View button .


2. Click the View button in the column next to the document record.The Document Info screen, Document tab displays.

3. View the information on all 6 tabs: � Document � Declassification � Owner/OnLoan



Document Management


� Keyword/Abstract � Remarks/Other � Incorporation

4. Click the Exit button. The Document Listing screen displays.The viewed record displays highlighted (in black) and its checkbox is checked.

5. To view another document record, repeat from step 2 above.

View a Document Record’s Activities

To view the activities for a document record:

� Document Info screen, Activities link

To use the Activities link:

Figure 7-21 . The Activities link .


2. Click the Update button in the column next to the document record.The Document Info screen, Document tab displays.

3. Click the Activities link.The Document Activity Info screen displays.

4. When done viewing the information, click the Close link.The Document Info screen displays.The updated record displays highlighted (in black) and its checkbox is checked.

5. To view the activities for another document record, repeat from step 1 above.

Export Data for Records on the Document Listing Screen to Excel

g The Export to Excel link also displays on the Document Listing - Assign to New Destruction Certificate and Document Listing - Assign to New Transmittal Certificate screens. It is the data from the records on the Document Listing screen that is exported when the link is clicked on the Document Listing - Assign to New Destruction Certificate and Document Listing - Assign to New Transmittal Certificate screens.

To export the data for records on the Document Listing screen to Excel:

� Document Listing screen, Export to Excel button



Document Management


To use the Export to Excel button:

Figure 7-22 . The Export to Excel button .

1. Access the Document Search screen and enter search criteria to narrow down the search to include the records for which to export data to Excel . (Need help? See Search Document Records in this section.)

2. Click the Find button.The Document Listing screen displays the records that match the search criteria.

3. Click the Export to Excel link.The spreadsheet generates. A window displays asking if you wish to Open, Save or Save as the spreadsheet.

4. Select Open, Save or Save as as applicable.

5. Work with the Excel spreadsheet as applicable.

6. Return to the Document Listing screen.The Document Listing screen displays with the results from your earlier search.

7. To generate an excel spreadsheet for another set of records, repeat from step 1 above.



Document Management

DoCument taB-DoCument info sCreen

Document Tab – Document Info Screen

Figure 7-23. The Document tab of the Document Info screen (in Update mode).

The Document tab of the Document Info screen displays when in Add New, Update, or View mode. It displays only data fields (no sections) including:

� Required fields (i.e., Control #, Facility Code) � Document specific fields (e.g., Classification, Access(es), Title) � Buttons (e.g., Assign Contract, Transmit, Destroy, Assign Custodian)

For a list and description of the data fields, see Table 7-5.

For the How To’s that correspond to the buttons on this tab, see the following sections in this chapter:

� Classification � Access(es) � Contract � Transmittal � Destruction � Custodian



Document Management

ClassifiCation

Classification

How To In This Section

9 Assign/Update Document Classification

Overview

Assigning and updating document classification is easily accomplished within the Document Management module in Access Commander™.

On the Document Info screen, Document tab, the Classification drop-down list box displays, as shown in Figure 7-24.

Figure 7-24 . Classification drop-down list box on the Document tab .



Document Management

ClassifiCation

On the Document Listing screen, the Assign Classification command is available, as shown in Figure 7-25.

Figure 7-25 . Assign Classification command on the Document Listing screen .

Document classification is assigned and updated using the:

� Classification drop-down list box on the Document tab (on the Document Info screen in Update mode), or

� Assign Classification command on the Document Listing screen.

g Using the Assign Classification command allows you to assign or update the classification for more than one document at a time.

Document Listing – Assign Classification Screen

The Document Listing – Assign Classification screen displays when you click the:

� Assign Classification command on the Document Listing screen

Figure 7-26 . The Document Listing – Assign Classification screen .



Document Management

ClassifiCation

Table 7-11 lists and describes the data fields on the Document Listing – Assign Classification screen.

Table 7-11 . Document Listing – Assign Classification screen data fields .

Field Name ExplanationClassification REQUIRED. Select Classification of document.

Assign/Update Document Classification

There are two ways to assign/update a document’s classification:

� Document Info screen, Document tab, Classification drop-down list box � Document Listing screen, Assign Classification command

g Using the Assign Classification command allows you to assign the classification for more than one document at a time.

To use the Classification drop-down list box: 1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)

2. Click the Update button in the column next to the Document #.The Document Info screen, Document tab displays.

3. Click the down arrow button next to the Classification field. The list of classifications displays.

4. Click the applicable classification.The list box closes and the selected classification displays in the field.

5. To return to the Document Listing screen, click the Update button.The message, “The information has been updated.”, the Re-Edit This Record link and Done button display.

6. Click the Done button.The Document Listing screen displays.The updated document record displays highlighted (in black) and its checkbox is checked.The selected classification displays in the Classification column.

7. To assign/update the classification for another document, repeat from step 2 above.

To use the Assign Classification command:1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)

2. Click the Select checkbox(es) in the column next to the Document #(s).The screen refreshes and the record(s) display highlighted (in black) with a checkmark in the checkbox(es).



Document Management

ClassifiCation

3. Place the cursor on the Commands link.The commands display.

4. Click the Assign Classification command.

The Document Listing – Assign Classification screen displays.The document record(s) display(s) at the top of the screen.

5. Click the down arrow button next to the Classification field. The list of classifications displays.

6. Click the applicable classification.The list box closes and the selected classification displays in the field.

7. Click the Go button (the default command is Yes, Change Them!).The message, “The # selected record(s) was/were successfully changed.” displays.

8. Click the OK button.The Document Listing screen displays.The updated record(s) displays highlighted (in black) with a checkmark in the checkbox(es).The selected classification displays in the Classification column(s).

9. To assign/update the classification to another document(s), repeat from step 2 above.


Back to this chapter’s TOC Access(es)

Access(es)


9 Assign/Update Document Access(es)

Overview

Assigning and updating document access(es) is easily accomplished within the Document Management module in Access Commander™.

On the Document Info screen, Document tab, the Access(es) checkboxes display, as shown in Figure 7-27.

Figure 7-27 . Access(es) checkboxes on the Document tab .


Back to this chapter’s TOCAccess(es)

On the Document Listing screen, the Assign Special Access command is available, as shown in Figure 7-28.

Figure 7-28 . Assign Special Access command on the Document Listing screen .

Document accesses are assigned and updated using the:

� Access(es) checkboxes on the Document tab (on the Document Info screen in Update mode), or

� Assign Special Access command on the Document Listing screen.

g Using the Assign Special Access command allows you to assign or update the special accesses for more than one document at a time.

Document Listing – Assign Special Access(es) Screen

The Document Listing – Assign Special Access(es) screen displays when you select the:

� Assign Special Access command on the Document Listing screen

Figure 7-29 . The Document Listing – Assign Special Access(es) screen .


Back to this chapter’s TOC Access(es)

Table 7-12 lists and describes the data field on the Document Listing – Assign Special Access(es) screen.

Table 7-12 . Document Listing – Assign Special Access(es) screen data field .

Field Name ExplanationAccess(es) REQUIRED. Select Access(es) for document.

Assign/Update Document Access(es)

There are two ways to assign/update a document’s access(es):

� Document Info screen, Document tab, Access(es) field, Access(es) checkboxes � Document Listing screen, Assign Special Access command.

g Using the Assign Special Access command allows you to assign or update accesses for more than one document at a time.

To use the Access(es) checkboxes: 1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)


3. Click the down arrow button next to the Access(es) field. The access(es) checkboxes display.

4. Click the applicable checkboxes.The selected access(es) display(s) in the Access(es) field.


6. Click the Done button.The Document Listing screen displays.The updated document record displays highlighted (in black) and its checkbox is checked.The selected access(es) display(s) in the Access column.

7. To assign the access(es) for another document, repeat from step 2 above.

To use the Assign Special Access command:1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)



Back to this chapter’s TOCAccess(es)


4. Click the Assign Special Access command.

The Document Listing – Assign Special Access(es) screen displays.The document record(s) display(s) at the top of the screen.

5. Click the applicable checkboxes.The selected access(es) display(s) in the Access(es) field.

6. Click the Go button (the default command is Yes, Change Them!).The message, “The # selected record(s) was/were successfully changed.” displays.

7. Click the OK button.The Document Listing screen displays.The updated record(s) display(s) highlighted (in black) with a checkmark in the checkbox(es).The selected access(es) display(s) in the Access column(s).

8. To assign additional access(es) to a document(s), repeat from step 2 above.


Back to this chapter’s TOC ContraCts

Contracts

How To’s In This Section

9 Assign a Document to a Contract

9 Unassign a Document from a Contract

9 Transfer a Document to another Contract

Overview

Documents can be assigned to contracts, unassigned from contracts, and transferred from one contract to another from within the Document Management module in Access Commander™.

On the Document Info screen, Document tab, the Assign Contract button displays, as shown in Figure 7-30.

Figure 7-30 . Assign Contract button on the Document tab .

On the Document Listing screen, the Assign/Transfer Contract command is available, as shown in Figure 7-31.

Figure 7-31 . Assign/Transfer Contract command on the Document Listing screen .

Documents are assigned to contracts using the:

� Assign Contract button on the Document tab (on the Document Info screen in Update mode), or

� Assign/Transfer Contract command on the Document Listing screen

g Using this command allows you to assign more than one document to a contract at a time.


Back to this chapter’s TOCContraCts

A document is unassigned from a contract using the:

� Unassign Contract button on the Document tab (on the Document Info screen in Update mode)

Documents are transferred from one contract to another contract using the:

� Assign/Transfer Contract command on the Document Listing screen

Contract Search for Assignment Screen

The Contract Search for Assignment screen displays when you click the:

� Assign Contract button or Assign/Transfer Contract command

The search criteria for the contract to assign are entered on this screen.

Figure 7-32 . The Contract Search for Assignment screen .



Select Contract to Assign Screen

The Select Contract to Assign screen displays when you click the:

� Find button on the Contract Search For Assignment screen

Figure 7-33 . The Select Contract to Assign screen .

The Select Contract to Assign screen displays the results of the search on the Contract Search for Assignment screen. The contract to be assigned is selected on this screen.

Assign a Document to a Contract

There are two ways to assign a document to a contract:

� Document Info screen, Document tab, Assign Contract button � Document Listing screen, Assign/Transfer Contract command

g Using the Assign/Transfer Contract command allows you to assign more than one document to a contract at a time.

To use the Assign Contract button: 1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)


3. Click the Assign Contract button.The Contract Search For Assignment screen displays.

4. Enter search criteria based on the information you have about the contract being assigned.

5. Click the Find button. The Select Contract to Assign screen displays the records that match the entered search criteria.



6. Click the Select checkbox next to the Contract # to which the document is being assigned. The screen refreshes and the contract record displays highlighted (in black) with a checkmark in its checkbox.

7. Click the Assign button.

g If the document can’t be assigned to the contract, an error message displays in red under the navigation links.

The Document Info screen, Document tab displays. The Contract Number, if entered, displays in the Contract # field, and the Unassign Contract button displays.


9. Click the Done button.The Document Listing screen displays.The updated document record displays highlighted (in black) and its checkbox is checked.The Contract Number, if entered, displays in the Contract # column.

10. To assign another document to a contract, repeat from step 2 above.

To use the Assign/Transfer Contract command:1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)



4. Click the Assign/Transfer Contract command. The Contract Search For Assignment screen displays.

5. Enter search criteria based on the information you have about the contract being assigned.


7. Click the Select checkbox next to the Contract # to which the document(s) is/are being assigned. The screen refreshes and the contract record displays highlighted (in black) with a checkmark in the checkbox.

8. Click the Assign button. The message, “The selected document was successfully assigned to the contract!” displays.

9. Click the OK button.The Document Listing screen displays.The document record(s) displays highlighted (in black) and its/their checkbox(es) is/are checked.The Contract Number, if entered, displays in the Contract # column(s).

10. To assign another document(s) to a contract, repeat from step 2 above.



Unassign a Document From a Contract

To unassign a document from a contract:

� Document Info screen, Document tab, Unassign Contract button

To use the Unassign Contracts button: 1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)


3. Click the Unassign Contract button.The Document Info screen refreshes. The Contract Number no longer displays in the Contract # field, and the Assign Contract button displays.

4. To return to the Document Listing screen, click the Update button.The message, The information has been updated.”, the Re-Edit This Record link and Done button display.

5. Click the Done button.The Document Listing screen displays.The updated document record displays highlighted (in black) and its checkbox is checked.The Contract Number no longer displays in the Contract # column.

6. To unassign another document from a contract, repeat from step 2 above.

Transfer Document(s) to another Contract

To transfer a document(s) to another contract:

� Document Listing screen, Assign/Transfer Contract command

g The Assign/Transfer Contract command allows you to transfer more than one document to another contract at a time.

To use the Assign/Transfer Contract command:1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)



4. Click the Assign/Transfer Contract command. The Contract Search For Assignment screen displays.



5. Enter search criteria based on the information you have about the contract to which the documents are being transferred.


7. Click the Select checkbox next to the Contract # to which the document(s) is/are being transferred. The screen refreshes and the contract record displays highlighted (in black) with a checkmark in the checkbox.

8. Click the Assign button. The message, “The selected document(s) was/were successfully assigned to the contract!” displays.

9. Click the OK button.The Document Listing screen displays.The document record(s) displays highlighted (in black) and its/their checkbox(es) is/are checked.The Contract Number, if entered, displays in the Contract # column(s).

10. To transfer another document(s) to a contract, repeat from step 2 above.


Back to this chapter’s TOC TransmiTTal

Transmittal


9 Assign a Document to a New Transmittal Certificate

9 Assign a Document to an Existing Transmittal Certificate

9 Undo a Document Transmittal

9 Generate a Document Transmittal Receipt

9 Search Document Transmittal Records

9 Add a Document Transmittal Certificate

9 Update a Document Transmittal Certificate

9 Delete a Document Transmittal Certificate

9 View a Document Transmittal Certificate

9 Upload Associated Documents

9 Remove Associated Documents

9 View (Read-Only) Associated Documents

9 Download Associated Documents

9 Export Data for Records on the Document Transmittal Listing Screen to Excel

Overview

Access Commander™ provides comprehensive tracking of document transmittals and generates transmittal certificates within the Document Management module. Both customer and internal transmittals can be tracked. You can also generate a Document Transmittal Certificate, as well as other reports.

Documents are assigned to new transmittal certificates using the:

� New Transmittal Cert option from the Transmit button on the Document tab (on the Document Info screen in Update mode), or

� Add New Transmittal Cert(s) option from the Document Management icon pop-up menu on the Main Menu screen, or

� Assign to New Transmittal Certificate command on the Document Listing screen.

g Both the Assign to New Transmittal Certificate command and Add New Transmittal Cert(s) option allow you to assign more than one document at a time.


Back to this chapter’s TOCTransmiTTal

Documents are assigned to existing transmittal certificates using the:

� Existing Transmittal Cert option from the Transmit button on the Document tab (on the Document Info screen in Update mode), or

� Assign Document(s) button on the Documents tab (on the Document Transmittal Info screen in Update mode), or

� Assign to Existing Transmittal Certificate command on the Document Listing screen.

g Both the Assign to Existing Transmittal Certificate command and Assign Document(s) button allow you to assign more than one document at a time.

Document transmittals are reversed using the:

� Transmit - Undo button on the Document tab (on the Document Info screen in Update mode), or

� Unassign Document(s) button on the Documents tab (on the Document Transmittal Info screen in Update mode)

Document transmittal certificates can be generated using the:

� Transmittal Receipt button on the Document tab (on the Document Info screen in Update mode), or

� Print Receipt button on the Documents tab (on the Document Transmittal Info screen in Update mode)

The Document Management icon pop-up menu on the Main Menu screen displays the following Transmittal Cert(s) options, as shown in Figure 7-34:

� Add New � Search

Figure 7-34 . The Document Management icon pop-up menu Transmittal Cert(s) options .



The Document Listing screen displays the following transmittal commands, as shown in Figure 7-35:

� Assign to New Transmittal Certificate � Assign to Existing Transmittal Certificate

Figure 7-35 . The Document Listing screen Transmittal Certificate commands .

The Document Info screen displays the following Transmit button options, as shown in Figure 7-36:

� New Transmittal Cert � Existing Transmittal Cert

Figure 7-36 . The Document Info screen Transmit button options .

Once a document has been transmitted, the Document Info screen displays the Transmit - Undo button and Transmittal Receipt buttons, as shown in Figure 7-37.

Figure 7-37 . The Transmit - Undo and Transmittal Receipt buttons on the Document Info screen .

Transmitted Document on the Document Listing Screen

On the Document Listing screen, shown in Figure 7-38, a transmitted document’s:

� Status changes to Transmitted � Color changes to gray



Figure 7-38 . A transmitted document on the Document Listing screen .

Document Listing – Assign to New Transmittal Certificate Screen

The Document Listing – Assign to New Transmittal Certificate screen displays when you click the:

� Assign to New Transmittal Certificate command on the Document Listing screen, or the � Transmit button, New Transmittal Cert option on the Document Info screen

This screen displays some of the record information for the document being assigned at the top, and data fields for the new transmittal certificate below.



Figure 7-39 . The Document Listing – Assign to New Transmittal Certificate screen .



Table 7-13 lists and describes the data fields on the Document Listing – Assign to New Transmittal Certificate screen.

Table 7-13 . Document Listing – Assign to New Transmittal Certificate screen data fields .

Field Name ExplanationCommand Click the Go button to carry out the command. The default is Add the

Certificate & Assign the documents. After the Certificate is added, the default is Print the Transmittal Certificate.

Transmittal Certificate Info Section:Certificate # REQUIRED. When in Add New mode, click the red button to the right

of the field to display the preformatted document transmittal certificate number sequence(s). Click the applicable sequence to generate a number for the transmittal. This field is protected in Update mode.

Transmittal Type Select the transmittal type.

Sent By Enter the name of the sender.

Date REQUIRED. Enter the date of transmittal.

Acknowledged By Date REMINDER. Enter the date the transmittal was acknowledged.

Courier Enter the name of the courier.

Register # Enter the courier register number such as FedEx airbill number.

Out Pkg # Enter the tracking number.

Received Date Enter the document’s receipt date.

By Enter the name of the recipient when the document is delivered.

Returned Date REMINDER. Date document to be returned.

Origination Address Section: The system automatically populates the address fields, if available in the database, for the From Facility Code.

Attention Enter the name of the person to whom the transmittal should go.

Destination Address Section:

To Facility Code REQUIRED. Click to select the facility code of the document’s destination, or enter the code and press the <Tab> key.

Physical Address Section: The system automatically populates the address fields, if available in the database, after the To Facility Code is selected/entered.


Classified Address Section: The system automatically populates the address fields, if available in the database, after the To Facility Code is selected/entered.

Classified Address Click if address is classified.

Remarks Section:

Remarks Enter your comments as applicable.



Transmittal Certificate Search For Assignment Screen

The Transmittal Certificate Search for Assignment screen displays when you click the:

� Assign to Existing Transmittal Certificate command on the Document Listing screen, or the � Transmit button, Existing Transmittal Cert option on the Document Info screen

The search criteria for the transmittal certificate to be assigned are entered on this screen.

Figure 7-40 . The Transmittal Certificate Search For Assignment screen .

Select a Transmittal Certificate To Assign Screen

The Select a Transmittal Certificate to Assign screen displays the results of the search on the Transmittal Certificate Search for Assignment screen. It displays when you click the:

� Find button on the Transmittal Certificate Search for Assignment screen

The transmittal certificate to which the document(s) is/are being assigned is selected on this screen.

Figure 7-41 . The Select a Transmittal Certificate to Assign screen .



Document Transmittal Search Screen

The Document Transmittal Search screen displays when you click the:

� Search option from the Document Management icon pop-up menu on the Main Menu screen

� Doc. Transmittal option from the Main Menu link � Search link from the Document Transmittal Listing or Document Transmittal Info screen

The search criteria for the desired transmittal certificate(s) are entered on this screen.

Figure 7-42 . The Document Transmittal Search screen .

Accessing Document Transmittal Search Screen

Depending on where you are in Access Commander, there are three ways to access the Document Transmittal Search screen:

� Main Menu screen, Document Management icon, Search option � Document Transmittal Listing or Document Transmittal Info screen, Search link � Main Menu link, Doc. Transmittal option



3. Click the Search option. The Document Transmittal Search screen displays.



To use the Search link: 1. Access the Document Transmittal Listing or Document Transmittal Info screen. (Need help? See

Accessing Document Transmittal Listing Screen or Accessing Document Transmittal Info Screen in this section).

2. Click the Search link.The Document Transmittal Search screen displays.

To use the Doc. Transmittal option: 1. Place the cursor on the Main Menu link.


2. Click the Doc. Transmittal option.The Document Transmittal Search screen displays.


Document Transmittal Listing Screen

The Document Transmittal Listing screen displays the result of your search on the Document Transmittal Search screen. It displays when you click the:

� Find button on the Document Transmittal Search screen

Records are displayed in table format. The columns in the table display key data for each transmittal certificate record (e.g., Transmittal ID, Certificate #).

Figure 7-43 . The Document Transmittal Listing screen .



Accessing Document Transmittal Listing Screen

Depending on where you are in Access Commander, there are two ways to access the Document Transmittal Listing screen:

� Main Menu screen, Document Management icon, Search Transmittal Cert(s) menu option, Document Transmittal Search screen, Find button

� Main Menu link, Doc. Transmittal option, Document Transmittal Search screen, Find button

To use the Find button: 1. Access the Document Transmittal Search screen. (Need help? See Accessing Document Transmittal

Search Screen in this section.)

2. Enter search criteria to narrow down the search for the specific transmittal certificate record, or group of transmittal certificate records.

3. Click the Find button.The Document Transmittal Listing screen displays with the results of your search.If no records are found matching the entered search criteria, a blank Document Transmittal Listing screen displays.

Document Transmittal Info Screen

The Document Transmittal Info screen displays when you click the:

� Update or View button on the Document Transmittal Listing screen � Add New link on the Document Transmittal Search or Document Transmittal Listing screen � Add New Transmittal Cert(s) option from the Document Management icon pop-up menu

The Document Transmittal Info screen is used to:

� Add new transmittal certificate records to the system when in Add New mode � Modify existing transmittal certificate records when in Update mode � View transmittal certificate records when in View (read-only) mode

When in Add New mode, the Document Transmittal Info screen, as shown in Figure 7-44:

� Does not have any tabs � Add and Cancel buttons display � Please Verify link displays in the Destination Address section next to the To Facility Code

field, if the To Facility is not verified, as shown in Figure 7-45.

g The Please Verify link only displays after a non-verified To Facility is entered/selected if the System Administrator has configured the system to require facility verification when adding outgoing visit requests and document transmittals.



Figure 7-44 . The Document Transmittal Info screen in Add New mode .

Figure 7-45 . The Please Verify link .



When in Update mode, the Document Transmittal Info screen has 2 tabs, Transmittal and Documents; the Update and Cancel buttons display.

The Transmittal tab, as shown in Figure 7-46, displays data fields that are grouped by:

� Transmittal related fields (e.g., Certificate #, Date, Sent By) � Origination Address � Destination Address � Remarks

Figure 7-46 . The Document Transmittal Info screen, Transmittal tab, in Update mode .



On the Documents tab, as shown in Figure 7-47, the following displays:

� Document(s) section

Figure 7-47 . The Document Transmittal Info screen, Documents tab, in Update mode .

When in View mode, the Document Transmittal Info screen fields are read-only and the Exit button displays, as shown in Figure 7-48.

Figure 7-48 . The Document Transmittal Info screen in View mode .



Document Transmittal Info Screen Tabs – Data Fields

The data fields on the Document Transmittal Info screen (in Update mode) are listed in the following tables. They are organized by tab, as they display on the screen from left to right.

Table 7-14 . Document Transmittal Info screen, Transmittal tab, data fields .



TRANSMITTAL TAB:Certificate # REQUIRED. When in Add New mode, click the red button to the right

of the field to display the preformatted transmittal certificate number sequence(s). Click the applicable sequence to generate a number for the transmittal. This field is protected in Update mode.

Transmittal Type Will automatically populate.

Sent By Enter the name of the sender.

Date REQUIRED. Select/enter the date of transmittal.

Acknowledged By Date REMINDER. Select/enter the date the transmittal was acknowledged.

Courier Enter the name of the courier.

Register # Enter the courier register number such as FedEx airbill number.

Out Pkg # Enter the tracking number.

Received Date Enter the document’s receipt date.

By Enter the name of the recipient when the document is delivered.

Returned Date REMINDER. Select/enter the date the document is to be returned.

Origination Address Section: The system automatically populates the address fields, if available in the database, for the From Facility Code.

From Facility Code Defaults to the facility code of the document’s origin.



To Facility Code REQUIRED. Click to select the facility code of the document’s destination, or enter the code and press the <Tab> key.

Physical Address Section:


Classified Address Section: The system automatically populates the address fields, if available in the database, after the To Facility Code is selected/entered.

Classified Address Click if address is classified.

Remarks Section:

Remarks Enter your comments if necessary.

Associated Doc(s) Section: Click the Upload Associated Doc button to associated documents to the transmittal. Click the Remove (-) button to delete the associated document. Use the File Description link to view and download/save the associated document.



Table 7-15 . Document Transmittal Info screen, Document tab, data fields .


DOCUMENTS TAB:

Document(s) Section: Click the Assign Document(s) button to assign document(s) to the transmittal certificate. Click the Unassign Document(s) button to unassign documents from the transmittal certificate.

Click the Print Receipt button to generate the Transmittal Receipt report.

Accessing Document Transmittal Info Screen - Add New

Depending on where you are in Access Commander, there are two ways to access the Document Transmittal Info screen in Add New mode:

� Main Menu screen, Document Management icon, Add New Transmittal Cert(s) option � Document Transmittal Search or Document Transmittal Listing screen, Add New link

To use the Add New option: 1. Access the Main Menu screen. (Need help? See Accessing Main Menu Screen in Chapter 2.)


3. Click the Add New Transmittal Cert(s) option.The Document Transmittal Info screen displays in Add New mode.

To use the Add New link: 1. Access the Document Transmittal Search or Document Transmittal Listing screen. (Need help? See

Accessing Document Transmittal Search Screen or Accessing Document Transmittal Listing Screen in this section.)

2. Click the Add New link.The Document Transmittal Info screen displays in Add New mode.

Accessing Document Transmittal Info Screen - Update

To access the Document Transmittal Info screen in Update mode:

� Document Transmittal Listing screen, Update button

To use the Update button: 1. Access the Document Transmittal Search screen. (Need help? See Accessing Document Transmittal





3. Click the Find button.The Document Transmittal Listing screen displays with the results of your search.

g If no records are found matching the entered search criteria, a blank Document Transmittal Listing screen displays. If this is the case, click the Search link and search again. (Need help? See Searching in Chapter 3.)

4. Click the Update button in the column next to the transmittal receipt record.The Document Transmittal Info screen, Transmittal tab, displays in Update mode.

Accessing Document Transmittal Info Screen - View

To access the Document Transmittal Info screen in View (read-only) mode:

� Document Transmittal Listing screen, View button

To use the View button: 1. Access the Document Transmittal Search screen. (Need help? See Accessing Document Transmittal



3. Click the Find button.The Document Transmittal Listing screen displays with the results of your search.

g If no records are found matching the entered search criteria, a blank Document Transmittal Listing screen displays. If this is the case, click the Search link and search again. (Need help? See Searching in Chapter 3.)

4. Click the View button in the column next to the transmittal receipt record.The Document Transmittal Info screen, Transmittal tab, displays in View (read-only) mode.

Verify the Facility Screen

The Verify the Facility screen displays when you click the:

� Please Verify link on the Documents tab (on the Document Listing - Assign to New Transmittal Certificate screen in View mode)

g The Please Verify link only displays after a non-verified To Facility is entered/selected if the System Administrator has configured the system to require facility verification when adding outgoing visit requests and document transmittals.

The search criteria for the document(s) to be assigned to the transmittal certificate are entered on this screen.



Figure 7-49 . The Verify the Facility screen .

Upload Document Transmittal Associated Doc Screen

The Upload Document Transmittal Associated Doc screen displays when you click the:

� Upload Associated Doc button on the Documents tab (on the Document Transmittal Info screen in Update mode) in the Associated Doc(s) section

Figure 7-50 . The Upload Document Transmittal Associated Doc screen .

Document Search For Assignment Screen

The Document Search for Assignment screen displays when you click the:

� Assign Document(s) button on the Documents tab (on the Document Transmittal Info screen in Update mode)

The search criteria for the document(s) to be assigned to the transmittal certificate are entered on this screen.



Figure 7-51 . The Document Search For Assignment screen .

Select Document(s) To Assign Screen

The Select Document(s) to Assign screen displays the results of the search on the Document Search for Assignment screen. It displays when you click the:

� Find button on the Document Search for Assignment screen

The document(s) being assigned to the transmittal certificate is/are selected on this screen.



Figure 7-52 . The Select Document(s) to Assign screen .

Document Transmittal Reports Screen

The Document Transmittal Reports screen displays when you click the:

� Reports link on the Document Transmittal Listing or Document Transmittal Info screen

The Document Transmittal Reports screen displays the preformatted reports available for document transmittals. Reports can be customized as specified and requested by your employer.

Figure 7-53 . The Document Transmittal Reports screen .

The records which the selected report is based are determined by:

� Records displaying on the Document Transmittal Listing screen.

In other words, those records that matched the search criteria entered on the Document Transmittal Search screen during the most recently completed search. For example, a user may want to include only documents that were transmitted within a certain timeframe, so he/she would complete a search for employees with those dates in the Transmittal Date From/To



fields. Then, on the Document Transmittal Reports screen, the Row(s) in List radio button is selected.In some cases, you may need to complete a search prior to running a report to ensure that the appropriate records are included for the specific report. If you need to include all records in the system, you will do so by selecting the All radio button on the Document Transmittal Reports screen, in which case it doesn’t make a difference what search was last completed.

� Records selected on the Document Transmittal Listing screen.

To include only a single document record, or specific document records, in a report, check that record’s checkbox(es) on the Document Transmittal Listing screen. Then, select the Selected Row(s) radio button on the Document Transmittal Reports screen to include only the selected records in the report.

� Radio button selected on the Document Transmittal Reports screen.

Depending on the report selected, the applicable button(s) display: Selected Row(s), Row(s) in List, and All.


Accessing Document Transmittal Reports Screen

To access the Document Transmittal Reports screen:

� Document Transmittal Listing or Document Transmittal Info screen, Reports link

To use the Reports link: 1. Access the Document Transmittal Listing or Document Transmittal Info screen. (Need help? See

Accessing Document Transmittal Listing Screen or Accessing Document Transmittal Info Screen in this section.)

2. Click the Reports link.The Document Transmittal Reports screen displays.

Assign a Document(s) to a New Transmittal Certificate

There are four ways to assign documents to a new transmittal certificate:

� Document Listing screen, Assign to New Transmittal Certificate command � Document Info screen, Transmit button, New Transmittal Cert option � Main Menu screen, Document Management icon pop-up menu, Add New Transmittal Cert(s)

option � Document Transmittal Search or Document Transmittal Listing screen, Add New link

g The Assign to New Transmittal Certificate command, Add New Transmittal Cert(s) option, and Add New link allow you to assign more than one document at a time.



Selecting a host (internal) facility as the “To Facility” designates the transmittal as an internal transmittal. The host facility can acknowledge the internal transmittal receipt using the Document Transmittal – Internal Receipt option from the Main Menu link, or the Search option in the Internal Receipt(s) section from the Document Management icon on the Main Menu. For more information, see Internal Receipts in this chapter.

To use the Assign to New Transmittal Certificate command: 1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)

2. Click the Select checkboxes in the column next to the Document #(s).The screen refreshes and the records display highlighted (in black) with a checkmark in the checkboxes.


4. Click the Assign to New Transmittal Certificate command. The Document Listing – Assign to New Transmittal Certificate screen displays.The document record(s) display(s) at the top of the screen.

5. Complete the required fields (indicated in red), and additional fields as needed.

g To Facility Code is a required field. If you know the code, enter it and press the <Tab> key. Make sure that the fields in that section populated. If you do not know the code, click the To Facility Code button, complete a search on the Facility Search screen, and select the correct facility on the Facility Listing screen.

If the Please Verify link displays to the right of the To Facility Code field, the selected facility is not verified and you must do so to complete the assignment. Click the link, complete the fields on the Verify the Facility screen, and click the Verify button.

6. Click the Go button (the default command is Add the Certificate & Assign the documents).The message, “The information has been added.” displays.The default command has changed to Print the Transmittal Certificate.

7. Click the Go button.

g If you do not want to print the receipt, click the down arrow next to the Go button and click the Return to Document Listing! command. Skip to step 10 below.

The Transmittal Receipt displays.

8. View, print, e-mail, etc. the receipt as needed. (Need help? See Generating Reports in Chapter 3.)

9. Click the Return button.The Document Listing screen displays.The transmitted record(s) displays highlighted (in black) with a checkmark in the checkbox(es).The status of the record(s) displays as Transmitted in the Status column.

10. To assign additional documents to a new transmittal certificate, repeat from step 2 above.



To use the New Transmittal Cert option:1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)


3. Place the cursor on the Transmit button.The Transmit pop-up menu displays.

4. Click the New Transmittal Cert option.The Document Listing – Assign to New Transmittal Certificate screen displays.The document record(s) display(s) at the top of the screen.

5. Complete the required fields (indicated in red), and additional fields, as needed.


6. Click the Go button (the default command is Add the Certificate & Assign the documents).The message, “The new Document Transmittal Certificate has been successfully added. The new Certificate # is [Certificate #]. You are now ready to add document(s) to be transmitted.” displays.The default command has changed to Print the Transmittal Certificate.


g If you do not want to print the receipt, click the down arrow next to the Go button and click the Return to Document Listing! command. Skip to step 10 below.

The Transmittal Receipt displays.


9. Click the Return button.The Document Info screen, Document tab displays.The Transmit – Undo and Transmittal Receipt buttons now display. All fields are read-only.

10. To return to the Document Listing screen, click the Done button.The Document Listing screen displays.The transmitted document record displays highlighted (in black) and its checkbox is checked.The status of the record displays as Transmitted in the Status column.


To use the Add New option:1. Access the Main Menu screen. (Need help? See Accessing Main Menu Screen in Chapter 2.)


3. Click the Add New Transmittal Cert(s) option. The Document Transmittal Info screen displays.





5. Click the Add button.The pop-up message, ““The new Document Transmittal Certificate has been successfully added. The new Certificate # is [Certificate #]. You are now ready to add document(s) to be transmitted.” displays.

6. Click the OK button.The Document Transmittal Info screen, Documents tab displays.

7. Click the Assign Document(s) button. The Document Search For Assignment screen displays.

8. Enter search criteria based on the information you have and the type of document(s) being assigned.

9. Click the Find button. The Select Document(s) to Assign screen displays the records that match the entered search criteria.

10. Click the Select checkbox(es) next to the Document #(s) being assigned to the transmittal certificate. The screen refreshes and the selected record(s) display highlighted (in black) and its/their checkbox(es) is/are checked.

11. Click the Assign button. If the document(s) cannot be assigned to the transmittal certificate, an error message displays in red under the navigation links. The Document Transmittal Info screen, Documents tab displays.The newly assigned document(s) display(s) in the Document(s) section.

12. To assign another document(s), repeat from step 8 above.

13. To return to the Document Transmittal Listing screen, click the Update button.The message, “The information has been updated.”, the Re-Edit This Record link and Done button display.

14. Click the Done button.The Document Transmittal Listing screen displays.The updated transmittal certificate displays highlighted (in black) and its checkbox is checked.The number of documents assigned to the transmittal certificate displays in the # Doc(s) column.


To use the + Add New link:1. Access the Document Transmittal Search or Document Transmittal Listing screen. (Need help? See

Accessing Document Transmittal Search Screen or Accessing Document Transmittal Listing Screen in this section.)

2. Click the + Add New link. The Document Transmittal Info screen displays in Add New mode.





If the Please Verify link displays to the right of the To Facility Code field, the selected facility is not verified and you must do so to complete the assignment. Click the link, complete the fields on the Verify the Facility screen, and click the Verify button.

4. Click the Add button.The pop-up message, “The new Document Transmittal Certificate has been successfully added. The new Certificate # is [Certificate #]. You are now ready to add document(s) to be transmitted.” displays.

5. Click the OK button.The Document Transmittal Info screen, Documents tab displays.







12. To return to the Document Transmittal Listing screen, click the Update button. The message, “The information has been updated.”, the Re-Edit This Record link and the Done button display.





Assign a Document(s) to an Existing Transmittal Certificate

There are three ways to assign documents to an existing transmittal certificate:

� Document Listing screen, Assign to Existing Transmittal Certificate command � Document Info screen, Transmit button, Existing Transmittal Cert. option � Document Transmittal Info screen, Documents tab, Assign Document(s) button

g Both the Assign to Existing Transmittal Certificate command and Assign Document(s) button allow you to assign more than one document at a time.

If the transmittal certificate has a host (internal) facility as the “To Facility”, the transmittal will be designated as an internal transmittal. The host facility can acknowledge the internal transmittal receipt using the Document Transmittal – Internal Receipt option from the Main Menu link, or the Search option in the Internal Receipt(s) section from the Document Management icon on the Main Menu. For more information, see Internal Receipts in this chapter.

To use the Assign to Existing Transmittal Certificate command: 1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)

2. Click the Select checkbox(es) in the column next to the Document #(s).The screen refreshes and the record(s) display highlighted (in black) with a checkmark(s) in the checkbox(es).


4. Click the Assign to Existing Transmittal Certificate command. The Transmittal Certificate Search For Assignment screen displays.

5. Enter search criteria based on the information you have about the transmittal certificate being assigned.

6. Click the Find button. The Select Transmittal Certificate to Assign screen displays the records that match the entered search criteria.

7. Click the Select checkbox next to the transmittal certificate to which the document(s) is/are being assigned. The screen refreshes and the selected record displays highlighted (in black) and its checkbox is checked.

8. Click the Assign button. If the document(s) cannot be assigned to the transmittal certificate, an error message displays in red under the navigation links. The message, “[#] document was successfully assigned to the transmittal receipt! Please click OK to print the receipt!” displays.

9. Click the OK button.The Transmittal Receipt displays.




11. Click the Return button.The Document Listing screen displays.The transmitted document record(s) display(s) highlighted (in black) and its/their checkbox(es) is/are checked.The status of the record(s) displays as Transmitted in the Status column.

12. To assign additional documents to an existing transmittal certificate, repeat from step 2 above.

To use the Existing Transmittal Cert option:1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)


3. Place the cursor on the Transmit button.The Transmit pop-up menu displays.

4. Click the Existing Transmittal Cert option.The Transmittal Certificate Search For Assignment screen displays.

5. Enter search criteria based on the information you have about the transmittal certificate being assigned.

6. Click the Find button. The Select A Transmittal Certificate to Assign screen displays the records that match the entered search criteria.

7. Click the Select checkbox next to the transmittal certificate to which the document is being assigned. The screen refreshes and the selected record displays highlighted (in black) and its checkbox is checked.

8. Click the Assign button. If the document(s) cannot be assigned to the transmittal certificate, an error message displays in red under the navigation links. The Document Info screen, Document tab displays.The Transmit – Undo and Transmittal Receipt buttons now display. All fields are read-only.

9. To return to the Document Listing screen, click the Done button.The Document Listing screen displays.The transmitted document record displays highlighted (in black) and its checkbox is checked.The status of the record displays as Transmitted in the Status column.


To use the Assign Document(s) button:1. Access the Document Transmittal Search screen. (Need help? See Accessing Document Transmittal


2. Enter the search criteria for the transmittal certificate to which the document(s) is/are going to be assigned. (Need help? See Searching in Chapter 3.)

3. Click the Find button.The Document Transmittal Listing screen displays the transmittal receipts that match the search criteria.



If no transmittal records are found matching the entered search criteria, a blank Document Transmittal Listing screen displays.

4. Click the Update button in the column next to the Transmittal ID.The Document Transmittal Info screen, Transmittal tab displays.

5. Click the Documents tab. The Document Transmittal Info screen refreshes and the Document(s) section displays.










Undo Document Transmittal

There are two ways to undo a document transmittal:

� Document Info screen, Document tab, Transmit - Undo button � Document Transmittal Info screen, Documents tab, Unassign Document(s) button

To use the Transmit - Undo button:1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)

2. Click the Update button in the column next to the transmitted document’s Document #.The Document Info screen, Document tab displays.



3. Click the Transmit - Undo button.The screen refreshes and the Assign Contract, Transmit, Destroy, and Assign Custodian buttons now display. The fields are no longer read-only.


5. Click the Done button.The Document Listing screen displays.The document record displays highlighted (in black) and its checkbox is checked.The status of the record displays as Active in the Status column.

To use the Unassign Document(s) button: 1. Access the Document Transmittal Listing screen. (Need help? See Accessing Document Transmittal

Listing Screen in this section.)



4. Click the Select checkbox(es) in the column next to the Document #(s). To unassign all documents, click the Select All button.

5. Click the Unassign Document(s) button.The Document Transmittal Info screen refreshes.The document(s) is/are no longer visible in the Documents(s) section.

6. To unassign another document(s), repeat from step 4 above.


8. Click the Done buttonThe Document Transmittal Listing screen displays.The updated transmittal certificate record displays highlighted (in black) and its checkbox is checked.The number of documents assigned to the transmittal certificate displays in the # Doc(s) column.

Generate a Document Transmittal Receipt

There are two ways to generate a document transmittal receipt:

� Document Info screen, Document tab, Transmittal Receipt button � Document Transmittal Info screen, Documents tab, Print Receipt button

To use the Transmittal Receipt button:1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)




3. Click the Transmittal Receipt button.The screen displays the Classified Document Transmittal Receipt.


5. Click the Return button.The Document Info screen, Document tab displays.

6. To return to the Document Listing screen, click the Cancel button.The Document Listing screen displays.The document record displays highlighted (in black) and its checkbox is checked.

7. To generate the receipt for another document, repeat from step 2 above.

To use the Print Receipt button:1. Access the Document Transmittal Search screen. (Need help? See Document Transmittal Search

Screen in this chapter.)The Document Transmittal Search screen displays.


3. Click the Find button.The Document Transmittal Listing screen displays the transmittals that match the search criteria.

g If no transmittal records are found matching the entered search criteria, a blank Document Transmittal Listing screen displays.



6. Click the Select checkbox for the document(s) for which the receipt needs to be generated. To include all documents, click the Select All button.

7. Click the Print Receipt button. The screen displays the Classified Document Transmittal Receipt.


9. Click the Return button.The Document Transmittal Info screen, Document tab displays.


11. Click the Done buttonThe Document Transmittal Listing screen displays.The transmittal certificate record displays highlighted (in black) and its checkbox is checked.




g You may need to complete another search if the needed transmittal receipt is not displaying on the Document Transmittal Listing screen. If that is the case, click the Search link.

Search Document Transmittal Records

Depending on where you are in Access Commander, there are three ways to search for Document Transmittal Certificates:

� Main Menu screen, Document Management icon, Search Transmittal Cert(s) option � Document Transmittal Listing or Document Transmittal Info screen, Search link � Doc. Transmittal option from the Main Menu link

To use the Search option on Main Menu pop-up menu:

Figure 7-54 . The Search option (Transmittal Cert(s)) .



3. Click the Search option. The Document Transmittal Search screen displays.


5. Click the Find button.The Document Transmittal Listing screen displays the transmittals that match the search criteria.If no transmittal records are found matching the entered search criteria, a blank Document Transmittal Listing screen displays.



6. To search for another document transmittal, click the Search link on the Document Transmittal Listing screen.



1. Access the Document Transmittal Listing or Document Transmittal Info screen. (Need help? See Document Transmittal Listing Screen or Document Transmittal Info Screen in this section.)

2. Click the Search link.The Document Transmittal Search screen displays.


4. Click the Find button.The Document Transmittal Listing screen displays the transmittal records that match the search criteria.If no transmittal records are found matching the entered search criteria, a blank Document Transmittal Listing screen displays.

5. To search for another document transmittal record, click the Search link on the Document Transmittal Listing screen.

To use the Doc. Transmittal option on the Main Menu link:

Figure 7-56 . The Doc . Transmittal option .

1. Place the cursor on the Main Menu link on the Search, Listing, Info, Reports, or System Administration menu screen.The options display.

2. Click the Doc. Transmittal option.The Document Transmittal Search screen displays.


4. Click the Find button.The Document Transmittal Listing screen displays the transmittal records that match the search criteria.If no transmittal records are found matching the entered search criteria, a blank Document Transmittal Listing screen displays.



5. To search for another document transmittal record, click the Search link on the Document Transmittal Listing screen.

Add a Document Transmittal Certificate

There are two ways to add a new document transmittal record:

� Main Menu screen, Document Management icon, Add New Transmittal Cert(s) option � Document Transmittal Listing or Document Transmittal Search screen, + Add New link

Selecting a host (internal) facility as the “To Facility” designates the transmittal as an internal transmittal. The host facility can acknowledge the internal transmittal receipt using the Doc. Transmittal – Internal Receipt option from the Main Menu link, or the Search option in the Internal Receipt(s) section from the Document Management icon on the Main Menu. For more information, see Internal Receipts in this chapter.

To use the + Add New Transmittal Cert(s) option:

Figure 7-57 . The + Add New Transmittal Cert(s) option .



3. Click the Add New Transmittal Cert(s) option.A blank Document Transmittal Info screen displays.

4. Complete the required fields (indicated in red), and additional fields, as needed.





6. Click the Done button.The Document Transmittal Listing screen displays. The new document transmittal record displays highlighted (in black) and its checkbox is checked.

7. To add another document transmittal record, click the + Add New link on the Document Transmittal Listing screen.



1. Access the Document Transmittal Listing or Document Transmittal Search screen. (Need help? See Accessing Document Transmittal Listing Screen or Accessing Document Transmittal Search Screen in this chapter.)

2. Click the + Add New link.A blank Document Transmittal Info screen displays.

3. Complete the required fields (indicated in red), and additional fields. as needed.


5. Click the Done button.The Document Transmittal Listing screen displays. The new document transmittal record displays in the list, highlighted (in black) and its checkbox is checked.

6. To add another document transmittal record, click the + Add New link on the Document Transmittal Listing screen.

Update a Document Transmittal Record

To update a document transmittal record:

� Document Transmittal Listing screen, Update button




Figure 7-59 . The Update button .

1. Access the Document Transmittal Listing screen. (Need help? See Accessing Document Transmittal Listing Screen in this section.)

2. Click the Update button in the column next to the document transmittal record.The Document Transmittal Info screen, Transmittal tab displays.

3. Complete the updates on both tabs: � Transmittal � Documents


5. Click the Done button.The Document Transmittal Listing screen displays.The updated transmittal record displays highlighted (in black) and its checkbox is checked.

6. To update another document transmittal record, repeat from step 2 above.

Delete a Document Transmittal Record

Deleting document transmittal records must be done with care. Once a document transmittal record is deleted, it cannot be restored. Follow your employer’s guidelines when using the Delete button.

To delete a document transmittal record:

� Document Transmittal Listing screen, Delete button


Figure 7-60 . The Delete button .


2. Click the Delete button in the column next to the document transmittal record.The Document Transmittal Listing – Delete Confirmation screen displays.




g If the document transmittal record cannot be deleted (e.g., documents are currently assigned to the certificate), an error message displays in a pop-up window.

4. Click the OK button. The Document Transmittal Listing screen displays.The document transmittal record no longer displays.

5. To delete another document transmittal record, repeat from step 2 above.

View (Read-Only) a Document Transmittal Record

To view all of a document transmittal record’s data fields:

� Document Transmittal Listing screen, View button




2. Click the View button in the column next to the document transmittal record.The Document Transmittal Info screen, Transmittal tab displays.

3. View the information on both tabs: � Transmittal � Documents

4. Click the Exit button. The Document Transmittal Listing screen displays.The viewed record displays highlighted (in black) and its checkbox is checked.

5. To view another document transmittal record, repeat from step 2 above.

Upload Associated Documents

To upload an associated document for a transmittal record:

� Document Transmittal Info screen, Transmittal tab, Upload Associated Doc. link

To use the Upload Associated Doc. link: 1. Access the Document Transmittal Listing screen. (Need help? See Accessing Document Transmittal

Listing Screen in this chapter.)



2. Click the Update button in the column next to the transmittal certificate’s Transmittal ID.The Document Transmittal Info screen, Transmittal tab displays.

3. Click the Upload Associated Doc. link in the Associated Doc(s) section. The Upload Document Transmittal Associated Doc screen displays.

4. Enter a description of the document being associated in the File Description field.

5. Click the Browse button to select the file path to the document to be associated.Depending on the software loaded on your computer, a browse window opens.

6. Locate the file that is being associated, and double click it.The Upload Document Transmittal Associated Doc screen displays with the selected file’s path in the Select File field.

7. Click the Upload button.The Document Transmittal Info screen, Transmittal tab displays.The new associated document displays in the list.

g This is a read-only document that cannot be modified.

8. To add another associated document, repeat from step 3 above.

9. To return to the Document Transmittal Listing screen, click the Update button.The message, “The information has been updated.”, the Re-Edit this Record link and the Done button display.


11. To upload an associated document for another transmittal record, repeat from step 2 above.

Remove Associated Documents

To remove an associated document from a transmittal record:

� Document Transmittal Info screen, Transmittal tab, Associated Doc(s) section, button in the Remove? column

To use the Remove (-) button: 1. Access the Document Transmittal Listing screen. (Need help? See Accessing Document Transmittal



3. In the Associated Doc(s) section, click the “-” button in the Remove? column next to the file description that’s being removed. The message, “Are you sure you want to delete the selected associated file ([file name])?” displays.

4. Click the OK button.The message, “The file is successfully removed.” displays.



5. Click the OK button.The Document Transmittal Info screen, Transmittal tab displays.The document no longer displays in the Associated Doc(s) section.

6. To delete another associated document, repeat from step 3 above.



9. To remove an associated document for another transmittal record, repeat from step 2 above.

View (Read-Only) Associated Documents

All associated document fields are displayed in the Associated Doc(s) section on the Transmittal tab on the Document Transmittal Info screen. To view the actual associated document, follow the steps below.

To view associated document(s) on the Document Transmittal Info screen:

� Document Transmittal Info screen, Transmittal tab, File Description column in Associated Doc(s) section, file description link

To use the file description link: 1. Access the Document Transmittal Listing screen. (Need help? See Accessing Document Transmittal


2. Click the View button in the column next to the transmittal certificate’s Transmittal ID.The Document Transmittal Info screen, Transmittal tab displays.A list of all documents associated with the transmittal record displays in the Associated Doc(s) section.

3. To view an associated document, click its file description in the File Description column. The File Download window opens.

4. Click the Open button.The document displays.

5. Close the window when you’re finished viewing the document.

6. Return to the Document Transmittal Info screen, Transmittal tab.

7. To view another associated document, repeat from step 3 above.

8. To return to the Document Transmittal Listing screen, click the Exit button.The Document Transmittal Listing screen displays.The viewed transmittal record displays highlighted (in black) and its checkbox is checked.

9. To view an associated document for another transmittal record, repeat from step 2 above.



Download Associated Documents

To download an associated document for a transmittal record:

� Document Transmittal Info screen, Transmittal tab, File Description column in the Associated Doc(s) section, file description link

To use the file description link: 1. Access the Document Transmittal Listing screen. (Need help? See Accessing Document Transmittal



3. Click the file description in the File Description column of the associated document in the Associated Doc(s) section. A window opens with options for what to do with the file (i.e., Open, Save, Save as).

4. Click the Save As option.The Save As window opens.

5. Change the file name, if needed.

6. Navigate to and select the location to which the document should be saved.

7. Click the Save button.The file is saved to the designated location.

8. Return to the Document Transmittal Info screen, Transmittal tab.

9. To download another associated document, repeat from step 3 above.



12. To download an associated document for another transmittal record, repeat from step 2 above.

Export Data for Records on the Document Transmittal Listing Screen to Excel

g The Export to Excel link also displays on the Document Transmittal Listing - Delete Confirmation and Document Transmittal Receive Listing screens. It is the data from the records on the Document Transmittal Listing screen that is exported when the link is clicked on the Document Transmittal Listing - Delete Confirmation and Document Transmittal Receive Listing screens.

To export the data for records on the Document Transmittal Listing screen to Excel:

� Document Transmittal Listing screen, Export to Excel button




Figure 7-62 . The Export to Excel button - Document Transmittal Listing screen .

1. Access the Document Transmittal Search screen and enter search criteria to narrow down the search to include the records for which to export data to Excel . (Need help? See Search Document Transmittal Records in this section.)

2. Click the Find button.The Document Transmittal Listing screen displays the records that match the search criteria.




6. Return to the Document Transmittal Listing screen.The Document Transmittal Listing screen displays with the results from your earlier search.



Back to this chapter’s TOCDestruction

Destruction


9 Assign a Document to a New Destruction Certificate

9 Assign a Document to an Existing Destruction Certificate

9 Undo a Document Destruction

9 Generate a Document Destruction Certificate

9 Search Document Destruction Records

9 Add a Document Destruction Certificate

9 Update a Document Destruction Certificate

9 Delete a Document Destruction Certificate

9 View a Document Destruction Certificate





9 Export Data for Records on the Document Destruction Listing Screen to Excel

Overview

Access Commander™ provides comprehensive tracking of document destruction and generates destruction certificates within the Document Management module. You can also generate a Document Destruction Certificate, as well as other reports.

Documents are assigned to new destruction certificates using the:

� New Destruction Cert option from the Destroy button on the Document tab (on the Document Info screen in Update mode), or

� + Add New Destruction Cert(s) option from the Document Management icon pop-up menu on the Main Menu screen, or

� Assign to New Destruction Certificate command on the Document Listing screen.

g Both the Assign to New Destruction Certificate command and + Add New Destruction Cert(s) option allow you to assign more than one document at a time.

Documents are assigned to existing destruction certificates using the:

� Existing Destruction Cert option from the Destroy button on the Document tab (on the Document Info screen in Update mode), or

� Assign Document(s) button on the Documents tab (on the Document Destruction Info screen in Update mode), or


Back to this chapter’s TOC Destruction

� Assign to Existing Destruction Certificate command on the Document Listing screen.

g Both the Assign to Existing Destruction Certificate command and Assign Document(s) button allow you to assign more than one document at a time.

Document destructions are reversed using the:

� Destroy - Undo button on the Document tab (on the Document Info screen in Update mode), or

� Unassign Document(s) button on the Documents tab (on the Document Destruction Info screen in Update mode)

Document destruction certificates can be generated using the:

� Destruction Certificate button on the Document tab (on the Document Info screen in Update mode), or

� Print Certificate button on the Documents tab (on the Document Destruction Info screen in Update mode)

The Document Management icon pop-up menu on the Main Menu screen displays the following destruction options, as shown in Figure 7-63:

� Add New � Search

Figure 7-63 . The Document Management icon pop-up menu Destruction Cert(s) options .

The Document Listing screen displays the following destruction commands, as shown in Figure 7-64:

� Assign to New Destruction Certificate � Assign to Existing Destruction Certificate



Figure 7-64 . The Document Listing screen destruction commands .

The Document Info screen displays the following Destroy button options, as shown in Figure 7-65:

� New Destruction Cert � Existing Destruction Cert

Figure 7-65 . The Document Info screen Destroy button options .

Once a document has been destroyed, the Document Info screen displays the Destroy - Undo button options, as shown in Figure 7-66.

Figure 7-66 . The Destroy - Undo and Destruction Certificate buttons on the Document Info screen .

Destroyed Documents on the Document Listing Screen

On the Document Listing screen, a destroyed document’s:

� Status changes to Destroyed � Color changes to red

Figure 7-67 . Destroyed document on the Document Listing screen .



Document Listing – Assign to New Destruction Certificate Screen

The Document Listing – Assign to New Destruction Certificate screen displays when you click the:

� Assign to New Destruction Certificate command on the Document Listing screen, or the � Destroy button, New Destruction Cert option on the Document Info screen.

This screen, shown in Figure 7-68, displays:

� Some of the record information for the document being assigned at the top (e.g., Document #, Classification, Status)

� Data fields for the new destruction certificate below (e.g., Certificate #, Date, Destroyed By)

Figure 7-68 . The Document Listing – Assign to New Destruction Certificate screen .

Table 7-16 lists and describes the data fields on the Document Listing – Assign to New Destruction Certificate screen.

Table 7-16 . Document Listing – Assign to New Destruction Certificate screen data fields .

Field Name ExplanationCommand Click the Go button to carry out the command. The default is Add the Certificate &

Assign the documents. After the Certificate is added, the default is Print the Destruction Certificate.

Destruction Certificate Info Section:Certificate # REQUIRED. When in Add New mode, click the red button to the right of the field

to display the preformatted document destruction certificate sequence(s). Click the applicable sequence to generate a number for the destruction. This field is protected in Update mode.

Date REQUIRED. Enter the date of Destruction.

Destroyed By REQUIRED. Enter name of employee that destroyed document.



Method REQUIRED. Select the method of destruction.

Witness REQUIRED. Enter the name of the witness that viewed destruction.

Facility Code Facility Code is automatically populated.

Associated Doc(s) Section: Click the Upload Associated Doc. link to associate a document. Maintain existing associated documents using the Remove button and the File Description column to view and/or download an associated document.

Destruction Certificate Search For Assignment Screen

The Destruction Certificate Search for Assignment screen displays when you click the:

� Assign to Existing Destruction Certificate command on the Document Listing screen, or the � Destroy button, Existing Destruction Cert option on the Document Info screen

The search criteria for the destruction certificate to be assigned are entered on this screen.

Figure 7-69 . The Destruction Certificate Search For Assignment screen .

Select a Destruction Certificate To Assign Screen

The Select a Destruction Certificate to Assign screen displays the results of the search on the Destruction Certificate Search for Assignment screen. It displays when you click the:

� Find button on the Destruction Certificate Search for Assignment screen.

The destruction certificate to which the document(s) is/are being assigned is selected on this screen.

Figure 7-70 . The Select a Destruction Certificate to Assign screen .



Document Destruction Search Screen

The Document Destruction Search screen displays when you click the:

� Search option from the Document Management icon pop-up menu on the Main Menu screen

� Document Destruction option from the Main Menu link � Search link from the Document Destruction Listing or Document Destruction Info screen

The search criteria for the desired destruction certificate(s) are entered on this screen.

Figure 7-71 . The Document Destruction Search screen .

Accessing Document Destruction Search Screen

Depending on where you are in Access Commander, there are three ways to access the Document Destruction Search screen:

� Main Menu screen, Document Management icon, Search Destruction Cert(s) option � Document Destruction Listing or Document Destruction Info screen, Search link



� Main Menu link, Document Destruction option



3. Click the Search Document Cert(s) option. The Document Destruction Search screen displays.

To use the Search link: 1. Access the Document Destruction Listing or Document Destruction Info screen. (Need help? See

Accessing Document Destruction Listing Screen or Accessing Document Destruction Info Screen in this section.)

2. Click the Search link.The Document Destruction Search screen displays.

To use the Document Destruction option: 1. Place the cursor on the Main Menu link.


2. Click the Document Destruction option.The Document Destruction Search screen displays.


Document Destruction Listing Screen

The Document Destruction Listing screen displays the result of your search on the Document Destruction Search screen. It displays when you click the:

� Find button on the Document Destruction Search screen

Records are displayed in table format. The columns in the table display key data for each destruction certificate record (e.g., Destruction ID, Certificate #).

Figure 7-72 . The Document Destruction Listing screen .



Accessing Document Destruction Listing Screen

To access the Document Destruction Listing screen:

� Document Destruction Search screen, Find button

To use the Find button: 1. Access the Document Destruction Search screen. (Need help? See Accessing Document Destruction


2. Enter search criteria to narrow down the search for the specific destruction certificate record, or group of destruction certificate records.

3. Click the Find button.The Document Destruction Listing screen displays with the results of your search.If no records are found matching the entered search criteria, a blank Document Destruction Listing screen displays.

Document Destruction Info Screen

The Document Destruction Info screen displays when you click the:

� Update or View button on the Document Destruction Listing screen � Add New link on the Document Destruction Search or Document Destruction Listing

screen � Add New Destruction Cert(s) option from the Document Management icon pop-up menu

The Document Destruction Info screen is used to:

� Add new destruction certificate records to the system when in Add New mode � Modify existing destruction certificate records when in Update mode � View destruction certificate records when in View (read-only) mode

Figure 7-73 . The Document Destruction Info screen in Add New mode .



When in Add New mode, the Document Destruction Info screen does not have any tabs, as shown in Figure 7-74. The Add and Cancel buttons display.



Figure 7-74 . The Document Destruction Info screen, Document Certificate tab, in Update mode .

When in Update mode, the Document Destruction Info screen has 2 tabs, Destruction Certificate Info and Documents, and the Update and Cancel buttons display.

The Destruction Certificate Info tab, as shown in Figure 7-74, displays only data fields (no sections):

� Destruction Certificate related fields (e.g., Certificate #, Date, Method)

Figure 7-75 . The Document Destruction Info screen, Documents tab, in Update mode .

On the Documents tab, as shown in Figure 7-75, the following displays:

� Document(s) section � Assign Document(s), Unassign Document(s), Select All, Unselect All, and Print Certificate

buttons



Figure 7-76 . The Document Destruction Info screen in View mode .

When in View mode, the Document Destruction Info screen fields are read-only and the Exit button displays, as shown in Figure 7-76.

Table 7-17 lists and describes the data fields on the Document Destruction Info screen (in Update mode).

Table 7-17 . Document Destruction Info screen data fields .



DESTRUCTION CERTIFICATE INFO TAB:Certificate # REQUIRED. When in Add New mode, click the red button to the right of

the field to display the preformatted document destruction certificate sequence(s). Click the applicable sequence to generate a number for the destruction. This field is protected in Update mode.

Date REQUIRED. Enter the date of destruction.

Destroyed By REQUIRED. Enter the name of employee taking care of destruction.

Method REQUIRED. Select the method of destruction.

Witness REQUIRED. Enter name of the witness of destruction.

Facility Code REQUIRED. Enter the facility code.

Destruction ID System populated.

Associated Doc(s) Section: Click the Upload Associated Doc. link to associate a document. Maintain existing associated documents using the Remove button and the File Description column to view and/or download an associated document.

DOCUMENTS TAB:



Document(s) Section: Click the Assign Document(s) button to assign a document(s) to the Destruction Certificate. Click the Unassign Document(s) button to unassign a document(s) from the Destruction Certificate. Click the Print Certificate button to generate the Destruction Certificate.

Accessing Document Destruction Info Screen - Add New

Depending on where you are in Access Commander, there are two ways to access the Document Destruction Info screen in Add New mode:

� Main Menu screen, Document Management icon, + Add New Destruction Cert(s) option � Document Destruction Search or Document Destruction Listing screen, Add New link

To use the + Add New option: 1. Access the Main Menu screen. (Need help? See Accessing Main Menu Screen in Chapter 2.)


3. Click the Add New Destruction Cert(s) option.The Document Destruction Info screen displays in Add New mode.

To use the Add New link: 1. Access the Document Destruction Search or Document Destruction Listing screen. (Need help? See

Accessing Document Destruction Search Screen or Accessing Document Destruction Listing Screen in this section.)

2. Click the Add New link.The Document Destruction Info screen displays in Add New mode.

Accessing Document Destruction Info Screen - Update

To access the Document Destruction Info screen in Update mode:

� Document Destruction Listing screen, Update button

To use the Update button: 1. Access the Document Destruction Search screen. (Need help? See Accessing Document Destruction



3. Click the Find button.The Document Destruction Listing screen displays with the results of your search.

g If no records are found matching the entered search criteria, a blank Document Destruction Listing screen displays. If this is the case, click the Search link and search again. (Need help? See Searching in Chapter 3.)

4. Click the Update button in the column next to the destruction certificate record.The Document Destruction Info screen, Destruction tab, displays in Update mode.



Accessing Document Destruction Info Screen - View

To access the Document Destruction Info screen in View (read-only) mode:

� Document Destruction Listing screen, View button

To use the View button: 1. Access the Document Destruction Search screen. (Need help? See Accessing Document Destruction



3. Click the Find button.The Document Destruction Listing screen displays with the results of your search.

g If no records are found matching the entered search criteria, a blank Document Destruction Listing screen displays. If this is the case, click the Search link and search again. (Need help? See Searching in Chapter 3.)

4. Click the View button in the column next to the destruction certificate record.The Document Destruction Info screen, Destruction tab, displays in View mode.

Document Search For Assignment Screen

The Document Search for Assignment screen displays when you click the:

� Assign Document(s) button on the Documents tab (on the Document Destruction Info screen, Documents tab in Update mode)

The search criteria for the document(s) to be assigned to the destruction certificate are entered on this screen.



Figure 7-77 . The Document Search For Assignment screen .

Select Document(s) To Assign Screen

The Select Document(s) to Assign screen displays the results of the search on the Document Search for Assignment screen. It displays when you click the:

� Find button on the Document Search for Assignment screen

The document(s) being assigned to the destruction certificate is/are selected on this screen.



Figure 7-78 . The Select Document(s) to Assign screen .

Upload Document Destruction Associated Doc Screen

The Upload Document Destruction Associated Doc screen displays when you click the:

� Upload Associated Doc button on the Destruction Certificate Info tab (on the Document Destruction Info screen in Update mode) in the Associated Doc(s) section

Figure 7-79 . The Upload Document Destruction Associated Doc screen .

Document Destruction Reports Screen

The Document Destruction Reports screen displays when you click the:

� Reports link on the Document Destruction Listing or Document Destruction Info screen

The Document Destruction Reports screen displays the preformatted reports available for document destructions. Reports can be customized as specified and requested by your employer.



Figure 7-80 . The Document Destruction Reports screen .


� Records displaying on the Document Destruction Listing screen.

In other words, those records that matched the search criteria entered on the Document Destruction Search screen during the most recently completed search. For example, a user may want to include only documents that were destroyed within a certain timeframe, so he/she would complete a search for documents with those dates in the Destruction Date From/To fields. Then, on the Document Destruction Reports screen, the Row(s) in List radio button is selected.In some cases, you may need to complete a search prior to running a report to ensure that the appropriate records are included for the specific report. If you need to include all records in the system, you will do so by selecting the All radio button on the Document Destruction Reports screen, in which case it doesn’t make a difference what search was last completed.

� Records selected on the Document Destruction Listing screen.

To include only a single document record, or specific document records, in a report, check that record’s checkbox(es) on the Document Destruction Listing screen. Then, select the Selected Row(s) radio button on the Document Destruction Reports screen to include only the selected records in the report.

� Radio button selected on the Document Destruction Reports screen.

Depending on the report selected, the applicable button(s) display: Selected Row(s), Row(s) in List, and All.


Accessing Document Destruction Reports Screen

To access the Document Destruction Reports screen:

� Document Destruction Listing or Document Destruction Info screen, Reports link



To use the Reports link: 1. Access the Document Destruction Listing or Document Destruction Info screen. (Need help? See

Accessing Document Destruction Listing Screen or Accessing Document Destruction Info Screen in this section.)

2. Click the Reports link.The Document Destruction Reports screen displays.

Assign Document(s) to a New Destruction Certificate

There are four ways to assign documents to a new destruction certificate:

� Document Listing screen, Assign to New Destruction Certificate command � Document Info screen, Destroy button, New Destruction Cert option � Main Menu screen, Document Management icon pop-up menu, Add New Destruction Cert(s)

option � Document Destruction Search or Document Destruction Listing screen, Add New link

g The Assign to New Destruction Certificate command, Add New Destruction Cert(s) option, and Add New link allow you to assign more than one document at a time.

To use the Assign to New Destruction Certificate command: 1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)

2. Click the Select checkbox(es) in the column(s) next to the Document #(s).The screen refreshes and the records display highlighted (in black) with a checkmark in the checkbox(es).


4. Click the Assign to New Destruction Certificate command. The Document Listing – Assign to New Destruction Certificate screen displays.The document record(s) display(s) at the top of the screen.

5. Complete/revise the fields (all fields on this screen are required, as indicated in red).

6. Click the Go button (the default command is Add the Certificate & Assign the documents).The pop-up message, “The new Document Destruction Certificate has been successfully added. The new Certificate # is [Certificate #]. You are now ready to add document(s) to be destroyed.” displays.The default command has changed to Print the Destruction Certificate.


g If you do not want to print the certificate, click the down arrow next to the Go button and click the Return to Document Listing! command. Skip to step 10 below.

The Document Destruction Certificate displays.

8. View, print, e-mail, etc. the certificate as needed. (Need help? See Generating Reports in Chapter 3.)



9. Click the Return button.The Document Listing screen displays.The destroyed record(s) displays highlighted (in black) with a checkmark in the checkbox(es).The status of the record(s) displays as Destroyed in the Status column.

10. To assign additional documents to a new destruction certificate, repeat from step 2 above.

To use the New Destruction Cert option:1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)


3. Place the cursor on the Destroy button.The Destroy pop-up menu displays.

4. Click the New Destruction Cert option.The Document Listing – Assign to New Destruction Certificate screen displays.The document record(s) display(s) at the top of the screen.


6. Click the Go button (the default command is Add the Certificate & Assign the documents).The pop-up message, “The new Document Destruction Certificate has been successfully added. The new Certificate # is [Certificate #]. You are now ready to add document(s) to be destroyed.” displays.The default command has changed to Print the Destruction Certificate.


g If you do not want to print the certificate, click the down arrow next to the Go button and click the Return to Document Info Screen! command. Skip to step 10 below.

The Document Destruction Certificate displays.


9. Click the Return button.The Document Info screen, Document tab displays.The Destroy – Undo and Destruction Certificate buttons now display. All fields are read-only.

10. To return to the Document Listing screen, click the Done button.The Document Listing screen displays.The destroyed document record displays highlighted (in black) and its checkbox is checked.The status of the record displays as Destroyed in the Status column.


To use the Add New Destruction Cert(s) option:1. Access the Main Menu screen. (Need help? See Accessing Main Menu Screen in Chapter 2.)


3. Click the Add New Destruction Cert(s) option.



The Document Destruction Info screen displays.


5. Click the Add button.The pop-up message, “The new Document Destruction Certificate has been successfully added. The new Certificate # is [Certificate #]. You are now ready to add document(s) to be destroyed.” displays.

6. Click the OK button.The Document Destruction Info screen, Documents tab displays.




10. Click the Select checkbox(es) next to the Document #(s) being assigned to the destruction certificate. The screen refreshes and the selected record(s) display highlighted (in black) and its/their checkbox(es) is/are checked.


g If the document(s) cannot be assigned to the destruction certificate, an error message displays in red under the navigation links.

The Document Destruction Info screen, Documents tab displays.The newly assigned document(s) display(s) in the Document(s) section.


13. To return to the Document Destruction Listing screen, click the Update button The message, “The information has been updated.”, the Re-Edit This Record link and Done button display.

14. Click the Done button.The Document Destruction Listing screen displays.The updated destruction certificate displays highlighted (in black) and its checkbox is checked.The number of documents assigned to the destruction certificate displays in the # Doc(s) column.


To use the + Add New link:1. Access the Document Destruction Search or Document Destruction Listing screen. (Need help? See

Accessing Document Destruction Search Screen or Accessing Document Destruction Listing Screen in this section.)

2. Click the + Add New link. The Document Destruction Info screen displays in Add New mode.


4. Click the Add button.The pop-up message, “The new Document Destruction Certificate has been successfully added. The new Certificate # is [Certificate #]. You are now ready to add document(s) to be destroyed.” displays.

5. Click the OK button.



The Document Destruction Info screen, Documents tab displays.









12. To return to the Document Destruction Listing screen, click the Update button. The message, “The information has been updated.”, the Re-Edit This Record link and Done button display.



Assign a Document(s) to an Existing Destruction Certificate

There are three ways to assign documents to an existing destruction certificate:

� Document Listing screen, Assign to Existing Destruction Certificate command � Document Info screen, Destroy button, Existing Destruction Cert. option � Document Destruction Info screen, Documents tab, Assign Document(s) button

g Both the Assign to Existing Destruction Certificate command and Assign Document(s) button allow you to assign more than one document at a time.

To use the Assign to Existing Destruction Certificate command: 1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)

2. Click the Select checkbox(es) in the column(s) next to the Document #(s).The screen refreshes and the record(s) display highlighted (in black) with a checkmark(s) in the checkbox(es).

3. Place the cursor on the Commands link.



The commands display.

4. Click the Assign to Existing Destruction Certificate command. The Destruction Certificate Search For Assignment screen displays.

5. Enter search criteria based on the information you have about the destruction certificate being assigned.

6. Click the Find button. The Select A Destruction Certificate to Assign screen displays the records that match the entered search criteria.

7. Click the Select checkbox next to the destruction certificate to which the document(s) is/are being assigned. The screen refreshes and the selected record displays highlighted (in black) and its checkbox is checked.



The message, “[#] document was successfully assigned to the destruction certificate! Please click OK to print the certificate!” displays.

9. Click the OK button.The Document Destruction Certificate displays.


11. Click the Return button.The Document Listing screen displays.The destroyed document record(s) display(s) highlighted (in black) and its/their checkbox(es) is/are checked.The status of the record(s) display(s) as Destroyed in the Status column.

12. To assign additional documents to an existing destruction certificate, repeat from step 2 above.

To use the Existing Destruction Cert option:1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)


3. Place the cursor on the Destroy button.The Destroy pop-up menu displays.

4. Click the Existing Destruction Cert option.The Destruction Certificate Search For Assignment screen displays.

5. Enter search criteria based on the information you have about the destruction certificate being assigned.

6. Click the Find button. The Select A Destruction Certificate to Assign screen displays the records that match the entered search criteria.

7. Click the Select checkbox next to the destruction certificate to which the document is being assigned. The screen refreshes and the selected record displays highlighted (in black) and its checkbox is checked.





The Document Info screen, Document tab displays.The Destroy – Undo and Destruction Certificate buttons now display. All fields are read-only.

9. To return to the Document Listing screen, click the Done button.The Document Listing screen displays.The destroyed document record displays highlighted (in black) and its checkbox is checked.The status of the record displays as Destroyed in the Status column.


To use the Assign Document(s) button:1. Access the Document Destruction Search screen. (Need help? See Accessing Document Destruction


2. Enter the search criteria for the destruction certificate to which the document(s) is/are going to be assigned. (Need help? See Searching in Chapter 3.)

3. Click the Find button.The Document Destruction Listing screen displays the destruction certificates that match the search criteria.

g If no destruction records are found matching the entered search criteria, a blank Document Destruction Listing screen displays.

4. Click the Update button in the column next to the Destruction ID.The Document Destruction Info screen, Destruction Certificate Info tab displays.

5. Click the Documents tab. The Document Destruction Info screen refreshes and the Document(s) section displays.









12. To return to the Document Destruction Listing screen, click the Update button.



The message, “The information has been updated.”, the Re-Edit This Record link and Done button display.



Undo a Document Destruction

There are two ways to undo a document destruction:

� Document Info screen, Document tab, Destroy - Undo button � Document Destruction Info screen, Documents tab, Unassign Document(s) button

To use the Destroy - Undo button:1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)

2. Click the Update button in the column next to the destroyed document’s Document #.The Document Info screen, Document tab displays.

3. Click the Destroy - Undo button.The screen refreshes and the Assign Contract, Transmit, Destroy, and Assign Custodian buttons now display. The fields are no longer read-only.


5. Click the Done button.The Document Listing screen displays.The document record displays highlighted (in black) and its checkbox is checked.The status of the record displays as Active in the Status column.

To use the Unassign Document(s) button: 1. Access the Document Destruction Listing screen. (Need help? See Accessing Document Destruction

Listing Screen in this section.)



4. Click the Select checkbox(es) in the column next to the Document #(s). To unassign all documents, click the Select All button.

5. Click the Unassign Document(s) button.The Document Destruction Info screen refreshes.



The document(s) is/are no longer visible in the Documents(s) section.

6. To unassign another document(s), repeat from step 4 above.

7. To return to the Document Destruction Listing screen, click the Update button.The message, “The information has been updated.”, the Re-Edit This Record link and Done button display.

8. Click the Done button.The Document Destruction Listing screen displays.The updated destruction certificate record displays highlighted (in black) and its checkbox is checked.The number of documents assigned to the destruction certificate displays in the # Doc(s) column.

9. To unassign a document(s) from another Destruction ID, repeat from step 2 above.

Generate a Document Destruction Certificate

There are two ways to generate a document destruction certificate:

� Document Info screen, Document tab, Destruction Certificate button � Document Destruction Info screen, Documents tab, Print Certificate button

To use the Destruction Certificate button:1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)

2. Click the Update button in the column next to the destroyed document’s Document #.The Document Info screen, Document tab displays.

3. Click the Destruction Certificate button.The screen displays the Document Destruction Certificate.



6. To return to the Document Listing screen, click the Done button.The Document Listing screen displays.The document record displays highlighted (in black) and its checkbox is checked.

7. To generate the certificate for another document, repeat from step 2 above.

To use the Print Certificate button:1. Access the Document Destruction Search screen. (Need help? See Accessing Document Destruction

Search Screen in this section.)The Document Destruction Search displays.


3. Click the Find button.The Document Destruction Listing screen displays the destructions that match the search criteria.






6. Click the Select checkbox(es) for the document(s) for which the certificate needs to be generated. To include all documents, click the Select All button.

7. Click the Print Certificate button. The screen displays the Document Destruction Certificate.


9. Click the Return button.The Document Destruction Info screen, Document Certificate Info tab displays.

10. To return to the Document Destruction Listing screen, click the Update button.The message, “The information has been updated.”, the Re-Edit This Record link and Done button display.

11. Click the Done buttonThe Document Destruction Listing screen displays.The destruction certificate record displays highlighted (in black) and its checkbox is checked.

12. To generate the certificate for another document(s), repeat from step 4 above.

g You may need to complete another search if the needed destruction certificate is not displaying on the Document Destruction Listing screen. If that is the case, click the Search link.

Search Document Destruction Records

Depending on where you are in Access Commander, there are three ways to search for Document Destruction Certificates:

� Main Menu screen, Document Management icon, Search Destruction Cert(s) option � Document Destruction Listing or Document Destruction Info screen, Search link � Document Destruction option from the Main Menu link

To use the Search option on the Main Menu pop-up menu:

Figure 7-81 . The Search option (Destruction Cert(s)) .





3. Click the Search option. The Document Destruction Search screen displays.


5. Click the Find button.The Document Destruction Listing screen displays the destructions that match the search criteria.


6. To search for another document destruction, click the Search link on the Document Destruction Listing screen.


Figure 7-82 . The Search link

1. Access the Document Destruction Listing or Document Destruction Info screen. (Need help? See Document Destruction Listing Screen or Document Destruction Info Screen in this section.)

2. Click the Search link.The Document Destruction Search screen displays.




4. Click the Find button.The Document Destruction Listing screen displays the destruction records that match the search criteria.If no destruction records are found matching the entered search criteria, a blank Document Destruction Listing screen displays.

5. To search for another document destruction record, click the Search link on the Document Destruction Listing screen.

To use the Document Destruction option on the Main Menu link:

Figure 7-83 . The Document Destruction option on the Main Menu link .


2. Click the Document Destruction option.The Document Destruction Search screen displays.


4. Click the Find button.The Document Destruction Listing screen displays the destruction records that match the search criteria.If no destruction records are found matching the entered search criteria, a blank Document Destruction Listing screen displays.

5. To search for another document destruction record, click the Search link on the Document Destruction Listing screen.

Add a Document Destruction Certificate

There are two ways to add a new document destruction record:

� Main Menu screen, Document Management icon, Add New Destruction Cert(s) option � Document Destruction Listing or Document Destruction Search screen, + Add New link

To use the + Add New Destruction Cert(s) option:

Figure 7-84 . The + Add New Destruction Cert(s) option .





3. Click the Add New Destruction Cert(s) option.A blank Document Destruction Info screen displays.



g Click the Re-Edit This Record link to have access to the following tab:

Documents

6. Click the Done button.The Document Destruction Listing screen displays. The new document destruction record displays highlighted (in black) and its checkbox is checked.

7. To add another document destruction record, click the + Add New link on the Document Destruction Listing screen.



1. Access the Document Destruction Listing or Document Destruction Search screen. (Need help? See Accessing Document Destruction Listing Screen or Accessing Document Destruction Search Screen in this chapter.)



2. Click the + Add New link.A blank Document Destruction Info screen displays.



g Click the Re-Edit This Record link to have access to the following tab:

Document(s)

5. Click the Done button.The Document Destruction Listing screen displays. The new document destruction record displays in the list, highlighted (in black) and its checkbox is checked.

6. To add another document destruction record, click the + Add New link on the Document Destruction Listing screen.

Update a Document Destruction Record

To update a document destruction record:

� Document Destruction Listing screen, Update button


Figure 7-86 . The Update button

1. Access the Document Destruction Listing screen. (Need help? See Accessing Document Destruction Listing Screen in this section.)

2. Click the Update button in the column next to the document destruction record.The Document Destruction Info screen, Destruction Certificate Info tab displays.

3. Complete the updates on both tabs, as applicable: � Destruction Certificate Info � Documents


5. Click the Done button.The Document Destruction Listing screen displays.The updated destruction record displays highlighted (in black) and its checkbox is checked.

6. To update another document destruction record, repeat from step 2 above.



Delete a Document Destruction Record

Deleting document destruction records must be done with care. Once a document destruction record is deleted, it cannot be restored. Follow your employer’s guidelines when using the Delete button.

To delete a document destruction record:

� Document Destruction Listing screen, Delete button


Figure 7-87 . The Delete button


2. Click the Delete button in the column next to the document destruction record.The Document Destruction Listing – Delete Confirmation screen displays.


g If the document destruction record cannot be deleted (e.g., the document is assigned to an active contract), an error message displays in a pop-up window.

4. Click the OK button. The Document Destruction Listing screen displays.The deleted document destruction record no longer displays.

5. To delete another document destruction record, repeat from step 2 above.

View (Read-Only) a Document Destruction Record

To view all of a document destruction record’s data fields:

� Document Destruction Listing screen, View button






2. Click the View button in the column next to the document destruction record.The Document Destruction Info screen, Destruction tab displays.

3. View the information on both tabs: � Destruction Certificate Info � Documents

4. Click the Exit button. The Document Destruction Listing screen displays.The viewed record displays highlighted (in black) and its checkbox is checked.

5. To view another document destruction record, repeat from step 2 above.


To upload an associated document for a document destruction record:

� Document Destruction Info screen, Destruction Certificate Info tab, Upload Associated Doc. link

To use the Upload Associated Doc. link: 1. Access the Document Destruction Listing screen. (Need help? See Accessing Document Destruction


2. Click the Update button in the column next to the destruction certificate’s Destruction ID.The Document Destruction Info screen, Destruction Certificate Info tab displays.

3. Click the Upload Associated Doc. link in the Associated Doc(s) section. The Upload Document Destruction Associated Doc screen displays.



6. Locate the file that is being associated, and double click it.The Upload Document Destruction Associated Doc screen displays with the selected file’s path in the Select File field.

7. Click the Upload button.The Document Destruction Info screen, Destruction Certificate Info tab displays.The new associated document displays in the list.



9. To return to the Document Destruction Listing screen, click the Update button.The message, “The information has been updated.”, the Re-Edit this Record link and the Done button display.




11. To upload an associated document for another destruction record, repeat from step 2 above.


To remove an associated document from a document destruction record:

� Document Destruction Info screen, Destruction Certificate Info tab, Associated Doc(s) section, button in the Remove? column

To use the Remove (-) button: 1. Access the Document Destruction Listing screen. (Need help? See Accessing Document Destruction



3. In the Associated Doc(s) section, click the “-” button in the Remove? column next to the file description that’s being removed. The message, “Are you sure you want to delete the selected associated file ([file name])?” displays.

4. Click the OK button.The message, “The file is successfully removed.” displays.

5. Click the OK button.The Document Destruction Info screen, Destruction Certificate Info tab displays.The document no longer displays in the Associated Doc(s) section.




9. To remove an associated document for another destruction record, repeat from step 2 above.


All associated document fields are displayed in the Associated Doc(s) section on the Destruction Certificate Info tab on the Document Destruction Info screen. To view the actual associated document, follow the steps below.

To view associated document(s) on the Document Destruction Info screen:

� Document Destruction Info screen, Destruction Certificate Info tab, File Description



column in Associated Doc(s) section, file description link

To use the file description link: 1. Access the Document Destruction Listing screen. (Need help? See Accessing Document Destruction


2. Click the View button in the column next to the destruction certificate’s Destruction ID.The Document Destruction Info screen, Destruction Certificate Info tab displays.A list of all documents associated with the destruction record displays in the Associated Doc(s) section.




6. Return to the Document Destruction Info screen, Destruction Certificate Info tab.


8. To return to the Document Destruction Listing screen, click the Exit button.The Document Destruction Listing screen displays.The viewed destruction record displays highlighted (in black) and its checkbox is checked.

9. To view an associated document for another destruction record, repeat from step 2 above.


To download an associated document for a document destruction record:

� Document Destruction Info screen, Destruction Certificate Info tab, File Description column in the Associated Doc(s) section, file description link

To use the file description link: 1. Access the Document Destruction Listing screen. (Need help? See Accessing Document Destruction







7. Click the Save button.



The file is saved to the designated location.

8. Return to the Document Destruction Info screen, Destruction Certificate Info tab.




12. To download an associated document for another destruction record, repeat from step 2 above.

Export Data for Records on the Document Destruction Listing Screen to Excel

g The Export to Excel link also displays on the Document Destruction Listing - Delete Confirmation screen. It is the data from the records on the Document Destruction Listing screen that is exported when the link is clicked on the Document Destruction Listing - Delete Confirmation screen.

To export the data for records on the Document Destruction Listing screen to Excel:

� Document Destruction Listing screen, Export to Excel button


Figure 7-89 . The Export to Excel button - Document Destruction Listing screen .

1. Access the Document Destruction Search screen and enter search criteria to narrow down the search to include the records for which to export data to Excel . (Need help? See Search Document Destruction Records in this section.)

2. Click the Find button.The Document Destruction Listing screen displays the records that match the search criteria.




6. Return to the Document Destruction Listing screen.The Document Destruction Listing screen displays with the results from your earlier search.



Back to this chapter’s TOCCustodian

Custodian


9 Assign a Document to a Custodian (includes steps to assign a safe/closed area to an employee/visitor if needed)

9 Unassign a Document from a Custodian

9 Transfer a Document to another Custodian

9 Generate a Classified Document Hand Receipt

Overview

Documents can be assigned to custodians, unassigned from custodians, and transferred from one custodian to another from within the Document Management module in Access Commander™. A Classified Document Hand Receipt can be generated upon request.

Documents are assigned to custodians using the:

� Assign Custodian button on the Document tab (on the Document Info screen in Update mode), or

� Assign/Transfer Custodian command on the Document Listing screen

g Using the Assign/Transfer Custodian command allows you to assign more than one document to a custodian at a time.

A document is unassigned from a custodian using the:

� Return Library button on the Document tab (on the Document Info screen in Update mode)

Documents are transferred from one custodian to another custodian using the:

� Assign/Transfer Custodian command on the Document Listing screen

Classified Document Hand Receipts can be generated using the:

� Doc. Receipt button on the Document tab (on the Document Info screen in Update mode)

On the Document Info screen, Document tab, the Assign Custodian button displays, as shown in Figure 7-90.


Back to this chapter’s TOC Custodian

Figure 7-90 . The Assign Custodian button on the Document Info screen .

Once a document has been assigned to a custodian, the Document Info screen displays the Return Library and Doc. Receipt buttons, as shown in Figure 7-91.

Figure 7-91 . The Return Library and Doc . Receipt buttons on the Document Info screen .

On the Document Listing screen, the Assign/Transfer Custodian command is available, as shown in Figure 7-92.

Figure 7-92 . Assign/Transfer Custodian command on the Document Listing screen .

Employee/Visitor Search Screen

The Employee/Visitor Search screen displays when you click the:

� Assign Custodian button � Assign/Transfer Custodian command

The search criteria for the custodian to assign are entered on this screen.



Figure 7-93 . The Employee/Visitor Search screen .

Select a Visitor/Employee to Assign the Selected Documents Screen

The Select a Visitor/Employee to Assign the Selected Documents screen displays the results of the search on the Employee/Visitor Search screen. The custodian to be assigned is selected on this screen.

Figure 7-94 . The Select a Visitor/Employee to Assign the Selected Document(s) screen .



Classified Document Hand Receipt

The Classified Document Hand Receipt displays when you click the Doc. Receipt button. The receipt can be printed and/or exported.

Figure 7-95 . The Classified Document Hand Receipt .

Safe/Closed Area Search For Assignment Screen

The Safe/Closed Area Search For Assignment screen displays when you click the:

� Assign Safe button on the Select a Visitor/Employee to Assign the Selected Documents screen

The search criteria for the safe or closed area to assign are entered on this screen.

Figure 7-96 . The Safe/Closed Area Search For Assignment screen .



Select a Safe/Closed Area to Assign the Selected Documents Screen

The Select a Safe/Closed Area to Assign the Selected Documents screen displays the results of the search on the Safe/Closed Area Search For Assignment screen. The safe or closed area to be assigned is selected on this screen.

Figure 7-97 . The Select a Safe/Closed Area to Assign the Selected Documents screen .

Assign a Document to a Custodian

There are two ways to assign a document to a custodian:

� Document Info screen, Document tab, Assign Custodian button � Document Listing screen, Assign/Transfer Custodian command

g Using the Assign/Transfer Custodian command allows you to assign more than one document to a custodian at a time.

To use the Assign Custodian button: 1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)


3. Click the Assign Custodian button.The Employee/Visitor Search screen displays.

g The default value in the Visitor field is No. You can change the selection to Yes to search for visitors.

4. Enter search criteria based on the information you have about the custodian being assigned.

5. Click the Find button. The Select a Visitor/Employee to Assign the Selected Document(s) screen displays the records that match the entered search criteria.



6. Click the Select checkbox next to the name of the employee/visitor to whom the document is being assigned.

g As the cursor is placed on the checkbox, a message displays with either the number of safes/closed area(s) assigned to the employee (e.g., Has 3 safe(s)/closed areas available) or if he/she does not have any assigned, “No safe/closed area available. Please assign one first.” If no safe or closed area is assigned, skip to step 9.

The screen refreshes and the employee/visitor record displays highlighted (in black) with a checkmark in its checkbox. The Safe # field displays with the employee/visitor’s assigned safe(s), and the Assign and Return buttons display.

g If the pop-up message ,”[Last name, first name] does not have any safe. Please assign one to him/her first! “ displays, skip to step 9.

7. Select a different safe/closed area, if applicable, in the Safe # field.


g If the document can’t be assigned to the custodian, an error message (e.g., Unable to assign the document [Document #] to safe [Safe #/Closed Area #]: Classification problem!” displays in red under the navigation links.

If the document is successfully assigned, the Document Info screen, Document tab displays. The custodian’s name displays in the Custodian field, and the Return Library and Doc. Receipt buttons display. The safe/closed area to which the document is assigned displays in the Safe # field.Skip to step 15.

9. Click the OK button.The error message closes, and the Select a Visitor/Employee to Assign the Selected Documents screen displays. The employee record still displays highlighted (in black) and its checkbox is checked.

10. Click the Assign Safe button to the right of the checkbox.The Safe/Closed Area Search For Assignment screen displays.

11. Enter the Safe # and/or Name, if known, or leave the fields blank, and click the Find button.The Select a Safe/Closed Area to Assign the Selected Documents screen displays the records that match the entered search criteria.

12. In the Click to Assign column, click the button for the safe/closed area to assign to the custodian.The message, “The safe/closed area successfully assigned to the selected person. Please click OK to continue the document-custodian assignment transaction!” displays.

g If the safe/closed area can’t be assigned to the employee/visitor, an error message (e.g., Cannot to assign Item [Safe/Closed Area #]. [Last name, first name] does not have the correct clearance.) displays under the screen title.

13. Click the OK button. The Select a Visitor/Employee to Assign the Selected Documents screen displays. The employee/visitor record still displays highlighted (in black) and its checkbox is checked. The assigned safe/closed area displays in the Safe # field, and the Assign and Return buttons display.




g If the document(s) can’t be assigned to the employee/visitor, an error message displays in red under the navigation links.

If the document is successfully assigned, the Document Info screen, Document tab displays. The employee/visitor’s name displays in the Custodian field, and the Return Library and Doc. Receipt buttons display. The safe/closed area to which the document is assigned displays in the Safe # field.


16. Click the Done button.The Document Listing screen displays.The updated document record displays highlighted (in black) and its checkbox is checked.The assigned custodian’s name displays in the Custodian column.

17. To assign another document to a custodian, repeat from step 2 above.

To use the Assign/Transfer Custodian command:1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)



4. Click the Assign/Transfer Custodian command. The Employee/Visitor Search screen displays.

5. Enter search criteria based on the information you have about the custodian being assigned.

6. Click the Find button. The Select a Visitor/Employee to Assign the Selected Documents screen displays the records that match the entered search criteria.

7. Click the Select checkbox next to the name of the custodian to which the document(s) is/are being assigned.

g As the cursor is placed on the checkbox, a message displays with either the number of safes/closed area(s) assigned to the employee (e.g., Has 3 safe(s)/closed areas available) or if he/she does not have any assigned, “No safe/closed area available. Please assign one first.” If no safe or closed area is assigned, skip to step 11.

The screen refreshes and the employee/visitor record displays highlighted (in black) with a checkmark in its checkbox. The Safe # field displays with the employee/visitor’s assigned safe(s)/closed area(s), and the Assign and Return buttons display.

g If the pop-up message ,”[Last name, first name] does not have any safe. Please assign one to him/her first! “ displays, skip to step11.

8. Select a different safe/closed area, if applicable, in the Safe # field.




g If the document can’t be assigned to the custodian, an error message (e.g., Unable to assign the document [Document #] to safe [Safe #/Closed Area #]: Classification problem!” displays in red under the navigation links.

The pop-up message, The selected document was successfully assigned to the selected employee/visitor!” displays.

10. Click the OK button.The Document Listing screen displays. The updated document record(s) display(s) highlighted (in black) and its/their checkbox(es) is/are checked.The assigned custodian’s name displays in the Custodian column.Skip to step 20.

11. Click the OK button.The error message closes, and the Select a Visitor/Employee to Assign the Selected Documents screen displays. The employee record still displays highlighted (in black) and its checkbox is checked.

12. Click the Assign Safe button to the right of the checkbox.The Safe/Closed Area Search For Assignment screen displays.

13. Enter the Safe/Closed Area # and/or Safe/Closed Area Name, if known, or leave the fields blank.

14. Click the Find button.The Select a Safe/Closed Area to Assign the Selected Documents screen displays the records that match the entered search criteria.

15. In the Click to Assign column, click the button for the safe/closed area to assign to the custodian.The message, “The safe/closed area successfully assigned to the selected person. Please click OK to continue the document-custodian assignment transaction!” displays.

g If the safe/closed area can’t be assigned to the employee/visitor, an error message (e.g., Cannot to assign Item [Safe/Closed Area #]. [Last name, first name] does not have the correct clearance.) displays under the screen title.

16. Click the OK button. The Select a Visitor/Employee to Assign the Selected Documents screen displays. The employee/visitor record still displays highlighted (in black) and its checkbox is checked. The assigned safe/closed area displays in the Safe # field, and the Assign and Return buttons display.


g If the document(s) can’t be assigned to the custodian, an error message displays in red under the navigation links.

If the document is successfully assigned, the Document Info screen, Document tab displays. The custodian’s name displays in the Custodian field, and the Return Library and Doc. Receipt buttons display. The safe/closed area to which the document is assigned displays in the Safe # field.


19. Click the Done button.



The Document Listing screen displays. The updated document record(s) display(s) highlighted (in black) and its/their checkbox(es) is/are checked.The assigned custodian’s name displays in the Custodian column.

20. To assign another document(s) to a custodian, repeat from step 2 above.

Unassign a Document From a Custodian

To unassign a document from a custodian:

� Document Info screen, Document tab, Return Library button

To use the Return Library button: 1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)


3. Click the Return Library button.The Document Info screen refreshes. The custodian’s name no longer displays in the Custodian field, and the Assign Custodian button displays. The Doc. Receipt button no longer displays.

4. To return to the Document Listing screen, click the Update button.The message, ““The information has been updated.”, the Re-Edit This Record link and Done button display.

5. Click the Done button.The Document Listing screen displays.The updated document record displays highlighted (in black) and its checkbox is checked.There is no longer a name displaying in the Custodian column.

6. To unassign another document from a custodian, repeat from step 2 above.

Transfer a Document(s) to another Custodian

To transfer a document(s) to another custodian:

� Document Listing screen, Assign/Transfer Custodian command

g The Assign/Transfer Custodian command allows you to transfer more than one document at a time to another custodian.

To use the Assign/Transfer Custodian command:1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)





4. Click the Assign/Transfer Custodian command. The Employee/Visitor Search screen displays.

5. Enter search criteria based on the information you have about the custodian to whom the documents are being transferred.

6. Click the Find button. The Select a Visitor/Employee to Assign the Selected Document(s) screen displays the records that match the entered search criteria.

7. Click the Select checkbox next to the custodian’s name to whom the document(s) is/are being transferred. The screen refreshes and the employee/visitor record displays highlighted (in black) with a checkmark in its checkbox. The Safe # field displays with the employee/visitor’s assigned safe(s), and the Assign and Return buttons display.

g If the document(s) can’t be transferred to the custodian, an error message displays in red under the navigation links.

8. Select a different safe, if applicable, in the Safe # field.


g If the document(s) can’t be transferred to the custodian, an error message displays in red under the navigation links.

The message, “The selected document was successfully assigned to the selected employee/visitor!”.

10. Click the OK button.The Document Listing screen displays. The updated document record(s) display(s) highlighted (in black) and its/their checkbox(es) is/are checked.The custodian’s name to which the document(s) was/were transferred display(s) in the Custodian column(s).

11. To transfer additional documents, repeat from step 2 above.

Generate a Classified Document Hand Receipt

To generate a Classified Document Hand Receipt:

� Document Info screen, Document tab, Doc. Receipt button

To use the Doc Receipt button:1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)



2. Click the Update button in the column next to the document’s Document #.The Document Info screen, Document tab displays.

3. Click the Doc. Receipt button.The screen displays the Classified Document Hand Receipt.



6. To return to the Document Listing screen, click the Cancel button.

g If any changes were made to the record, click the Update button instead of the Cancel button.

The Document Listing screen displays.The document record displays highlighted (in black) and its checkbox is checked.




Document Management

Declassification tab-Document info screen

Declassification Tab – Document Info Screen

Figure 7-98 . The Declassification tab of the Document Info screen (in Update mode) .

The Declassification tab of the Document Info screen displays when in Add New, Update, or View mode. It displays only data fields (no sections) grouped by:

� Declassification fields (e.g., Classified By, Declassification Date) � Declass. Exemptions checkboxes




Document Management

owner/onLoan taB-DoCument info sCreen

Owner/OnLoan Tab – Document Info Screen

Figure 7-99 . The Owner/OnLoan tab of the Document Info screen (in Update mode) .

The Owner/OnLoan tab of the Document Info screen displays when in Add New, Update, or View mode. It displays only data fields (no sections) grouped by:

� Document ownership related fields (e.g., Original Owner, Pending Dest/Xmit)




Document Management

Keyword/AbstrAct tAb-document Info screen

Keyword/Abstract Tab – Document Info Screen

Figure 7-100 . The Keyword/Abstract tab of the Document Info screen (in Update mode) .

The Keyword/Abstract tab of the Document Info screen displays when in Add New, Update, or View mode. It displays two text boxes:

� Keywords � Abstract




Document Management

remarks/other taB-DoCument info sCreen

Remarks/Other Tab – Document Info Screen

Figure 7-101 . The Remarks/Other tab of the Document Info screen (in Update mode) .

The Remarks/Other tab of the Document Info screen displays when in Add New, Update, or View mode. It displays data fields grouped by:

� Document information not captured on other tabs (e.g., Print Unclassified checkbox, Author Last Name)

� 5 UDFs (user defined fields) � Remark on Doc. text box � Associated Doc(s) section


For the How To’s that correspond to the Associated Doc(s) section, see Associated Documents.


Back to this chapter’s TOC AssociAted documents

Associated Documents






Overview

Access Commander™ provides tracking of associated document(s) for a document record within the Document Management module.

Associated documents are viewed, uploaded, and removed using the:

� Associated Doc(s) section, Remarks/Other tab on the Document Info screen (in Update mode)

Figure 7-102 . Associated Doc(s) section on the Remarks/Other tab .

Upload Document Associated Doc Screen

The Upload Document Associated Doc screen displays when you click the Upload Associated Doc. link.

Figure 7-103 . The Upload Document Associated Doc screen .


Back to this chapter’s TOCAssociAted documents


To upload an associated document to a document record within the Document Management module:

� Document Info screen, Remarks/Other tab, Upload Associated Doc. link

To use the Upload Associated Doc. link: 1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)


3. Click the Remarks/Other tab. The Document Info screen refreshes. The fields and the Associated Doc(s) section display.

4. Click the Upload Associated Doc. link in the Associated Doc(s) section. The Upload Document Associated Doc screen displays.



7. Locate the file that is being associated, and double click it.The Upload Document Associated Doc screen displays with the selected file’s path in the Select File field.

8. Click the Upload button.The Document Info screen, Remarks/Other tab displays.The new associated document displays in the list.



10. To return to the Document Listing screen, click the Update button.The message, “The information has been updated.”, the Re-Edit this Record link and the Done button display.

11. Click the Done button.The Document Listing screen displays.The updated document record displays highlighted (in black) and its checkbox is checked.

12. To upload an associated document for another document record, repeat from step 2 above.


To remove an associated document record:

� Document Info screen, Remarks/Other tab, Associated Doc(s) section, button in the Remove? column



To use the Remove (-) button: 1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)


3. Click the Remarks/Other tab. The Document Info screen refreshes. The fields and the Associated Doc(s) section on the Remarks/Other tab display.

4. In the Associated Doc(s) section, click the “-” button in the Remove? column next to the file description that’s being removed. The message, “The file is successfully removed.” displays.

5. Click the OK button.The Document Info screen, Remarks/Other tab displays.The document no longer displays in the Associated Doc(s) section.




9. To remove an associated document for another document record, repeat from step 2 above.


All associated document fields are displayed in the Associated Doc(s) section on the Remarks/Other tab on the Document Info screen. To view the actual associated document, follow the steps below.

To view associated document(s) on the Document Info screen:

� Document Info screen, Remarks/Other tab, File Description column in Associated Doc(s) section, file description link

To use the file description link: 1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)

2. Click the View button in the column next to the document’s Document #.The Document Info screen, Document tab displays.

3. Click the Remarks/Other tab. The Document Info screen refreshes. The fields and the Associated Doc(s)section on the Remarks/Other tab display. A list of all documents associated with the document record displays in the Associated Doc(s) section.


Back to this chapter’s TOCAssociAted documents




7. Return to the Document Info screen, Remarks/Other tab.


9. To return to the Document Listing screen, click the Exit button.The Document Listing screen displays.The viewed document record displays highlighted (in black) and its checkbox is checked.

10. To view an associated document for another document record, repeat from step 2 above.


To download an associated document:

� Document Info screen, Remarks/Other tab, File Description column in Associated Doc(s) section, file description link

To use the file description link: 1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)


3. Click the Remarks/Other tab. The Document Info screen refreshes. The fields and the Associated Doc(s) section on the Remarks/Other tab display.





8. Click the Save button.The file is saved to the designated location.

9. Return to the Document Info screen, Remarks/Other tab.






13. To download an associated document for another document, repeat from step 2 above.



Document Management

inCorporation taB-DoCument info sCreen

Incorporation Tab – Document Info Screen

Figure 7-104 . The Incorporation tab of the Document Info screen (in Update mode) .

The Incorporation tab of the Document Info screen displays when in Add New, Update, or View mode. It displays two buttons:

� Incorporate Other Document(s) to this Document � Incorporate This Document to Another Document



Back to this chapter’s TOC IncorporatIon

Incorporation


9 Incorporate a Document(s) To the Selected Document

9 Unincorporate a Document(s) From the Selected Document

9 Incorporate the Selected Document(s) To Another Document

9 Unincorporate the Selected Document(s) From Another Document

Overview

Documents can easily be incorporated and unincorporated from within the Document Management module.

Documents are incorporated and unincorporated using the:

� Incorporate Other Document(s) to this Document and Incorporate This Document to Another Document buttons on the Incorporation tab on the Document Info screen (in Update mode)

When the tab is accessed prior to documents being incorporated to the document, or the document being incorporated to another document, it displays as shown in Figure 7-104.

When a document(s) has/have been incorporated to the document, as shown in Figure 7-105, the tab displays:

� Document(s) Incorporated to this Document section � List of the document(s) that has/have been incorporated � Incorporate Doc(s), UnIncorporate Doc(s), Select All, and UnSelect All buttons

Figure 7-105 . Document(s) Incorporated to this Document section on the Incorporation tab .

When the document has been incorporated to another document, as shown in Figure 7-106, it displays:

� This Document Was Incorporated to the Following Document section � Information about the document into which the document was incorporated � UnIncorporate From The Above Document button


Back to this chapter’s TOCIncorporatIon

Figure 7-106 . This Document Was Incorporated to the Following Document section on the Incorporation tab .

Incorporated Documents on the Document Listing Screen

On the Document Listing screen, shown in Figure 7-107, an incorporated document’s:

� Status changes to Incorporated for the document(s) that was/were incorporated to another. It stays as Active for the document into which a document(s) was/were incorporated.

� Displays in pink if the document was incorporated from others, and in gold if the document(s) was/were incorporated into another document.

� Inc. Doc# column, the Document # of the document into which the document was incorporated displays. This column stays blank for the document into which a document(s) was/were incorporated.

� Inc. Copy # column, the Copy # of the document into which the document was incorporated displays . This column stays blank for the document into which a document(s) was/were incorporated.

� Series column, the series letter of the document into which the document was incorporated displays. This column stays blank for the document into which a document(s) was/were incorporated.

Figure 7-107 . Incorporated documents on the Document Listing screen .

Document Search For Incorporation Screen

The Document Search for Incorporation screen displays when you click the:

� Incorporate Other Document(s) to this Document or Incorporate This Document to Another Document button

The search criteria for the document(s) to incorporate, or the document into which the document is being incorporated, are entered on this screen.



Figure 7-108 . The Document Search for Incorporation screen .

Select Document(s) to Incorporate Screen

The Select Document(s) to Incorporate screen displays the results of the search on the Document Search for Incorporation screen. It displays when you click the:

� Find button on the Document Search for Incorporation screen

The document(s) to incorporate, or the document into which the document is being incorporated, is/are selected on this screen.



Figure 7-109 . The Select Document(s) to Incorporate screen .

Incorporate a Document(s) Into the Selected Document

To incorporate a document(s) into the selected document:

� Document Info screen, Incorporation tab, Incorporate Other Document(s) to this Document button

To use the Incorporate Other Document(s) to this Document button: 1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)

2. Click the Update button in the column next to the document’s Document ID.The Document Info screen, Document tab displays.

3. Click the Incorporation tab. The Document Info screen refreshes and the Incorporation tab buttons display.

4. Click the Incorporate Other Document(s) to this Document button.The Document Search For Incorporation screen displays.

5. Enter search criteria based on the information you have and the type of document(s) being incorporated.

g The Status field is set to Active and the Assigned? field is set to No.

6. Click the Find button. The Select Document(s) to Incorporate screen displays the records that match the entered search criteria.

7. Click the Select checkbox(es) next to the document(s) being incorporated. The screen refreshes and the document(s) display/s highlighted (in black) with a checkmark(s) in the checkbox(es).

8. Click the Assign button.The Document Info screen, Incorporation tab displays.The incorporated document(s) display/s in the Document(s) Incorporated to this Document section.The Incorporate Doc(s), UnIncorporate Doc(s), Select All, and UnSelect All buttons display.

9. To incorporate additional document(s), click the Incorporate Doc(s) button and repeat from step 5 above.




11. Click the Done button.The Document Listing screen displays. The updated document record displays highlighted (in black) and its checkbox is checked.The status of the record still displays as Active in the Status column.

12. Uncheck the Select checkbox.The Document Listing screen refreshes.The record displays in purple.

13. To incorporate a document(s) into another document, repeat from step 2 above.

Unincorporate a Document(s) From the Selected Document

To unincorporate a document(s) from the selected document:

� Document Info screen, Incorporation tab, UnIncorporate Doc(s) button

To use the UnIncorporate Doc(s) button: 1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)

2. Click the Update button in the column next to the document’s Document ID that has an incorporated document(s) to unincorporate.The Document Info screen, Document tab displays.

3. Click the Incorporation tab. The Document Info screen refreshes and the Document(s) Incorporated to this Document section displays.

4. Click the Select checkbox(es) for the document(s) to unincorporate. To unincorporate all of the documents, click the Select All button.A checkmark displays in the selected checkbox(es).

5. Click the UnIncorporate Doc(s) button.The Document Info screen refreshes and the document(s) no longer display(s) in the list. If all documents were unincorporated, the Incorporate Other Document(s) to this Document button displays.

6. To unincorporate additional document(s), repeat from step 4 above.


8. Click the Done button.The Document Listing screen displays.The updated document record displays highlighted (in black) and its checkbox is checked.If all documents were unincorporated, the record will no longer display in purple.



9. To unincorporate a document(s) from another document, repeat from step 2 above.

Incorporate the Selected Document Into Another Document

To incorporate the selected document into another document:

� Document Info screen, Incorporation tab, Incorporate This Document to Another Document button

To use the Incorporate This Document to Another Document button: 1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)

2. Click the Update button in the column next to the document’s Document ID.The Document Info screen, Document tab displays.

3. Click the Incorporation tab. The Document Info screen refreshes and the Incorporation tab buttons display.

4. Click the Incorporate This Document to Another Document button.The Document Search For Incorporation screen displays.

5. Enter search criteria based on the information you have and the type of document into which you’re incorporating the document.

g The Status field is set to Active and the Assigned? field is set to No.

6. Click the Find button. The Select Document(s) to Incorporate screen displays the records that match the entered search criteria.

7. Click the Select checkbox(es) next to the document into which the document is being incorporated. The screen refreshes and the document displays highlighted (in black) with a checkmark in the checkbox.

8. Click the Assign button.The Document Info screen, Incorporation tab displays.The document into which the document was incorporated displays in the This Document Was Incorporated to the Following Document section.The UnIncorporate From The Above Document button displays.


10. Click the Done button.The Document Listing screen displays.The updated document record displays highlighted (in black) and its checkbox is checked.The status of the record displays as Incorporated in the Status column.

11. Uncheck the Select checkbox.The Document Listing screen refreshes.The record displays in orange.



12. To incorporate another document into a document, repeat from step 2 above.

Unincorporate the Selected Document From Another Document

To unincorporate the selected document from another document:

� Document Info screen, Incorporation tab, UnIncorporate From The Above Document button

To use the UnIncorporate From The Above Document button: 1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)

2. Click the Update button in the column next to the document’s Document ID that is incorporated to another document.The Document Info screen, Document tab displays.

3. Click the Incorporation tab. The Document Info screen refreshes and the This Document Was Incorporated to the Following Document section displays.

4. Click the UnIncorporate From The Above Document button.The Document Info screen refreshes and the document is no longer incorporated to the other document.The Incorporate Other Document(s) to this Document and Incorporate This Document to Another Document buttons display.


6. Click the Done button.The Document Listing screen displays.The updated document record displays highlighted (in black) and its checkbox is checked.The status of the record displays as Active in the Status column.The record will no longer display in orange.

7. To unincorporate another document from a document, repeat from step 2 above.


Back to this chapter’s TOCCopies

Copies


9 Copy a Document

Overview

Tracking document copies is easily accomplished within the Document Management module in Access Commander™. Bar codes can be entered for each copy, if applicable. The copies can be assigned a different Document Control Number, or kept the same as the original.

Copies of a document are made using the:

� Make Copies of This Document command on the Document Listing screen as shown in Figure 7-110

Figure 7-110 . Make Copies of This Document command on the Document Listing screen .

Document Copies, same Document Control Number, on the Document Listing Screen

New documents are automatically assigned Series #A and Copy 1(i.e., 0001). On the Document Listing screen, shown in Figure 7-111, a copy’s:

� Copy # populates with a number based on how many copies were made. Copies are numbered sequentially, starting with 2. For example, if you made 2 copies, the original is Copy 1, the first copy is Copy 2, and the second copy is Copy 3.

� Series # is the same as the original’s. � # copies populates with the total number of copies made, including the original. For example,

if you made 2 copies, this field will be “3” for all three documents. � Document # is the same as the original’s.


Back to this chapter’s TOC Copies

Figure 7-111 . Original document and copies using the same Document Control Number .

Document Copies, different Document Control Number, on the Document Listing Screen

New copies made using a Control Number different from the original’s, are automatically assigned Series #A and Copy 0 (i.e., 0000). On the Document Listing screen, shown in Figure 7-112, a copy’s:

� Series # is the same as the original’s. � # copies populates with “1” for all three documents. � Document # is different from the original. The copies are assigned a unique number as selected

from the Document # drop-down list on the Document Copy screen.

Figure 7-112 . Original document and copies using a different Document Control Number .


Back to this chapter’s TOCCopies

Document Copy Screen

The Document Copy screen displays when you click the:

� Make Copies of This Document command on the Document Listing screen

Figure 7-113 . The Document Copy screen .

When the Scan checkbox is checked, a Copy “#” field(s) display(s), as shown in Figure 7-114. A Copy “#” field displays for each copy being made. Each copy’s bar code is entered in the field(s).

Figure 7-114 . The Copy “#” fields on the Document Copy screen .

Table 7-18 lists and describes the data fields on the Document Copy screen.

Table 7-18 . Document Copy screen data fields .

Field Name ExplanationNumber of New Copies Enter the number of copies needed.

Scan Check if required to scan barcodes on document copies.


Back to this chapter’s TOC Copies

Copy a Document

To copy a document:

� Document Listing screen, Make Copies of This Document command

To use the Make Copies of This Document command:1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)

2. Click the Select checkbox in the column next to the Document #.The screen refreshes and the record displays highlighted (in black) with a checkmark in the checkbox.


4. Click the Make Copies of This Document command.

The Document Copy screen displays.The document record displays at the top of the screen.

5. In the Number of New Copies field, change the default (1) to the correct number of copies as needed.

6. Click the Scan checkbox to display the Copy # field(s), if applicable.The message, “Please scan new copies” and the Copy # field(s) display.

7. Select a different Document Control Number for the copies from the Document # drop-down list, if applicable.

8. If scanning, enter each copy’s bar code number(s) in the Copy # field(s).

9. Click the Go button (the default command is Copy it!).The message, “The # selected record(s) was/were successfully changed.” displays.

10. Click the OK button.The Document Listing screen displays.

11. To make a copy(ies) of another document, repeat from step 2 above.


Back to this chapter’s TOCRevisions

Revisions


9 Revise a Document

Overview

Tracking document revisions is easily accomplished within the Document Management module in Access Commander™.

Revisions of a document are made using the:

� Revise the Selected Document command on the Document Listing screen, as shown in Figure 7-115

Figure 7-115 . Revise the Selected Document command on the Document Listing screen .

Revised Documents on the Document Listing Screen

New documents are automatically assigned Series # A and Copy # 1(i.e., 0001). On the Document Listing screen, shown in Figure 7-116, a revision’s:

� Series # is automatically assigned the next letter in the alphabet. For example, if the original document was Series A, after it is revised an additional record is created that is identical to the original document, except that it is Series B.

� Copy # is the same as the original’s. � Document # is the same as the original’s.


Back to this chapter’s TOC Revisions

Figure 7-116 . Original document and revision on the Document Listing screen .

You can only revise a document one time. If an additional revision occurs, the most recent revision is the one to select. For example, if you have Series A (original) and Series B (the revision), you will not be able to revise the Series A document; the correct document to select for the revision would be the Series B document.

Document Revision Screen

The Document Revision screen displays when you select the:

� Revise the Selected Document command on the Document Listing screen

Figure 7-117 . The Document Revision screen .

The two commands on the Document Revision screen are listed and described in Table 7-19.

Table 7-19 . Document Revision screen commands .

Command Screen Accessed Use the command to Revise it! Document Listing revise the selected document.

No, Return to Listing! Document Listing return to the Document Listing screen.

g The document will not be revised when you use the No, Return to Listing! command.


Back to this chapter’s TOCRevisions

Revise a Document

To revise a document:

� Document Listing screen, Revise the Selected Document command

To use the Revise the Selected Document command:1. Access the Document Listing screen. (Need help? See Accessing Document Listing Screen in this

chapter.)

2. Click the Select checkbox in the column next to the Document #.The screen refreshes and the record displays highlighted (in black) with a checkmark in the checkbox.


4. Click the Revise the Selected Document command.

The Document Revision screen displays.The document record being revised displays at the top of the screen.

5. Click the Go button (the default command is Revise it!).The Document Listing screen displays.The original and revised documents display in the list.The revision’s Series # was automatically assigned the next letter in the alphabet.

6. To revise another document, repeat from step 2 above.


Back to this chapter’s TOC Internal receIpt

Internal Receipt


9 Search Internal Document Transmittal Records

9 Receive an Internal Document Transmittal

9 Undo an Internal Document Transmittal Receipt

9 Generate a Classified Document Transmittal Receipt

Overview

Access Commander™ provides the functionality to acknowledge receipt of internal document transmittals within the Document Management module. You can also generate a Classified Document Transmittal Receipt, as well as other reports.

When a user is processing a document transmittal and selects a host (internal) facility as the “To Facility”, the transmittal is designated as an internal transmittal. The host facility can then acknowledge receipt of the internal transmittal using the Document Transmittal - Internal Receipt option, or the Search option in the Internal Receipt(s) section from the Document Management icon on the Main Menu.

The receipt of internal transmittals is acknowledged using the:

� Receive button on the Document Xmit Internal Receipt Info screen in Receive mode

Document transmittals are reversed using the:

� Undo button on the Document Xmit Internal Receipt Info screen in Undo mode

Classified Document Transmittal Receipts can be generated using the:

� Print Receipt button on the Documents tab (on the Document Xmit Internal Receipt Info screen in Receipt or Undo mode)

The Document Management icon pop-up menu on the Main Menu screen displays the following internal receipt options, as shown in Figure 7-118:

� Search


Back to this chapter’s TOCInternal receIpt

Figure 7-118 . The Document Management icon pop-up menu (Internal Receipt(s)) .

The Document Listing screen displays the following internal receipt command, as shown in Figure 7-119:

� Doc. Transmittal - Internal Receipt

Figure 7-119 . The Doc . Transmittal - Internal Receipt command on the Document Listing screen .

Document Transmittal Receive Search Screen

The Document Transmittal Receive Search screen displays when you click the:

� Search Internal Receipt(s) option from the Document Management icon pop-up menu on the Main Menu screen

� Doc. Transmittal - Internal Receipt option from the Main Menu link

The search criteria for the desired internal document transmittals are entered on this screen.



Figure 7-120 . The Document Transmittal Receive Search screen .

Accessing Document Transmittal Receive Search Screen

Depending on where you are in Access Commander, there are three ways to access the Document Transmittal Receive Search screen:

� Main Menu screen, Document Management icon, Search Internal Receipt(s) option � Document Transmittal Receive Listing or Document Xmit Internal Receipt Info screen,

Search link � Doc. Transmittal - Internal Receipt option from the Main Menu link

To use the Search Internal Receipt(s) option: 1. Access the Main Menu screen. (Need help? See Accessing Main Menu Screen in Chapter 2.)


3. Click the Search Internal Receipt(s) option. The Document Transmittal Receive Search screen displays.

To use the Search link: 1. Access the Document Transmittal Receive Listing or Document Xmit Internal Receipt Info screen.

(Need help? See Accessing Document Transmittal Receive Listing Screen or Accessing Document Xmit Internal Receipt Info Screen in this section.)

2. Click the Search link.The Document Transmittal Receive Search screen displays.



To use the Doc. Transmittal - Internal Receipt option: 1. Place the cursor on the Main Menu link on the Search, Listing, Info, Reports, or System

Administration menu screen.The options display.

2. Click the Doc. Transmittal - Internal Receipt option.The Document Transmittal Receive Search screen displays.


Document Transmittal Receive Listing Screen

The Document Transmittal Receive Listing screen displays the result of your search on the Document Transmittal Receive Search screen. It displays when you click the:

� Find button on the Document Transmittal Receive Search screen

Records are displayed in table format. The columns in the table display key data for each internal transmittal record (e.g., Transmittal ID, Certificate #).

In the Action column, the button is used to:

� Receive an internal document transmittal if the document has not yet been received, as shown in Figure 7-121

� Undo an internal document transmittal if the document was received in error, as shown in Figure 7-122

Figure 7-121 . The Document Transmittal Receive Listing screen with Receive Action button .



Figure 7-122 . The Document Transmittal Receive Listing screen with Undo Action button .

Accessing Document Transmittal Receive Listing Screen

Depending on where you are in Access Commander, there are two ways to access the Document Transmittal Receive Listing screen:

� Main Menu screen, Document Management icon, Search Internal Receipt(s) menu option, Document Transmittal Receive Search screen, Find button

� Main Menu link, Doc. Transmittal - Internal Receipt option, Document Transmittal Receive Search screen, Find button

To use the Find button: 1. Access the Document Transmittal Receive Search screen. (Need help? See Accessing Document

Transmittal Receive Search Screen in this section.)

2. Enter search criteria to narrow down the search for the specific internal document transmittal record, or group of internal document transmittal records.

3. Click the Find button.The Document Transmittal Receive Listing screen displays with the results of your search.

g If no records are found matching the entered search criteria, a blank Document Transmittal Receive Listing screen displays.

Document Xmit Internal Receipt Info Screen

The Document Xmit Internal Receipt Info screen displays when you click the:

� Receive or Undo button in the Action column on the Document Transmittal Receive Listing screen

The Document Xmit Internal Receipt Info screen is used to:

� Acknowledge receipt of an internal document transmittal when in Receive mode � Undo the receipt of an internal document transmittal when in Undo mode



When in Receive mode, the Document Xmit Internal Receipt Info screen displays the Receive and Cancel buttons and has the following tabs, as shown in Figure 7-123:

� Transmittal � Documents

Figure 7-123 . The Document Xmit Internal Receipt Info screen in Receive mode, Transmittal tab .

On the Document tab, as shown in Figure 7-124, the following displays:

� Document(s) section, which has a Print Receipt(s) button



Figure 7-124 . The Document Xmit Internal Receipt Info screen in Receive mode, Documents tab .

When in Undo mode, the Document Xmit Internal Receipt Info screen displays the Undo and Cancel buttons, the data fields are read-only, and has the following tabs, as shown in Figure 7-125:


Figure 7-125 . The Document Xmit Internal Receipt Info screen in Undo mode .



Accessing Document Xmit Internal Receipt Info Screen - Receive

To access the Document Xmit Internal Receipt Info screen in Receive mode:

� Document Transmittal Receive Listing screen, Receive button in Action column

To use the Receive button: 1. Access the Document Transmittal Receive Search screen. (Need help? See Accessing Document




g If no records are found matching the entered search criteria, a blank Document Transmittal Receive Listing screen displays. If this is the case, click the Search link and search again. (Need help? See Searching in Chapter 3.)

4. Click the Receive button in the column next to the internal transmittal record.The Document Xmit Internal Receipt Info screen, Transmittal tab, displays in Receive mode.

Accessing Document Xmit Internal Receipt Info Screen - Undo

To access the Document Xmit Internal Receipt Info screen in Undo mode:

� Document Transmittal Receive Listing screen, Undo button in Action column

To use the Undo button: 1. Access the Document Transmittal Receive Search screen. (Need help? See Accessing Document




g If no records are found matching the entered search criteria, a blank Document Transmittal Receive Listing screen displays. If this is the case, click the Search link and search again. (Need help? See Searching in Chapter 3.)

4. Click the Undo button in the column next to the internal transmittal record.The Document Xmit Internal Receipt Info screen, Transmittal tab, displays in Undo mode.

Document Xmit Internal Receipt Info Screen Commands

There are two commands on the Document Xmit Internal Receipt Info screen:

� Back to Document Transmittal Listing



� Back to Document ManagementTable 7-20 lists and describes the commands.

Table 7-20 . Commands on the Document Xmit Internal Receipt Info screen .

Command Screen Accessed Use the command to

Back to Document Transmittal Listing

Document Transmittal Receive Listing

go to the Document Transmittal Receive Listing screen.

Back to Document Management

Document Search go to the Document Search screen.

g Changes to fields will not be saved when you use these commands.

Document Xmit Internal Receipt Info Screen - Data Fields

The Document Xmit Internal Receipt Info screen has two tabs that display in both Receive and Undo mode:


The Transmittal tab, as shown in Figure 7-123, displays data fields (no section) including:

� Internal transmittal related fields (e.g., Received Date, Certificate #) � Origination Address � Destination Address � Remarks

Table 7-21 lists and describes the data fields on the Transmittal tab.


Table 7-21 . Document Xmit Internal Receipt Info screen, Transmittal tab data fields .


TRANSMITTAL TAB:

Received Date REQUIRED. Defaults to system date.

By REQUIRED. Defaults to user name.

Certificate # System populates, if in database.

Transmittal Type System populates, if in database.

Sent By System populates, if in database.

Date System populates, if in database.

Acknowledged By Date System populates, if in database.



Field Name ExplanationCourier System populates, if in database.

Register # System populates, if in database.

Out Pkg. # System populates, if in database.

Origination Address Section:

From Facility Code System populates.

Physical Address The system automatically populates the address fields, if available in the database, for the Physical Address.


To Facility Code System populates.

Remarks Section: System populates, if any.

Table 7-22 . Document Xmit Internal Receipt Info screen, Documents tab data fields .


DOCUMENTS TAB:

Document(s) Section Click the Print Receipt button to display the Classified Document Transmittal Receipt.

Document Transmittal Reports Screen

The Document Transmittal Reports screen displays when you click the:

� Reports link on the Document Transmittal Receive Listing or Document Xmit Internal Receipt Info screen

The Document Transmittal Reports screen displays the preformatted reports available for internal document transmittals. Reports can be customized as specified and requested by your employer.

Figure 7-126 . The Document Transmittal Reports screen .




� Records displaying on the Document Transmittal Receive Listing screen.

In other words, those records that matched the search criteria entered on the Document Transmittal Receive Search screen during the most recently completed search. For example, a user may want to include only transmittal certificates that were transmitted internally within a certain timeframe, so he/she would complete a search for internal transmittals with those dates in the Transmittal Date From/To fields. Then, on the Document Transmittal Reports screen, the Row(s) in List radio button is selected.In some cases, you may need to complete a search prior to running a report to ensure that the appropriate records are included for the specific report. If you need to include all records in the system, you will do so by selecting the All radio button on the Document Transmittal Reports screen, in which case it doesn’t make a difference what search was last completed.

� Record being received or for which the received is being undone, on the Document Xmit Internal Receipt Info screen.

To include only a single document record in a report, click the Reports link on the record’s Document Xmit Internal Receipt Info screen. Then, select the Selected Row(s) radio button on the Document Transmittal Reports screen to include only the selected record in the report.

� Radio button selected on the Document Transmittal Reports screen. Depending on the report selected, the applicable button(s) display: Selected Row(s), Row(s) in List, and All.


Accessing Document Transmittal Reports Screen

Depending on where you are in Access Commander, there are two ways to access the Document Transmittal Reports screen:

� Document Transmittal Receive Listing screen, Reports link � Document Xmit Internal Receipt Info screen, Reports link

To use the Reports link: 1. Access the Document Transmittal Receive Listing or Document Xmit Internal Receipt Info screen.

(Need help? See Accessing Document Transmittal Receive Listing Screen or Accessing Document Xmit Internal Receipt Info Screen in this section.)

2. Click the Reports link.The Document Transmittal Reports screen displays.



Classified Document Transmittal Receipt

The Classified Document Transmittal Receipt displays when you click the:

� Print Receipt button on the Document Xmit Internal Receipt Info screen

Figure 7-127 . Sample Classified Document Transmittal Receipt .

Search Internal Document Transmittal Records

Depending on where you are in Access Commander, there are three ways to search for internal document transmittal records:

� Main Menu screen, Document Management icon, Search Internal Receipt(s) option � Document Transmittal Receive Listing or Document Xmit Internal Receipt Info screen,

Search link � Doc. Transmittal - Internal Receipt option from the Main Menu link



To use the Search Internal Receipt(s) option:

Figure 7-128 . The Search option (Internal Receipt(s) .



3. Click the Search Internal Receipt(s) option. The Document Transmittal Receive Search screen displays.


5. Click the Find button.The Document Transmittal Receive Listing screen displays the internal transmittals that match the search criteria.

g If no internal transmittal records are found matching the entered search criteria, a blank Document Transmittal Receive Listing screen displays.

6. To search for another internal document transmittal, click the Search link on the Document Transmittal Receive Listing screen.



1. Access the Document Transmittal Receive Listing or Document Xmit Internal Receipt Info screen. (Need help? See Accessing Document Transmittal Receive Listing Screen or Accessing Document Xmit Internal Receipt Info Screen in this section.)



2. Click the Search link.The Document Transmittal Receive Search screen displays.


4. Click the Find button.The Document Transmittal Receive Listing screen displays the internal transmittal records that match the search criteria.


5. To search for another internal document transmittal record, click the Search link on the Document Transmittal Receive Listing screen.

To use the Doc. Transmittal - Internal Receipt option:

Figure 7-130 . The Doc . Transmittal - Internal Receipt option .


2. Click the Doc. Transmittal - Internal Receipt option.The Document Transmittal Receive Search screen displays.


4. Click the Find button.The Document Transmittal Receive Listing screen displays the internal transmittal records that match the search criteria.


5. To search for another internal document transmittal record, click the Search link on the Document Transmittal Receive Listing screen.

Receive an Internal Document Transmittal

To receive an internal document transmittal:

� Document Transmittal Receive Listing screen, Receive button in the Action column



To use the Receive button:

Figure 7-131 . The Receive button on the Document Transmittal Receive Listing screen .

1. Access the Document Transmittal Receive Listing screen. (Need help? See Accessing Document Transmittal Receive Listing Screen in this chapter.)

2. Click the Receive button in the Action column next to the internal transmittal’s Transmittal ID for which you’re acknowledging receipt.The Document Xmit Internal Receipt Info screen, Transmittal tab displays.

3. View the data on both tabs, as needed: � Transmittal � Documents

4. Click the Receive button.The message, “The information has been updated.” displays.

5. Click the Done button.The Document Transmittal Receive Listing screen displays.The received transmittal record displays highlighted (in black).The current date displays in the Received Date column.

6. To receive another internal document transmittal, repeat from step 2 above.

Undo an Internal Document Transmittal Receipt

To undo an internal document transmittal receipt:

� Document Transmittal Receive Listing screen, Undo button in the Action column

To use the Undo button:

Figure 7-132 . The Undo button on the Document Transmittal Receive Listing screen .

1. Access the Document Transmittal Receive Listing screen. (Need help? See Accessing Document Transmittal Receive Listing Screen in this chapter.)

2. Click the Undo button in the Action column next to the internal transmittal’s Transmittal ID for which you’re undoing receipt.The Document Xmit Internal Receipt Info screen, Transmittal tab displays.



3. View the data on both tabs, as needed: � Transmittal � Documents

4. Click the Undo button.The message, “The information has been updated.” displays.

5. Click the Done button.The Document Transmittal Receive Listing screen displays.The updated internal transmittal record displays highlighted (in black).A date no longer displays in the Received Date column.

6. To undo the receipt of another internal document transmittal, repeat from step 2 above.

Generate a Classified Document Transmittal Receipt

To generate a Classified Document Transmittal Receipt:

� Document Xmit Internal Receipt Info screen, Documents tab, Print Receipt button

To use the Print Receipt button:1. Access the Document Transmittal Receive Listing screen. (Need help? See Accessing Document

Transmittal Receive Listing Screen in this chapter.)

2. Click the Receive or Undo button in the Action column next to the internal transmittal’s Transmittal ID.The Document Xmit Internal Receipt Info screen, Transmittal tab displays.

3. Click the Documents tab.The Document(s) section and Print Receipt button display.

4. Click the Print Receipt button.The Classified Document Transmittal Receipt displays.


6. Click the Return button.The Document Xmit Internal Receipt Info screen, Documents tab displays.

7. To return to the Document Transmittal Receive Listing screen, click the Cancel button.The Document Transmittal Receive Listing screen displays.The internal transmittal record displays highlighted (in black).

8. To generate the receipt for another internal transmittal, repeat from step 2 above.