Document Management System (DMS) – Contentverse

Office Note Workflow - Through CSS CITRIX for Work-From-Home

STEP 1

Office Laptop is recommended to use for DMS.

To access DMS application through CITRIX – Access the following URL Https://css.sidbi.in

STEP 2

After opening the page the user needs to put in the login credentials.

STEP 3

Once the user is logged in Citrix, XenApp window will open where the user needs to click on “Skip To Log On”

STEP 4

The user then need to select the SIDBI Application Folder.

STEP 5

The user then selects the Contentverse application tab.

STEP 6

After clicking on the Contentverse tab, a launch.ica file will be downloaded on the bottom left corner of the

browser.

On clicking on this launch.ica, Contentverse desktop client will be opened where the user will be able to login

and view the Contentverse folders as per the rights assigned to the user.

Creation of Office Notes

In Contentverse, right-click on SIDBI-DMS ROOM and click on connect button.

Enter Windows-Log-in ID, Password to log-in to SIDIB DMS.

Click on + icon to expand folder structure in the Navigator

Drill down to the Folder location for creating New Office Notes

Click on New icon on Menu Bar to create New Office Note document.

Subject is a text field and is the key field (Office Note document is displayed by the information provided in

this field). Date displays Current date as default date which can be modified.

Type of Notes is a selection (drop-down) field and is mandatory while Comments is optional.

Then Click on User 1 to choose the user to whom the office note has to be sent. Type username and Click on

Find button to get All user list. Choose the user from the list and click on OK to add the user to field.

Workflow user is added – Click Ok button.

Click on Browse button to add new page to a document.

Select documents to Import and click on Open button

Document is added as a page and shown as thumbnail.

Click on the save button to save the document.

User can click on Full Screen to view the document in Full Screen mode. Click Windowed to return to original

screen.

Right Click on thumbnail viewer and click import to add more pages,if required.

In thumbnail viewer – Right click on the page to be edited in native format (Word, Excel Powerpoint etc..). MS

Word application (Native) opens and document can be edited and saved back as Contentverse Document with

whatever changes done to the document.

Send Office Notes into workflow

To send the Office note document into Workflow, Open the document – Click on Send To button on Menu bar

OTP message is sent via mail to the user’s official SIDBI email id. Copy and paste the OTP and click on Ok

button.

Click on Yes to send the document into Office Notes Workflow.

Accept and Forward/Approve and End Workflow

User to whom the document has been sent for approval logs into Contentverse. The document appears in the

To do List window. Open the document from To Do List

Click on Summary Button – To view Summary Sheet

The summary sheet captures – Subject, Document ID, Name of the User, Designation, comments provided etc.

Workflow document in To do list appears as below

Click on Accept & Forward from Menu bar to approve the document and send it to the next level.

User can also right click on the document in workflow from To do list – Click ‘Accept & Forward’ to send to

next user for approval. Choose ‘Approve and End workflow’ option to approve the document and end the

workflow.

On taking any action, OTP needs to be provided. After providing OTP, enter the comments in the comment

box and click Ok button – Document is sent to next approver.

Auto Generated Mail message is sent to recipient (Approver 1) – Contentverse Document “Document Name”

is pending for Review.

Once final action is taken (Approve and Endworkflow/PSR and Endworkflow), the document is made read only

and locked by DMS admin. All the documents in the office note along with the summary sheet is made into a

single PDF and added to the existing document. Colour of the office note document is changed to green.