RicohDocs Manual Current version 3.0

Introduction

RicohDocs is easy to use, powerful and cost-effective web-platform that allows organizations to centralize the management, storage, retrieval and distribution of electronic as well as paper based documents. It helps you streamline complex paper processes and create one-touch workflows. With a single button, your employees can now securely convert hard-copy pages into electronic documents and data, store them in an archive, and distribute them automatically to multiple users. It is also engaged into user's management where users manage their valuable business documents and records efficiently. Managing users, security and access permissions, user groups, work areas (domains), versioning and document control are just a few management functions of RicohDocs. End users rarely require any training and if they do, we have this complete web based training system for our customers. We strive to keep things simple.

How to Login

Steps to login into RicohDocs :
1. Enter URL i.e., http://demo.ricohdocs.com/
2. Enter your User Name.
3. Enter your Password.
4. Click on Sign In button, to login into the application.

Forgot Password

If for some reason you have forgotten your password, do not worry, simply click on the ‘Forgot password’ link on the login Screen. Once you click this link, you will be navigated to the Reset password Screen where you will have to enter your user ID along with your e-mail that was linked to RicohDocs.

An email will be sent on your registered mail id with a password reset link. Click on the link and then enter your new password as shown below:

After you click on Reset Password link from your mail inbox, you will be redirected to a web-page where you can set new password to login into the application.

Password Attempts
RicohDocs has a security feature which disables your account if you enter an incorrect password for your account 5 times consecutively. If this happens, you have to contact your system administrator to reset your password.

Dashboard

After successful login, landing page will be Dashboard. In this section, we have 4 sub-sections by-default:

• New documents - count of documents uploaded under library will be shown.
• Pending tasks - count of assigned tasks will be shown.
• Events - count of upcoming events will be shown.
• Shared documents - count of shared documents will be shown.

Add a widget

To add a widget click on Add Widget button, pop-up will get displayed on the browser. A user is allowed to select any widget from the dropdown and click on Add button.

Edit a widget

An added widget can be renamed after clicking on edit icon.
An added widget position can be changed by dragging-n-dropping the widget anywhere.

My Documents

My Documents section is divided into three categories:

Library's

A library is a location in a RicohDocs where a user can create, update, and manage folder/files with team members. Each library displays a list of folder/files and key information about the files, which helps members use the files to work together. After you create a library, you can customize it in several ways. For example, you can control how documents are viewed, managed, and created. Or, you can track versions, including how many and which type of versions. You can even create custom views, forms, and workflows to make your projects and business processes go much smoother.

Steps to create a Library :

• Click on Configuration link from the Left-Menu.
• Select Manage Library from top-menu.
• Click on Add new Library button.
• Add Library Name, Description, Select User, Select Group and click on Submit button.
• A user can view his library under Library's section under Left-menu.

Steps to create a Folder in a Library :

Select the Library form the left-menu.

Click on Add Folder button.

Add Folder Name, Description, Select Privacy, Select User, Select Group, Select Roles for User/Group and click on submit button.

On successful creation, folder will get displayed under library.

Folder Specific Features under Library Section:

Add New File
To add a new file, click on ADD NEW FILE button on the top. After click, following form will get open.

Folder Security has 4 sections in it:-

User specific - This security will be used to share a folder with specific users.

Group specific - This security will be used to share a folder with group of users.

Private specific - This security will be used if a user doesn't want to share a folder with any of the users.

Custom specific - This security will be used if a user want to share a folder with specific users and specific groups.

In step-5, select document type.
In step-6, browse / upload the document.

Add Favourite Folder
On click of Favourite Folder button, that particular folder will be marked as favourite. And it will get displayed on the dashboard under Favourite widget.


Manage Folder
Under Manage Folder section, folder security settings can be changed for sub folders and files.

Delete Folder
On click of Delete Folder button , a folder will get deleted form the library.


Add Folder
A folder will get added under the selected library.

Share Folder
A folder can be shared with the RicohDocs users/groups with a validity option.

File Specific Features under Folder Section:

After a selecting a file within the folder a user click on left icon , following file specific features will get displayed:
1. Preview – This feature will preview the selected file.
2. Download – This feature will download the selected file to the local system.
3. Share – This feature will download the selected file to the local system.
4. History – This feature will allow the user to share the selected file with the system users/Group or External users.
5. Details – This feature will display document details of the selected file.
6. Check Out/Check In – This feature will allow a user to check-out the documents that can be accessed by him/her. And The ‘Check-In’ access privilege lets the user check-in the documents that he/she previously checked-out with the new version number.
7. Lock/Unlock – The Lock feature will allow the user to lock the documents that can be accessed by him/her, preventing them from being modified further. And the Unlock feature will unlocks the document.
8. Move - This feature will allow the user to move the documents that can be accessed by him/her, from one location/folder to another.
9. Copy - This feature will allow the user to copy the documents that can be accessed by him/her, from one location/folder to another.
10. Delete - This feature will allow the user to delete the documents that can be accessed by him/her.
11. Archive - This feature will allow the user to archive the documents that can be accessed by him/her.
12. Rollback - This feature will allow the user to rollback the documents from current version to the previous version.
13. Workflow - This feature will allow the user to attach a document that can be accessed by him/her to a workflow, in order to initiate that workflow.
14. Mark Favourite - The ‘Mark/Unmark Favourite’ access privilege lets the user with this privilege mark or unmark a document that can be accessed by him/her as favourite.
15. Edit Details - The ‘Edit Details’ option lets you modify the File Name, Subject Line, Tags, security settings, Document Type for an existing file.
16. Supported Documents - This feature will allow the user to user to upload supporting documents for an existing document/ primary document.
17. Attach with In Progress Workflow - This feature will allow the user to user with this privilege attach a document to an ongoing workflow i.e. a workflow which is in progress.
18. Request For File
19. Document Checked

Archive's

By default Archive section, creates a replica of Folder/Sub-Folder under Library section. This folder contains all the documents that have been archived. To Archive a document, navigate to the desired folder where the document is located and click on the Archive button. And the archived file will no longer be visible in the library section. Archiving facility lets users archive files for easy retrieval.

Request & Approvals

My Task
This section is used to view assigned tasks. To Approve, click on action button.

Request Report
This is used to view the status of the Workflow Reports.


Raise Request
This section is used to raise a request from a list of E-forms that can be submitted as requests by a user.


Terminate Request
This section is used to terminate the raised request. A request can be terminated until it is approved.

Saved Search

A user can also save the advance search to quickly find the required documents. After executing an advanced search, you will get an option to save your search. Once you save a particular search, it will be available to you in your document tray. In order to save a search, simply click the ‘Save Search’ button after performing an advanced search.

Calendar

This section is used to add & manage meetings & reminders. All users of RicohDocs have access to the Calendar and can add/manage/delete reminders/meetings on a click. Calendar can be viewed on Day, Week, Month, Timeline basis.
To add a reminder, double-click on the date Meeting Schedule form will get displayed on the browser.

On click of submit button, an email notification will be sent on the registered mail id of the attendee.

From the calendar section, a user can view upcoming events and export the screen into .pdf format.

WorkFlow

Click on configuration link from the left-menu. On the top, workflow menu will get displayed.

This section has 3 sub-sections in it:
E-Form - RicohDocs provides the facility to create & manage E-Forms or web-forms which can be used with workflows.
Workflow - The Workflow feature enables the administrators to design and define even complex workflows with utmost ease and simplicity.
Workflow Initiators - The ‘Workflow Initiator Mapping’ access privilege lets the user select the users who can initiate selected workflows.

E-Form :

RicohDocs provides the facility to create & manage E-Forms or web-forms which can be used with workflows. These forms are fully customizable and very easy to create.
Steps to create E-Forms :

From the workflow menu at the top, click on the E-Form.

Click on Add New E-Form button.

Add E-Form name and check the Active option to activate it.

Click on Submit button.

Manage E-Forms :

On click of Edit button, E-form name can be edited or it can be de-activated.

On click of delete button, an E-form will get deleted.

On Click of Add question button.

A user can select any of the control from the following and check the ‘Is Required’ checkbox if a user want this question to be a mandatory field:

For example:-
We have created an E-Form(shown below):

Reset –This option will Reset the form.
Save – This option will Save the form.
< / > - This option will display the source code of the form.
Run – This option will execute the script of the control added to the form.

Workflow :

Workflow contains features like “Add Task”, “New”, “Open”, “Delete” , “Save”, “Draft”, “Auto fit”, “Export”, as shown below.

Tasks can be added by clicking ‘Add Task’ and then selecting a particular task.

Start Task - Every workflow must have a Start Task at the very beginning of the workflow. This symbolizes the initiation of the process flow being created.

End Task - Just like the start task, every workflow must have an End Task at the end of the workflow. This symbolizes the completion/end of the process flow. This task has two management options using which it can be made to end/terminate the process flow when the flow reaches this task OR can be used to initiate another workflow when the flow reaches this task.

Decision - The decision box can be used in the flow where ever a decision needs to be taken. The decision can be either ‘Approved’ or ‘Rejected’. This task needs to have one (or more) input flows & ATLEAST two (or more) output flows. This requires two output flows as one flow each for Approval & one for Rejection needs to be defined.

Task - A Task can be applied anywhere within a workflow which indicates that some work is being performed at this particular task. It has two available options which are ‘Submitted’ & ‘In Progress’. The ‘Submitted’ option is to be used to indicate that the task that had to be done is now complete & submitted & the ‘In-Progress’ option can be selected to denote that the work is in progress.

E-Form - This task is used with e-form based workflows. This task is usually applied at the beginning of the workflow just after the Start Task and is used to attach an e-form. It can also be attached elsewhere within an e-form based workflow.

Raise Query - The Raise Query task is very similar to a Decision box. This task provides two options: namely; ‘Approved’ & ‘Raise Query’. The approved option can be used just as it is used in the decision task for approvals. The ‘raise Query’ option can be used to raise a query instead of actually rejecting the task.

Notification - The Notification task can be used to send a notification at any point of the process flow. When the flow reaches the Notification task, it will not stop, neither will any action be required but it will simply just send an e-mail notification to the specified users informing them that the previous task action was successfully performed.

Steps to add an E-Form into the Workflow.

Add following boxes from Task menu.

Double click on E-Form box.

Select the Assignee name from the drop-down.

Under the escalation management header, fill-in the appropriate ‘Due Date’ & ‘Remind Time’ and then enter the user’s name to whom the task will be escalated in case it is not completed in time. The RicohDocs workflow supports escalation management using which one can set due dates and timely reminders for individual tasks while creating the workflow. It also supports for escalating the given task to a higher authority in case the task is not completed within set deadline.

Select the E-Form name which you want to add to the workflow from the dropdown.

Double click on End Task box and select from the following:

And click on Save button on the top.

Workflow Initiator :

Once a workflow is successfully created, the administrator needs to select the initiators for that workflow. Only the selected initiators will be able to initiate the selected workflow process.

Select workflow name from dropdown.

Select users whom workflow should be assigned.

Select groups whom workflow should be assigned.

Click on save button.

Reports

Click on Reports from the left-menu. Report section will get displayed. It has following types of report in it:

Document Master Report

This report will display file details uploaded in a specific folder. It will take Library name and Folder name as a parameter. It can be exported into excel format.

Document Report

This report will display file details uploaded in a specific dates. It will take From date, To Date, Document Type and Sub document type as a parameter. It can be exported into excel format.

Shared Document Report

This report will display file details shared in a specific dates. It will take From date, To Date, Share Type as a parameter. It can be exported into excel format.

Document Action Report

This report will display file history within a specific dates. It will take From date, To Date, Share Type as a parameter. It can be exported into excel format.

User Access Report

The User Group Role Report gives you a detailed report which lists out all the folders along with the users who have access to it and also the role assigned to each user for the selected folder.

Group Wise Report

The Group wise Report gives you a detailed report which lists out the users who have access to which group.

Folder Wise Report

The Folder wise Report gives you a detailed report which lists out the users who have access to which folder.