accessing employee files · web view2019/06/04 · icon on the desktop of the workstation. this...

Accessing Employee Filesvia OpenText xECMQuick Start Guide

Contents.......................................................................................................................................................................................... 1

Scanning Documents into the Business Workspace..........................................................................................2

Printing Barcode Sheets in SAP.................................................................................................................................5

Accessing the Business Workspace in xECM Content Server.........................................................................7

Accessing Business Workspace in SAP.................................................................................................................11

Attaching Documents to Business Workspace via Content Server.............................................................14

Attaching Documents to Business Workspace via SAP...................................................................................18

Renaming a Document...............................................................................................................................................23

Appendix..........................................................................................................................................................................25

Version 1.4 2019

DCPS Technology ServicesHR OpenText xECM QSG

Duval County Public Schools selected the OpenText Extended Enterprise Content Management platform (xECM) for the districtwide Document Management System. This guide will assist the Human Resources department in accessing documents associated with Employee Files.

Scanning Documents into the Business WorkspaceScanning documents into the Business Workspace requires access to a scanning station. Each station will be equipped with an HP high-speed scanner associated with the work station. The purpose of individual stations for each scanner allows multiple scanners to be used at one time, while keeping documents separate from other stations in use at the same time.

Select the Enterprise Scan icon on the desktop of the workstation.

This will open the OpenText Enterprise Scan software.

Note: If a document must have another item attached to it with tape (i.e. certified mail receipt), the tape must be placed off-center of the document, and approximately one inch from the edge. See Appendix for Correct Placement of Tape sample.

Copyright Duval County Public Schools. 2All information contained in this document is the property of Duval County Public Schools and is privileged and confidential. Any unauthorized use, dissemination, forwarding, printing or copying of this communication is strictly prohibited.


Load documents into the scanner, face-up, with the appropriate barcode sheets placed in between documents. Click on Scan in the Enterprise Scan software.

This will start the scanner and begin the scanning process. Once all documents have been scanned and indexed, the following will appear in the Enterprise Scan software window.



The middle window pane shows a preview of each document. The top right window pane shows the Index the documents have been assigned to. (See appendix for Index relationship to Business Workspace folders.)

Once all documents have been verified as being scanned, select Archive All.

This sends all documents scanned at the workstation to the pipeline in SAP. The window panes will be empty once archiving is complete.

Go to SAP, and enter transaction ZEMPLOYEE_SCAN. This will bring up the Document Management System – Employee entry of scanned documents transaction.



Enter the Personnel Number (PN) of the employee the documents should be attached to, and click on the Execute icon (green checkmark). A pop-up dialog box will appear with the employee’s PN, Name, Date of Birth, and number of documents scanned.

Verify all information is correct, then click on the Correct button. When all documents have been attached to the employee, the message ‘Bar code entered’ will appear in the lower left corner of the screen.



Go to PA20 and pull up the employee to verify documents have been attached (see ‘Accessing Business Workspace in SAP’ section of this guide).

Note: You must be logged into SAP on the appropriate Scan Station in order to move the documents to the appropriate employee. (i.e. APPPK2 was scanned on station 2 for PN 560. In order to attach to PN 560 via transaction ZEMPLOYEE_SCAN, the user must be logged into SAP from station 2.)

Printing Barcode Sheets in SAPBarcode sheets have been created for the various HR folders in the Business Workspace in order to scan documents into the proper folders. Color paper may be used for barcode sheets, and barcode sheets may be used more than once, although over time the barcode may become smudged from excess usage in a scanner.

To print barcode sheets, go to transaction ZHR_PRINT_BARCODE in SAP. This will bring up a Print dialog box.



In the Spool Control section, check the ‘Print Now’ box. If you want to save the barcodes as a spool for later printing, check the ‘New Spool Request’ box. Click on Print in the lower left corner of the dialog box.

If Output Device is an SAP printer, the barcode sheets will automatically be sent to that printer. If the Output Device is LOCL, the Windows print dialog box will appear.

Select the printer to send the barcode sheets to, and click OK.

Accessing the Business Workspace in xECM Content ServerOpenText xECM is accessible via the online Content Server and also directly through SAP. To access the Employee File workspace in Content Server, enter the address below in the Chrome address bar. http://tcvoptxtadmnp01.dcps.duval.us/OTCS/cs.exe?func=ll&objId=2000&objAction=browse&sort=name&viewType=1


http://tcvoptxtadmnp01.dcps.duval.us/OTCS/cs.exe?func=ll&objId=2000&objAction=browse&sort=name&viewType=1

http://tcvoptxtadmnp01.dcps.duval.us/OTCS/cs.exe?func=ll&objId=2000&objAction=browse&sort=name&viewType=1


This will take you to the main DCPS page of the OpenText Content Server. Click on Business Workspaces. (Note: You must click on the words ‘Business Workspaces’ and not on the file folder or down arrow.)

This will take you to the DCPS workspaces within OpenText. HR’s workspace is Employee File. Workspaces are listed in alpha order. Click on Employee File. (Note: You must click on the words ‘Employee File’ and not on the file folder or down arrow.)



This will take you to the Employee File workspace. From here you can search for employees and content associated with an employee. You may also add documents to an employee directly from the Content Server workspace.



To search for an employee, enter the 8-digit Personnel Number in the search box located in the upper right corner of the page. You may also enter an asterisk (*) followed by the PN for an employee whose PN is less than 8-digits.

This will return the employee file for the person.

If you do not know the Personnel Number of the person you are trying to locate, use the Advanced Search feature by clicking on the down arrow next to the Search field. Once the box is expanded, select Advanced Search in the lower right corner of the box.



Select Employee from the ‘Use this Search Form’ drop down list.

With the Advanced Search feature, you can search for an employee by PN, First Name, Last Name, SSN, or Hire Date…or from a combination of any of these fields. After entering the search criteria, click on Search.

The employee will be listed in the returned results.



Select the desired Employee File or Document to view either the documents associated with the file or to view the selected document.

Accessing Business Workspace in SAPOpenText xECM is accessible via the online Content Server and also directly through SAP. To access the Employee File workspace in SAP, go to transaction PA20 – Display Master Data and bring up the employee on the main master data screen.

Click on the down arrow to the right of the Services for Object icon in the upper left corner of the Display Master Data screen, and select Business Content in the pick list.



The OpenText xECM pop-up box will appear.

Click on the folder name to see a list of attached documents.



To view a Word or Excel document, click on the document and select Open in the dialog box that appears. Note: PDF documents will open automatically when clicked on.

To download the document to your machine without viewing first, select Save in the dialog box that appears.



Attaching Documents to Business Workspace via Content ServerDocuments can be attached to the Employee File via the online Content Server and also directly through SAP. To attach documents to the workspace in Content Server, access the employee file (see ‘Accessing the Business Workspace in xECM Content Server’ section in this document), and select the appropriate folder where the document should be stored.

If there are currently no other items in the folder selected, a blank box will appear. If there are other documents in the folder selected, a list of those documents will appear. You may drag items into this folder whether or not there are documents currently stored here.

or



Open File Explorer on your desktop to the folder where the document which needs to be attached is located.

Click on the file once, and hold down with your mouse to drag it over to the box in the Employee File in Content Server.

Once the document is in the folder, and the folder is highlighted in blue, release the mouse. The file will then be visible in the folder.



Note: Drag and Drop via Content Server – If the file name already exists for the employee in the folder, Content Server will save the newest document and archive the older document. Be certain the file being added is either a newer version, or has a different name than files which already exist in the folder.

To access an archived document of the same name in Content Server, select the drop down arrow under the document name.

Scroll to the bottom of the pick list and select Properties, then Versions.

A list of all Versions along with the Date and Time of when the document was saved will be returned.

You may also add a document to the folder using the Add Document icon. Selecting the Add Document icon will bring up the following dialogue box.



Complete the information by choosing a file and giving it a name if different from the current given file name. After completing all information, click on Add.

The file will now appear in the list of documents in the folder.



Attaching Documents to Business Workspace via SAPDocuments may be attached to the Employee File via the online Content Server and also directly through SAP. To attach documents to the workspace in SAP, select transaction PA20 in SAP, and bring up the employee in HR Master Data maintain.

Click on the down arrow to the right of the Services for Object icon in the upper left corner of the Maintain Master Data screen, and select Business Content in the pick list.

The OpenText xECM pop-up box will appear.



Click on the folder name where a document will be attached.

Open File Explorer on your desktop to the folder where the document which needs to be attached is located.



Click on the file once, and hold down with your mouse to drag it over to the folder in the OpenText pop-up window in SAP, then release the mouse.



A confirmation message will appear in this box. If the file was transferred successfully, it will appear in the list of files in the folder.



To view all versions of a document in SAP, go to the document in the Business Workspace, hover to the right of the document name, and click on the Properties icon.

Click on the dropdown arrow to the right of Properties and select Versions.

A list of versions will appear along with the Date and Time the version was saved to the Business Workspace.



Renaming a DocumentDocuments may be renamed in either SAP or Content Server.

To rename a document in SAP, hover over to the right of the document name which will bring up the floating options menu, and click on the Rename icon.

Enter in the new name

Hit enter



To rename a document in Content Server, click the dropdown arrow next to the file name.

Select Rename in the menu

Change the file name, then click Update



AppendixFolder Index Sub Folders Documents

Employment Application Packet APPPK

Check-off list, Application, Public Records form, References, Ethnicity form, Retirement form, Probation form, Code of Ethics, Certificate of Ethics Training (Coaches Only), Strategic Plan, Drug Free form, Non-Discrimination form, Nepotism, Optional Pay, Email Correspondence, Eligibility Review, Verification of Prof Experience, Letter of Intent, Background Check, Statement of Understanding, Social Security form, Loyalty Oath/Licensure, Acknowledgement for Payment, 7.5% SSA Plan (Part-Time), FRS Check, Fingerprint information

Identifications IDENT

Driver’s license, Social Security card, Passport, Green Card, Birth Certificate, Native American tribal document, Employment Authorization issued by DOHS

I-9 Forms I9FM Certificate (Prior to SAP) CERT Occupational License OCCLC Correspondence CORR Email, Grandfather Salary Schedule formWorking Folder WKFLD Education and Transcripts EDTRN ESR ESRSummary Card SUMMPoints and Test Scores PTTSTEvaluations EVALReview Sheet REVST

Exit Packet Forms EXTPK Employee Separation checklist, Exit Interview Questionnaire, Leave Disposition form.

Employee Transaction Form ETF

Miscellaneous HR Forms MISFMBenefit Forms BENFMPayroll Forms PYW4 W-4

PYDD Direct Deposit

Blue Tab BTINVCert Mail w/ Investigative Info

BTDIS Cert Mail Discipline

BTDOECert Mail sent to DCPS from DOE

BTFNL Cert Mail for Final Orders

Sample of tape placement on a document



Correct placement of taped item

Incorrect placement of taped item
