ps view training services paradise software ps view training
TRANSCRIPT
PS View Training Services
Paradise SoftwarePS View
TRAINING
PS View Agenda
Course Sections1) PS View Overview2) Security Basics3) Document Administration4) Security Administration5) Course Review
AGENDA
PS View Overview
• The Basics• System Requirements• Glossary and Terms• Logging In• Basic Document Search• Search Results• The Document Cart• The Document Viewer• Practice
-Section 1
PS View Overview
• PS View Archive– A web based / hosted service that
allows you to scan and electronically organize your documents for retrieval.
• Terms you might want to remember…– Software as a Service– Document Imaging – Business Process Management– Java Runtime Environment
-The Basics
PS View Overview
• PS View Workstation Requirements– Windows
• JRE (Java Runtime Environment)v.1.5.0-b64 for PC or higher
• http://java.sun.com/javase/downloads/index.jsp
• Internet Explorer 7.0 or higher• Mozilla Firefox 2.0 or higher
– MAC• Java 1.4.2_05• Safari Browser
System Requirements
-Glossary &Terms
PS View Overview
– Doc Classes are also the categories we put documents in such as “Tax Forms” or Personnel Files”
– Document Classes allow us to sort, categorize and locate documents in the imaging system.
– Doc Classes form a logical “Tree” or hierarchy
– Workflows are defined for a single Doc Class
• Document Classes– A name given to a specific type of document
such as a “1040 Form” or an “Employment Application” .
-Glossary &Terms
PS View Overview
• Indexes– Individual data values associated with a
document such as Name, SSN, or Student ID
• Indexes are used to search for a document• For example: “Find all of the Licensure
documents for John Smith”
-Glossary
&Terms
PS View Overview
• Domains– Points of entry to the Doc Class
Tree
• Think of them as Bookmarks• Domains allow us to enter the
document class tree at different places.
PS View Overview
• Logging Into PS View– Your Domain:
https://wsfcsk12.PS View.com– Your Username: Your Full Email
Address– Passwords
• 8 or more characters• Must have 3 of 4: • Upper, Lower, Numeric, Special
Characters
-Logging
In
Changing Your Password
PS View Overview
• Changing Your Password– Use the MyProfile Button– Remember the Requirements– Be Sure to Hit Save
PS View Overview
• Changing Your Password – Step 1– Choose “My Profile” from the main menu area– Choose My Profile from the Sub Menu pWindow– Check “Change Password”
Changing Your Password
PS View Overview
• Changing Your Password – Step 2– Enter New Password and Confirm– Click Save
You Are Done!
Changing Your Password
PS View Overview
• Document Search– Finding the right document or set
of documents
-How to Search
• Search a low level doc class, or an entire category• “Look for 1040 forms”• “Look for any Tax Forms”
• Search for an exact match or a fuzzy match• “Search where last name = Stevens”• “Search where last name [contains] even”
• Search with multiple values• “Search where last name = Stevens and DOB = 7/4/76
PS View Overview
• Document Search– Choose your Doc Class
• Searches can be performed at any level
– Enter your criteria– Hit “Search”
-How to Search
PS View Overview
• Search Results– Indexes Displayed– 10 items per page– Document Cart Features
-How to Search
PS View Overview
• Document Cart– Select Documents to add to cart– Click “Add to Cart”– View Cart
Use the
Cart!
PS View Overview
• View Document Cart– Cart can be emailed via secure expiring link– Documents in the Cart can be arranged– The entire cart can be printed
Use the
Cart!
You can add documents to your cart throughout the day…
…Then view, print or email all at once.
Document
Viewer
PS View Overview
– The Viewer appears within the “View Image” tab of the Document
– The Annotation Toolbar is secured
– Print and Scan Buttons are also secured
• The Document Viewer– A sub window within PS View that allows for
viewing, annotating, and printing documents.
Document
Viewer
PS View Overview
– Activate the toolbar by clicking the wrench icon
– Select the small blue down arrow to expand options
• Annotation Toolbar – A collection of tools to highlight, and redact
the document. Also, notes, stamps, shapes etc.
Docume
nt Viewer
PS View Overview
– The Scan button allows you to scan additional pages into the document
– The File Icon allows you to select a file (image) to be added to the document
• Adding Pages to a Document– The upper toolbar allows for additional
pages, printing and saving changes or additions.
Document
Viewer
PS View Overview
• Document Viewing / Locator– The upper toolbar allows for additional
pages, printing and saving changes or additions.
First, Previous, Next, Last page (if multiple pages exist)
Zoom in / Zoom out, Rotate File
– Brightness
– Image Enhance
– Open in sizable window
Document
Viewer
PS View Overview
• Image Enhance– The image can be enhanced, but remember
the enhancements do not change the original. They are for “view ability” only.
Document
Viewer
PS View Overview
• Image Size Adjust, Page Move– Zoom to fit, page width, full size– Move page order up/down, reorganize– Delete Page
Time to
Practice
PS View Overview
Quick Practice• Log on to PS View• Locate the Document Class Tree• Distinguish Doc Classes from a
Domain• Choose a Doc Class to Search• Enter Criteria• Click “Search”
PS View Agenda
Course Sections PS View Overview2) Security Basics3) Document Administration4) Security Administration5) Course Review
AGENDA
Security Basics
• Overview• Glossary and Terms• Password Reset• Adding a New User• Security Practice
-Section 2
Security Basics
• PS View Security– The means by which users are granted
permission to access documents and perform certain actions on those documents
• Terms you might want to remember…– Users– Groups– Permissions– Grant– Deny– Profile
-Overview
-Glossary
&Terms
Security Basics
• Rights Include– The right to access a document– The right to print or annotate a document– The right to add a user to the system– The right to change an Index value
• Permission– A right to access a document or feature,
granted to a group or individual.– Also, in the negative sense, a permission
can be the specific denial of a right.
-Glossary
&Terms
Security Basics
• Groups are used to simplify the granting of permissions– A bundle of documents can be
granted in one motion– A single permission can be granted
to a bundle of users in one motion– Groups create uniformity of
permissions by defining roles
• Group– A collection of users with a specific
permission in common– A collection of permissions that are
bundled together for ease of assignment
Global Permissions
Dept Domain1Dept
Doc Class1Dept
Doc Class2
Dept Domain2
Dept Doc Class 3
Sample Group Topology
-Pull it all
together..
Security Basics
• Groups become neat piles of like entities– Personnel documents– Administrator Functions– Workers
• At a minimum, Users should have– Rights to at least one document– Rights to at least one domain– Rights to log in
-How to
Reset a
Password
Security Basics
• Password Reset– Choose “Security Admin” from the main menu area– Choose Manage User, select the user– Click “Unlock”
-Adding a
new user
Security Basics
• Adding a User – Step 1– Choose “Security Admin” from the main menu area– Choose Manage Users – Click New
-Adding a
new user
Security Basics
• Adding a User - Step 2– Enter User Information and Password– Choose Permission Level “Clone”– Click Save
Time to
Practice
Security Basics
Quick Practice• Log on to PS View• Locate the Security Admin Button• Choose Manage Users• Select [assigned user name] from the list• Locate the unlock or lock button at the top• Click unlock to unlock the accountAlso…• Peruse the permissions tabs• Note assigned Groups & Classes
PS View Agenda
Course Sections PS View Overview Security Basics3) Document Administration4) Security Administration5) Course Review
AGENDA
Document Administration
• Architecture Overview• Creating a Doc Class• Creating Indexes• Creating a Domain• Best Practices• Practice
-Section 3
Architectur
e Overview
Document Administration
Superdoc• All Documents
– All People Documents• All Student Documents• All Employee Documents
– Non-People Documents• Accounting Documents• Curriculum Documents• Government Documents
• Document Class Definitions- Doc Classes are hierarchical- Superdoc is the Parent of all (system
generated- Parent contains child classes- Child classes contain documents
• All Employee Documents• Employment Experience• Benefits Documents• Payroll Documents
• NC-4 Form• I-9 Form• Direct Deposit
Authorization Form
Architectur
e Overview
Document Administration
– Example: “All People Documents”• Indexes:• Name• DOB• SSN
• Document Class Definitions – continued- Doc Classes inherit from their parents- Indexes are defined to parents (if possible)- Common Documents share common
indexes
• Example: “All Accounting Documents”• Indexes:• Invoice ID• PO Number• Vendor Number• Check Number
Creating a new Doc Class
Document Administration
• Creating a new Doc Class – Step 1– Choose “Domain Admin” from the main menu area– Choose Manage Doc Classes– Click New
Creating a new Doc Class
Document Administration
• Creating a new Doc Class – Step 2– Choose the Parent Class– Add Name, Description and Retention– Click Save
Doc Class names must be unique!
Creating a new Doc Class
Document Administration
• Creating a new Doc Class – Step 3– Choose “Document Indexes”– Review Inherited Indexes– Click New to add another Index
Creating a new Doc Class
Document Administration
• Creating a new Doc Class – Step 4– Assign Name, Type and Length– Identify if Index is Required, Viewable, Searchable– Click Save
Creating a new Doc Class
Document Administration
• Creating a new Doc Class – Step 5– Verify your Index Has Been Created– Add other Indexes as Needed– When Finished, Click the Document Detail Tab
Creating a new Doc Class
Finished!
Document Administration
• Creating a new Doc Class – Step 6– Click the Save Button– Click the Create Button !!!
• Make Sure you have Defined the Identity Index before Create
– Confirm Permissions for Class (See Permissions Steps)
Creating a Domain!
Document Administration
• Creating a Domain – Step 1– Click Domain Admin– Click Manage Doc Domains– Click New
Creating a Domain!
Document Administration
• Creating a Domain – Step 2– Enter Domain Name– Click Save
Creating a Domain!
Document Administration
• Creating a Domain – Step 3– Click Your New Domain Name to Edit– Click the Classes Tab– Click New
Creating a Domain!
Document Administration
• Creating a Domain – Step 4– Locate Your Doc Class– Click “Add to Domain”– You are Done! (Except Permissions)
Your New Domain and Doc Class
Appear in the Tree
Best
Practices
Document Administration
Before building an Archive, ask four critical questions:
1. “What document am I going to image?”
2. “How do I want to search for (retrieve) the image?”
3. “Who needs to access the scanned image?”
4. “Who needs to do what with the scanned image?”
Best
Practices
Document Administration
What Document am I Going to Image?
The document, not the user, determines the Archive set up.
Design the Archive around the document(s) to be imaged.
Best
Practices
Document Administration
How Do I Want to Search for the Image?
Determine Searchable values (Indexes)
Ask, “What search values do these documents have in common? Which are unique to a specific document type?”
Push like indexes to the highest Parent Doc Class.i.e. Push “Last Name” up to “All People Documents”
Best
Practices
Document Administration
Important Doc Class Best Practices
Doc Classes can be removed, but when removed, all documents associated with a Doc Class are deleted and all child Doc Classes are orphaned.
Index Values can be added to a Doc Class at any time.
Doc Class retention can be changed. The change will affect only new documents entered into the system. Existing documents will retain the old retention value.
Use unique doc class names
Avoid ampersands (&) in doc class names
Best
Practices
Document Administration
Six Data Types for Index Values
Identity: Used for the Image Notes Feature and the related docs feature
- You must define the Identity Index before “creating” Doc Class
- Doc Class must be a child of Superdoc to have Identity Index
Text: Used for index values containing Alpha-numeric data
Number: Used for index values containing numeric data
Date: Used for index values containing dates MM/DD/YYYY
Multi-value: Used of index values containing multiple data elements for one document
Picklist: Used to create a drop down list of selectable pieces of data
Best
Practices
Document Administration
Index Best Practices
Put largest number of shared index fields at highest parent level
The Number Index field will automatically add two decimal places to whole numbers and remove leading zeroes.
Use the Text Index field for all index values containing Alpha-numeric Characters. By default, this field will not allow any punctuation.
Identity Indexes must be created before the class is created, and the class must be a direct child of the superdoc class
Best
Practices
Document Administration
Permissions Basics
If you are an Administrator, you automatically see new Doc Classes and Domains.
However, your users will not see new Doc Classes and Domains automatically.
Be sure to add new Doc Classes and Domains to necessary Users or Groups.
More on this in the next section…
• Document Admin Lab– Create a new Document Class– Add a new Index– Add a new Domain– Register the Class with the Domain– Confirm the Domain and Doc Class Appear
(Since you are an administrator)
Practice
!
Document Administration
PS View Agenda
Course Sections PS View Overview Security Basics Document Administration4) Security Administration5) Course Review
AGENDA
Security Administration
• Security Admin Overview
• Securing a Document Class
• Using Groups• Best Practices• Practice
-Section 4
Agenda
Security Administration
• Permission Groups– Four Major Levels of Permission
-Security
Admin
Overview• Administrative Users: Add/Delete Users,
Add/Delete Doc Classes, document & page deletion, document move, modify index data, retention, activate/inactivate, email doc, annotate, print, check in/out, doc cart print/email
• Power Users: Annotate, print, check in/out, import/add docs, email docs, image notes, saved search (filter), my profile update, doc cart print/email
• Standard Users: Annotate, print, check in/out, import/add docs, doc cart print, image notes, saved search (filter), my profile update
• View Only Users: View, check in/out, image notes, saved search (filter), my profile update
Security Administration
• Permission Groups– Four Major Levels of Permission
-Security
Admin
Overview• Administrative Users: Add/Delete Users,
Add/Delete Doc Classes, document & page deletion, document move, modify index data, retention, activate/inactivate, email doc, annotate, print, check in/out, doc cart print/email
• Power Users: Annotate, print, check in/out, import/add docs, email docs, image notes, saved search (filter), my profile update, doc cart print/email
• Standard Users: Annotate, print, check in/out, import/add docs, doc cart print, image notes, saved search (filter), my profile update
• View Only Users: View, check in/out, image notes, saved search (filter), my profile update
Power User
HR Domain1HR
Doc ClassHR
Doc Class2
HR Domain2HR
Doc Class3
Sample UserGroup Topology
Security Administration
• Document Class Groups– Are there subdivisions?– Do any require special access
-Security
Admin
Overview
• Personnel File• Pre-Employment• Licensure File• Evaluation• Benefits
• Inactive Documents
Security Administration
• Document Class Groups– Are there subdivisions?– Do any require special access– Create a special doc class group
-Security
Admin
Overview
• Personnel File• Pre-Employment• Licensure File• Evaluation• Benefits• Inactive Documents
Power User
HR Domain1HR
Doc ClassHR
Doc Class2
HR Domain2Benefits
Doc Classes
Sample UserGroup Topology
Security Administration
• Domains– Use for ease of access– Domains require Security Access
-Security
Admin
Overview
HR Domain• Personnel File
• Pre-Employment• Licensure File• Evaluation• Inactive Documents
Benefits Domain• Benefits
Security Administration
• Domains– Use for ease of access– Domains require Security Access
-Security
Admin
Overview
HR Domain• Personnel File
• Pre-Employment• Licensure File• Evaluation• Inactive Documents
Benefits Domain• Benefits
Power User
HR Domain1HR
Doc ClassHR
Doc Class2
Benefits DomainBenefits
Doc Classes
Sample UserGroup Topology
Security Administration
• Steps for Securing a Doc Class– Create/Identify the Group of Belonging– Grant Doc Class Access to the Group
• Is it already within a domain?
– Grant User to the Group
-Securing a Doc Class
• Creating a new Group – Step 1– Choose Security Admin– Choose Manage Groups of Users– Click New to add another Group
Securing a new Doc Class
Securing a new Doc Class
Security Administration
• Creating a new Group – Step 2– Enter Group ID, Name, and Description– [Optionally] Choose Group to Clone– Click Save
Securing a new Doc Class
Security Administration
• Grant Doc Class to the Group – Step 2– Choose the “Group Classes” Tab– Click New
Securing a new Doc Class
Security Administration
• Grant Doc Class to the Group– Step 3– Grant “Search” to your new Doc Class– Click Save
Securing a new Doc Class
Security Administration
• Grant User to the Group – Step 4– From the Manages Groups of Users Page,
Choose “Group Users” Tab– Click New
Securing a new Doc Class
Security Administration
• Grant User to the Group – Step 5 – Click the link with our user ID– We’re not done yet. Our User has been added
to the group. (What about the domain?)
Security Administration
• Review: Steps for Securing a Doc Class– Create/Identify the Group of Belonging– Grant Doc Class Access to the Group
• Is it already within a domain?
– Grant User to the Group
-Review: Securing a Doc Class
Security Administration
• Steps for Securing a Domain– Create/Identify the Group of Belonging– Add the Domain to the Group– Add the User to the Group
-Securing a Doc Class:Domains
Securing a new Domain
Security Administration
• Creating a new Domain Group – Step 1– Choose Security Admin– Choose Manage Groups of Users– Click New to add another Group
Security Administration
• Creating a new Domain Group – Step 2– Enter Group ID, Name, and Description– [Optionally] Choose Group to Clone– Click Save
Securing a new Domain
Security Administration
• Grant Domain to the Group – Step 3– Choose the “Group Domains” Tab– Click New
Securing a new Domain
Security Administration
• Grant Domain to the Group– Step 4– Grant Access to your new Domain– Click Save
Securing a new Domain
Security Administration
Securing a new Domain
• Grant User to the Domain Group – Step 5– From the Manages Groups of Users Page, Choose
“Group Users” Tab– Click New
Security Administration
• Grant User to the Domain Group – Step 6 – Click the link with our user ID– We’re done. Our User has been added to the
group.
Securing a new Domain
Security Administration
• Steps for Securing a Domain– Create/Identify the Group of Belonging– Add the Domain to the Group– Add the User to the Group
-Review• Steps for Securing a Doc Class
– Create/Identify the Group of Belonging– Grant Doc Class Access to the Group
– Is it already within a domain?– Grant User to the Group
-Review
• Document Admin Practice– Create a new Document Class– Add a new Index– Add a new Domain– Register the Class with the Domain– Confirm the Domain and Doc Class Appear
(Since you are an administrator)
Practic
e
Security Administration
Conclusion
Course Sections PS View Overview Security Basics Document Administration Security Administration Course Review
AGENDA
Paradise Software Thanks You
Thank you for Choosing PS View!
Paradise Software Solutions LLC