tui manual

User guideWeb archiving system for agencies

July 2013 Hannover

Table of contents

Titel Page

Opening the web archiving system on the Internet 3

System requirements 4

Web browser menu bar 5

Logging in to the web archiving system 6

The work screen 7

Work area 1 – Creating search queries 8

Work area 2 – “Zip”, “Password” and “Verify documents” 9

Verifying validity of documents (verification) 10

Validity of documents checked (verified) 11

Work area 3 – List of search results 12

Your search results 13

Display documents from the list of search results 14

Download documents in the list of search results 15

Logging off from the web archiving system 17

Opening the web archiving system on the

Internet

� As for other systems, setting up the log in for the web archiving system is done using the familiar TUI

Agency System.

� As this is a pure web-based application, the user navigates to the login page by entering the following web

address:

http://archivsystem.tui.com/extern.

� A log in window opens. Please use your access data to log on.

� If you want to save the page to your Desktop, just follow these steps: “File” � “Send To”

� “Desktop (Create shortcut”)

System requirements

� You can log on using a web browser (like Internet Explorer version 5.5 or higher, Mozilla

Firefox, Opera).

� To open documents you need to have a PDF reader (e.g. Adobe Acrobat Reader in version

6.0 or higher) installed on your computer. If a reader is not installed, you can download the

Abobe reader from http://www.adobe.de/products/acrobat/readstep2.html and then install.

� To import and display documents on your computer you will need to be running the

Microsoft Windows XP operating system or higher and have a program such as WinZip

installed.

� Your computer must support Java Runtime Environment (JRE) version 6 or higher.

� Background information: The documents are saved in PDF or TIFF formats in the web

archiving system. To be able to open them, your computer must meet the above

system requirements.

Web browser menu bar� The Microsoft Internet Explorer browser menu bar features the following standard internet

functions:

1. Scroll back with the “Back” button

2. Scroll forwards with the “Forward” button

3. Stop (the current process)

4. Refresh the screen content

5. Print the screen content (only the current tab)

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23

4

5

Logging in to the web archiving system� Open the web page to display the log in screen.

1. Enter your user name and password

� Note: You must first recieve a new passward by email – enter this

password (at least 8 characters).

2. Click the “Log in” button or the Enter key to log on.

3. If you have forgotten your password, you can click on the “Forgot password”

button. The system will then email you a password.

1

2 3

The work screen

� The work screen has different areas:

1. Area1 � Document classes, search masks and filter options

2. Area 2 � additional menu items “Download as Zip archive”, “Change password” and “Verify

documents”

3. Area 3 � shows a list of your search results

1

2

3

Work area 1 – Creating search queries

Under menu item “Document classes” you can narrow down your search by

selecting individual document classes. To remove a document class from the

search, click on the green tick in the relevant check box. If you leave the default

settings, your search will always include all the documents assigned to you.

In the “Status” menu your can choose between “Unread” (default), “Read” and

“Both”

You can narrow down the range of booking agencies by selecting “from” and “to”

(e.g. from 2345 to 12348) – always assuming you have access rights to a range of

booking agencies.

You can pre-select a dispatch agency by entering the agency number in the field

(e.g. 55555)

You can narrow down the document creation dates by entering suitable dates in the

“from” and “to” fields (e.g. 01.01.2009).

You can directly select the desired company by choosing the name from the names

listed (e.g. TUI Deutschland GmbH)

Click on “Search” or hit the “Return” key to start your search.

Work area 2 – “Zip”, “Password” and “Verify

documents”

1

2

1 If you marked a number of documents, you can download these together in a Zip file

to your PC. (see also page13 of this guide)

2 Any time you like you can change the password sent to you by email by clicking this

button.

3 To verify accounting documents, click this button to open an application that lets you

check the validity of the electronic signature on the document in question.

3

Work area 3 – List of search results

By default all “Unread” documents are shown in

the search results. You can change this status by

marking each individual document and reading it

or by clicking on the “Mark all unread

documents” -- for downloading.

When a document is changed from “Unread” to

“Read” status, the current time is added and a

green tick is placed in front of the document.

Verifying validity of documents (verification)

� The window shown below is opened.

� To verify a PDF document, click on “Search”. You can select the storage location of the document to be

verified in the pane that opens. The document name is automatically displayed in the field to the left of

the “Search” button.

� To start the verification process click on “Verify PDF document”

Validity of documents checked (verified)

� The pane below opens.

This pane shows all details available on the PDF document (e.g. whether this is the original document)

Max Mustermann

Your search results

Display documents from the list of search

results

� To display documents shown in the list of search results, you can either select the

document directly by clicking on it or you can mark it for downloading.

� If you only want to display one document, then a simple click on the document will open

either Adobe Acrobat Reader in the case of a PDF or an image viewer for a document in

TIFF format.

Download documents in the list of search

results

3

1. Click here to select all unread

documents.

2. If you want to de-select a document,

click here.

3. Click the “Save as Zip archive” button

to download the selected documents

Opens the user guide Display user guide in

German

Display user guide in

English

1 2

Download documents in the list of search

results

3

1. Click here to select all unread

documents.

2. If you want to de-select a document,

click here.

3. Click the “Download as Zip file” button

to download the selected documents

Opens the user guide Display user guide in

German

Display user guide in

English

1 2

Logging off from the web archiving system

� To log off from the web archiving system click the button at the top right hand corner

of the screen.

� It is important to log out from the application officially – using the log out button – as

there is a time lag disconnecting the active application from the archive database if you

simply close the browser tab.

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