Dreaming of a Paperless Office Presenter – Karoline Lapko Account Manager

Dreaming of a Paperless Office Email Your Documents J-mail Set up Parameters System Administration>Setup>Parameters for J-Mail Set up Parameters for J-mail so that you can easily email out key documents from Jonas. When you go to print, there will be a button available called J-mail. This will launch your email program and put the document in as a pdf and prefill the appropriate email address. Steps: 1. Set up Parameters for Default company 00. This activates the program. 2. Set up Parameters for Live company and select each form type that you want j-mail available for. This activates the program to be available for each form selected. Repeat the process for each company and each form. 3. Enter in the profile name and default subject. Ex. Here is your invoice from Jonas Software. 4. At the bottom you can request a read receipt. 5. Test a test email at the top right. Reminders- you must be using a standard AA or AAA GUI form. You can check in the form selection found in each of the modules, which form you are using and if it is compatible. If you are using this to email vendors, customers, employees – you must set them up with email addresses in their profiles.

Dreaming of a Paperless Office Using J-mail to email key documents Click on J-mail to launch your email program.

Dreaming of a Paperless Office Electronic Archiving Archive Bank Rec The ability to archive PDF images of A/P Bank Reconciliations has been added to the system. To enable this, go to Setup Company Profile > Options and enter a path to the archive directory you wish to use in the "A/P: Bank Rec Archive Directory" field. Archived images will then be saved for all A/P Subledgers in that company when using the Reconcile Cks/Change Status, Automatic Ck Reconciliation, Outstanding Ck List & Bank Rec, and QUIK Bank Reconciliation programs.

Dreaming of a Paperless Office Archive Audit Trails In System Parameters - Set up a pathname to turn on electronic archiving. Check on the ability to store archives as a PDF. Easily find an audit using the File Reconstruct

Dreaming of a Paperless Office Reconstruct Lost Audit Trail In Administration>Reports, you will find two options to help you easily reprint or view audits. Reconstruct Lost Audit Trail – if you do not have the date, put in n/a. Reprint Lost Audit Trail

Dreaming of a Paperless Office Direct Deposit – AP and PR Set up Direct Deposit in AP or PR. Set up Suppliers with a direct deposit account. Run cash requirement list and select “direct deposit run” Print supplier remittances In Direct deposit, set up the account information. Here you can run the list and the file. The direct deposit list (similar to a cheque register) that is printed shows the update entries to the bank and A/P control account. The file is then uploaded to the bank. The file can be read before it is sent to the bank as it is not encrypted.  It is a simple flat file, so one can use Notepad or WordPad to read it.

Dreaming of a Paperless Office Intro to Digio Jonas

Dreaming of a Paperless Office Columns Sort, Menu & Right Click Option Right click for the menu option -Sort/Hide Columns. This will change the blue columns on the main menu. When you log out and log back in, it will revert back to the original column header default set up found in

Dreaming of a Paperless Office Check in Check Out Link Documents Check In and Check out documents to help you better maintain edits. If you check out a document, other Digio users will only be able to open a view only copy of the document until it is checked back in. The lock on the right hand side denotes if the document is checked in or out. Link Documents to each other. A paperclip indicates there are linked documents. You can right click the document to view the attached documents. When you email the original document, a pop message will appear asking you if you want to include the attached documents in the email.

Dreaming of a Paperless Office Adding Documents 1. Click add documents from Digio 2. Scan in documents 3. Integration with MS Office 4. Jonas Integration 5. Right click a document and add to Digio There are five ways to add documents to Digio Jonas Click add a document in Digio to upload a file or folder Scan in using single or batch process Digio is integrated with Outlook, Word and Excel. In each of the applications, you will find the Digio add-in. Key documents from Jonas automatically store in Digio Jonas. Ex. Job invoice, Service invoice, Purchase orders, RFIs, Submittals, Transmittals, Change Orders, etc. When you click or print, the document will be tagged with the appropriate fields and send to Digio Jonas. You Must use the standard forms or DYOF. The reports from Jonas do not automatically store into Digio Jonas. Right click any document type and upload it to Digio.

Dreaming of a Paperless Office Create views to easily find key documents Views can be user specific or global. Within views you can create a root folder. In a root folder, you can add another folder. Within a folder you can establish views. These folders allow for 3 grouping mechanisms. You do not have to use all three components. The view is what triggers the search. The root folder and folder are used for grouping. Each view can be defined to a category, type and/or attributes. Also, you can establish which columns display when you select the view.

Dreaming of a Paperless Office Searching for Documents There are 3 ways to search for documents: Quick Search Search within documents Advanced search

Dreaming of a Paperless Office Set up Digio Categorization Here you set up how you want to Categorize/Tag/Index your documents so you can easily search and sort. Set up your Master List for the following: Categories – This is the first hierarchy Type – Indicate the types of documents that would be select categories. The published option is to allow documents to be available in etimesheet and eservice. Attributes – Enter in the fields (Date, Alpha, Numeric) that you want to track as fields on documents. You can select “auto-verify” to force the user to select from a F2 list of options. The auto-verify is only available for attributes you created. It will not allow you to create a look up for attributes that Jonas created. The fields that you create automatically end with a prefixed with an * asterisk. The Jonas generated fields do not contain as * asterisk.

Dreaming of a Paperless Office System Restrictions It is important to set up System Restrictions prior to establishing relationship. In relationship, you select the Category and Type and associate the proper attributes. Select the attributes that you want your employees to fill out. You can force them to be required. You can also add the Document name selection. By selecting “auto verify” – it will force the user to choose the Document name from the list.

Dreaming of a Paperless Office User Set up Users have restrictions by group or individually. Group Restrictions – set up a group restriction and apply it to a user. If you merge in a group, you can further define the user restrictions. User Access – control what each user has access to categories, types etc. *Important Note - When setting up a new Category, Type – it will automatically show up under the user. This is why we recommend using Group security so that you can easily apply the new restriction under the group if they are not able to view the new category or type you have just added.

Dreaming of a Paperless Office Magic Search The Magic search is designed to work with Jonas Software. It pulls up a mini screen of Digio Jonas right from within Jonas Software. This icon is located at the bottom right toolbar. The magic search will automatically retrieve documents based on what screen you are within in Jonas. For example: If you are reviewing a customer in AR, it will automatically retrieve any documents that have the company, subledger and customer code referencing the customer you are viewing. Important note – Company, subledger and customer must be tagged as attributes to the document in order for the magic search to identify them. If you are viewing a job in the project master, in order for the magic search to automatically retrieve the documents related to this job, the documents must all be referenced with the company code and job number. The documents generated from Jonas Software that automatically store in Digio will already have these attributes stored. It is important that you properly tag those outside documents you are storing in Digio or the magic search will not retrieve those documents.