in may 2012 at the summer seminars executive board · this system also retains a contact list so...

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In May 2012 at the Summer Seminars Executive Board

Meeting, the Executive Board team approved the proposal

to establish a contract with RJS Software Systems, Inc. to

develop and provide a comprehensive document

management system. There were many reasons behind this

decision including the reason to reduce paper usage and

have document resources available in a cloud environment

so that all the membership. By achieving this process gives

members another added benefit and that is access the

wealth of information the MAAO has provided since 1949.

WebDocs is document management software. Like a filing cabinet, Webdocs is where

you go quickly to find documents.

Webdocs is more than a filing cabinet. You can:

Access files from anywhere you have access to the internet.

Make these documents accessible across the organization.

View the documents from any web browser.

Store documents in a common format.

Many search capabilities

Reduce paper usage.

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To log in to WebDocs:

Click on the link provided on the MAAO site. Note: You must be signed into the

members secure area of the site.

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This should take you directly into the document management system to the home

page.

The system is simplistic. You have a home page, a search page and a documents

page.

The home page will provide access to instructions and frequently asked questions.

Messages will also appear here for members.

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The search page/tab will bring you to a default Basic Search. In order to complete a

basic search you should generally know what document you are looking for such as

Equal Eyes.

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The first thing to do is identify the Document Type. Again, this is very simplistic at this

point and only one choice available, Member Resources. If you do not choose a

Document Type, the system will default to the Member Resources.

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If you perform a search such as Equal Eyes, below the storage site is pulling up all Equal

Eyes that are currently stored in the system.

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The next search function is a Key Search. There are certain “keys” stored when a

document is loaded into the system. You have the ability to go after a certain year, a

certain document name and in the case of Equal Eyes a volume or issue number.

Again, choose Document Type, Member Resources.

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Choose the folder. There is only one option at this time.

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For example, I wanted to search Equal Eyes only in the year 1983.

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Your results are shown below.

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The third and final search tool is the most powerful tool. This is a Text Search. Each

document is scanned in an OCR format, loaded into the document management

system, and then the software scans the document again for search functionality.

In this search feature, you can choose whatever you might what to find.

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Again, Member Resources is the Document Type.

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Here I can type anything and in this example, I went after anything that had Duluth in it.

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The third and final page/tab is Documents and this basically just shows you all the

documents that are currently in the document management system.

That is the entire system, simplistic but powerful. Now that you know how to find a

document, what can the system now do for you?

You can open the document to view it. These documents are stored as searchable

PDF formats so if we refer back to our Text Search on Duluth. You can see what

functionality you have with the document.

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Open the document, click on the PDF symbol.

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So now you have the document open, what about your search? You can pan through

the document, save the document off to your local computer or print the document.

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Because these documents are OCR (Optical Character Resolution) scanned, at this

point, you can select Ctrl F on the keyboard and the search window opens. Again type

in Duluth and you can see it will highlight where Duluth appears in the document.

Select the forward button and it continues to find whatever word or phrase you entered

across the entire document.

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If you decide you really don’t need to look at the document or you would like to send it

to someone else, you can do so by selecting View the Document Details icon.

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A window will then open that will give you options again to View or to Email. If you

choose to email the document, window will open for you to enter additional

information.

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You have the choice now to send the document as an attachment and/or send the

link to the document. If you choose the link that member must have access to the

document management system which means that individual must be a MAAO

member.

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You can also give the email a subject and type a message.

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Then just choose Send.

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Here is the email with the attachment and the link.

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if you click on the link and you are logged in, the result is your choice to Open or Save

the document.

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And by opening, here again is the result. You also can complete that search again by

choosing Ctrl F.

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This is a versioning system so if you see something that is incorrect, notify

[email protected]. A new version will show in the system but will also retain a

date/time stamp of the change and what the previous version(s) contained.

This system also retains a contact list so when you choose to email something, you may

choose Contacts and if the email is stored in the system you can choose that email

address from the Contacts.

This system is a powerful tool for members to have access to a wealth of information

wherever/whenever they need it. As long as you have internet access and hold a

MAAO active membership, you can access this data anywhere in the world 24/7.

mailto:[email protected]