Document)Control)

Module)
)
User)Manual)



1) Dashboard ................................................................................................................................... 3
2) Menu .......................................................................................................................................... 3
3)
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)

Issuing Documents ...................................................................................................................... 4

View Reference Reservation ....................................................................................................................................................... 5
Add Reference Reservation ......................................................................................................................................................... 5
View Documents ............................................................................................................................................................................... 6
Add documents / Complete Documents ................................................................................................................................ 7
Upload Files ........................................................................................................................................................................................ 7
Check Document ................................................................................................................................................................................ 7
Approve & Partly Lock Document ............................................................................................................................................ 8
Email Files (Currently not being used by Archen) ............................................................................................................ 8
Print Out 2 Transmittal Copies ................................................................................................................................................... 8
Issue Document, Stamp With Issued Stamp and Attach Stamped and signed transmittal ............................... 8
Set document as received and completely lock document ............................................................................................ 8

4)
a)
b)
c)
d)
e)
f)
g)
h)

Registering a Document ............................................................................................................................................................. 10

Upload Files ..................................................................................................................................................................................... 10
Allocation / Distribution Table ............................................................................................................................................... 10
Approve & Partly Lock Document ......................................................................................................................................... 11
Set document as received and completely lock document ......................................................................................... 11
Register Action ................................................................................................................................................................................ 11
Email Files (Currently not being used by Archen) ......................................................................................................... 11
Distribute Document ................................................................................................................................................................... 11

Receiving Documents .................................................................................................................. 9

5) People ....................................................................................................................................... 12
a) Adding People ................................................................................................................................................................................. 12
6)
a)
b)
c)

Retrieving Documents ............................................................................................................... 13

Opening a folder from the document list ............................................................................................................................ 13
Download a zip file ....................................................................................................................................................................... 13
Navigating Document Threads ................................................................................................................................................ 13

7) Generating Document Logs ........................................................................................................ 14

a) Excel .................................................................................................................................................................................................... 14
b) PDF ...................................................................................................................................................................................................... 14
8) Action Items .............................................................................................................................. 14
9) Cancel Document ...................................................................................................................... 14


1) Dashboard
The dashboard provides access to all the modules the user is permitted to view.

2) Menu

Throughout the ERP, modules can be navigated to using the menu bar


Navigate to
Change
Navigate to
View

modules
Password
dashboard
bookmarks

Breadcrumbs show where the user is in the ERP and
how to navigate back

Log out

Bookmark
location


3) Issuing Documents

a) View Reference Reservation

1 Add a reference
reservation

List reference
reservation

b) Add Reference Reservation

5 S elect a
category.



6 Select
projects.
Hold
control or
Command
on a Mac to
select
multiple.

4 Select
recipient.
The green
plus adds
and the

pencil
edits.

2 Select
outgoing

3 Enter
subject

7 Save

1 Insert date using

calendar (defaults
to the time the
reference is
reserved)

c) View Documents

Search for document by person,
subject, file or external reference

Add
document

Filter
documents
by multiple
criteria

d) Add documents / Complete Documents

Adding and completing documents are similar. Completing a document means there is already data in the document created via the reference reservation
process whereas adding a document needs all the data completed.

1 Add date

2 Select outgoing

3 Enter subject

4 Select recipient
5 Select on behalf if needed
6 Select CC

7 Select multiple projects

8 Add document if needed

9 Select category

10 Add external reference

11 Action date if needed

12 Select document if
needed

13 Select transmittal &
complete transmittal data

14 Create folders for upload
using green plus for
attachments. Make a folder
for each sub folder i.e.
dvd\drawings\new and
dvd\drawings\new2

15 Save document

e) Upload Files

1 Select
Files to
upload

5 Select next

2 Start
upload

3 Cancel
downloads
if needed

4 Delete files if
needed

f)

Check Document

Reopen document record and check all fields to make sure they are correct. Preview the document and transmittal generated if applicable by clicking the
respective buttons in the top right of the document.


g) Approve & Partly Lock Document
Select documents for approval using the checkboxes in the leftmost column. Once selected rows will turn yellow. Select approve files from the
select box and click go next to it.

h) Email Files (Currently not being used by Archen)

i) Print Out 2 Transmittal Copies

Click on the transmittal generated and print 2 copies one for the recipient and one to be attached to the system

j) Issue Document, Stamp With Issued Stamp and Attach Stamped and signed transmittal
The transmittals need to be stamped with the issued stamp and signed by the issuer. The recipient needs to stamp and sign both transmittals. The issuer and
recipient keep a copy of the transmittal. Open the document and in the receipts section at the bottom a folder called transmittal must be created and the
transmittal needs to be uploaded to this.

By clicking save the user is taken to the upload screen. For details see section 3e).

k) Set document as received and completely lock document

Once a document is marked as received it is completely locked and cannot be changed in the future.


4) Receiving Documents

a) Registering a Document
1 Add date

2 Select incoming

3 Enter subject

4 Select issuer

5 Select on behalf if needed

6 Select CC

7 Select multiple projects

8 Add document if needed

9 Select category

10 Add external reference
11 Action date
if needed

12 Select document if
needed

13 Select transmittal &
complete transmittal data

14 Create folders for upload

using green plus for
attachments. Make a folder
for each sub folder i.e.
dvd\drawings\new and
dvd\drawings\new2

15 Save document

b) Upload Files

1 Select
Files to
upload

5 Select next

2 Start
upload

3 Cancel
downloads
if needed

4 Delete files if
needed

c) Allocation / Distribution Table

Once the document has been uploaded to the system it is stamped with the allocation stamp and given to the recipient. Once the recipient has completed the table this
page must be rescanned and uploaded to attachments.

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d) Approve & Partly Lock Document
Select documents for approval using the checkboxes in the leftmost column. Once selected rows will turn yellow. Select approve files from the select box and
click go next to it.

e) Set document as received and completely lock document

Once a document is marked as received it is completely locked and cannot be changed in the future.

f) Register Action
To register the action open the document and click reply / forward. The action person is the recipient and the others are ccd.

g) Email Files (Currently not being used by Archen)

h) Distribute Document
Hard copy of document needs to be distributed to people in allocation / distribution stamp.

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5) People
a) Adding People

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6) Retrieving Documents
a) Opening a folder from the document list

By clicking on a folder, a window will open which will allow downloading of individual files.

b) Download a zip file

Downloads a zip file of all documents selected.

c) Navigating Document Threads

By selecting a document and selecting document history and clicking go all documents related to the current document will be shown.

From within a document by clicking previous and next the next and previous documents in the chain can be viewed.

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7) Generating Document Logs

All data in view can be filtered by various criteria until it is in the form that is required for the log.

a) Excel

By selecting items, selecting download excel file and clicking go an excel file of the document data is downloaded.

b) PDF

By clicking on the print button the print screen is opened. From here orientation must be set to landscape and must be printed to a PDF.

8) Action Items

On creation of a document if that document has had an action date added provided that document will show the action status until a reply / forward is done
which closes out the document.

9) Cancel Document
To a cancel a document open it and click on the cancel button.

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