PS View Training Services

Paradise SoftwarePS View

TRAINING

PS View Agenda

Course Sections1) PS View Overview2) Security Basics3) Document Administration4) Security Administration5) Course Review

AGENDA

PS View Overview

• The Basics• System Requirements• Glossary and Terms• Logging In• Basic Document Search• Search Results• The Document Cart• The Document Viewer• Practice

-Section 1

PS View Overview

• PS View Archive– A web based / hosted service that

allows you to scan and electronically organize your documents for retrieval.

• Terms you might want to remember…– Software as a Service– Document Imaging – Business Process Management– Java Runtime Environment

-The Basics

PS View Overview

• PS View Workstation Requirements– Windows

• JRE (Java Runtime Environment)v.1.5.0-b64 for PC or higher

• http://java.sun.com/javase/downloads/index.jsp

• Internet Explorer 7.0 or higher• Mozilla Firefox 2.0 or higher

– MAC• Java 1.4.2_05• Safari Browser

System Requirements

-Glossary &Terms

PS View Overview

– Doc Classes are also the categories we put documents in such as “Tax Forms” or Personnel Files”

– Document Classes allow us to sort, categorize and locate documents in the imaging system.

– Doc Classes form a logical “Tree” or hierarchy

– Workflows are defined for a single Doc Class

• Document Classes– A name given to a specific type of document

such as a “1040 Form” or an “Employment Application” .

-Glossary &Terms

PS View Overview

• Indexes– Individual data values associated with a

document such as Name, SSN, or Student ID

• Indexes are used to search for a document• For example: “Find all of the Licensure

documents for John Smith”

-Glossary

&Terms

PS View Overview

• Domains– Points of entry to the Doc Class

Tree

• Think of them as Bookmarks• Domains allow us to enter the

document class tree at different places.

PS View Overview

• Logging Into PS View– Your Domain:

https://wsfcsk12.PS View.com– Your Username: Your Full Email

Address– Passwords

• 8 or more characters• Must have 3 of 4: • Upper, Lower, Numeric, Special

Characters

-Logging

In

Changing Your Password

PS View Overview

• Changing Your Password– Use the MyProfile Button– Remember the Requirements– Be Sure to Hit Save

PS View Overview

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

Changing Your Password

PS View Overview

• Changing Your Password – Step 2– Enter New Password and Confirm– Click Save

You Are Done!

Changing Your Password

PS View Overview

• Document Search– Finding the right document or set

of documents

-How to Search

• Search a low level doc class, or an entire category• “Look for 1040 forms”• “Look for any Tax Forms”

• Search for an exact match or a fuzzy match• “Search where last name = Stevens”• “Search where last name [contains] even”

• Search with multiple values• “Search where last name = Stevens and DOB = 7/4/76

PS View Overview

• Document Search– Choose your Doc Class

• Searches can be performed at any level

– Enter your criteria– Hit “Search”

-How to Search

PS View Overview

• Search Results– Indexes Displayed– 10 items per page– Document Cart Features

-How to Search

PS View Overview

• Document Cart– Select Documents to add to cart– Click “Add to Cart”– View Cart

Use the

Cart!

PS View Overview

• View Document Cart– Cart can be emailed via secure expiring link– Documents in the Cart can be arranged– The entire cart can be printed

Use the

Cart!

You can add documents to your cart throughout the day…

…Then view, print or email all at once.

Document

Viewer

PS View Overview

– The Viewer appears within the “View Image” tab of the Document

– The Annotation Toolbar is secured

– Print and Scan Buttons are also secured

• The Document Viewer– A sub window within PS View that allows for

viewing, annotating, and printing documents.

Document

Viewer

PS View Overview

– Activate the toolbar by clicking the wrench icon

– Select the small blue down arrow to expand options

• Annotation Toolbar – A collection of tools to highlight, and redact

the document. Also, notes, stamps, shapes etc.

Docume

nt Viewer

PS View Overview

– The Scan button allows you to scan additional pages into the document

– The File Icon allows you to select a file (image) to be added to the document

• Adding Pages to a Document– The upper toolbar allows for additional

pages, printing and saving changes or additions.

Document

Viewer

PS View Overview

• Document Viewing / Locator– The upper toolbar allows for additional

pages, printing and saving changes or additions.

First, Previous, Next, Last page (if multiple pages exist)

Zoom in / Zoom out, Rotate File

– Brightness

– Image Enhance

– Open in sizable window

Document

Viewer

PS View Overview

• Image Enhance– The image can be enhanced, but remember

the enhancements do not change the original. They are for “view ability” only.

Document

Viewer

PS View Overview

• Image Size Adjust, Page Move– Zoom to fit, page width, full size– Move page order up/down, reorganize– Delete Page

Time to

Practice

PS View Overview

Quick Practice• Log on to PS View• Locate the Document Class Tree• Distinguish Doc Classes from a

Domain• Choose a Doc Class to Search• Enter Criteria• Click “Search”

PS View Agenda

Course Sections PS View Overview2) Security Basics3) Document Administration4) Security Administration5) Course Review

AGENDA

Security Basics

• Overview• Glossary and Terms• Password Reset• Adding a New User• Security Practice

-Section 2

Security Basics

• PS View Security– The means by which users are granted

permission to access documents and perform certain actions on those documents

• Terms you might want to remember…– Users– Groups– Permissions– Grant– Deny– Profile

-Overview

-Glossary

&Terms

Security Basics

• Rights Include– The right to access a document– The right to print or annotate a document– The right to add a user to the system– The right to change an Index value

• Permission– A right to access a document or feature,

granted to a group or individual.– Also, in the negative sense, a permission

can be the specific denial of a right.

-Glossary

&Terms

Security Basics

• Groups are used to simplify the granting of permissions– A bundle of documents can be

granted in one motion– A single permission can be granted

to a bundle of users in one motion– Groups create uniformity of

permissions by defining roles

• Group– A collection of users with a specific

permission in common– A collection of permissions that are

bundled together for ease of assignment

Global Permissions

Dept Domain1Dept

Doc Class1Dept

Doc Class2

Dept Domain2

Dept Doc Class 3

Sample Group Topology

-Pull it all

together..

Security Basics

• Groups become neat piles of like entities– Personnel documents– Administrator Functions– Workers

• At a minimum, Users should have– Rights to at least one document– Rights to at least one domain– Rights to log in

-How to

Reset a

Password

Security Basics

• Password Reset– Choose “Security Admin” from the main menu area– Choose Manage User, select the user– Click “Unlock”

-Adding a

new user

Security Basics

• Adding a User – Step 1– Choose “Security Admin” from the main menu area– Choose Manage Users – Click New

-Adding a

new user

Security Basics

• Adding a User - Step 2– Enter User Information and Password– Choose Permission Level “Clone”– Click Save

Time to

Practice

Security Basics

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

PS View Agenda

Course Sections PS View Overview Security Basics3) Document Administration4) Security Administration5) Course Review

AGENDA

Document Administration

• Architecture Overview• Creating a Doc Class• Creating Indexes• Creating a Domain• Best Practices• Practice

-Section 3

Architectur

e Overview

Document Administration

Superdoc• All Documents

– All People Documents• All Student Documents• All Employee Documents

– Non-People Documents• Accounting Documents• Curriculum Documents• Government Documents

• Document Class Definitions- Doc Classes are hierarchical- Superdoc is the Parent of all (system

generated- Parent contains child classes- Child classes contain documents

• All Employee Documents• Employment Experience• Benefits Documents• Payroll Documents

• NC-4 Form• I-9 Form• Direct Deposit

Authorization Form

Architectur

e Overview

Document Administration

– Example: “All People Documents”• Indexes:• Name• DOB• SSN

• Document Class Definitions – continued- Doc Classes inherit from their parents- Indexes are defined to parents (if possible)- Common Documents share common

indexes

• Example: “All Accounting Documents”• Indexes:• Invoice ID• PO Number• Vendor Number• Check Number

Creating a new Doc Class

Document Administration

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

Creating a new Doc Class

Document Administration

• Creating a new Doc Class – Step 2– Choose the Parent Class– Add Name, Description and Retention– Click Save

Doc Class names must be unique!

Creating a new Doc Class

Document Administration

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

Creating a new Doc Class

Document Administration

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

Creating a new Doc Class

Document Administration

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

Creating a new Doc Class

Finished!

Document Administration

• Creating a new Doc Class – Step 6– Click the Save Button– Click the Create Button !!!

• Make Sure you have Defined the Identity Index before Create

– Confirm Permissions for Class (See Permissions Steps)

Creating a Domain!

Document Administration

• Creating a Domain – Step 1– Click Domain Admin– Click Manage Doc Domains– Click New

Creating a Domain!

Document Administration

• Creating a Domain – Step 2– Enter Domain Name– Click Save

Creating a Domain!

Document Administration

• Creating a Domain – Step 3– Click Your New Domain Name to Edit– Click the Classes Tab– Click New

Creating a Domain!

Document Administration

• Creating a Domain – Step 4– Locate Your Doc Class– Click “Add to Domain”– You are Done! (Except Permissions)

Your New Domain and Doc Class

Appear in the Tree

Best

Practices

Document Administration

Before building an Archive, ask four critical questions:

1. “What document am I going to image?”

2. “How do I want to search for (retrieve) the image?”

3. “Who needs to access the scanned image?”

4. “Who needs to do what with the scanned image?”

Best

Practices

Document Administration

What Document am I Going to Image?

The document, not the user, determines the Archive set up.

Design the Archive around the document(s) to be imaged.

Best

Practices

Document Administration

How Do I Want to Search for the Image?

Determine Searchable values (Indexes)

Ask, “What search values do these documents have in common? Which are unique to a specific document type?”

Push like indexes to the highest Parent Doc Class.i.e. Push “Last Name” up to “All People Documents”

Best

Practices

Document Administration

Important Doc Class Best Practices

Doc Classes can be removed, but when removed, all documents associated with a Doc Class are deleted and all child Doc Classes are orphaned.

Index Values can be added to a Doc Class at any time.

Doc Class retention can be changed. The change will affect only new documents entered into the system. Existing documents will retain the old retention value.

Use unique doc class names

Avoid ampersands (&) in doc class names

Best

Practices

Document Administration

Six Data Types for Index Values

Identity: Used for the Image Notes Feature and the related docs feature

- You must define the Identity Index before “creating” Doc Class

- Doc Class must be a child of Superdoc to have Identity Index

Text: Used for index values containing Alpha-numeric data

Number: Used for index values containing numeric data

Date: Used for index values containing dates MM/DD/YYYY

Multi-value: Used of index values containing multiple data elements for one document

Picklist: Used to create a drop down list of selectable pieces of data

Best

Practices

Document Administration

Index Best Practices

Put largest number of shared index fields at highest parent level

The Number Index field will automatically add two decimal places to whole numbers and remove leading zeroes.

Use the Text Index field for all index values containing Alpha-numeric Characters. By default, this field will not allow any punctuation.

Identity Indexes must be created before the class is created, and the class must be a direct child of the superdoc class

Best

Practices

Document Administration

Permissions Basics

If you are an Administrator, you automatically see new Doc Classes and Domains.

However, your users will not see new Doc Classes and Domains automatically.

Be sure to add new Doc Classes and Domains to necessary Users or Groups.

More on this in the next section…

• Document Admin Lab– Create a new Document Class– Add a new Index– Add a new Domain– Register the Class with the Domain– Confirm the Domain and Doc Class Appear

(Since you are an administrator)

Practice

!

Document Administration

PS View Agenda

Course Sections PS View Overview Security Basics Document Administration4) Security Administration5) Course Review

AGENDA

Security Administration

• Security Admin Overview

• Securing a Document Class

• Using Groups• Best Practices• Practice

-Section 4

Agenda

Security Administration

• Permission Groups– Four Major Levels of Permission

-Security

Admin

Overview• Administrative Users: Add/Delete Users,

Add/Delete Doc Classes, document & page deletion, document move, modify index data, retention, activate/inactivate, email doc, annotate, print, check in/out, doc cart print/email

• Power Users: Annotate, print, check in/out, import/add docs, email docs, image notes, saved search (filter), my profile update, doc cart print/email

• Standard Users: Annotate, print, check in/out, import/add docs, doc cart print, image notes, saved search (filter), my profile update

• View Only Users: View, check in/out, image notes, saved search (filter), my profile update

Security Administration

• Permission Groups– Four Major Levels of Permission

-Security

Admin

Overview• Administrative Users: Add/Delete Users,

Add/Delete Doc Classes, document & page deletion, document move, modify index data, retention, activate/inactivate, email doc, annotate, print, check in/out, doc cart print/email

• Power Users: Annotate, print, check in/out, import/add docs, email docs, image notes, saved search (filter), my profile update, doc cart print/email

• Standard Users: Annotate, print, check in/out, import/add docs, doc cart print, image notes, saved search (filter), my profile update

• View Only Users: View, check in/out, image notes, saved search (filter), my profile update

Power User

HR Domain1HR

Doc ClassHR

Doc Class2

HR Domain2HR

Doc Class3

Sample UserGroup Topology

Security Administration

• Document Class Groups– Are there subdivisions?– Do any require special access

-Security

Admin

Overview

• Personnel File• Pre-Employment• Licensure File• Evaluation• Benefits

• Inactive Documents

Security Administration

• Document Class Groups– Are there subdivisions?– Do any require special access– Create a special doc class group

-Security

Admin

Overview

• Personnel File• Pre-Employment• Licensure File• Evaluation• Benefits• Inactive Documents

Power User

HR Domain1HR

Doc ClassHR

Doc Class2

HR Domain2Benefits

Doc Classes

Sample UserGroup Topology

Security Administration

• Domains– Use for ease of access– Domains require Security Access

-Security

Admin

Overview

HR Domain• Personnel File

• Pre-Employment• Licensure File• Evaluation• Inactive Documents

Benefits Domain• Benefits

Security Administration

• Domains– Use for ease of access– Domains require Security Access

-Security

Admin

Overview

HR Domain• Personnel File

• Pre-Employment• Licensure File• Evaluation• Inactive Documents

Benefits Domain• Benefits

Power User

HR Domain1HR

Doc ClassHR

Doc Class2

Benefits DomainBenefits

Doc Classes

Sample UserGroup Topology

Security Administration

• Steps for Securing a Doc Class– Create/Identify the Group of Belonging– Grant Doc Class Access to the Group

• Is it already within a domain?

– Grant User to the Group

-Securing a Doc Class

• Creating a new Group – Step 1– Choose Security Admin– Choose Manage Groups of Users– Click New to add another Group

Securing a new Doc Class

Securing a new Doc Class

Security Administration

• Creating a new Group – Step 2– Enter Group ID, Name, and Description– [Optionally] Choose Group to Clone– Click Save

Securing a new Doc Class

Security Administration

• Grant Doc Class to the Group – Step 2– Choose the “Group Classes” Tab– Click New

Securing a new Doc Class

Security Administration

• Grant Doc Class to the Group– Step 3– Grant “Search” to your new Doc Class– Click Save

Securing a new Doc Class

Security Administration

• Grant User to the Group – Step 4– From the Manages Groups of Users Page,

Choose “Group Users” Tab– Click New

Securing a new Doc Class

Security Administration

• Grant User to the Group – Step 5 – Click the link with our user ID– We’re not done yet. Our User has been added

to the group. (What about the domain?)

Security Administration

• Review: Steps for Securing a Doc Class– Create/Identify the Group of Belonging– Grant Doc Class Access to the Group

• Is it already within a domain?

– Grant User to the Group

-Review: Securing a Doc Class

Security Administration

• Steps for Securing a Domain– Create/Identify the Group of Belonging– Add the Domain to the Group– Add the User to the Group

-Securing a Doc Class:Domains

Securing a new Domain

Security Administration

• Creating a new Domain Group – Step 1– Choose Security Admin– Choose Manage Groups of Users– Click New to add another Group

Security Administration

• Creating a new Domain Group – Step 2– Enter Group ID, Name, and Description– [Optionally] Choose Group to Clone– Click Save

Securing a new Domain

Security Administration

• Grant Domain to the Group – Step 3– Choose the “Group Domains” Tab– Click New

Securing a new Domain

Security Administration

• Grant Domain to the Group– Step 4– Grant Access to your new Domain– Click Save

Securing a new Domain

Security Administration

Securing a new Domain

• Grant User to the Domain Group – Step 5– From the Manages Groups of Users Page, Choose

“Group Users” Tab– Click New

Security Administration

• Grant User to the Domain Group – Step 6 – Click the link with our user ID– We’re done. Our User has been added to the

group.

Securing a new Domain

Security Administration

• Steps for Securing a Domain– Create/Identify the Group of Belonging– Add the Domain to the Group– Add the User to the Group

-Review• Steps for Securing a Doc Class

– Create/Identify the Group of Belonging– Grant Doc Class Access to the Group

– Is it already within a domain?– Grant User to the Group

-Review

• Document Admin Practice– Create a new Document Class– Add a new Index– Add a new Domain– Register the Class with the Domain– Confirm the Domain and Doc Class Appear

(Since you are an administrator)

Practic

e

Security Administration

Conclusion

Course Sections PS View Overview Security Basics Document Administration Security Administration Course Review

AGENDA

Paradise Software Thanks You

Thank you for Choosing PS View!

Paradise Software Solutions LLC