Air India Ltd. Document Management System Project Air India DMS - Frequently Asked Questions

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Air India Ltd. Document Management System Project

Air India DMS - Frequently Asked Questions

Filename: Air India DMS - FAQ V.1.0.doc Page 1 of 26

Table of Contents - (User can press CTRL & Click on any topic to directly move to that section) 1.

Supported Internet Browsers for Air India - DMS .................................................................................. 3

2.

User is not able to login in DMS system: Error - “Invalid credentials entered. Please try again” ........ 4

3.

Not able to login in DMS system. Error - “A system error occurred”..................................................... 5

4.

Able to login to DMS system but not able to view the desired folder ..................................................... 8

5.

Able to login to DMS system and able to view the desired folder but not able to add document or check-in document or checkout document .............................................................................................. 9

6.

User wants to copy document to File Server from DMS Server ............................................................10

7.

If you are not able to open http://dms.airindia.com or it seems that your browser has hanged ..............11

8.

If you are not able to upload document in DMS application through drag and drop from the computer which is on the LAN network of Air India .............................................................................................13

9.

Saving Lotus Notes E- mail on DMS system .........................................................................................14 9.1 Saving lotus notes mail in PDF format and saving it on DMS system:...........................................14 9.2 Saving Lotus notes Email on DMS Using Drag and Drop DMS feather ........................................16

10. How to store a hard copy document on DMS.........................................................................................19 11. Scan settings that can be used by different Users to get best result while scanning hard copy document in scanner................................................................................................................................................21 12. How to carry out routine functions in DMS (link to help file) ...............................................................24 13. Contact details of DMS Helps Desk .......................................................................................................25

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Note: In the above table of content, User can check the error message which they are getting on their system, they can press CTRL key and click on any of the link in table of content, Automatically It will open that particular section of this document -------------------------------------------------------------------------------------------------------------------------------------------

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1. Supported Internet Browsers for Air India - DMS

S. No

Applications

URL

Internet Browser

1

DMS Application

http://dms.airindia.in

Internet Explorer version 6.x, 7.x & 8.x

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2. User is not able to login in DMS system: Error - “Invalid credentials entered. Please try again” If user is getting the below mentioned error message as shown in the Screen shot below:

Solution: 1. Reason could be that user has entered wrong user name 2. Reason could be that user has entered wrong password

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3. Not able to login in DMS system. Error - “A system error occurred” If user is getting the below mentioned error message as shown in the Screen shot below:

Fig 2

Solution 1: It may happen that your machine Regional Language format is not “English (United States)”. To resolve this issue please go through the following steps for checking regional language format Go to Start Menu > Control Panel > Region and Language and check Format as shown in the screen shot provided on the next page onward:

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Step 1 – Go to start and open control panel of your system -

Step 2 – under control panel, please select region and language icon on the screen,

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Step 3 - Please select format tab and make sure it should be English (United States).

Fig 5

If your format is not “English (United States)” then change it to “English (United States)”. -------------------------------------------------------------------------------------------------------------------------------------------If user is still facing the same problem and getting error message continuously after making changes as per the screen short provided above, then user has to see the solution/reason 2 or 3 for this problem that is as follow:

Solution 2: You may not have access to the DMS system. Please contact DMS Help Desk for access.

Solution 3: It may be a case that user is using Un-supported internet browser, Please check the list of supported internet browser given on page 3 of this document.

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4. Able to login to DMS system but not able to view the desired folder Solution: You may not have access rights to view folder. Please contact DMS Help Desk for access.

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5. Able to login to DMS system and able to view the desired folder but not able to add document or check-in document or checkout document Solution: In this scenario, User may have been given rights only to view document and its properties but are not allowed to modify the document or add a new document. For more access rights please contact DMS Help Desk. (Detail provided at last page of this document)

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6. User wants to copy document to File Server from DMS Server Solution: User can follow these steps to move any documents from DMS Server to Fileserver: Step -1 Login to DMS system and go to the particular folder inside DMS where the document is stored, now select that document, right click on it and click on ‘Properties’ option Step – 2 It will show all properties in edit mode. If properties are in read only mode then you don’t have right to copy document to File Server. Step -3 There will be a property called “Copy to File Server” whose value is “False”. Change this value to “True” for copying it to File Server. After this change that particular documents will be moved from the DMS server to Fileserver after a specified time interval automatically.

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7. If you are not able to open http://dms.airindia.com or it seems that

your browser has hanged Solution: Clear your browser cache and check that you are able to access internet from your browser. After clearing the cache try to open the DMS URL – http:/dms.airindia.com in new browser window

Steps for clearing browser cache: Go to Microsoft Internet Explorer 8 > Tools > Internet Options > Browsing History > Delete Step - 1

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Step - 2

Step -3

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8. If you are not able to upload document in DMS application through drag and drop from the computer which is on the LAN network of Air India Solution: Use this URL http://172.16.7.224/DMS link to open the DMS application and try to upload document. If still you are not able to upload document then contact DMS Help Desk DMS Help Desk Contact Information Email: [email protected] Contact Number: 022- 26263154 Ext. 3154

Note: Please mention following while sending E- mail for any problem: 1. Steps followed by user where he is getting the error 2. Screen shots of your error

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9. Saving Lotus Notes E- mail on DMS system User can store individual Lotus notes E - mail from their Lotus Notes inbox using either of the following two methods 1. Saving lotus notes mail in PDF format and then saving the PDF on DMS system 2. Using Drag and Drop DMS feature you can drag the email from the Lotus inbox into the DMS system.

9.1 Saving lotus notes mail in PDF format and saving it on DMS system: Note: To use this functionality of DMS, user must be able to save the email as a PDF document. There are several programs available that allow this functionality. User can follow following step to save mail on the DMS Step 1. User will open that E –mail on Lotus Notes, which they want to move into DMS system Step 2. User will go to the following path - File > print > Your PDF Printer Program > Save on local system

1

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3

2

Step -3. User will log in to DMS system and open the relevant folder on DMS where user wants to save that E-mail

1

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Then, User will click on next > add, finally that particular E-mail will be uploaded on the system.

2

9.2 Saving Lotus notes Email on DMS Using Drag and Drop DMS feature Basic System Requirements: Please make sure user should be using Lotus notes version 8.5.2 Standard edition and above User can check their Lotus Notes version by selecting option Help and then click on about IBM lotus notes, where user can see the current version of lotus notes

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Lotus Notes - Route: - Help > about IBM lotus notes

Once, User confirms that they are using correct version of lotus notes then they can use the drag and drop facility of DMS to save lotus notes E-mail using the following step on the DMS Step 1. User will open Lotus Notes E-mail and select all the E-mail’s which they want to move by pressing CTRL key and selecting using mouse, which they want to move into DMS system

1

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Step 2. User will log in to DMS system and open the relevant folder where user wants to save these EMail

Step 3. User will press CTRL KEY and click Left key of Mouse on the Selected E-mail’s and drag all these mail to DMS system

Step 4 - User will click on ADD and then click on OK

As user clicks on ADD and then OK on the next screen, all these mail file will move in to the DMS system automatically and stored in the folder selected in step no 2.

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10. How to store a hard copy document on DMS Solution: Step 1. User will take the hard copy document and scan it using a good quality scanner. Step 2. User will save that scanned document on a local system (computer) and give appropriate name which will describe the document. Step 3. User will log in to DMS system using the URL http://dms.airindia.in/DMS/Browse.jsf# and open the relevant folder where user wants to save the document. Step 4. Now user will click on the add document button as shown in the below image.

1

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Step 4. Now, User will browse and locate that saved document on local system and click on NEXT and OK on next screen

2

Step 5. As soon as user clicks on OK that document will be successfully uploaded on the DMS.

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11. What are the different scan settings that can be used? There are basically two different types of documents that a user might need to scan for uploading in to DMS system; Pictures and Documents. There are two things to keep in mind when scanning: 1. RESOLUTION 2. FORMAT

Note: Scanner stores both documents and Pictures as an image. It might finally save this image in a computer image format or in PDF format based on your requirement.

Resolution 

Resolution involves the quality of the image. Specifically, how many dots per inch (dpi) are contained in the photo



More dots per inch means more detail, larger print size, and thus a better quality photo. (This also means a larger file size, more on this below.)



How much resolution your photo should have depends on what you want to do with that image once you have scanned it



If your photo will not get shown on anything other than a computer monitor (for example, a web page or a PowerPoint-type presentation), you will not need a high resolution because most monitors cannot show anything higher than 120 dpi



Simply adjust the scan size for how big you want the image to appear. However, if you are planning to print the graphic onto a laser printer of some kind, you will want to scan at a higher resolution, like 300-600 dpi.



Remember that if you double your resolution, it gives you 4 times the number of dots and makes the file 4 times bigger and it will increase the file space by 4 times.



So, we should take care while choosing the resolutions as it will save hard disk space as well as easy to upload on system

Format 

File size is often an issue. If you are sending images over the web, you want to keep file size to a minimum.



However, if you are going to print a graphic on a printer, you would be more concerned with quality than file size.



To further confuse the situation, different software programs often use different formats when working with images. For example, Microsoft products tend to use the bitmap or BMP, format in their programs



Adobe products are more flexible, handling jpeg, bitmap, gif, and so on. To handle these situations, images can be saved in various file formats.



The main purpose of having various formats is to add some kind of compression to keep file sizes to a minimum yet maintain the quality of the image. Some of these formats are: jpeg, gif, tiff, and bitmap

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Different format that a user can choose as per their requirements Sr. No.

Document Type

File Format

PDF 1

Documents

(Portable Document Format)

Image 2

Documents

TIFF (*.TIF)

Photos

Detail of Format

1. The most common format is PDF 2. The reason for this is the universal access to the free Acrobat Reader which permits anyone to open a PDF. File on their PC or Mac. 3. By converting paper to documents in .PDF format you make your records easily viewed and you can count on anyone 4. You send them to by e-mail to be able to access them as well 1. This format is another standard among software packages 2. It offers very little compression, but maintains total quality of the original image 3. Tiffs are typically used to save an image for manipulating later, to maintain maximum quality, or when the image will be used for publication 4. You can also edit the scanned images before saving them

1. Jpeg. images are the standard among most software packages

3

Image Photos

2. They offer the best of both worlds: compression & image quality. Some of the uses for jpeg images include large photographs on the web and sharing images among software JPEG (*.JPG)

3. The JPEG format lets you highly compress image data. However, the higher the compression, the lower the image quality 4. Any lost image quality data cannot be restored, and the quality deteriorates each time the data is saved. 5. The TIFF format is recommended when modification and retouching are required

1. This is a Microsoft format used mainly within Microsoft software. If you plan on using an image in a 4

Image Photos

BITMAP (*.BMP)

2. Microsoft program, save it as a bitmap with the .bmp extension. Bitmaps use no compression so they are 3. the largest file type but there is absolute image clarity

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Resolution: User can select resolution of the document as per the following table Sr. No.

What User will do with the scanned image

Suggested scan resolution 300 dpi (dots per inch),

1

Send via e-mail, upload to web, view only on the screen

96 to 150 dpi

2

Print / user want to convert that document in to editable text

300 dpi

3

Fax

200 dpi

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12. How to carry out routine functions in DMS (link to help file) User can open this help document embedded in this document or user can go to the following link URL – XXXXXXXXXXXXX. To access help documents

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13. Contact details of DMS Helps Desk

DMS Help Desk Contact Information Email: [email protected] Contact Number: 022- 26263154 Ext. 3154

Note: Please mention following while sending E- mail for any problem: 3. Steps followed by user where he is getting the error 4. Screen shots of your error

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