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DMS - Pedo - UserManual

The document provides an overview and instructions for using a Document Management System (DMS) developed by SMEC-EGC Pakistan. The DMS allows for the storage, retrieval, and sharing of project documents across three main areas: Project Data, DMS, and Reference Tracking. It describes how to create folders and assign user permissions, as well as search, view, upload, download, and manage documents. Key functions include the ability to track document references, maintain design revisions, and filter documents by status. The system uses double authentication for security and only administrators can access full reporting and user management features.

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Mubashir
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59 views

DMS - Pedo - UserManual

The document provides an overview and instructions for using a Document Management System (DMS) developed by SMEC-EGC Pakistan. The DMS allows for the storage, retrieval, and sharing of project documents across three main areas: Project Data, DMS, and Reference Tracking. It describes how to create folders and assign user permissions, as well as search, view, upload, download, and manage documents. Key functions include the ability to track document references, maintain design revisions, and filter documents by status. The system uses double authentication for security and only administrators can access full reporting and user management features.

Uploaded by

Mubashir
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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USER’S

MANUAL

DMS
DMS:
SMEC-EGC Pakistan has developed in-house state-of-the-art Document Management System (DMS) for
to be used on different Projects. The system is online, real-time and fully integrated. Following are major
functions and areas covered in the system:

1. There are three major functional areas:

 Project Data: area defined for creation of folder structure for storing, retrieving and
sharing project related data like reports, drawings, schedules, photos, maps etc.

 DMS: area defined for creation of folder structure for storing, retrieving and sharing project
management related data like incoming correspondence, outgoing correspondence, HR related
data for teams, internal letters, memos, financial data, time sheets, scanned documents etc.

 Reference Tracking: To track letters, there is reference tracking module. A letter can be
tracked with its reference number. It will show all its trail with date.

2. There are two major system administration areas:

 Creation of folder structure, tasks and assigning user roles, rights and permissions.

 User creation modules, where users can be created and assigned with their respective rights.

3. Search area: user can search data using different filters and system will show results only from
those folders which are allowed to particular user. System has capability to accommodate any type of
folder structure and up to unlimited subfolders. Administrators and Document Owner Users can allow
any user to view, change or write in the folders. Users can view only those folders for which they have
rights. The folders for which user do not have any right will be invisible for that particular user.

4. Design Management System: Design Management System is used to keep track of Designs. It
has the capability to maintain history/revision of Designs and manage transmittals. It has very strong
user rights and permissions for Designer, Reviewer and Approver.

How to View DMS:


For extra care system uses double authentication system to access the documents due to confidentiality
of the documents. You will need to provide username and password issued to access DMS in addition to
PMIS.
System Menu
Only system administrator can see Reports categories tab because he/she can add/update/delete main
categories. User can just see main categories under project Data and DMS tabs. Setting tab represents
system configuration options and user profile.

How to add Main Categories:


 To add new category, click on reports categories tab, form will be opened.
 Select Project Data or DMS option from dropdown to add category.
 Add category name, Template shows you can add column names as you want and check
category status if you want to show.
 After saving, you can see Correspondence1 category under DMS tab. Click on correspondence1
link, User can see Add file, Add category and Add Task links.

How to add/upload Files:

 User can add file in this category by click on Add File link.
 After filling information click on save button.
 To see uploaded file, click on DMS-> Correspondence1

Click on KPCL link to view/download document. Administrator can edit or delete this record. The user
have read and write permissions can also edit this record.

How to add sub categories:

 To add sub category in correspondence1, click on Add Category link.


 After filling information and assign rights to users click on Save button.
 Administrator can assign users Read (R) permissions or Read/Write (R/W) permissions.
 R: User can just read/download documents,
 R/W: User can read/download documents and edit records and have rights to add/edit new sub
categories.

To add new category or file, same procedure will repeat.


How to download Files:
 Check number of files you want to download and click download files button.

 User can also select all files by click on top checkbox.


 To download files, you should select at least one file otherwise it will alert “No file selected”.
How to Filter Files w.r.t Status:
 From dropdown, select any status and click on Go button.
 Records of selected status will be shown.
Search:

Reference Tracking:
Staff Directory:

How to Manage Users


 Mouse hover on Setting and click Manage Users link.

By click on Add New User link


Design Management System:

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