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Transcript of © 2012 IBM Corporation Air India Ltd. DMS - User Guide June, 2012.
© 2012 IBM Corporation
Air India Ltd. DMS - User Guide
June, 2012
© 2012 IBM Corporation2 ConfidentialIBM Confidential
Document Management
System (DMS)
FileNet
File Server (Public Domains
Documents)
Air India DMS system can be accessed in two ways : FileNet and Fileserver
• This is a secured system which will be accessed by authenticated user who has DMS log-in ID & password
• Documents on this system will be visible to different person as per their access rights and Dept.
• This system will show all the public domain documents that is there on this system for all the user
• This is also a secured system which will be accessed by authenticated user who has Fileserver log-in ID & password
• Also, If a user already have a DMS user id and password, they can use that id & password to access Fileserver system
All the above icon which are underline are hyperlinked further in the slide, User can select any of these icon and they will be moved to that particular section automatically
© 2012 IBM Corporation3 ConfidentialIBM Confidential3 04/21/23
File Server - Public Domains Documents(Introduction)
Go to URL - http://dms.airindia.in
Select circulars and public documents section &
authenticate with user id and password
To Access Circulars & Bulletins
Select Dept. Name whose circulars or bulletins user
wants to see
Now, open the circulars or bulletins that user wants to see
Go to URL - http://dms.airindia.in
Select DMS Controlled manuals section
Select Dept. Name whose manual user wants to see
Now, open the relevant manual that user wants to see
Go to URL - http://dms.airindia.in
Select circulars and public documents section &
authenticate with user id and password
Select Dept. Name whose public documents user wants to see
Now, open the public documents that user wants to
see
Select circulars and public documents section &
authenticate with user id and password
To Access DMS Controlled Manuals
To Access various Dept. public documents
BACK TO MAIN PAGE
All the above icon which are underline are hyperlinked further in the slide, User can select any of these icon and user will be moved to that particular section automatically
© 2012 IBM Corporation4 ConfidentialIBM Confidential
Air India Ltd. Fileserver System: Brief Introduction
Fileserver will be available for all Air India employees that will allow them to access important document from anywhere in the world by logging into the Fileserver system
Documents (for e.g. circulars) will be created through DMS and a copy will be kept on the File server and can be accessed through internet explorer
Document Creation will happen automatically in Fileserver :
Air India Document Creator logs in to the DMS system
The creator will create and upload the document in DMS
This will run thru the DMS workflow and finally get approved in case required
This gets stored in the DMS repository and a copy on the File Server repository that will be
availability to all Employees
Necessary public domain folders / folder structures in DMS are replicated on daily basis onto the
File Server
BACK TO MAIN PAGEPage 1 of 2 File Server - Introduction
© 2012 IBM Corporation5 ConfidentialIBM Confidential
Air India Fileserver benefits: Provide free access to relevant and important information to all employee
Fileserver is a document repository system which will be available for all Air India employees
There will be three kind of documents that will be available on the Fileserver:
Circulars for each department
Manuals
Public domain documents
Employee can see the documents on the Fileserver; However, they can not change or modify the
documents on the fileserver.
Fileserver will be automatically updated and the system will replicate the information from DMS
FileNet to Fileserver at regular interval.
Employees can access documents from anywhere in the world by logging in through valid user id and
password
BACK TO MAIN PAGEPage 2 of 2 File Server - Introduction
© 2012 IBM Corporation6 ConfidentialIBM Confidential6
Employee can log in to portal by typing URL– http://dms.airindia.in; It will take on this screen with different links, which can be access by simply clicking on any item
2: Air India Fileserver link :DMS Staff Access– To access circulars
and public domain information
3: DMS link – to access DMS system with authenticated DMS id Only
4: Web Mail link - To access Web mail
8: Click portal link
7: Flight Safety website
5: Operations website link
6: Air India website
1: URL for Air India Fileserver – Type http://dms.airindia.in
9: QMS Website
11: Corp. Quality policy
link
10: Corp. Safety policy
link
12: Corp. Environment policy
link
BACK TO MAIN PAGEPage 1 of 5
Access Circulars & Bulletins
Portal Main Screen
1
23
46
5
87
9
12
11
10
© 2012 IBM Corporation7 ConfidentialIBM Confidential
If user click on DMS- Staff access link; It will take them on this screen where users have to log in user id and password to access documents
2: Enter password for Air India Fileserver and click
on ok button
Circular and Public Document Screen
1:Enter User name for Air India Fileserver
3. Click on ok button
4. Home - User can click on this button to go back to
home page
12
3
5. Helpdesk - User can click here to go to Helpdesk
54
BACK TO MAIN PAGEPage 2 of 5
Access Circulars & Bulletins
© 2012 IBM Corporation8 ConfidentialIBM Confidential
After log in to File server user will come on this screen where different Dept. folder will be there, User can access documents i.e. DIT Dept. by clicking on its link
BACK TO MAIN PAGEPage 3 of 5
Access Circulars & Bulletins
1: Dept. link – Click on DIT Dept. name links to see document related to it
3: Home - User can click on this button to go back to home page
2: Back to pervious page – User can go back
to previous page
4. Helpdesk - User can click here to go to Helpdesk
1
2
435
5. Latest uploaded Document access - User can click on the latest document shown in ticker to open them
© 2012 IBM Corporation9 ConfidentialIBM Confidential
As user click on Dept. of information technology link, user will be directed on this page to access different circulars and bulletins
1: Dept. Documents link - Document related to that
Dept.
2: Back to pervious page – User can go back to
previous page
3: Home - User can click on this button to go back to home page
12
4. Helpdesk - User can click here to go to Helpdesk
43
BACK TO MAIN PAGEPage 4 of 5
Access Circulars & Bulletins
© 2012 IBM Corporation10 ConfidentialIBM Confidential
As user click on circulars and bulletins, user will be directed on this page to access different documents; user can click on any document to open it
BACK TO MAIN PAGEPage 5 of 5
Access Circulars & Bulletins
12
43
1: Document link – Click on DIT Dept. name links to see
document related to it
3: Home - User can click on this button to go back to home page
2: Back to pervious page – User can go back
to previous page
4. Helpdesk - User can click here to go to Helpdesk
5. Latest uploaded Document access - User can click on the latest document shown in ticker to open them
5
© 2012 IBM Corporation11 ConfidentialIBM Confidential
BACK TO MAIN PAGEPage 1 of 7
Access DMS Controlled Manuals
11
Employee can log in to portal by typing URL– http://dms.airindia.in; It will take on this screen with different links, which can be access by simply clicking on any item
2: Air India Fileserver link :DMS Staff Access– To access circulars
and public domain information
3: DMS link – to access DMS system with authenticated DMS id Only
4: Web Mail link - To access Web mail
8: Click portal link
7: Flight Safety website
5: Operations website link
6: Air India website
1: URL for Air India Fileserver – Type http://dms.airindia.in
9: QMS Website
11: Corp. Quality policy
link
10: Corp. Safety policy
link
12: Corp. Environment policy
link
Portal Main Screen
1
23
46
5
87
9
12
11
10
© 2012 IBM Corporation12 ConfidentialIBM Confidential
If user click on DMS- Staff access documents link; It will take them on this screen where users have to log in user id and password to access documents
2: Enter password for Air India Fileserver and click
on ok button
Circular and Public Document Screen
1:Enter User name for Air India Fileserver
3. Click on ok button
4. Home - User can click on this button to go back to
home page
12
3
5. Helpdesk - User can click here to go to Helpdesk
54
BACK TO MAIN PAGEPage 2 of 7
Access DMS Controlled Manuals
© 2012 IBM Corporation13 ConfidentialIBM Confidential
After log in to File server user will come on this screen where different folder will be there, User can access documents i.e. “DMS controlled manual” by selecting relevant link
BACK TO MAIN PAGEPage 3 of 7
Access DMS Controlled Manuals
1: DMS Controlled Manuals link – Click on manuals link to
see latest Manuals
3: Home - User can click on this button to go back to home page
2: Back to pervious page – User can go back
to previous page
4. Helpdesk - User can click here to go to Helpdesk
1
2
435
5. Latest uploaded Document access - User can click on the latest document shown in ticker to open them
© 2012 IBM Corporation14 ConfidentialIBM Confidential
If user select DMS controlled manuals link form main page, User will be directed on this page to access published manuals
1: Published manual link – User can select this link to go
to various manuals
2: Back to pervious page – User can go back to
previous page
1
2
3: Home - User can click on this button to go back to home page
4. Helpdesk - User can click here to go to Helpdesk
43
BACK TO MAIN PAGEPage 4 of 7
Access DMS Controlled Manuals
© 2012 IBM Corporation15 ConfidentialIBM Confidential
As user click on published manual link, user will be directed on this page to access different Dept. manuals
1
2
1: Different Dept. manual link – User can click on AI- Corporate to open manuals
related to this Dept.
2: Back to pervious page – User can go back to
previous page
3: Home - User can click on this button to go back to home page
4. Helpdesk - User can click here to go to Helpdesk
43
BACK TO MAIN PAGEPage 5 of 7
Access DMS Controlled Manuals
© 2012 IBM Corporation16 ConfidentialIBM Confidential
As user click on AI-Corporate manual link, user will be directed on this page to access different corporate manuals
1: Different manual link – User can click on EMM
manuals to open it
2: Back to pervious page – User can go back to
previous page
3: Home - User can click on this button to go back to home page
4. Helpdesk - User can click here to go to Helpdesk
1
2
43
BACK TO MAIN PAGEPage 6 of 7
Access DMS Controlled Manuals
© 2012 IBM Corporation17 ConfidentialIBM Confidential
As user click on EMM manual link, User will be directed on this page to access and open EMM manual
1: EMM manual link – User can click on EMM.pdf manuals
to open it
2: Back to pervious page – User can go back to
previous page
3: Home - User can click on this button to go back to home page
12
4. Helpdesk - User can click here to go to Helpdesk
43
BACK TO MAIN PAGEPage 7 of 7
Access DMS Controlled Manuals
© 2012 IBM Corporation18 ConfidentialIBM Confidential
Page 1 of 5
To Access various Dept. public documentsBACK TO MAIN PAGE
18
Employee can log in to portal by typing URL– http://dms.airindia.in; It will take on this screen with different links, which can be access by simply clicking on any item
2: Air India Fileserver link :DMS Staff Access– To access circulars
and public domain information
3: DMS link – to access DMS system with authenticated DMS id Only
4: Web Mail link - To access Web mail
8: Click portal link
7: Flight Safety website
5: Operations website link
6: Air India website
1: URL for Air India Fileserver – Type http://dms.airindia.in
9: QMS Website
11: Corp. Quality policy
link
10: Corp. Safety policy
link
12: Corp. Environment policy
link
Portal Main Screen
1
23
46
5
87
9
12
11
10
© 2012 IBM Corporation19 ConfidentialIBM Confidential
If user click on DMS- Staff access documents link; It will take them on this screen where users have to log in user id and password to access documents
2: Enter password for Air India Fileserver and click
on ok button
1:Enter User name for Air India Fileserver
3. Click on ok button
4. Home - User can click on this button to go back to
home page
12
3
5. Helpdesk - User can click here to go to Helpdesk
54
Circular and Public Document Screen
BACK TO MAIN PAGEPage 2 of 5
To Access various Dept. public documents
© 2012 IBM Corporation20 ConfidentialIBM Confidential
After log in to File server user will come on this screen where different Dept. folder will be there, User can access documents i.e. DIT Dept. by clicking on its link
1: Dept. link – Click on DIT Dept. name links to see document related to it
3: Home - User can click on this button to go back to home page
2: Back to pervious page – User can go back
to previous page
4. Helpdesk - User can click here to go to Helpdesk
BACK TO MAIN PAGEPage 3 of 5
To Access various Dept. public documents
1
2
435
5. Latest uploaded Document access - User can click on the latest document shown in ticker to open them
© 2012 IBM Corporation21 ConfidentialIBM Confidential
As user click on Dept. of information technology link, user will be directed on this page to access different public documents under DIT Dept.
1: Dept. Documents link - Document related to that
Dept.
2: Back to pervious page – User can go back to
previous page
3: Home - User can click on this button to go back to home page
1
2
4. Helpdesk - User can click here to go to Helpdesk
43
BACK TO MAIN PAGEPage 4 of 5
To Access various Dept. public documents
© 2012 IBM Corporation22 ConfidentialIBM Confidential
As user click on public Documents, user will be directed on this page to access different documents; user can click on any document to open it
1: Documents link – User will click on the Document to open
it
2: Back to pervious page – User can go back to
previous page
3: Home - User can click on this button to go back to home page
12
4. Helpdesk - User can click here to go to Helpdesk
43
BACK TO MAIN PAGEPage 5 of 5
To Access various Dept. public documents
© 2012 IBM Corporation23 ConfidentialIBM Confidential
FileNet - (Introduction)
Scan hard copy and save them on the local system
Upload documents on DMS FileNet system
Save the E-mail on local
system
Log in to DMS System
Open relevant folder where scan copy should be saved
Click on add documents icon
Browse the document and fill meta data related to the scan copy
Click on add icon and the document will be uploaded on system
Save the documents on local system
Hard copy document
Soft copy documents
E-mail documents Log in to DMS System
Simple search
Keyword Search
Advances search
View Document Property
View/Modify Document Security
View history or version of document
Check in document
Different options available to Users in DMS
Search any document on DMS system
Check - out documents
Moving document to Fileserver
Addition & deletion of user/group
BACK TO MAIN PAGE
Archival of document
New Folder Creation
DMS password change
Document Name change
All the above icon which are underline are hyperlinked further in the slide, User can select any of these icon and user will be moved to that particular section automatically
© 2012 IBM Corporation24 ConfidentialIBM Confidential
Once user has log in to DMS system, They can see the property of any document if they has access right to see the documents property
2. Open document property – user will select the document and right
click on document
3. View property – user will select the property of the document
1. Open the relevant folder where the document is located on DMS – user will open the folder so that they
can see the documents
1
2
3
BACK TO MAIN PAGEPage 1 of 2 View Document Property
© 2012 IBM Corporation25 ConfidentialIBM Confidential
User will be able to see the property of the document selected by them
2. Meta data related to document
3. System Property – User will be able to see the added date on which document added and modified date which show that the date on which document
was modified
1. Property – User can see the basic property, it will show meta data
entered for the document
BACK TO MAIN PAGEPage 2 of 2 View Document Property
1
2
2
© 2012 IBM Corporation26 ConfidentialIBM Confidential
Once user has log in to DMS system, They can see and modify the security setting for any document if they has access right to see to do the same
2. Open documents security – user will select the document and right
click on document
3. View Security – user will select the security of the document
1. Open the relevant folder where the document is located on DMS – user will open the folder so that they
can see the documents
BACK TO MAIN PAGEPage 1 of 4
View / Modify Document Security
1
2
3
© 2012 IBM Corporation27 ConfidentialIBM Confidential
User will be able to see the property of the document selected by them
2. Click on ok & it will close the window
3. Add New to provide access rights to new member – (If user has access right to give access right) , User will click on the add new button and it will open a new window (If user not able to change or open security setting it means that user does not have access right, in that case, user
should contact on [email protected]
1. Different roles and there access rights – User can see different roles and their access
rights which is shown in tick mark against each role
BACK TO MAIN PAGE
3
2
1
Page 2 of 4
View / Modify Document Security
© 2012 IBM Corporation28 ConfidentialIBM Confidential
User will select security of the particular document to change access rights of any user or group
2. User will select the name of
user/group whose security Dept. Want
to change
3. Accept- User select the accept button to change security for that particular user
1. Select users or group – User can select any one of among users or group
and then type the name of user or group and click on search button
BACK TO MAIN PAGE
1
3
2
Page 3 of 4
View / Modify Document Security
© 2012 IBM Corporation29 ConfidentialIBM Confidential
User will select user/group and change the security settings
2. User can change the allow or deny setting for that
particular user by clicking on the appropriate box against
the access rights
3. Accept- User select the accept button to change security for that particular user
1. Select particular users or group selected in earlier step – User will
select that user name which was selected in the earlier step and click on
it
BACK TO MAIN PAGE
1
3
2
Page 4 of 4
View / Modify Document Security
© 2012 IBM Corporation30 ConfidentialIBM Confidential
If a user want to upload a new updated version of any document then, they have to check out old documents from system
2. Open documents checkout option – user will select the document and right click on document
3. Check out document – user has two choice : (1) Checkout – it will be used for the checkout document from system but it will not ask to save this document on local system; (2) Checkout and download – In this case user will be asked for the check out and download option
1. Open the relevant folder where the document is
located on DMS – user will open the folder so that they can
see the documents
BACK TO MAIN PAGEPage 1 of 3
Check out document
1
2
3
© 2012 IBM Corporation31 ConfidentialIBM Confidential
User will be click on the checkout and download option to checkout old document and save it on local system
BACK TO MAIN PAGE
2. User will select checkout and download - User will click on checkout and download button which will download document and checkout this
documents form system
1. Location to save – User will define where they want to save the
old documents on the system
2
1
Note : - If user not able to checkout or system show some error then it means that user does not have access right, in
that case, user should contact on [email protected]
Page 2 of 3
Check out document
© 2012 IBM Corporation32 ConfidentialIBM Confidential
Once document has been check out, User can see the red tick mark sign with the document
BACK TO MAIN PAGE
1. Checkout sign – if any document check out from system , a red tick mark will be near to the document which will show the
document has been checkout from system
Note : - once a user has checkout a documents, DMS system will not allow other user to checkout the same document, other
user can only able to view the document
1
Page 3 of 3
Check out document
© 2012 IBM Corporation33 ConfidentialIBM Confidential
Once user check out old document from system, they will check in new document in the system
2. Open documents check in option – user will select the document
and right click on document
4. Cancel Check out of the document – in case user has wrongly done checkout of document they can click on this option to cancel checkout
of document
1. Open the relevant folder where the document is located on DMS – user will open the folder so that they can see the documents
BACK TO MAIN PAGEPage 1 of 2
Check in document
1
2
34
2
1
3. Check in document –
user has select the check in
button
3
© 2012 IBM Corporation34 ConfidentialIBM Confidential
User will be click on the checkout and download option to checkout old document and save it on local system
BACK TO MAIN PAGE
2. User will click on next and fill meta data related to document ( if any) and click on check in button,
it will check in document on the DMS system
1. Browse the location of new document– User will click on browse button and select the relevant document on system
2
1
Page 2 of 2
Check in document
1
2
© 2012 IBM Corporation35 ConfidentialIBM Confidential
If a user want to see the different version (old document) on the DMS, they have to see the different version of that document
2. Open documents More information
option – user will select the document and right
click on document
3. Version button – user will select this button and it will open the different version of the document
1. Open the relevant folder where the document is
located on DMS – user will open the folder so that they can
see the documents
BACK TO MAIN PAGEPage 1 of 4
Document Versions & history
1
2
3
4. History button – user can select this button to see the history of various
activity done on document
4
© 2012 IBM Corporation36 ConfidentialIBM Confidential
User will click on the checkout and download option to checkout old document and save it on local system
BACK TO MAIN PAGE
2. Date of check in- User can be able to see the date on which document has been checked in
1. Different document version – User will see all the version of document, they will the latest version on the top most option and
first version is last in bottom
21
Page 2 of 4
Document Versions & History
© 2012 IBM Corporation37 ConfidentialIBM Confidential
If a user want to see the history of the document where they can see the various action & activities performed on the document
2. Events Box – user will select this box if he want to search all the events
3. Search option – user will select different search option where they can select among different
option
1. Select History Option– user will select history option to
see the document history
BACK TO MAIN PAGEPage 3 of 4
Document Versions & History
4. Search – User can select this button to see the
history of various activity done on document
2
4
3
1
© 2012 IBM Corporation38 ConfidentialIBM Confidential
User will be able to see all the activities performed on that particular document
2. User will select ok to close this box1. History of various activities – User will see various
activities that has been done on document
BACK TO MAIN PAGEPage 4 of 4
Document Versions & History
21
© 2012 IBM Corporation39 ConfidentialIBM Confidential
If user want to move some document to Fileserver, so that it can be accessed by all the user on fileserver
2. Open document property – user will select the document and right
click on document
3. View property – User will select the property of the document
1. Open the relevant folder where the document is located on DMS – user will open the folder so that they
can see the documents
1
2
3
BACK TO MAIN PAGEPage 1 of 2
Moving document to Fileserver
© 2012 IBM Corporation40 ConfidentialIBM Confidential
User will click on copy to move file server and the document will be moved to fileserver automatically
2. User will select this move to
Fileserver option as true
3. User will click on the ok button and this document will be move to Fileserver
automatically (it will Be moved after a specific time interval set in DMS utility program)
1. Property – User can see the basic property which show meta data
entered for the document
BACK TO MAIN PAGE
2
Page 2 of 2
Moving document to Fileserver
1
2
3
© 2012 IBM Corporation41 ConfidentialIBM Confidential
User can archival any document in two ways: - Archival date can be defined at the time of including document inside the DMS system
2. User will click on Add document
button
3. User will select the date on which they want system
to archive the document automatically on selected
date
1. Open the relevant folder where the user
want to add document inside DMS System
BACK TO MAIN PAGEPage 1 of 3
Archival of document
Note : - DMS system has the functionality where user can define the archival date for document at the time of uploading of document
1 3
© 2012 IBM Corporation42 ConfidentialIBM Confidential
User can archival document using second method where they can archival any document by selecting archive now option
3. User will select the document and right click on the document and
select achieve now option
1
2
3
BACK TO MAIN PAGEPage 2 of 3
Archival of document
1
3
2
Note : - Once user click on archive now button, document will be moved to DMS Archival folder
1. Open the relevant folder where the
document is located on DMS System
© 2012 IBM Corporation43 ConfidentialIBM Confidential
User can find the archival document under the ‘DMS Archival’ folder on DMS System
2. User will see the same folder structure under ‘DMS Archive’ as it was there under ‘DMS Repository’
User will select the folder where they archived the document
BACK TO MAIN PAGEPage 3 of 3
Archival of document
1. User will open the DMS Archive folder
2
1
1
3. User can select and open the document that is stored in the DMS
Archival
© 2012 IBM Corporation44 ConfidentialIBM Confidential
User can give access right of a particular document to user or group, user can add/ delete new user or group
2. Open documents security – user will select the document and right
click on document
3. Select Security – user will go to the security option of the document
1. Open the relevant folder where the document is located on DMS – user will open the folder so that they
can see the documents
BACK TO MAIN PAGEPage 1 of 5
Addition & deletion of user/group
1
2
3
© 2012 IBM Corporation45 ConfidentialIBM Confidential
If a user is giving access to some particular user/group for some document then, they should make sure that that particular user/group should have granted access to the parent folder of the document
2. If user1 want to give access right of EMM to user 2, then user 1 has to make sure that user2 should have view access rights of DMS Controlled
manual (parent folder)
1. Open the relevant folder where the document is located on DMS – user will open the folder so that they
can see the documents
BACK TO MAIN PAGEPage 2 of 5
Addition & deletion of user/group
1
2
(Parent folder -1) for Child 1
Child 1
Parent & Child relationship
Note : - if a user1 want to give access right of children 2 to some other user2, then user1 has to make sure that user2 should have view
access of parent folder 1, other wise, user2 will not been able to see the parent folder 1 and subsequent folder under this folder
© 2012 IBM Corporation46 ConfidentialIBM Confidential
User will be able to see the user name and groups and the document access rights given to them
2. Click on ok & it will close the window
3. Add New to provide access rights to new member – (If user has access right to give access right) , User will click on the add new button and it will open a new window (If user not able to change or open security setting it means that user does not have access right, in that case, user
should contact on [email protected])
1. Different roles and there access rights – User can see different roles and their access
rights which is shown in tick mark against each role
BACK TO MAIN PAGE
3
2
1
Page 3 of 5
Addition & deletion of user/group
© 2012 IBM Corporation47 ConfidentialIBM Confidential
User will select either user or group option and make search and select the user/ group id to add a particular new user or group, so that user/group can have access to see the documents
2. User will select the name of the
user/group
3. Accept- User select the accept button to add/ delete new user/ group for that particular document
1. Select users or group – User can select any one of among users or group
and then type the name of user or group and click on search button
BACK TO MAIN PAGE
1
3
2
Page 4 of 5
Addition & deletion of user/group
© 2012 IBM Corporation48 ConfidentialIBM Confidential
To modify access rights to user/groups, user will click on that particular name and different setting will open where they will define the allow or deny access rights to individual user/group
2. Allow - User can change the allow setting for that particular
user by clicking on the appropriate box against the
access rights
3. Deny - User select the deny button to change security for
that particular user/group
1. Select particular users or group selected in earlier step – User will
select that user name which was selected in the earlier step and click on
it
BACK TO MAIN PAGE
1
32
4
4. Accept- User select the accept button to change security for that particular user
Page 5 of 5
Addition & deletion of user/group
© 2012 IBM Corporation49 ConfidentialIBM Confidential
Document management system is a major opportunity for Air India Limited to move towards a paper less office where relevant information will be in digital format easily available to
authorized personnel
Lower costs while overcoming
operational barriers(Couriers & storing space
saving)
Strengthen coordination
between Air India departments &
employees
Fast information availability with
more transparency
DMS will result in lots of saving at financial & operational level for Air India Ltd.
Better document flow control with
traceability
Reduce paper printing
Better access and security for
confidential information
Increase employees
productivity & efficiency
Environmental friendly
(Greener Working
Practices i.e. E-mail’s)
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FileNet - Introduction
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Benefits of DMS Implementation
Go to IT Energy Efficiency Scenario
Employees can use it as a centralized repository to store and also distribute important documents to
relevant persons
Employees can access documents from anywhere in the world by logging in through valid user id and
password
DMS provides various advanced security and version control features like, access control, multiple
version control, Audit trail of each document etc.
DMS can be used to see document history like who has modified the document and when
Automate capture of structured or unstructured documents
Create rule based workflows to automate business processes
Automate Notifications
there will be so many time that user will be able to see that
Automate approval, review and changes process
Provide search capability with advanced option that include meta data based search feathers
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FileNet - Introduction
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Employee can log in to portal by typing URL– http://dms.airindia.in; It will take on this screen with different links, where they can click on Document management system to access AI DMS
2: Air India Fileserver link – To access circulars and public
domain information
3: DMS link – to access DMS system
4: Web Mail link - To access Web mail
8: Click portal link
7: Flight Safety website
5: Operations website link
6: Air India website
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1: URL for Air India DMS Sysstem– Type http://dms.airindia.in
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9: QMS Website
11: Corp. Quality policy
link
10: Corp. Safety policy
link
12: Corp. Environment policy
link
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BACK TO MAIN PAGEPage 1 of 5Document Addition
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Once user will click on document management system; They will come on this page and type in user name and password to access AI DMS
1: DMS User id
Type in user id
2: DMS password
Type in the password
4: Home Page
User can click here to go to home page
3: log in to DMS System
Click on it to log in to DMS
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Document Addition
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User will select the folder and click on add document button in add a document in to DMS system
2. Add a document - to add a document from local system
1. Select Folder where document need to upload- User will select the folder where they want to upload the document
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Document Addition
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Once user click on add document button, they have to locate the document on local system
2. User will click on next button 1. User will browse the document from local system
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Document Addition
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Once user will fill the meta data for the document
2. This button is for automatically moving document to Fileserver, default setting for this button is False, So,
its user choice to make it true only if they want to publish this document to all the public on Fileserver
1. User will fill in the meta data related to the documents
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Document Addition
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3. User will add button
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User can change their password by coordinating with DIT team
For any password change request please send a mail on the following E-mail id’s
[email protected] and [email protected]
DMS Help Desk Contact Information– Email Id.: [email protected]– Contact Number: 022- 26263154 Ext. 3154
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Password Change Request
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User can add new folder under parent folder
2. Select Add Folder button – user will click on add folder
button
3. Add button – User will click on the add button and the new folder will added
1. Open the relevant folder under which new folder is needed – user will select the folder under which user
want to create a new folder
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New Folder Creation
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3. New folder name – user will type in the new
folder name
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If user want to change the document name; user will select that document property
2. Open document property – user will select the document and right
click on document
3. View property – User will select the property of the document
1. Open the relevant folder where the document is located on DMS – user will open the folder so that they
can see the documents
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Document Name change
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User will on the document title and change the name of the document
2. User will type in the new name of the
document
3. User will click on the ok button and the name of document will be changed
1. Property – User can see the basic property which show meta data
entered for the document
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Document Name change
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User will use simple search if they want to search some document/ folder by the using meta data search
2. Select simple search
3. Select the different
option to filter search results
1. Select search option
4: Type in the meta data you want to search
5: Select document or folder which user want to
search
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6: Click on search
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Simple Search
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User will use simple search if they want to search some document/ folder by the using meta data search
2. Select simple search
3. Select the different
option to filter search results
1. Select search option
4: Type in the meta data you want to search
5: Select document or folder which user want to
search
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Simple Search
6: Click on search
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User will use keyword search to search documents where certain word is there
2. Select keyword search
3. Select the different
option to filter search results
1. Select search option
4: Type in the word you want
to search
6: Click on search
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6: Different search result
will be shown to user
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Keyword Search
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User will use advances search to find out some word from a specific folder or document type, They can even define certain folder under which this search function will work
2. Select Advance search option
3. Select the different
document title option to filter search results
1. Select search button
4: Type in the key word you want to
search
5: Select document or folder which user want to
search
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Advances Search
6: Select the folder
class where user want to search
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7: Click on search
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Advances search will allow user to search document inside a folder; Also, it allow them to do content search for all the document containing certain word
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Advances Search
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2. Select Advance search option
3. Select the different
document title option to filter search results
1. Select search button
4: Type in the key word you want to
search
5: Select document or folder which user want to
search
6: Select the folder
class where user want to search
7: Click on search
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If a user want to upload hard copy document or E-mail in to DMS system, they can open the below document where it has been explained in detail
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Upload Hard copy/ E-mail document on system
Please Press ESC button on your system User will double click on the below document where the details word document will open where the detail information is given
Step 1. Press Esc Button
Step 2. User will double click on
the icon given next
Incase you are not able to open the document using the above mentioned method, please click on or paste this link in your internet explorer address bar and press enter:
http://dms.airindia.in/dmshelp/FAQ%20Releted%20to%20DMS%20Errors/
User will double click on Hard Copy Documents & E-mail Uploading on DMS.doc to download on there local system
Microsoft Word Document
© 2012 IBM Corporation66 ConfidentialIBM Confidential66
2: Air India Fileserver link :DMS Staff Access– To access circulars
and public domain information
3: DMS link – to access DMS system with authenticated DMS id Only
4: Web Mail link - To access Web mail
8: Click portal link
7: Flight Safety website
5: Operations website link
6: Air India website
1: URL for Air India Fileserver – Type http://dms.airindia.in
9: QMS Website
11: Corp. Quality policy
link
10: Corp. Safety policy
link
12: Corp. Environment policy
link
Portal Main Screen
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Employee can log in to portal by typing URL– http://dms.airindia.in; It will take on this screen with different links, where they can click on DMS- Departmental Access to access AI DMS
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DMS Log IN
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Once user will click on document management system; They will come on this page and type in user name and password to access AI DMS
1: DMS User id
Type in user id
2: DMS password
Type in the password
4: Home Page
User can click here to go to home page
3: log in to DMS System
Click on it to log in to DMS
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DMS Log IN
DMS log in Screen
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As, User come on DMS, They have different options links to access documents and links
2. Add a document - to add a single
document (scanned or soft copy) from
local system
3. Drag and drop for multiple documents - Using this tool multiple
documents can be uploaded simultaneously
1. Folder structure -Information and documents is structured in a meaningful way which will be shown as
per access right of users
Overview of different buttons available on DMS mail screen
4: Search option - Different option for normal and
advanced search option
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5: Help - User can click here to go to
Helpdesk
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DMS Log IN
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As, User come on DMS, They have different options links to access documents and links
3. Open the document- User can click on the
document or right click on the document to open and
view the document
1. Folder structure -Information and documents is structured in a meaningful way which will be shown as
per access right of users
Overview of different buttons available on DMS mail screen
4: Help - User can click here to go to
Helpdesk
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2. Select document to open
– User can select appropriate folder
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DMS Log IN
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Thank You !