Total Recall Web Web Module Manual and

Customer Quick Reference Guides

COPYRIGHT NOTICE

Copyright 1994 - 2009 by DHS Associates, Inc. All Rights Reserved. All TOTAL RECALL, TOTAL RECALL SQL, TOTAL RECALL FOR WINDOWS Records Management documentation, as well as any accompanying software, are protected under Federal Copyright Law. No part of this or any related publication or accompanying software may be copied, transferred, or distributed to any person without the expressed written permission of DHS Associates, Inc.

LIMITATIONS OF WARRANTY AND LIABILITY

DHS Associates, Inc., makes no warranty, expressed or implied, with respect to this computer software product or with respect to this manual or its contents, its quality, performance, merchantability, or fitness for any particular purpose or use. It is solely the responsibility of the purchaser to determine its suitability for a particular purpose or use. DHS Associates, Inc., will in no event be liable for direct, indirect, incidental, or consequential damages resulting from any defect or omission; in this software product, any documentation manuals, the program disks, or related items and processes, including, but not limited to: any interruption of service, loss of business or anticipatory profit, even if DHS Associates has been advised of the possibility of such damages. This statement of limited liability is in lieu of all other warranties or guarantees, expressed or implied, including warranties of merchantability and fitness for a particular purpose.

Table of Contents

C H A P T E R 1 - INSTALLING TOTAL RECALL WEB .....................................................5

Before You Begin .......................................................................................................................6

Installing the Web Module ...................................................................................................7

Register .dll files.....................................................................................................................9 Create Virtual Directory ........................................................................................................9 Enable Anonymous Access / IUSR .................................................................................12 Set WEBTR and RECALL Sharing and Security ..........................................................13

Log In Screen ...........................................................................................................................16

Creating the Web Help file.......................................................................................................17

Adding Company Logo ............................................................................................................17

C H A P T E R 2 - TOTAL RECALL SYSTEM SETUPS ....................................................20

System Parameters for the Web Server ...................................................................................21

System Security Settings for the Web Server...........................................................................24

System Item Type Settings........................................................................................................27

Master Service Codes ...............................................................................................................28

C H A P T E R 3- TOTAL RECALL CUSTOMER SETUPS...............................................30

Customer Maintenance Settings..............................................................................................31

Custom Captions and Item Types ............................................................................................35

Set up Rapid Order Screens .....................................................................................................37

Establish Customer Web Security............................................................................................41

C H A P T E R 4 - IMPORTING AND PROCESSING WEB WORK ORDERS...............43

C H A P T E R 5 - FREQUENTLY ASKED QUESTIONS ..................................................49

QUICK REFERENCE GUIDES................................................................................................53

Web Module Introduction .........................................................................................................55

User and Delivery Site Setup ....................................................................................................61

Request and Rapid Order ..........................................................................................................65

Add............................................................................................................................................74

Query.........................................................................................................................................78

Reports ......................................................................................................................................83

3

Chapter One

Installing Total Recall Web

C H A P T E R 1 Installing and Preparing Total Recall Web Overview Total Recall Records Management Web Module saves time, speeds processing and gives a Records Center client the ability to control the accuracy of their record identification information. Total Recall Web presents a convenient, direct link to the Total Recall database for the end-user and allows the ability to request items, view reports, query inventory and even edit limited record information. Using reports and queries, the Web User also has the ability to monitor the movement and view the history of their records. This manual is designed to assist the Records Center with the installation and initial setup of Total Recall Web. Basic operational procedures and end-user operations are detailed, as well. The guide is divided into six sections. Installing the Web Module Software Step 1 outlines basic installation of the Web Module software on the server, linking Total Recall and the Web Module, and customizing the graphical interface. Setups in Total Recall Step 2 covers the system setups to be performed in Total Recall. System Parameters, Security, and Item Type settings are modified in this step. Customer Setups in Total Recall Step 3 details the customer settings that enable the record center’s customers to utilize Total Recall Web. Customer Maintenance, Item Type, Custom Captions and Rapid Order setups are established here. Importing Web Server Work Orders Step 4 covers the steps that a records center Total Recall user must perform to import work orders created by the Web User. Frequently Asked Questions Chapter 5 offers answers to some of the most commonly asked Web Module questions. Common error messages and helpful links are listed here, as well. Using the Web Module This section is a series of comprehensive Quick Reference Guides that cover each menu option available to the Web Users. Day-to-day operations, such as requesting deliveries and/or pick-ups, adding containers and files, viewing reports and queries, are detailed in concise documents that can be duplicated or modified and given to the record center’s customers.

5

Before You Begin Prior to installing the Total Recall Web Module software, ensure all of the following items are present. • Total Recall Records Management Software installed and operating on the System Server.

• Internet Information Services® version 5, 5.1 or 6.0, provided by Microsoft®, installed and operating on the System Server.

• Windows Server 2000® Server 2003® or Windows XP Professional® operating system. Total Recall Web will not work on Windows XP Home Edition® or with Windows 98®.

• Your customers will need Internet access and Internet Explorer® 6.0 or 7.0 web browser. No additional software or hardware is required.

• If your business has its own web page, a link to the Total Recall Web Module can be created for your customers from that page. Consult your IT specialist or ISP Support to assist with link creation.

The installation requires exclusive use of Total Recall, and it should be performed on the System Server. Prior to beginning, note the data path address of the Total Recall data files in the box below. Click System > Data Path to display the location of the Total Recall database files. Total Recall Database Files: Note: Many DHS clients find it helpful to use the assistance of an IT Specialist to help with system server, internet service provider, and third-party software issues not part of Total Recall or Total Recall Web.

6

Installing the Web Module Install Program Files

Step 1

Insert the CD for the Web Module into the CD drive of the server. If the computer has an autorun feature, the installation will begin automatically. If the installation does not run automatically, proceed to Step 1A. If it does run automatically proceed to Step 2.

Step 1A

After inserting the CD, select <Run> from the Start menu.

e drive letter should e the CD drive on your

Key in: D:\WEBTRxxx.EXE, (xxx corresponds to the version number), then click <OK>. This will begin the installation process. Note: Thbserver.

Fig. 1. 1

Step 2

Installation begins with a Welcome window. Click <Next> to continue. In the next screen, Select the Destination Directory, click <Next> to accept the

commended directory for the Web Module. Note: The Web module must e installed in the WEBTR folder. (Fig. 1.3)

reb

Fig. 1. 2 Fig. 1. 3

A progress window will display as files are being copied. When complete, proceed to Step 3.

For future reference, please note the comeb Module pro

NOTE:

plete drive and directory path where the

gram files were installed. W Web Module Program Files:

7

Step 3

Fig. 1.4 shows the Set Data Path window. Select the <Add> button to select the path where the Total Recall data files are located. Note: Refer to your notes on the Before You Begin page for the location of the Total

Recall Database files.

Fig. 1. 4

ppropriate path, select to highlight, then click < elect>. Once Path window is complete (similar to Fig. 1.5), click <Ok>.

Navigate to the a Sthe Specify Data

Fig. 1. 5

Note: To manually set or reset the data path to the Total Recall in the future, open the WEBTR folder and locate the Setpath.exe file. Double-click to run the application and

isplay the window in Fig. 1.5. Use the <Add>, <E Delete> buttons as needed. d dit> or <

8

Step 4 When the Installation Completed window displays, click <Finish>. A system message will prompt (similar to Fig. 1.7) to restart the computer. Click <OK> to restart the computer and complete the installation and registration process.

Fig. 1. 6 Fig. 1. 7

Register .dll files Once the system has been restarted, the next step is to re-register the .dll files. From the Windows Start menu, click Run. In the Run dialog box, enter REGSVR32 <path to web>\webstd7.dll. (Refer to Web Module program file location above for complete path name.) (Fig. 1.9) A system message will display that the .dll was succesfully registered.

Fig. 1. 8 Fig. 1. 9

Create Virtual Directory Internet Information Services is an integrated feature built into Windows operating systems. The Total Recall Web Module and Vault Web Module use IIS to allow customers to view their data, input data, and request activities via the internet. Total Recall Web requires Internet Information Services® version 5, 5.1 or 6.0, installed and operating on the System Server. NOTE: IIS is a Microsoft product; any issues related to IIS should be addressed with an IT Specialist or with Microsoft. Step 1 To begin, open Internet Information Services by clicking the Windows Start

9

button and then selecting Run… In the Run dialog box, enter inetmgr and then click <OK>. Internet Information Services program window will open. The server name will be listed below Internet Information Services; click the <+> symbol beside the server name to expand and display the Default Sites and Servers. (Fig. 1.11)

Fig. 1. 10 Fig. 1. 11

Step 2 Right-click on Default Web Site and select New > Virtual Directory to open the Virtual Directory Creation Wizard. Click <Next> to begin.

Fig. 1. 12 Fig. 1. 13

Step 3

Enter the name of the Virtual Directory (usually WEBTR) to be created in the Alias field and then click <Next>. The next step locates the content to publish on the web site. Use the <Browse> button to locate and select the directory where the Web Module was installed. Click <Next> when complete.

Fig. 1. 14 Fig. 1. 15

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Step 4 On the Access Permissions window, verify that Read and Run scripts are

enabled, then click <Next>. Click <Finish> to complete the wizard.

Fig. 1. 16 Fig. 1. 17

Step 5

The next step is to establish the appropriate properties and permissions for the new Virtual Directory. Return to IIS, expand the Default Web Sites, and locate the WEBTR directory. Right-click and choose Properties from the shortcut menu. (Fig. 1.18) A properties window, similar to Fig. 1.19 will open. NOTE: The Properties box may vary slightly depending on the version of IIS.

Fig. 1. 18 Fig. 1. 19

Step 6 Click the Documents tab. Verify Enable Default Document is checked, and verify all four documents in Fig. 1.20 are present. If necessary, click <Add> and use the Add Default Document window in Fig. 1.21 to add all documents.

Fig. 1. 20 Fig. 1. 21

When complete, click the <Apply> button at the bottom of the dialog box to apply these changes.

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Enable Anonymous Access / IUSR Internet Information Services uses an anonymous user that is assigned to any outside connection coming in through IIS. This account is not listed in the default Everyone user group and must be manually added to folder permissions. Step 1 From the WEBTR Properties dialog box, click the Directory Security tab.

Click the <Edit> button to modify the authentication and access.

Fig. 1. 22

Step 2

The next screen will vary depending on the version of IIS. If the Authentication Methods box is similar to Fig. 1.23, check the Anonymous Access check box and then click the <Edit> button to open the Anonymous User Account screen. If the Authentication Methods screen is similar to Fig. 1.24, check the Enable Anonymous Access checkbox.

Fig. 1. 23 Fig. 1. 24

From either location, this will display the Anonymous User Account information. This is the account that will need to be added to security of the Web and/or Vault Web program folders. The Username will be different on different networks. By default, the user name begins with the prefix IUSR_xxx. Record the anonymous user for future use for permissions setup. Anonymous Internet User Account:

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Note: Depending on the version of IIS, there is an option to allow IIS to control password. If available, leave that option enabled. Click <OK> to save changes and close all dialog boxes. Click <OK> to close the WEBTR virtual directory property dialog box. Finally, close Internet Information Services. Set WEBTR and RECALL Sharing and Security NOTE: The actions in detailed below must be completed on both the WEBTR and RECALL folders. For demonstration purposes, however, only the WEBTR directory will be shown. Please set Sharing and Security for RECALL after WEBTR. From either My Computer or Windows Explorer, locate the WEBTR directory that the Web Module program files were installed in. Right-click and choose Properties from the shortcut menu to open the WEBTR Properties dialog box. NOTE: The tab names, number, and/or order may differ slightly depending on the operating system installed.

Step 1

Click the Sharing tab and enable the Share this folder option. The Share name field will populate. Click the <Permissions> button to add the Anonymous Internet User account. Even though, Everyone has permissions, the Anonymous Internet Account needs to be added. Click <Add> to open a Select Users or Groups dialog box. (Fig. 1.25 or Fig. 1.26) NOTE: The screen may differ slightly depending on the operating system installed.

Fig. 1. 25 Fig. 1. 26

Step 2 In either location, key in the Anonymous Internet User Account where

prompted. Click <Check Names> to verify. Once verified, click <OK>.

13

Fig. 1. 27 Fig. 1. 28

Step 3 Select the Internet Guest Account, and click to Allow Full Control. Click <OK> to save and exit the Permissions dialog box. From the Properties screen, click <Apply> to save these changes.

Fig. 1. 29

Step 4

Next, click the Security tab (Fig. 1.30 or Fig. 1.31). The Internet Guest account will need to be added and given Full Control access. Click the <Add> button and follow the steps above to add the IUSR account. Note: If there is an option to Allow inheritable permissions to propagate to this object, check to enable. When complete, click <Apply> to save these changes.

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Fig. 1. 30 Fig. 1. 31

Step 5

Finally, from the Properties screen, click the Web Sharing tab. Enable the Share this folder option, and verify the alias is the one created with the Virtual Directory Wizard. Note: The tab appearance my vary depending upon the operating system. Click <Apply> to save these changes.

Fig. 1. 32

When all settings have been established, click <OK> to save settings and close the WEBTR Properties dialog box. Next, locate the directory that houses the Recall program files (usually RECALL) and repeat Step 5 for that directory. NOTE: The preceding actions must be completed on both the WEBTR and RECALL folders. For demonstration purposes, however, only the WEBTR directory is shown.

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Log In Screen The User must log on, using a given User ID and password, which was setup within Total Recall. Fig. 1.33 displays the Security Control Form / Log On Screen.

Log-in Screen

Fig. 1. 33

An unsuccessful Login to the Web Module will create a system message: User ID or Password Invalid! If Login is successful, the Menu bar, similar to Fig. 1.34, will display identifying the Current User and their associated the organization, displayed as Customer.

Menu Options

Fig. 1. 34

Request The first drop-down menu is the Request menu. It contains the options for identifying and placing items on the list as a submission to a work order.

Query The Query menu allows the user to search for items. Queries can look up

items such as fungibles, boxes or files. User The User menu contains options pertaining to the Web User, Customer,

current and past work orders, as well as the Log Out function. Add The Add menu allows the user to add containers and indexed items.

Reports The Reports menu contains options representing the different reports provided

by the Total Recall Web Module Program. Help The Help menu allows the user to view a web help file.

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Creating the Web Help file To create the web help file right click on the file named webhelp.html in the web folder on the server. Selecting edit will allow you to add and edit information to the help file. The contents of Microsoft™ Word documents and text documents can be copied and pasted into the help file. The text from a pdf file can be copied and pasted into the help file. Information that is entered into the help file will be displayed when web users select Web Help from the Help menu.

Web Help Selection

Fig. 1. 35

Sample Help File

Fig. 1. 36

Adding Company Logo Once the Web Module is installed, the records center name and logo can be placed on the header, replacing the Total Recall logo and standard graphic.

Customized Web Log-In Screen

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Fig. 1. 37

Step 1 Locate the WEBTR folder, then open the Images folder. Locate the files webpicture.gif and webcompany.gif.

Fig. 1. 38

Step 2

DHS Worldwide recommends creating a copy of these two default graphic files. Right-click and choose Copy, then right-click again and choose Paste. Two new files, Copy of Webpicture.gif and Copy of Webcompany.gif will now appear in the folder.

Step 3

Open the graphics manger program used to view and/or edit the new logo and picture files. Open the file to replace the Total Recall logo. Use the graphics manager program’s sizing function to give the graphic the following approximate dimensions: 287 pixels wide x 71 pixels high.

Fig. 1. 39

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Step 4 From the File menu, choose Save As. Navigate to the WEBTR\Images folder and select the webcompany.gif file. Click <Yes> when prompted to replace the existing file.

Fig. 1. 40

Step 5

To replace the default picture file, repeat the process in Steps 3 and 4, replacing the webpciture.gif file. Resize as needed, using the following dimensions: 468 pixels wide x 71 pixels high. Again, choose File > Save As, navigate to the WEBTR\Images folder and select the webpicture.gif file. Click <Yes> when prompted to replace the existing file.

Step 6 Verify the new images display properly, using the browser’s Refresh

function. Adjust image sizes if necessary, following the steps above. Web users will now see the customized header on all screens.

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Chapter Two

Total Recall System Setups

C H A P T E R 2 Total Recall System Setups Overview Prior to launching Total Recall Web Module for client use, a number of settings must be modified within Total Recall to ensure the main program and the Web Module function properly. The four major System Setups are covered in this chapter. Once these are complete, individual customers can be set up to use the Web Module; those settings are covered in Chapter Three. System Parameters Settings System Parameters settings affect how Total Recall operates and create the system-wide defaults. There are five settings the system administrator must address in operating with the Web Module. System Security Settings System Security is where the system administrator can assign access levels for all records center Total Recall users and can create the system security defaults for Web Module users. The level of access determines what operations can be performed in each menu option. System Item Type Settings Item Types allows the record center to customize reference fields by the type of records stored. To use the Web Module, item types MUST be set up for all records that are to display on the web server. Most often, item types are simply BOX and FILE, but they can be more specific if needed. Once established, individual customer item types can be personalized with reference field captions specific to that customer. Master Service Code Settings Each action performed on behalf of a customer is a service provided for that customer. Total Recall records and tracks these services according to service codes. Services, and their associated codes, available to web module customers must be designated for Web Service. System Parameters for the Web Server The following is a review of parameter selections in Total Recall that pertain to the Web Server. From the System menu, choose Parameters to open the System Parameters window. Settings on the Company/Billing tab and on the Barcode/Field Lengths tab must be addressed.

Fig. 2. 1

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Company / Billing Tab

Fig. 2. 2

SMTP Setup To utilize Total Recall Web’s After Hours Notify feature, enter the applicable Mail Server information in these fields.

Check for related storage code on Web

When utilizing multiple container sizes and when Related Codes and Add Codes are fully established and size-specific, enabling this option will have Recall check for Related Storage Codes when adding a box from the Web Module.

Sort record series on Web by

Determines the display order for Record Series. Select Code to sort by the related Retention Code number; select Description to sort alphabetically by the record series name.

System Parameters: Work Order / Space Allocation tab

Fig. 2. 3

Use Work Order Description on the Web

This option will use the Related Service Codes for Web Orders the same as it does when creating Work Orders directly through Total Recall.

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Work Order Descriptions Setup

Fig. 2. 4

Enable Web Service

Select which Work Order Descriptions that the web users will be able to see on the web on the Default Work Order Descriptions screen by clicking the Enable Web Service option.

Barcode / Field Lengths Tab

Fig. 2. 5

Engage Auto Print Web Orders

If this option is enabled, the Work Order Print screen will automatically display after Web Orders have been imported, allowing the user to print the newly imported Web Orders.

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System Security Settings for the Web Server Security settings for both records center Total Recall users and Web Module users should be established. Consider each user’s needs when setting System Security settings, and consider what features all customers are to have when creating Global Web Security settings. Records Center Total Recall Users The Master Security Officer or System Administrator should modify each records center Total Recall user’s security settings to address the level of access to Web Module settings. Select System > Security > Add/Edit Individual Security Settings to open the System Security window similar to Fig. 2.7.

Fig. 2. 6

System Security / User Maintenance Screen

Fig. 2. 7

Do not notify user of pending web orders

This check box allows the System Administrator to disable the Web Notification feature for selected Users. If this box has been checked, the user will not receive the notification that Web Orders are pending.

Hide Authorized User Passwords

This check box allows the System Administrator to mask or allow the web password to be seen for the User. If this box has been checked the web password will be masked if the user double clicks on the Authorized Individual.

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System Security / File Tab

Fig. 2. 8

Web Server The Web Server feature allows the user to import pending web orders into Total Recall. If Complete is enabled, the user will be able to import Web Orders; if None is enabled, the user will not have the option on the File menu.

System Security / Maint Tab

Fig. 2. 9

Web Security Update

The Web Security Update allows a user in Total Recall to modify Web Security settings for the records center customers. If Full is enabled, the user will be able to modify Global and/or Individual Customer security settings. If None is enabled, the user will not have the option on the Maintenance menu.

NOTE: In addition to these Web Module-specific settings, please review each user’s settings for other Maintenance menu options, primarily Customer Maintenance, Master Service Codes, Customer Service Codes, and Item Types.

25

Web Module Users Again, the Master Security Officer or System Administrator should create the minimum, default Web User security settings. These options determine how the records center will operate with the Web Module. In addition, when customers are set up for Web Module use, these settings are copied as the default security settings. Select Maintenance > Web Security Update > Global Security Update to access the window similar to Fig. 2.11.

Fig. 2. 10

Global Web Security Update

Fig. 2. 11

Each tab corresponds with menu choices in the Web Module. Enable the features a standard Web Module user should have access to. Individual customer settings and individual user settings can be further customized, but the settings established here are the minimum defaults.

When all settings are established, click <Copy> to update all customer settings.

Click <Exit> to exit without saving.

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System Item Type Settings Item Types allows the record center to customize reference fields by the type of records stored. To use the Web Module, item types MUST be set up for all records that are to display on the web server. Total Recall ships with default BOX and FILE item types, but additional types can be created, if necessary. To modify Item Types, follow Maintenance > Item Types > Individual Item Type Records. A window similar to Fig. 2.12 will display.

Item Type Maintenance Screen

Fig. 2. 12

Add an Item Type

Click on the <Add> button to enter a new item type. A blank entry screen will display allowing for entry. Enter all pertinent information and click the <Save> button to add the item type, or click the <Revert> button to discard the new record and return to the item type screen.

Edit or Delete an Item Type

Using the <First>, <Previous>, <Next> or <Last> buttons or the <Search> button to select a record to be edited. Click the <Edit> button to modify a previously entered item type, then click the <Save> button or click the <Revert> button to discard the changes. Click the <Delete> button to delete the item type displayed. The system will prompt the user: Do you want to delete this record? Click <Yes> to proceed with the record deletion.

Item Type Enter the name of the item type. Each type should be unique. Default Storage Code

At the system level, this field is typically left blank to allow for more flexibility in billing. It may be used, however, if only one storage code is applicable to this specific item type.

Customer and Department

Again, at the system level, this field is typically left blank. It may be used, however, to allow a customized item type to be assigned to a specific customer and/or customer department. Use the <Locate Customer> button and the drop-down list to search for customers and departments.

Storage Type Radio buttons for Container, Index Item, Both or Neither. Select one per type.

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Master Service Codes Each action performed on behalf of a customer is a service provided for that customer. Services, and their associated codes, available to web module customers must be designated for Web Service in the Master Service Code listing. To edit the Master Service Codes, follow Maintenance > Master Service Codes > View Individual Service Codes. A window similar to Fig. 2.13 will display.

Master Service Code Screen

Fig. 2. 13

When setting up service codes, the following should be noted and considered: • The Container Storage Codes and the Container Add Codes should have an associated

Item Type on the Service Code screen. This will add the Item Type with the Container as it is added to inventory either through a Barcode Import or through a Web Server import. Item Types for Files entered using the Web Server need to have the Item Type associated with the web enabled Add File Code. This will add the Item Type to each file added using the Web Server. Note: Queries on the Web will only show containers/files that have an Item Type assigned.

• If there is more than one Delivery Option to select, these codes will need to be checked Web

Service. If there are no Transportation codes selected as Web Service then the Select Transportation Option will not display on the Delivery Setup screen.

Note: The user can set up service codes to use specifically for the web. This allows the user to collect statistical data for web services separate from Normal/In-house generated Services. EX. How many retrievals were requested via the web vs. phone, fax, email etc. Service Code This is a three (3)-character code that identifies the service. Description This field contains a brief description of the service code. This description

does display when users are creating work orders and as a description of the service on the customers’ invoice.

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Category Code The category code field is a drop down menu of 13 options, which group similar service codes together. Each service code must be assigned a category code, this category code ensures that the service displays on the appropriate work order screens

Type This field allows the user to associate an item type to a storage service code or

to an add service code. Item types identify the item type being stored, typically BOX or FILE. Item types are required for the web module.

Web Service Checking this box activates the service code on the web server. When

checked, this code and its function will be accessible from the Web Module. Services, and their associated codes, available to web module customers must be designated for Web Service in the Master Service Code listing.

Web After Hours

When checked, Total Recall Web will send an email to the Records Center notifying this code has been selected by a Web User. To use this feature, the SMTP Setup fields on the System Parameters window must be complete.

Web Send Mail Option

Fig. 2. 14

29

Chapter Three

Total Recall Customer Setups

C H A P T E R 3 Total Recall Customer Setups Overview After System Setups are modified for use with the Web Module, individual customers can be set up to use the Web. There are a number of settings to be modified in the Customer Maintenance window for each customer that will be using the Web Module. Review Customer Maintenance Settings Preparing a customer for Web Module use is a good time to review, update and complete additional fields in the Customer Maintenance settings. General Options, Billing and Transportation Options, Customer Service Codes, Customer Departments, and Customer Delivery Sites should be checked for accuracy and completeness. Create Custom Captions for Item Types Custom Captions allow each customer to add, request, query and report their inventory with field identifiers that are specific to their business needs. These captions work with Customer Item Types, making it easy for Web Users to process their requests. Set up Rapid Order Screens Rapid Order Setup is an additional set of defaults/parameters specifically for the Web Module, designed to add extra security on what tasks specific customers will have the ability to do. These features are established on a customer-by-customer basis. Establish Customer Web Security Each Customer’s Web Module users must be set up with a Web Login and a Web Password. Additional security settings are established and modified in this step, as well. Customer Maintenance Settings Below are Customer Maintenance settings in Total Recall that should be reviewed prior to setting up Web Module service. From the Maintenance menu, choose Customers > Individual Customer Records to open a Customer Maintenance window similar to Fig. 3.2. Settings on the General tab, Billing Options tab, and on the Customer Service Codes, Customer Departments, and Customer Delivery Sites buttons will be addressed.

Fig. 3. 1

31

Customer Maintenance

Fig. 3. 2

General tab Default Delivery Address

The customer’s default delivery address. Additional delivery addresses can be entered on the Customer Delivery Sites rapid entry screen, but the primary location for item delivery should be listed here.

Department Required

This option, when engaged, requires that a valid department code be entered for every service entered on a work order. If this option is selected, a listing of valid departments must be entered and maintained on the Customer Departments rapid entry screen.

Billing Options tab / Minimum Transportation Settings Base Service Code and Related Code

The Base Service Code is the basic transportation code for the work order line charges. The Related Code is the charge for additional items in excess of the number established in # of Deliveries in Base.

# of Deliveries In Base

Enter the number of transportation lines to be included in the Base Delivery code. Any lines exceeding this number will incur additional transportation charges, using the Related Code.

<More > Check to the left of all

work order line types that a transportation charge is to be automatically assessed.

Fig. 3. 3

% Surcharge on Transportation

Enter any Transportation Surcharge percentage amount. Total Recall calculates a percentage of the total Transportation charges per work order and then adds that amount to the total.

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Customer Service Codes In many instances, Customer Service Codes are created from the Master Service Codes. Therefore Master Service Codes marked for Web Service during System Setup will copy as Customer Service Codes enabled for Web Service. The actions available on the Web can, however, be further customized for individual customers. From the Customer Maintenance window, click the <Customer Service Codes> button to open a listing of Customer Service Codes. Double-click on any code to open the Customer Service Code Maintenance window similar to Fig. 3.4. Use the navigation buttons to scroll through the different codes, verifying price, item type, and related codes. Each action and code that is to be available on the Web Module should be checked Web Service. Use the <Edit>, <Add> and <Delete> buttons to modify the codes.

Customer Service Code Maintenance

Fig. 3. 4

Customer Delivery Sites The lists all locations or sites for the selected customer. Each site will be a delivery option on the Web module. If the customer has multiple locations, each should be listed as completely as possible. If the customer has only one location, it will not be necessary to enter information into this screen. Click <Add> to open the Customer Site Maintenance window in Fig. 3.5. When complete, click <Save>.

Customer Site Maintenance

Fig. 3. 5

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Customer Departments Customers may have multiple departments, each operating in different manner or each located at a different site. If the Department Required option was selected on the general tab of the Customer Maintenance window, valid departments must be entered. Click the <Customer Departments> button to open the Rapid Data Maintenance Screen for Customer Departments. Click <Add> to open a Department Maintenance window similar to Fig. 3.6. When complete, click <Save>. Departments can also have separate custom captions. In System Parameters, if Show Department Captions was enabled, a Custom Captions tab will display in the Department Maintenance window. Customize captions as needed, to have these department captions display instead of the customer or system captions. (Fig. 3.7)

Customer Department Maintenance

Fig. 3. 6

Fig. 3. 7

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Custom Captions and Item Types From the Custom Captions tab, the user has the ability to customize the captions for the description and reference fields, this allows for easy and more accurate data entry. Any caption entered on the System Parameters screen will automatically be copied to the customer caption screen and can be modified from there. To simplify and create more accurate data entry screens, the user has the ability to change what is reflected on the work order line input screen by customizing the reference fields to reflect the information to be contained within said field. For example, if the customer box number is to be entered in the reference 1 field, by changing Reference 1 to Customer Box #, the person doing data entry knows that a box number is to be entered in that field. These custom captions also appear in the report headers, therefore when reports are printed for customers, the report is more easily read and understood by the customer.

Custom Captions in the Customer Maintenance Screen (Fig. 3.8) are used in Total Recall and in the Web Module. Once they are entered here, they can then be copied to Item Types. Note: Item Types must be set up in order to use Rapid Order, Reports and Queries on the Web.

Customer Maintenance / Custom Captions

Fig. 3. 8

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Once Item Types are added, proceed to the Customer Maintenance screen for that customer and go to the Custom Captions tab. Click on the <Copy Captions to Item Types> button on the right side of this screen. (See Fig. 3.9) This will copy the customer captions to all Item Types for that Customer ID.

Customer Maintenance - Custom Captions Tab

Fig. 3. 9

On this screen, enter the customized caption for all appropriate fields. Enter an abbreviated version of the custom caption for those areas within Total Recall where the entire caption cannot be displayed. This abbreviation should be no more than six characters. If the <Unique> checkbox has been checked to the right of the reference 1 field, this indicates that the information entered into this field will automatically be verified that it is unique. When creating a work order, if information is entered into the reference 1 field that is not unique for the customer, a message will display that the reference 1 is not unique and cannot be saved.

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Set up Rapid Order Screens Rapid Order Default Setup is an additional set of defaults/parameters specifically for the Web Module. These defaults/parameters add extra security on what specific customers will have the ability to do or how the web will perform for them. These features are established on a customer-by-customer basis. Service Codes to be used on the Rapid Order Screen If web users will be using the Rapid Order screen, select the service codes that will be used by default in the Web Module for Rapid Order. These codes are used in the Rapid Order option, for retrieving and re-filing. The descriptions are customizable and will appear in the Request Menu for Rapid Order option in the Web Module.

Rapid Order Setup

Fig. 3. 10

Miscellaneous Options for Rapid Order Allow In-house users to add new Items

If this check box is selected the Total Recall user will be allowed to add an item in the Open Shelf Screen in Work Orders if the item being searched for was not found.

Apply strict validation rules on in-house users

Again, for Total Recall users in the Open Shelf Screen. Check this box if you do not want to allow the users to request an indexed item that is currently showing as being retrieved. If this option is selected, when an item is retrieved, it will show as Checked Out in the select column on the result screen of the web server with the retriever name and date out listed in the status/comments column.

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Apply strict validation rules on web rapid order screen

Check this box if web users will not be allowed to Request an Item that is currently showing as being Retrieved. If this is NOT checked, when a Retrieved Item is displayed as a search result, the Select column will have Retrieve enabled, the Status/Comments column will display a comment that the Item is out and indicate the name of the Retriever (if available) and the Date the Item was Retrieved. Users will also be able to add to inventory through the Rapid Order screen if this option is NOT checked. It is generally recommended that this option be checked.

Do not allow request for pickups on rapid order screen

This feature is only enabled if the previous feature has been selected. Check this box if web users will not be allowed to pickup requests via the Rapid Order screen. The Select column will display Checked Out and no action will be admissible. The Status/Comments column will state the name of the Retriever (if available) and the Date the item was retrieved.

Apply strict rules on web delivery Setup screen

Check this box if users will not be allowed to alter the Delivery Address for the current work order. With this item checked, the delivery address can be changed if additional delivery sites are set up, but the user does not have ability to alter any address. If this is checked, the user can use the comments field to enter any specific delivery instructions.

Include Long Descriptions

This will allow the description and the long description fields to be searched together when querying the description field on the Query Menu.

Do Not assign Storage code to new Containers on Web

By checking this box, containers will be added to inventory but not with an associated Storage Code even if the Add Code has a related storage code. This will allow the correct storage code to be assigned upon arrival to the Record Center.

Auto assign TR container # on web imports

Check this if users do not pre-assign labels to the customers. This will allow containers to be added to inventory without entering a barcode number. The barcode number will be assigned upon import of the web order into Total Recall. Once imported, labels can be printed from the work order and applied to the containers when they reach the facility.

Auto assign TR file # on web imports

Check this if users do not pre-assign labels to the customers. This will allow files to be added to inventory without entering a barcode number. The barcode number will be assigned upon import of the web order into Total Recall. Once imported, file labels can be printed from the work order and applied to the files when they reach the facility.

Check TR container pre-assign labels on web

If this check box is selected, then only container barcode numbers that have been pre-assigned to that customer will be accepted when adding to inventory through the Web Server.

Check TR File pre-assign labels on web

If this check box is selected, then only file barcode numbers that have been pre-assigned to that customer will be accepted when adding to inventory through the Web Server.

Establish Customer Web Security Each Customer’s authorized user that has authority to use the Web must be set up with a login and password. Authorized users are added and modified by clicking the <Customer Security> button and the Department Authorization Maintenance window. Additional security features must be must also be set after clicking the <Web Security> button.

Department Authorization Maintenance / Web Setup

Fig. 3. 11

Web User Id Enter the Web User Identification in this field. Logins must be unique for all users who access the Web Module. IDs are 3 - 8 characters long and may be an alpha/numeric, but must begin with an Alpha character. Note: User IDs cannot contain any spaces or special characters. If a Department is listed with the authorized user, that person is limited to records for the specified department only. If a User Site Id is listed with the authorized user, that site will be the default delivery address on the Web Server.

Password Enter the Web User’s Password in this field. The User will enter this Password

to logon to the Web Server from the Remote location. Passwords do not have to be unique and can be 3 – 10 characters long.

Edit Records On Web

Allows users of the web to edit information in Total Recall for their company’s records. This feature allows a customer to enter their own information on containers and do their own indexing of files, as well correct their own errors. Note: Caution should be used when enabling this feature. Users with this authority can alter Effective Dates and Destruction Dates.

Edit Record Series On Web

Allows the ability to edit information concerning record series and retention codes. This authority is only active when coupled with the Edit Records on Web authority above. Note: Caution should be used when enabling this feature, as well. Changes to the Record Series can alter Retention Codes and the calculation of Destruction Dates.

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Once Item Types are added, proceed to the Customer Maintenance screen for that customer and go to the Custom Captions tab. Click on the <Copy Captions to Item Types> button on the right side of this screen. (See Fig. 3.12) This will copy the customer captions to all Item Types for that Customer ID.

Customer Maintenance - Custom Captions Tab

Fig. 3. 12

On this screen, enter the customized caption for all appropriate fields. Enter an abbreviated version of the custom caption for those areas within Total Recall where the entire caption cannot be displayed. This abbreviation should be no more than six characters. If the <Unique> checkbox has been checked to the right of the reference 1 field, this indicates that the information entered into this field will automatically be verified that it is unique. When creating a work order, if information is entered into the reference 1 field that is not unique for the customer, a message will display that the reference 1 is not unique and cannot be saved.

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Establish Customer Web Security Each Customer’s authorized user that has authority to use the Web must be set up with a login and password. Authorized users are added and modified by clicking the <Customer Security> button and the Department Authorization Maintenance window. Additional security features must be must also be set after clicking the <Web Security> button.

Department Authorization Maintenance / Web Setup

Fig. 3. 13

Web User Id Enter the Web User Identification in this field. Logins must be unique for all users who access the Web Module. IDs are 3 - 8 characters long and may be an alpha/numeric, but must begin with an Alpha character. Note: User IDs cannot contain any spaces or special characters. If a Department is listed with the authorized user, that person is limited to records for the specified department only. If a User Site Id is listed with the authorized user, that site will be the default delivery address on the Web Server.

Password Enter the Web User’s Password in this field. The User will enter this Password

to logon to the Web Server from the Remote location. Passwords do not have to be unique and can be 3 – 10 characters long.

Edit Records On Web

Allows users of the web to edit information in Total Recall for their company’s records. This feature allows a customer to enter their own information on containers and do their own indexing of files, as well correct their own errors. Note: Caution should be used when enabling this feature. Users with this authority can alter Effective Dates and Destruction Dates.

Edit Record Series On Web

Allows the ability to edit information concerning record series and retention codes. This authority is only active when coupled with the Edit Records on Web authority above. Note: Caution should be used when enabling this feature, as well. Changes to the Record Series can alter Retention Codes and the calculation of Destruction Dates.

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<Web Security> Click this button to open the Web Security window, similar to Fig. 3.14.

Web Security

Fig. 3. 14

Each user for the Web has security setting similar to the System Security in Total Recall. The tabs across the top of the following screen reflect the menu options in the Web. Select the box that describes what the user is to have the ability to do.

An alternative to establishing each customer’s authorized user’s Web Security settings individually is to use the Web Security Update for Individual Customers. Select the customer’s settings to be modified, then specify which options for each menu can be accessed. Click <Copy> when complete to copy these settings to all users assigned to that specific customer. Again, individual web users can be further updated from their specific Department Authorization Maintenance window. (See Fig. 3.15-16.)

Fig. 3. 15

Individual Customer Update

Fig. 3. 16

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Chapter Four

Importing and Processing Web Work Orders

C H A P T E R 4 Importing and Processing Web Work Orders This chapter will cover the steps to take after your customer has completed their work on the Web Server and has sent their order. From their site they have clicked the Send Order link. Each time an order is sent to the facility, the Delivery Setup screen will be displayed so web users can select a Transportation Option and a Delivery Site for each order that is sent. After the user has selected the Transportation Option and the Delivery Site, the order is ready to be sent. In order for the order to be sent the send order button must be selected or the order will not be sent. See figure 4.1.

Send Order Screen

Fig. 4. 1

Delivery/ Address Setup

Fig. 4. 2

Total Recall users not excluded from Web notification will receive a system message that there are Web Service Orders pending. The message will display in the window’s title bar until the orders are imported.

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Fig. 4. 3

Fig. 4. 4

To import Web Service Orders, either click the Web Server Import button on the toolbar or choose File > Web Server Functions > Import Web Server Work Orders. Either will open the Upload Web Server Data window, similar to Fig. 4.6. Verify settings, then click <Import> to import work orders.

Fig. 4. 5

Upload Web Server Data

Fig. 4. 6

Verify settings, then click <Import> to import work orders into Total Recall. A question window will prompt, Do you wish to print a list of the web orders that were imported?; click <Yes> or <No> depending on preferences. When the import is complete, a system message will display, Import Complete…xxx Work Orders Created!; click <OK>. Auto Print Web Work Orders(s)

If selected, this will automatically print a report of all imported web orders without prompting.

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Web Server Data Path

Select the folder icon and select the correct path of where the Web Server was installed. Once set, this should not need to be changed.

To find the work order imported from the web, click the <Browse Work Orders> button on the toolbar or follow File > Edit Work Orders > View List of Work Orders. The Current Period Work Orders window will display. Work orders imported from the web will have a description Web Server Import, similar to Fig. 4.7. Process as normal work orders. The Status column will update from O – Open to C – Closed when complete and closed.

Current Period Work Order Browser

Fig. 4. 7

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Chapter Five

Frequently Asked Questions

C H A P T E R 5 Frequently Asked Questions This chapter will cover common questions and issues that can arise with use of the Total Recall Web Module. As always, for further assistance, please contact Technical Support at 904-213-0448 or admin@dhsworldwide.com. Q: Do I have to have a Web Page for my customers to get to the Web Module? A: No, a static IP address is all that is required. Your customers can access the internet, and in

the address bar key in the IP address for your server. The web module may be accessed via Internet (World Wide Web) or Intranet (Local Network).

Q: Do I have to have the Web Module installed on the same server as Total Recall? A: No, as long as the two servers are networked together. The Web Module must be able to point

to the Total Recall folder on the other server. Q: Are there any special setups for customers to view their Scan on Demand images? A: The Total Recall Records Management Scan On Demand Module provides records centers

the ability to scan indexed items/files and work orders to a digital format (usually .PDF), and then made available for viewing by the customer via the web.

Once Scan on Demand is properly established and items have been scanned, a View Image icon will appear next to the item on Request, Rapid Order or Query screens. Additionally, Work Order scans are available for viewing on the Work Order Status Report from the User menu. For more information on Total Recall’s Scan on Demand and the High Speed Imaging module, contact DHS Worldwide.

Q: Where does the Status Information come from? A: The status shows only web-related requests only. This information is stored in a web table,

and as long as this table remains static and undisturbed, the information will accumulate. Q: Where does the Work Order Report information come from? A: Work order report information comes from the Work Order Header and Work Order Lines

table in Total Recall. It shows all work orders in the current period, web and non-web created work orders.

Q: Why can’t I log in? What is “Update Cursor”? A: A Cannot Update Cursor message denotes incorrect or insufficient permissions for the server

or workstation. The System Administrator should review Sharing and Security settings for both the WEBTR and RECALL directories. Refer to Chapter 1 – Installing the Web Module for more information.

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Q: My customer’s employees cannot log in. A: Each Customer’s employee that has authority to use the Web must be set up with a login and

password. Logins must be unique for all users who access the Web Module. Refer to Chapter 3 for information on establishing customer security settings, and refer your customer to the Delivery Site and User Setup Quick Reference Guide.

Q: My customer cannot request any items or actions. What is Web Service Selection? A: All actions allowed on the Web must be marked for Web Service at either the Master Service

Code level or at the Customer Service Code level. Refer to Chapter 2 for more information on Master Service Code settings and to Chapter 3 for details on Customer Service Codes.

Q: How can I make it easier for my customers to view their information on the Web? A: Custom Captions allow most of an item’s reference fields to be labeled with captions that are

meaningful to the customer. Once established, these captions can be displayed on Rapid Order, Add, Query and Report screens, making it easier for customers to request or review their inventory.

Refer to Chapter 2 for more information on System-level Caption settings and to Chapter 3 for details on Customer-level Custom Caption settings. Additonally, the Total Recall Operations Manual has information in Chapter 5 on Custom Captions.

Q: One of my customers cannot view some of their Reports, but other customers can. Why? A: The newest version of Total Recall Web displays many reports in a separate window. Some

browsers and/or browser settings may be blocking “Pop-Ups,” and as a result, may be treating these report windows as such. Review and adjust browser security settings and options to allow these new windows to display the report results.

Q: Reports are not displaying properly. What is a VSPrinter object? A: Many Windows-based programs use Active X, or .ocx files, to handle components within the

program. If these .ocx files are modified, they may need to be re-registered to run properly. Follow the steps below to manually register the VSPrint .ocx files.

From the Windows Start menu, click Run. In the Run dialog box, enter REGSVR32 VSPRINT7.OCX, then click <OK>. A system message will display that the .ocx was succesfully registered. Repeat, and enter REGSVR32 VSRPT.OCX, then click <OK>. Again, a system message will display that the .ocx was succesfully registered.

Q: Why is my customer getting the message, “Item Types or Storage Codes Must Be

Assigned”? A: Item Types identify the type of records stored. To use the Web Module, item types MUST be

set up for all records that are to display on the web server. There are many actions on the Web Module that require accurate Item Type and Storage Code assignments. When not properly established, a number of system messages can display.

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Some common messages include Rapid Order, Add Container, Add Multi Container, Inventory Report, and others.

Review Item Type and Service Code settings at both the System and Customer level. Refer to Chapter 2 for more information on System-level settings and to Chapter 3 for details on Customer-level settings.

In addition, verify the actual items in inventory have an Item Type associated. Use the Query Builder feature in Total Recall to search for items with a blank Item Type field. Refer to Chapter 1 in the Total Recall Operations Manual for more information on Queries and the Replace feature.

Q: I have upgraded Total Recall, but now my Web will not work. A: The Web Module relies on the Total Recall database files. If during the upgrade, the location

or directory name changed, the Web Module will not be able to locate the necessary files.

To manually set or reset the data path to Total Recall, open the WEBTR folder and locate the Setpath.exe file. Double-click to run the Set Data Path application, described in Chapter 1 – Installing the Web Module (Fig. 1.4 and 1.5). Delete the previous directory, and add the new Total Recall directory. When complete, re-establish sharing and security permissions for the new directory, again referring to Chapter 1.

Q: After I upgraded the Web Module, I get an error message when I try to log in. A: A program upgrade should include a system restart and registration of special program files,

called .dll files. If the restart or registration did not occur, follow the steps below to manually register the .dll files.

From the Windows Start menu, click Run. In the Run dialog box, enter REGSVR32 <path to web>\webstd7.dll, and click <OK>. (Refer to Web Module program file location in Chapter 1 for complete path name, and Fig. 1.9 for example.) A system message will display that the .dll was succesfully registered.

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Quick Reference Guides

For Web Users

Q U I C K R E F E R E N C E G U I D E S Using Total Recall Web This section is a series of comprehensive Quick Reference Guides that cover each menu option available to the Web Users. Day-to-day operations, such as requesting deliveries and/or pick-ups, adding containers and files, viewing reports and queries, are detailed in concise documents that can be duplicated or modified and given to the record center’s customers. These documents are available to licensed Total Recall centers in Microsoft Word© format. The records center can then customize and distribute as needed. If you have not already received these documents, email Technical Support at admin@dhsworldwide.com, and include Web QRGs in the message Subject line. Web Module Introduction How to log in and log off, basic menu functions, View Order, Web Status and Work Order Status are described in this guide. Delivery Site and User Setup Delivery Site Setup and User Setup allow a records center customer to actively control their Sites and authorized Web Users. The authority to modify these settings is typically limited, but this guide details the process for those authorized users. Request and Rapid Order Rapid Order is a powerful search and request method, and the Request function allows multiple items to be requested at once. Each of the different request options are explained in this guide. Add There are three options for adding item information to the system prior to the containers or files being picked up. This guide details using the Add menu. Query The Query menu offers up to four options to search for an item or a group of items that match specified criteria. In this guide, each of the Query options are explained. Reports Each of the report categories, order by descriptions and output options are defined in this guide. In addition, two sample reports are created and viewed.

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TOTAL RECALL WEB

QUICK REFERENCE GUIDE

INTRODUCTION TO THE WEB MODULE

LIMITATIONS OF WARRANTY AND LIABILITY DHS Associates, Inc. makes no warranty, expressed or implied, with respect to this bulletin or its contents, its quality, performance, merchantability, or fitness for any particular purpose or use. It is solely the responsibility of the user to determine its suitability for a particular purpose or use. DHS Associates, Inc., will in no event be liable for direct, indirect, incidental, or consequential damages resulting from any defect or omission. This statement of limited liability is in lieu of all other warranties

Overview Total Recall Web puts the power of our innovative records management software in your hands. With Total Recall Web, you can place orders for pick up or delivery, run queries, print reports and even track the status of your orders. This series of comprehensive Quick Reference Guides covers each menu option available to Web Users. Day-to-day operations, such as requesting deliveries, adding containers, and viewing reports queries, are detailed with applicable screen shots to get you up and running in no time. Log In Screen The User must log on, using the User ID and Password, assigned by the records center. Fig. 1 displays a sample Security Control Form / Log On Screen. An unsuccessful Log-In to the Web Module will create a system message: User ID or Password Invalid! Log-in Screen

Fig. 1

If Login is successful, the Menu bar, similar to Fig. 2, will display identifying the Current User and their associated the organization, displayed as Customer. Menu Options

Fig. 2

Request The first menu is the Request menu. It contains the options for identifying and

placing items on the list as a submission to a work order. Query The Query menu allows the user to search for items. Queries can look up items

such as fungibles, boxes or files.

or guarantees, expressed or implied, including warranties of merchantability and fitness for a particular purpose.

INTRODUCTION TO THE WEB MODULE User The User menu contains options pertaining to the Web User, Customer, current

and past work orders, as well as the Log Out function. Add The Add menu allows the user to add containers and indexed items.

Reports The Reports menu contains options representing the different reports provided by

the Total Recall Web Module Program. Help The Help menu allows the user to view a web help file. Log Out When all tasks are complete, the Web User should Log Out of Total Recall. From the User menu, select Log Out. The Web User’s session will be closed and the Security Control Form / Log In screen will display. Any items currently active, and yet to be processed or sent are kept in Pending, and await the Users return. It should be noted that these are only pending item request, which do not affect the status or disposition of any inventory at the records center. Log Out

Fig. 3

Delivery Setup Delivery/Address Setup is the screen a Web User will see after clicking on send order. This is where the order’s delivery options are set. Select the desired Transportation Options, Pre-defined Delivery Site and add special instructions, if necessary. Click <Send Order> to continue.

2

INTRODUCTION TO THE WEB MODULE Delivery / Address Setup

Fig. 4

View Order View Order (Fig. 5) allows the web user to view pending orders and miscellaneous requests that have not yet been sent to the record center. The order can also be viewed at any time prior to it being sent to the record center by clicking the <View Order> button (Fig. 6) on any of the Request or Add screens. The <Save & Continue> button updates the order and allows the web user to continue making changes to the existing view. <Send Order> sends the order, as displayed, to the record center.

User menu > View Order

Fig. 5

<View Order> button

Fig. 6

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INTRODUCTION TO THE WEB MODULE Web Status Web Status Report allows the web user to view any web orders submitted within user-defined date parameters. Select User > Web Status Report to display the screen similar to Fig. 8. Enter the Beginning Date either by typing in the field or by using the calendar selection button. By default, the current date is automatically populated in the Ending Date field, but this date can be changed, as well. Click <Submit> to view the report, similar to Fig. 9. User menu > Web Status Report

Fig. 7

Calendar Selection button

Fig. 8

Sample Web Status Report

Fig. 9

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INTRODUCTION TO THE WEB MODULE Work Order Status Work Order Status Report allows the web user to see what Work Orders have been completed at the records center. This report will display all Closed work orders for the customer, regardless of whether they were imported from the web or not. Note: This report will not display any Work Orders still open at the records center. Select Work Order Status Report from the User menu to display a screen similar to Fig. 11. Again, use the calendar selection button to enter the Beginning Date. By default, the current date is automatically populated in the Ending Date field, but this date can be changed, as well. Click <Submit> to view the report, similar to Fig. 12. User menu > Work Order Status Report

Fig. 10

Calendar Selection button

Fig. 11

Sample Work Order Status Report

Fig. 12

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INTRODUCTION TO THE WEB MODULE Help The help menu allows the user to see a web help file that has been setup by the facility. Select Web Help to display a screen similar to Fig. 13. Sample Help File

Fig. 13

6

TOTAL RECALL WEB

QUICK REFERENCE GUIDE

DELIVERY SITE AND USER SETUP

Overview Delivery Site Setup and User Setup allow a records center customer to actively control their Sites and authorized Web Users. Typically, the authority to modify these settings is limited to protect the security of the customer’s inventory and account. Permissions for Delivery Site Setup and User Setup are controlled within Total Recall. The records center operator can modify these permissions from within the Web Security section of the Client Authorization Setup screen. Refer to Chapter 3 of the Web Module Manual for details on Customer Security. Delivery Site Setup Deliver Site Setup allows authorized Web users to Add, Edit or Delete Delivery Sites. Select User > Delivery Site Setup to view a screen similar to Fig. 1. Click the appropriate Site Id to open the Edit –Delete Delivery Site window, similar to Fig. 2.

Delivery Site Setup

Fig. 1

Make changes to the Delivery Site by entering information in the appropriate fields. Click <Update> to process the changes. A confirmation message, similar to Fig. 3, will display. Click <Continue> to return to the Delivery Site Setup screen.

Edit - Delete Delivery Site

Fig. 2

LIMITATIONS OF WARRANTY AND LIABILITY DHS Associates, Inc. makes no warranty, expressed or implied, with respect to this bulletin or its contents, its quality, performance, merchantability, or fitness for any particular purpose or use. It is solely the responsibility of the user to determine its suitability for a particular purpose or use. DHS Associates, Inc., will in no event be liable for direct, indirect, incidental, or consequential damages resulting from any defect or omission. This statement of limited liability is in lieu of all other warranties or guarantees, expressed or implied, including warranties of merchantability and fitness for a particular purpose.

DELIVERY SITE AND USER SETUP

Confirmation Message

Fig. 3

Similarly, to remove a delivery site, view the Edit-Delete Delivery Site screen in Fig. 2. Click the <Delete> button. The site will be removed, and a confirmation message similar to Fig. 4 will display. Click <Continue>.

Confirmation Message

Fig. 4

NOTE: Use caution. Once deleted, the site will no longer be available for Web Module users or at the records center warehouse. To create a new Delivery Site, click the <Add Delivery Site> button from the Delivery Site Setup screen (Fig. 1). An Add Site window, similar to Fig. 5, will display. Enter appropriate site information, then click the <Add Delivery Site> button. A confirmation message will display; click <Continue> to return to the Delivery Site Setup screen.

Add Delivery Site

Fig. 5

2

DELIVERY SITE AND USER SETUP User Setup User Setup allows authorized Web users to Add, Edit or Delete Web Users. Select User > User Setup to view a screen similar to Fig. 6. All customer authorized users are displayed. If the records center has given authority to use the Web Module, a Web User Id will display; if not, the word Not Assigned will display. Click either to open the Edit –Delete Web User window, similar to Fig. 7.

User Setup

Fig. 6

Enter or update the User’s information, including Web ID and Password. Web Ids must be 3-8characters, and must begin with an alpha character. Passwords must be 3-10 characters. NOTE: Web IDs must be unique within the system. User IDs and Passwords cannot contain any spaces or special characters.

Edit Web User

Fig. 7

After entering User information, select which Web Module features and menu options this user will be able to access. A check enables the option; a clear box prohibits the user from using this function or seeing this menu option. When all options are complete, click the <Update> button. A confirmation message will display; click <Continue> to return to the User Setup screen.

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DELIVERY SITE AND USER SETUP NOTE: A Web User may only authorize features that they have been granted access to by the records center. Therefore, the screen in Fig. 7 may vary slightly. Similarly, to remove a web user, view the Edit-Delete Web User screen in Fig. 7. Click the <Delete> button. The user will be removed, and a confirmation message will display; click <Continue> to return to User Setup. To create a new Web User, click the <Add User> button from the User Setup screen (Fig. 6). An Add Web User window, similar to Fig. 8, will display. Enter appropriate Web User information, and make appropriate feature and menu selections. When complete, click the <Add User> button. A confirmation message will display; click <Continue> to return to the User Setup screen.

Add Web User

Fig. 8

If a User attempts to access a function for which they have not been granted permission, a system message similar to Fig. 9 will display.

Restriction Message

Fig. 9

4

TOTAL RECALL WEB

QUICK REFERENCE GUIDE

REQUEST AND RAPID ORDER

LIMITATIONS OF WARRANTY AND LIABILITY

Overview Total Recall Web offers up to eight options for retrieving or requesting items from the records center. Rapid Order is a powerful search and request method, allowing Web Users to search for their items on a number of criteria. Request > Boxes/Containers and > Indexed Items allow multiple items to be requested at once, when specific box or file numbers are known. All request options will be explained in this guide. Request Menu

Fig. 1

Permissions for the Request Menu are controlled within Total Recall. The records center operator can modify these permissions from within the Web Security section of the Client Authorization Setup screen. Refer to Chapter 3 of the Web Module Manual for details on Customer Security. Rapid Order Rapid Order is used to search and request Boxes or Containers when specific item numbers are not known. Rapid Order

Fig. 2

Select Type To Seek

The user will first select the type of record to be searched. The Type will determine the captions that show directly above the fields that display.

Requested For This field allows the user to indicate the person to receive the item if other than the

person who is logged in.

DHS Associates, Inc. makes no warranty, expressed or implied, with respect to this bulletin or its contents, its quality, performance, merchantability, or fitness for any particular purpose or use. It is solely the responsibility of the user to determine its suitability for a particular purpose or use. DHS Associates, Inc., will in no event be liable for direct, indirect, incidental, or consequential damages resulting from any defect or omission. This statement of limited liability is in lieu of all other warranties or guarantees, expressed or implied, including warranties of merchantability and fitness for a particular purpose.

REQUEST AND RAPID ORDER The fields to search on will vary by customer. The example below shows a customer with container fields of Customer Box #, Range From, Range To, and Description. The search criteria was Range from equals M. Enter the data to be searched for in the field where that data is contained, then click the <Search> button. If a new search is desired, use the <Clear> button to clear the fields and allow for a new search. After a search has been completed, all matching records will display in the area below the data input area. If many records are found matching the input criteria, use the scroll bar on the right of the screen and the mouse or use the arrow keys on the keyboard to scroll through the records. The first column indicates the action, if any, available for the record shown. The last column displays the record Status and allows Comments to be entered. The remaining columns display information from the matching records. By clicking on a highlighted reference, in this case the Customer Box #, the history of the file can be displayed as in the Fig. 3.

Item History

Fig. 3

Select to Retrieve

Fig. 4

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REQUEST AND RAPID ORDER Select the item or items to be retrieved by enabling the checkbox in the Select column. When complete, click the <Add to Order> button. A confirmation message similar to Fig. 5 displays.

Confirmation Message

Fig. 5

The example in Fig. 6 searches for a File, with the last name Smith. Note that the search fields vary from those in Fig. 4. Field Captions are customized by the records center.

Sample Search Results

Fig. 6

Again, select the item or items to be retrieved by enabling the checkbox in the Select column. When complete, click the <Add to Order> button. A confirmation message will display, indicating the items have been added to the order. Rapid Order - Fungible Rapid Order can also be used to request Fungible items. Fungibles are goods or items that are equivalent and, therefore, interchangeable. In a storage operation, fungible containers are entire boxes or units of one item, i.e. Pre-printed Envelopes, Red shirts size Large, or Benefits Brochure #799. The function operates similarly to standard Rapid Order, with columns for the quantity of items on hand and items to be retrieved. The example in Fig. 7 searches for a Box with Forms Names containing Benefits. Again, note that this client’s search fields vary from those in the examples above.

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REQUEST AND RAPID ORDER

Rapid Order Fungible –Request Quantity

Fig. 7

Again, select the item or items to be retrieved, and enter the Requested Quantity in the text field within that column. When complete, click the <Add to Order> button. A confirmation message will display, indicating the items have been added to the order. Request – Boxes/Containers Request – Boxes/Containers is a quick method to request a known list of containers. Enter the identifying field to request by from the drop-down list, similar to Fig. 8. Container Barcode is the unique barcode tracking number assigned by the records center to the container. The other fields in this list will vary by customer.

Request Options

Fig. 8

The customer in Fig. 8 is requesting six boxes from inventory and is entering the Customer Box # for each of these items. After all items are entered, click the <Add Order> button. An Add Order Status window, similar to Fig. 9, displays the results of the request.

Request Status

Fig. 9

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REQUEST AND RAPID ORDER In this example, six containers were requested, but only four were added to the order. Two containers had errors; those errors and their descriptions are displayed for customer review. Below is a listing of possible errors. Record Not Found

The Container requested was not found in the current customer database file. Check the number and re-submit or use the Query Menu to search for the record.

Already Checked Out

The Container requested is currently retrieved, the name and date of the person who retrieved the container is listed.

Already Put Away

The Container action requested was to Return the Container to the Off Site Record Center, and it has already been returned.

Pending WO# Pending Send

The Container requested was previously submitted and is pending on a Web Work Order waiting to be sent to the Off Site Record Center.

Pending WO# TRXXXXXX

The Container requested is pending on a Work Order at the Off Site Record Center. The requestor and date requested is listed on the screen.

Return to the Request screen to correct errors or request additional items. Use the <View Order> button to review items on the pending order, or use the <Send Order> button to send the order to the records center for processing.

Request – Indexed Items Likewise, Request – Indexed is used to request a known list of indexed items or files. Enter the identifying field to request by from the drop-down list, similar to Fig. 10. File Barcode is the unique barcode tracking number assigned by the records center to the container. The other fields in this list will vary by customer. Request Options

Fig. 10

The customer in Fig. 10 is requesting files from inventory and is entering the Medical Record # for each of these items. After all items are entered, click the <Add Order> button. An Add Order Status window, similar to Fig. 11, displays the results of the request. Use the <View Order> button to review items on the pending order, or use the <Send Order> button to send the order to the records center for processing.

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REQUEST AND RAPID ORDER Request Status

Fig. 11

Pending Orders

Fig. 12

Request – Miscellaneous

Use the Request-Miscellaneous option to order boxes, request a pick up of containers, or other services that the records center may offer. Select the from the Services drop-down list, enter applicable Quantities, and click the <Add Order> button. Comments can be added by entering notes into the Comments box to be printed on the Work Order report in Total Recall. Miscellaneous

Fig. 13

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REQUEST AND RAPID ORDER Request – Non-Indexed Items When a file is needed from a non-indexed container, use Request – Non-Indexed Item. A request window, similar to Fig. 14 will display. Choose the container identifier from the drop-down list, then enter the document or file description. Multiple items may be requested on one form. When complete, click the <Add Order> button to complete the request. Request from Non-Indexed Container

Fig. 14

Request – Non-Indexed Items by Type Request – Non-Indexed by Type works with Item Types and Custom Captions specified for each customer’s item types. The first step is to choose the item type from the Select Type drop-down list. The fields available, and the subsequent screens, will vary by customer and by item type. Select Item Type

Fig. 15

See Fig. 16 for two blank Box examples and Fig. 17 for a complete File example. Enter the primary container identifier first, and then complete the applicable fields. When complete, click the <Add Order> button to complete the request. Fig. 18 displays a sample result of the request processed in Fig. 17.

Fig. 16

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REQUEST AND RAPID ORDER Sample Request

Fig. 17

Pending Order

Fig. 18

Request – Non-Indexed Items by Container The last option on the Request menu, Non-Indexed Items by Container, allows a Web User to search containers meeting certain criteria, before requesting the non-indexed item. In the example in Fig. 19, the customer is searching on three different criteria. The results are displayed in Fig. 20. Each matching container has a numbered link in the Submit column. Click the corresponding link to open the request window in Fig. 21. Non-Indexed by Container

Fig. 19

Search Results – Select to Request

Fig. 20

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REQUEST AND RAPID ORDER Enter the description of the non-indexed item or file to be retrieved, then click the <Add Order> button. When complete, use the <View Order> button to review the request (Fig. 22) or the <Send Order> button to send the order to the records center for processing. Enter Item Description

Fig. 21

Pending Order

Fig. 22

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TOTAL RECALL WEB

QUICK REFERENCE GUIDE

ADD

LIMITATIONS OF WARRANTY AND LIABILITY DHS Associates, Inc. makes no warranty, expressed or implied, with respect to this bulletin or its contents, its quality, performance, merchantability, or fitness for any particular purpose or use. It is solely the responsibility of the user to determine its suitability for a particular purpose or use. DHS Associates, Inc., will in no event be liable for direct, indirect, incidental, or consequential damages resulting from any defect or omission. This statement of limited liability is in lieu of all other warranties

Overview The Add Menu has up to four options for adding item information to the system prior to the containers or files being picked up. Most commonly, the record center will provide the customer with labels that have been pre-assigned and barcode printed. The information entered on the Web Module is tracked by this unique barcode number. Options for Pre-Assigned Labels are controlled within Total Recall. The records center operator must establish these settings in the Rapid Order Setup section of the Customer Maintenance window. Screens will vary slightly if Auto Assign Barcode is enabled. Refer to Chapter 3 of the Web Module Manual for details on Rapid Order Setup options. Add Menu

Fig. 1

Permissions for the Add Menu are controlled within Total Recall. The records center operator can modify these permissions from within the Web Security section of the Client Authorization Setup screen. Refer to Chapter 3 of the Web Module Manual for details on Customer Security. Container – Single To enter information on a single box being added to inventory, click Add > Single Container. The first step is to select the Service Code for the item being added; click and select from the drop-down list similar to Fig. 2. After the Service Code selection has been made, an Add Container window, similar to Fig. 3 will display. Add Container Setup

Fig. 2

or guarantees, expressed or implied, including warranties of merchantability and fitness for a particular purpose.

ADD Enter Reference Information

Fig. 3

The reference field options are established by the records center and will vary from customer to customer. First, enter the unique, pre-assigned TR Container number in the BarCode field. Use the Tab key on the keyboard to move between fields, entering data as needed. Enter data in the Date fields in the following format: mm/dd/yyyy. The Long Description field can hold text up to 255 characters. When all fields are complete, click the <Add to Order> button to add this item to the current pending order. The Pending Orders screen will display; confirm information is correct, then click <Save and Continue> to continue working. Container – Multiple To enter information on multiple containers in one step, click Add > Multiple Container. The first step is to select the Service Code for the items being added; click and select from the drop-down list similar to Fig. 2. After the Service Code selection has been made, an Add Container – Multi window, similar to Fig. 4, will display. Add Multiple Containers

Fig. 4

The Add Container – Multi screen displays the same reference fields and captions in a table format. Again, enter the unique, pre-assigned TR Container number in the BarCode field. Use the Tab key on the keyboard to move between fields, entering data as needed. When all fields are complete, click the <Add to Order> button to add this item to the current pending order. The Pending Orders screen (Fig. 5) will display to confirm information is correct. Click <Save and Continue> to continue working or <Send Order> to send the order to the records center for processing.

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ADD Pending Order

Fig. 5

Indexed Item Current Session After containers have been added using the above methods, indexed items can also be added prior to sending the order to the records center. Use the Add > Indexed Item Current Session, to open a selection screen similar to Fig. 6. Select Container to Index

Fig. 6

In the previous example, the customer added five containers, with barcode numbers 20025, 20026, 20027, 20028, and 20030. The customer did not choose <Send Order>, so the containers still exist in the Current Session. Select a container to add the indexed items to by clicking the link for the container barcode number. An Add Indexed Item screen similar to Fig. 7 will display. Enter information in the reference fields as needed, using the Tab key on the keyboard to move between fields. Note: Captions will vary. Enter Reference Information

Fig. 7

When all fields are complete, click the <Add to Order> button to add this item to the current pending order. The Pending Orders screen will display; click <Save and Continue> to continue working or <Send Order> to send the order to the records center for processing.

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ADD Indexed Item Existing Container Once a container has been added to inventory at the records center, indexed items can still be added by the Web Module user. Use Add > Indexed Item to Existing Container to open the container selection screen similar to Fig. 8.

Enter Container

Fig. 8

Enter the unique, barcoded TR number in the Container Number field, then click <Proceed>. Next, select the applicable Service Code for this action from the Select Service Code drop-down list similar to Fig. 2. When complete, an Add Indexed Item screen, similar to Fig. 9, will display with the Item Barcode and applicable Service Code.

Enter Reference Information

Fig. 9

Enter information in the reference fields as needed, using the Tab key on the keyboard to move between fields. Note: Again, fields and captions will vary by customer. When all fields are complete, click the <Add to Order> button to add this to the current pending order. The Pending Orders screen will display; click <Save and Continue> to continue working or <Send Order> to send the order to the records center for processing.

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TOTAL RECALL WEB

QUICK REFERENCE GUIDE

QUERY

Overview The Query Menu offers up to four options that allow a user to search for an item or a group of items that match specified criteria. Details pertaining to the selected records will display and containers and/or files can be requested from the resulting set. Query Menu

Fig. 1

Permissions for the Query Menu are controlled within Total Recall. The records center operator can modify these permissions from within the Web Security section of the Client Authorization Setup screen. Refer to Chapter 3 of the Web Module Manual for details on Customer Security. Boxes / Containers To search for Boxes/Containers, select that option from the Query menu. A screen similar to Fig. 2 will display. NOTE: This search fields on this screen is customizable within Total Recall, and the display will vary by customer. Enter Search Criteria

Fig. 2

To build a Query, select whether the Query Result set is to include only Stored off site containers, only Not Retrieved containers or Both retrieved and not retrieved containers. Decide which field to search on, select the operators to be used, and enter the information that is to be matched in the field to the right of the operator. Each of the operators and their functions are detailed below. Note: Not all operators will be available for all fields.

LIMITATIONS OF WARRANTY AND LIABILITY DHS Associates, Inc. makes no warranty, expressed or implied, with respect to this bulletin or its contents, its quality, performance, merchantability, or fitness for any particular purpose or use. It is solely the responsibility of the user to determine its suitability for a particular purpose or use. DHS Associates, Inc., will in no event be liable for direct, indirect, incidental, or consequential damages resulting from any defect or omission. This statement of limited liability is in lieu of all other warranties or guarantees, expressed or implied, including warranties of merchantability and fitness for a particular purpose.

QUERY Contains The field contains the requested result. The searched field may have additional data

or text in it, as well. Equals Searches for a field result that is exactly what has been entered. Greater than Returns all results greater than the entered data. Less than Returns all results less than the entered data. Between Searches for all results between a beginning and ending entry. To use the Between

operator, enter the first criteria, separate with a comma, then enter the last criteria. (Example: 100, 200 would return all items between 100 and 200.)

After all search criteria are entered, click the <List> link to list all matching records from the active database. Click the <Permed Out> link to list all matching records from the permanent removal database. A sample of a query result listing is shown on Fig. 3.

Sample Results Select to Submit

Fig. 3

The Query Result displays the list of matching records. If there are multiple results, use the navigation links view the different records: <Top>, <Prior>, <Next>, and <Bottom>. To change the order in which the records display, click on one of the blue column headers. This will sort the data in the order of the column selected. To view details on a specific record, click the corresponding record number under the Details column. From this screen, records can be selected by checking the box under the Submit? column. Next, select the action to be performed for the designated container by choosing from the drop-down list in the Action column. Click the <Add to Order> link to complete the selections and add the items to the current order. Request Status

Fig. 4

An Add Order Status window, similar to Fig. 4, will display the results of the request. Click <View Order> to view items on the current order, or <Send Order> to send the order to the records center. Refer to the Request and Rapid Order QRG for information of request errors.

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QUERY Indexed Items Similarly, to search for files or other indexed items, select Query > Indexed Items. A screen similar to Fig. 5 will display. NOTE: Again, the display and search fields will vary by customer. Enter Search Criteria

Fig. 5

Like containers, first select whether the Query Result set is to include only Stored off site items, only Not Retrieved items or Both. Decide which field to search on, select the operators to be used, and enter the information that is to be matched in the appropriate field. After all search criteria are entered, click the <List> link to list all matching records from the active database or the <Permed Out> link to list all matching records from the permanent removal database. A sample of a query result listing is shown on Fig. 6. Sample Results Select to Submit

Fig. 6

Record navigation and request selection methods for indexed items are similar to those for containers. Check the box under Submit? , choose an Action from the available drop-down list, and click <Add to Order> to request the item. An Add Order Status window will display the results of the request.

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QUERY Fungible Containers Fungibles are goods or items that are equivalent and, therefore, interchangeable. Most often they are sold by number or weight. In a storage operation, fungible containers are entire boxes or units of one item, i.e. Pre-printed Envelopes, Red shirts size Large, or Benefits Brochure #799. The Query function can be used to search fungible containers, as well. Choose Query > Fungible Containers to display a search window similar to Fig. 7. Enter Search Criteria

Fig. 7

Decide which field to search on, select the operators to be used, and enter the information that is to be matched in the appropriate field. After all search criteria are entered, click the <List> link to list all matching records from the active database. A sample of a query result listing is shown on Fig. 8. Sample Results Select to Submit, Enter Quantity

Fig. 8

From this screen, records can be selected by checking the box under the Submit? column. Next, select the action to be performed for the designated container by choosing from the drop-down list in the Action column. Click the Add to Order link to complete the selections and add the items to the current order.

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QUERY Fungible Indexed Items Fungible indexed items are interchangeable items stored with other items within a single container. For example, one box stores both the Benefits Brochure #99 and Benefits Enrollment Form #327. To search, follow Query > Fungible Indexed Items to use the query window similar to Fig. 9. Enter Search Criteria

Fig. 9

Use the query options detailed above to search for items from inventory. A sample result screen is displayed in Fig. 10. Click the numbered link in the Details column to view more information on each indexed item. Sample Results Select to Submit, Enter Quantity

Fig. 10

Use the same record navigation and request selection methods detailed before. Check the box under Submit?, enter a Requested Quantity, choose an Action from the available drop-down list, and click <Add to Order> to request the item. An Add Order Status window will display the results of the request.

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TOTAL RECALL WEB

QUICK REFERENCE GUIDE

REPORTS

Overview Total Recall Web has seven categories of Reports, most viewable in multiple configurations. Department, Expire, Inventory, Removed and Retrieved reports can be created for each Item Type and may be Ordered By one of the more than 10 field choices. In addition, if Custom Captions are established for the item type, those will be Order By choices, as well. Further, if the customer has departments, reports may be further customized by Department record series. Customers, also, may be give permission to View Invoices and Work Orders via the Web Module. These reports are ordered by invoice number or specific date range. Permissions to view each type of Report are controlled within Total Recall. The records center operator can modify these permissions from within the Web Security section of the Client Authorization Setup screen. Refer to Chapter 3 of the Web Module Manual for details on Customer Security.

Reports Menu

Fig. 1

Inventory Report Item Type, Order By Options

Fig. 2

LIMITATIONS OF WARRANTY AND LIABILITY DHS Associates, Inc. makes no warranty, expressed or implied, with respect to this bulletin or its contents, its quality, performance, merchantability, or fitness for any particular purpose or use. It is solely the responsibility of the user to determine its suitability for a particular purpose or use. DHS Associates, Inc., will in no event be liable for direct, indirect, incidental, or consequential damages resulting from any defect or omission. This statement of limited liability is in lieu of all other warranties or guarantees, expressed or implied, including warranties of merchantability and fitness for a particular purpose.

REPORTS Report Category Descriptions Department This report provides an inventory report by Department for a selected Item Type. Expired This report provides Expiration dates for a selected Item Type. Inventory This report provides inventory report for a selected Item Type by Customer. Removed Report of all inventory removed for a selected Item Type by Customer. Retrieved Report of all inventory retrieved for a selected Item Type by Customer. View Invoices Provides a list of all invoices requested by Customer. The user can select a specific

Invoice and view the detail of charges. Work Orders Provides a list of all Work Orders requested by Customer with details.

Order By Descriptions Container Barcode

The unique Total Recall Container barcode number.

File Barcode The unique Total Recall File barcode number. Effective Date This date reflects the date the item was added to inventory. Expiration Date

This field is for the expiration or destruction date of the item. If retention codes are being used, the expiration date is automatically calculated.

From Date This date field displays the beginning date range for the item. Optional field. To Date The field represents the last date for the item. Again, if retention codes are being

used, this date is used to calculate the expiration date. Optional field. Record Series The record series reflects the general category of records that will be stored. Each

record series has a unique identification number associated with it and can have an associated retention code and an item type.

Department This field displays the department that the item is associated with, if a department

was associated with the item when entered into inventory. Description A brief description of the item. Customer Box# The Customer’s own identifier.

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REPORTS Reference and Custom Caption fields

Total Recall has additional reference fields that can be used to further identify and track an item. If a customer has specific needs for those fields or for any of the above fields, custom captions can be employed. When properly enabled, these captions will display on the Order By and within the Report Results.

Custom Captions are detailed in Chapter 3 of the Web Module Manual. Refer to that section for information on creating and utilizing Custom Captions.

Creating and Viewing Sample Reports Cindy Jones, of customer OPU001, would like to view the inventory held for her department. After logging in, she clicks Reports > Inventory to prepare the report. From Select Type, she chooses Box. Next, from Order By, she chooses Customer Box # so that she can verify against her company’s identifiers. Her associated Department, department 2001, has been entered automatically. The Web Module display is similar to the figure below. To view the report on-screen, she clicks View Report.

Report Output Options

Fig. 3

A new window opens with a report similar to the one below. The report window title bar tells the type of item reported, Box, and how many records met the criteria, 56. Note that the report is ordered by Customer Box # in descending order. Use the scroll bar on the far right of the window to view the entire report. The <Print this Page> button opens a standard Print dialog box .

Sample Report Output

Fig. 4

When complete, close the report window and return to the Web Module Inventory Report window for

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REPORTS further browsing or selections.

Next, Cindy would like to view a previous invoice. She clicks Reports > View Invoices, then selects the appropriate invoice number and date from the Select Invoice Number drop-down list.

View Invoices Sample Selections

Fig. 5

The details of that invoice are displayed in the same window, similar to the figure below. To print the invoice, use the web browser’s Print button or File > Print menu option. Select another menu option for further Reporting or Web Module functions.

View Invoices Sample Output

Fig. 6

Additional Report Output Options In the previous example, the customer used the View Report option to display the report results on-screen. Total Recall Web also provides the ability to export report results in three different formats: Excel worksheet, and XML document, or simple Text. Export - Excel Select this option to open a File Download dialog box that gives the option to save

as a Microsoft Excel worksheet. Click <Save>, then specify file File Name and Location in the resulting Save As dialog box.

Export - XML XML is a markup language for documents containing structured information. Select

this option to open a new browser window with the resulting XML code. Choose File > Save As to specify File Name, Location and Format.

Export - Text Select this option to open a new browser window with the resulting report text.

Again, choose File > Save As to specify File Name, Location and Format of the report results.

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