Financial Systems Administration - RMR BDMS View/Print · NMSU Senior VP for Administration and...

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New Mexico State University

Financial Systems Administration - RMR BDMS View/Print

November 22, 2016

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Table of Contents Terminology .................................................................................................................................... 1

Synchronizing Banner Security with Banner Document Management Suite ................................. 2

Access BDMS Through Banner...................................................................................................... 6

Access BDMS Through Internet Explorer ...................................................................................... 7

Rotate a Page............................................................................................................................. 13

Print BDMS Documents ............................................................................................................... 14

Send BDMS Documents via Email............................................................................................... 15

Appendices .................................................................................................................................... 17

Appendix I: BDMS Icons ......................................................................................................... 17

Help ............................................................................................................................................... 18

NMSU Senior VP for Administration and Finance FSA – RMR Office

R:\RMR\A Documentation\BDMS ViewPrint Manual.docx 1

Terminology Application - A BDMS application is an index-driven data storage structure where documents can be stored and retrieved. Glossary Document - A document is a page or group of pages stored in an application (storage cabinet) and identified by index information. Each page of a document is comprised of a single object such as a scanned image file or a word processing document. To create a new document, users add an object to an application and attach index information to it. Subsequent objects can be added as additional pages of the same document. Glossary Query – Process used to look up data. Different operators may be used (=, >, <, <>, >=, <=, etc.) to limit the search. Users can use operators to combine index words or text strings into a single expression. For example in the ID index field enter, Expression: > 800012345. Index - A BDMS index contains a group of fields where descriptive information pertaining to documents can be stored. The index is how documents are retrieved or looked up. Glossary Page - The word "page" typically implies a single entity. Since BDMS supports multiple object types, the term “page” is redefined within BDMS to mean a single object. A page could also be, for example, a single scanned image, a 30-minute video clip, or an audio recording. Each page of a document has the same index record attached. Glossary Wildcard - A single asterisk (*) is used as a wildcard in the search value criteria to represent one or more characters. For example, in the ID index field enter *012345 instead of 800012345.



Synchronizing Banner Security with Banner Document Management Suite In order to use Banner Document Management Suite (BDMS), a user must first login to Banner and synchronize their password for Banner with BDMS. This needs to be done the first time a user is given access to BDMS and whenever if the user’s Banner password changes. Log in to Banner via myNMSU or navigate to http://www.nmsu.edu/erp and the Production Banner Environments page will be displayed.

1. Click the Banner link.

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2. Check the I accept the risk and want to run this application checkbox. 3. Click Run.

4. Enter your Username and Password. 5. Click Connect.

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6. Enter the appropriate Banner form name. 7. Press Enter.

Note: The form name will be different depending on the BDMS application.

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8. Click the BDMS – Display Document icon on the tool bar.

Note: The screen above is only a representation. Your screen may look different depending on the form you use. The Message from SCT Banner® XtenderSolutions™ window will be displayed which indicates your password has been synchronized.

9. Click OK.

Note: You must synchronize Banner and BDMS every time you change your Banner Password; otherwise, you will receive a login failure message when you attempt to log in to BDMS.

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Access BDMS Through Banner Once you are in Banner INB and have navigated to the appropriate form, you will be able to access BDMS. For some forms, the top section (key block) of the form must be selected to access BDMS. This varies depending on the Banner form.

1. Enter the Number or ID (this will vary depending on the application).

2. Click the BDMS - Display Document icon.

BDMS will open in a new browser window. Dual monitors are a great tool to allow viewing of both Banner and BDMS at the same time.

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Access BDMS Through Internet Explorer Open Internet Explorer.

1. Enter “xtender-web.nmsu.edu/wx” in the address bar. 2. Press Enter.

BDMS operations are limited when using Chrome, Firefox or Safari browsers.

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3. Enter your Banner User Name and Password. 4. Click Login.

5. The Application List will display the BDMS applications you may access.

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6. Right click on the appropriate application.

Note: The listed applications will vary depending on your BDMS Security Access.

7. Select New Query

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The Query Criteria window allows you to find documents using a variety of filter criteria based on the indexes associated with the BDMS application and document.

8. A query may be done to search for a document using any of the Index Name fields. 9. These can be selected or deselected by clicking on the Show check boxes by each Index

Name. 10. A wildcard * may be used alone or with any portion of the word. 11. Click Submit after choosing the desired Search Value(s).

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The results will be populated according to the chosen fields.

12. Click any highlighted blue title field to sort by that option. 13. Click the Open Document button to select a document to view.

Note: Documents queried from the Application List are indexed official BDMS documents. The BDMS window will open and the first page for the selected document will be displayed.

14. If a document has multiple pages, use the Next page icon or the Previous page icon to review pages.

15. Click the Query Results icon to return to the Query Results for Application window.

16. Click the New Query icon to return to the Query Criteria for Application window and change the search criteria.

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17. When finished viewing the document(s), exit BDMS by clicking the Logout icon .

18. Click the OK button.

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Rotate a Page A page may be rotated for viewing.

1. Click the appropriate rotate arrow.

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Print BDMS Documents Open the BDMS document that needs to be printed.

1. Click the Open Document icon.

2. Click the Print Current Page drop down menu icon to print the current page or

the Print Document/PDF Print… drop down menu to print the entire document. 3. Select Print.

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Send BDMS Documents via Email To send a BDMS document via email, you must first export the document or page(s) of a document. Open the BDMS document that needs to be sent.

1. Click the Open Document icon.

2. Click the Print Current Page drop down menu icon to export the current page or

the Print Document/PDF Print… drop down menu to export the entire document. 3. Select Export.

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4. Choose or create a folder on the drive or share drive to save the file to. 5. Enter a meaningful name into the File name: field. 6. Click Save. The file(s) are now saved on the computer and available for emailing.

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Appendices Appendix I: BDMS Icons Icon Description

Click the BDMS – Display Document icon from a form within Banner to access BDMS.

Click the Open Document icon from the Query Results to select a document to view.

Click the Application List icon to access the Application List page.

Click the Back arrow icon to access previous pages in a document.

Click the Forward arrow icon to access the next page in a document.

Click the New Query icon to query BDMS for documents.

Click the Query Results icon to return to the results of your current query.

Click the Logout key icon to log out of BDMS.



Help If you need HELP with BDMS:

Call the FSA RMR Office at 646-TECH (8324)

E-mail [email protected]

For online help, visit our website at:

http://rmr.nmsu.edu/

Financial Systems Administration - RMR BDMS View/Print · NMSU Senior VP for Administration and...

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