Fundamentals of FileNet - Yale ITS and Learning Objectives Upon completion of this course, you...

Fundamentals of FileNetHuman ResourcesFundamentals of FileNetHuman Resources

April 2009April 2009

AgendaAgenda• Purpose and Learning Objectives• FileNet Process• Module One: Prepare and Scan Paper Documents• Module Two: Classify Scanned Documents in FileNet• Module Three: Import Electronic Files into FileNet• Module Four: Document Search in FileNet• Module Five: FileNet Functionalities• Where To Go for Help

Purpose and Learning ObjectivesPurpose and Learning Objectives

Upon completion of this course, you should be able to:• Prepare, scan and classify paper documents• Import electronic documents into FileNet• Search for documents in FileNet using General Search and Document Class Search• Understand and use other functionalities available through Phase 1 implementation of FileNet, including download and view, PDF text search, version control, property modification, annotation, and delete (certain roles only)• Know where to go for help

Learning Objectives:

The purpose of this training is to introduce you to FileNet and give you an opportunity to learn how to use the application for document management needs.

Purpose:

AgendaAgenda• Purpose and Learning Objectives• FileNet Process• Module One: Prepare and Scan Paper Documents• Module Two: Classify Scanned Documents in FileNet• Module Three: Import Electronic Files into FileNet• Module Four: Document Search in FileNet• Module Five: FileNet Functionalities• Where To Go for Help

FileNet ProcessFileNet Process

Receive Document

Scan document

Classify document in

FIleNet

Document Ready for Search

View Document

Edit documents (Check out / Check in)

Modify Properties

Delete Documents

Classify Electronic

Document in FileNet

Import Electronic

Document into FileNet

Paper or Electronic

Document?

Create and print Barcode Coversheet

Paper

Prepare documents / document

batch for scan

Electronic

Search and Retrieve

Document

PDF Text Search

• Purpose and Learning Objectives• FileNet Process• Module One: Prepare and Scan Paper Documents• Module Two: Classify Scanned Documents in FileNet• Module Three: Import Electronic Files into FileNet• Module Four: Document Search in FileNet• Module Five: FileNet Functionalities• Where To Go for Help

AgendaAgenda

Prepare and Scan Paper DocumentsLogin to FileNet WorkplacePrepare and Scan Paper DocumentsLogin to FileNet Workplace

• Access the FileNet Workplace at:– https://docs.yale.edu/Workplace/

Note: Internet Explorer is the default browser to use• If you have already logged into CAS, you will be directed to

FileNet Workplace.• If you have not logged into CAS, enter your NetID & Password, and click Login.

Prepare and Scan Paper DocumentsWhy Do I need a Barcode Coversheet?Prepare and Scan Paper DocumentsWhy Do I need a Barcode Coversheet?

• Prior to scanning any documents, you must generate a Barcode Coversheet

• The Barcode Coversheet is used to identify:– Who will be classifying the scanned document– What department the scanned document should be routed to– When a new document starts since the Barcode Coversheet is a separator

Prepare and Scan Paper DocumentsHow Do I Create a Barcode Coversheet?Prepare and Scan Paper DocumentsHow Do I Create a Barcode Coversheet?• On the Left Navigation Pane,

Click Create Coversheetwithin the Tasks list to generate the coversheet

• Enter Your NetID (if not already present)

• Choose your department from those listed in the Department Drop Down list

• Click the Create Barcodebutton

• Print the coversheet• DO NOT LAMINATE THE

COVERSHEET!!!!

Prepare and Scan Paper DocumentsWhat if I Select the Wrong Department?Prepare and Scan Paper DocumentsWhat if I Select the Wrong Department?

• If you selected the wrong department when creating the barcode coversheet, you will see the following error message when you classify:

• Call the Helpdesk at 432-9000 to have that task item removed

• Rescan your document with the correct barcode coversheet

Prepare and Scan Paper DocumentsBarcode CoversheetPrepare and Scan Paper DocumentsBarcode Coversheet

The Barcode Coversheet acts as a separator if you want to scan multiple documents at one time.

For example, if you have 2 separate documents, place a barcode coversheet before the start of a new document.

Top

Bottom

Prepare and Scan Paper DocumentsPrepare Document for ScanningPrepare and Scan Paper DocumentsPrepare Document for Scanning

• Remove all Fasteners• Check that pages are flat and smooth• Place the Coversheet on top of each document• Separate individual documents with a different coversheet• Place the document/document batch in the feeder• Ensure that documents are loaded correctly

Prepare and Scan Paper DocumentsScan Document into FileNetPrepare and Scan Paper DocumentsScan Document into FileNet

• Press the Scanner Button on the left control panel


• Select the Folder tab on the LCD screen and select the Doc Mgmt folder


• Press the Program Button on the right control panel

• Select TIFF 300 dpi on the LCD screen to enhance image quality


• Press the Start Button on the right control panel to scan the paper document(s) into FileNet


• Press Send on the LCD panel


• Press Favorites on the LCD Panel


• Press Doc Mgmt on the LCD Panel


• Press the Start Button to scan the paper document(s) into FileNet

Scanned document

Prepare and Scan Paper DocumentsScanning Documents into FileNetPrepare and Scan Paper DocumentsScanning Documents into FileNet

AgendaAgenda


Classify Scanned Documents in FileNetAccess Task ListClassify Scanned Documents in FileNetAccess Task List

• Log in to FileNet Workplace through CAS to access your Task List

• Your scanned documents should be in your task items in My Inbox under the Tasks tab. Click the refresh button if your recently scanned document is not in your inbox

• If your document still does not show up in your task list, did you scan with a coversheet?

• Call the Helpdesk at 432-9000 for further assistance• Click on the first document in your task list

Document Image Quality Checklist

� Are all pages right-side up?

� Are any pages crooked?

� Are any pages “smushed”?

� Have all pages been scanned?

� Are all words, numbers, and images clear and legible?

� Is the image too dark or too light?

Classify Scanned Documents in FileNetImage Quality ReviewClassify Scanned Documents in FileNetImage Quality Review

• Click on Scan Doc to view the document and perform a quality review

• If the quality of the image is unacceptable, delete and re-scan the document

• Please refer to the FileNet User Guide to resolve image quality issues

Classify Scanned Documents in FileNetClassify Document with Document PropertiesClassify Scanned Documents in FileNetClassify Document with Document Properties

• Click the Classify Link


• At this point FileNet has a scanned file – Little is known about the file– To utilize FileNet’s search capabilities, we must Classify the document

• Classify = provide certain key information which identifies the document and allows FileNet to retrieve the document quickly and efficiently

• Required fields are identified with an asterisk


• Select your Department


• Select your HR Group

• The Common folder houses all files that are shared across multiple HR Groups– Select this folder if the document is shared across HR groups


• Select the Document Class

� Always use the Calendar tool to select Dates � Use the drop-down

boxes when available � IMPORTANT – You

must adhere to the naming conventions. See Naming Conventions Quick Guide


• Complete the required properties for the select document class

• Properties marked with a red asterisk * are mandatoryNote: This is an example of a Classifying screen

Classify Scanned Documents in FileNetClassify Document with HR Oracle SearchClassify Scanned Documents in FileNetClassify Document with HR Oracle Search• Use the Search Employee Information to auto populate Last Name,

First Name, Employee Number, and Social Security Number fields • This reduces manually typing and errors since it pulls data from the

HR Oracle database

Classify Scanned Documents in FileNetClassify Document with HR Oracle SearchClassify Scanned Documents in FileNetClassify Document with HR Oracle Search

• Use the search parameters to broaden or narrow your search

• Enter search criteria to find Employees and click Find to search.

Classify Scanned Documents in FileNetClassify Document with HR Oracle SearchClassify Scanned Documents in FileNetClassify Document with HR Oracle Search• Search Results are displayed based on the search criteria entered• Select the Employee’s information to auto-populate on the

Classifying screen by clicking Select

Classify Scanned Documents in FileNetClassify Document with HR Oracle SearchClassify Scanned Documents in FileNetClassify Document with HR Oracle Search• The selected Employee’s data is populated in the fields on the Classifying screen

• Populate the remaining properties that were not populated (if necessary)


• Click Finish to successfully classify the document• The document will be removed from your task list and is now

ready for search

QUESTIONWhat is in the Common Folder?QUESTIONWhat is in the Common Folder?• The Common folder contains the Document Classes that are

shared across multiple HR Groups• The Document Classes that are shared are:

– Layoff– Legacy File– Reference Binder– Union Dues

What do I do with my paper after scanning?What do I do with my paper after scanning?• If physical documents need to be retained at Yale Archive,

follow your department’s procedure for storing documents at Yale Archive

• If the physical documents can be stored at the Century Off-Site Storage Facility:– Your department may have multiple Century Boxes based on the Retention Period

– Place the documents in the designated Century Box that has a Century Barcode Label

– Contact the Shared Business Center (SBC) if you need to:• Order new Century Boxes and Labels• Schedule a pick up when a Century Box is full• Retrieve a box that is currently stored at Century


AgendaAgenda

Import Electronic Files into FileNetWhat does it mean?Import Electronic Files into FileNetWhat does it mean?

• Sometimes, instead of a paper document, you may wish to store an electronic document into FileNet.

• For electronic documents, you upload the document from your computer into FileNet!

• You do not scan your electronic documents and therefore do not need to use a barcode coversheet!

Import Electronic Files into FileNetSelect Document Class TemplateImport Electronic Files into FileNetSelect Document Class Template

• Select the Author tab to import an electronic document from your computer into FileNet

• Click Add Using a Template


• Click on your Department


• Click on the Entry Forms folder• Be careful NOT to click on the Document Class folders


• Select your HR Group

• The Common folder houses all files that are shared across multiple HR Groups


• Select the appropriate document class Entry Form

• Each document class has its own template


boxes when available � IMPORTANT – You

must adhere to the naming conventions. See Naming Conventions Quick Guide

Import Electronic Files into FileNetClassify Electronic DocumentImport Electronic Files into FileNetClassify Electronic Document

• Complete the required properties for the select document class.– Use the Search Employee Information link to auto populate Last Name, First Name, Employee Number, and Social Security Number

• Properties marked with a red asterisk * are mandatoryNote: This is an example of an Importing screen

Import Electronic Files into FileNetClassify Electronic Document with HR Oracle SearchImport Electronic Files into FileNetClassify Electronic Document with HR Oracle Search

• If you used the Search Employee Information link, the selected Employee’s data is populated in the fields on the Classifying screen

• Populate the remaining properties that were not populated(if necessary) and click Next

Import Electronic Files into FileNetImport Electronic DocumentImport Electronic Files into FileNetImport Electronic Document

• Click the Browse button to select the document from your computer

• Click the Finish Button

Import Electronic Files into FileNetImport Electronic DocumentImport Electronic Files into FileNetImport Electronic Document

• Verify that the document has been successfully uploaded and Click OK

• The imported document is now ready for search


AgendaAgenda

Document Search in FileNetGeneral SearchDocument Search in FileNetGeneral Search

You may search for documents using either of these methods:– General Search template– Document Class Search template

• To conduct a General Search, go to the Search tab • If the General Search Template is not already selected, click

on Change Search Template• Select General Search for your department


boxes when available � Adhere to the naming

conventions. See Naming Conventions Quick Guide

Document Search in FileNetGeneral SearchDocument Search in FileNetGeneral Search• Enter the search criteria and click the Search button to

display the results

• If no search criteria are entered, all viewable documents for your department will be returned, with the first 100 documents shown on the first page.

Document Search in FileNetSearching for an Employee’s Personnel FileDocument Search in FileNetSearching for an Employee’s Personnel File

• To search for an employee’s Personnel File:– Enter the employee’s information in the General Search Template– Select Yes from the Personnel File dropdown– Press Search

• All the documents that belong in the employee’s Personnel File will be returned

• To perform a Document Class Search, go to Change Search Template

• Chose the Document Class by which you would like to search• Enter the required search criteria• Click the Search button to display the results


boxes when available � Adhere to the naming

conventions. See Naming Conventions Quick Guide

Document Search in FileNetDocument Class SearchDocument Search in FileNetDocument Class Search

Document Search in FileNetSearch TipsDocument Search in FileNetSearch Tips

• You can click on the column headings to sort your search results. – Ex: Click on the Last Name column to sort by the documents in

alphabetical order by Last Name

• By default, FileNet displays 100 search results, but has the ability to display up to 500 results. To show more documents, increase the number in the Max Results field and click Search.


AgendaAgenda

FileNet FunctionalitiesOverviewFileNet FunctionalitiesOverview

Once the documents are classified in FileNet, you may perform the following functionalities from the search page:

• Download and View a Document• Perform a PDF Text Search• Edit an Imported Document• Modify the Properties of a document• Annotate and Mark Up a Document• Delete a document or file (only certain roles)

Format Icon

Document Name

FileNet FunctionalitiesDownload and View a DocumentFileNet FunctionalitiesDownload and View a Document

• To download and view a document, simply click on the Document Name or the Format Icon to the left of the Document Name

FileNet FunctionalitiesPDF Text SearchFileNet FunctionalitiesPDF Text Search

• Within a PDF document, you can search for specific words or phrases within the document using the PDF Text Search bar

– To access the PDF Text Search Bar, click on the Thumbnail button

• Simply type the word/phrase in the search bar and press Enter

• You will be taken to the page where the word/phrase first appears

• All instances of the word/phrase will be highlighted within the document

FileNet FunctionalitiesEdit Imported DocumentFileNet FunctionalitiesEdit Imported Document

• To edit an imported electronic document, you must check out the document to ensure version control

• Go to the Actions Menu and click Check Out

• Click Download to open the document and click Save to save the document to your computer

Checked out

Checked in

FileNet FunctionalitiesEdit Imported DocumentFileNet FunctionalitiesEdit Imported Document

• A checkmark next to a document indicated that the document has been checked out

• Edit the document and save your changes to your computer• In FileNet, click Check In from the Actions Menu• Upload the edited version that was saved to your computer• The checkmark is no longer next to the document since the

document has been checked back in

FileNet FunctionalitiesView Version HistoryFileNet FunctionalitiesView Version History

• To view the version history of an imported electronicdocument, go to the Actions Menu and click on Get Infoand select Versions from the drop-down menu

• The version history of the document is displayed

FileNet FunctionalitiesModify PropertiesFileNet FunctionalitiesModify Properties

• To modify properties after a document has been classified, clickon the icon next to the document name to go to the properties page

• Update the properties and click Apply

FileNet FunctionalitiesAnnotationFileNet FunctionalitiesAnnotation

• To annotate, or mark up the document, open a PDF or image from FileNet and use the features from the Markup Bar

• Markups include Sticky Notes, adding text, highlighting, stamps, arrows, and drawing shapes.

• To delete an annotation, right click on the mark up and click the Delete button

• To save the annotations, click the Save icon

FileNet FunctionalitiesList of Annotation IconsFileNet FunctionalitiesList of Annotation Icons

Line - The annotation drawn will be a straight line.

Arrow - The annotation drawn will be an arrow.

Transparent Text - The annotation drawn will be text.

Solid Text - The annotation drawn will be text. The text drawn will have a solid (colored) background.

Sticky Note - The annotation drawn will be a sticky note.

Highlight Rectangle - The annotation drawn will be a highlight rectangle.

Highlight Polygon - The annotation drawn will be a highlight polygon.

Rectangle - The annotation drawn will be a rectangle.

Square - The annotation drawn will be a square.

Closed Polygon - The annotation drawn will be an enclosed polygon.

Open Polygon - The annotation drawn will be an open-ended polygon.

Oval - The annotation drawn will be an oval.

Circle - The annotation drawn will be a circle.

Freehand - The annotation drawn will be a freehand line.

Stamp - The annotation drawn will be a stamp.

FileNet FunctionalitiesDelete DocumentFileNet FunctionalitiesDelete Document

• Certain roles can delete documents in FileNet• To delete a document, click Delete from the actions menu• Click Accept

• If you don’t have access to the delete function, the following error message will pop up


AgendaAgenda

Learning Objectives Re-capLearning Objectives Re-capNow that you have completed this session, you should be able to:• Prepare, Scan and Classify Paper Documents in FileNet• Import and Classify Electronic Documents into FileNet• Search for stored documents in FileNet• Understand the Current Functionality of FileNet, including:

– Download and View – PDF Text Search– Editing Imported Documents– Modifying Document Properties– Annotating and Marking Up Documents– Deleting Documents

Where do I go for help when my department goes live?Where do I go for help when my department goes live?• Your BA is Erin Totz. She will be with you during go-live to

answer any questions you may have. – Her extension is 436-4882– Her email is [email protected]

• Your course packet includes Quick Guides for key FileNet processes, naming conventions, and your department’s Business Process for using FileNet

• You can find a FileNet User Guide and all of your Quick Guides on the Document Management Website(http://www.yale.edu/its/document-management/index.html)

• Still can’t find the answer? Call the Help Desk at 432-9000

QUESTIONBack File Quality ReviewQUESTIONBack File Quality Review

• What if the quality of a back file document is unsatisfactory? For example: – “Squishy” pages / distorted images– Missing pages– Blank pages– Stray pages– Multiple documents scanned as one document

• Call the Help Desk at 432-9000• A ticket will be issued and tech support will take the

appropriate action to resolve the quality issue

Any Questions?Any Questions?

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