1. PS View Training Services Paradise Software PS View TRAINING

2. PS View Agenda Course Sections 1)PS View Overview 2)Security Basics 3)Document Administration 4)Security Administration 5)Course Review AGENDA

3. PS View Overview The Basics System Requirements Glossary and Terms Logging In Basic Document Search Search Results The Document Cart The Document Viewer Practice -Section 1

4. PS View Overview PS View Archive – A web based / hosted service that allows you to scan and electronically organize your documents for retrieval. Terms you might want to remember… – Software as a Service – Document Imaging – Business Process Management – Java Runtime Environment -The Basics

5. PS View Overview PS View Workstation Requirements – Windows JRE (Java Runtime Environment) v.1.5.0-b64 for PC or higher http://java.sun.com/javase/downloads/index.jsp Internet Explorer 7.0 or higher Mozilla Firefox 2.0 or higher – MAC Java 1.4.2_05 Safari Browser System Requirements

6. -Glossary &Terms PS View Overview – Doc Classes are also the categories we put documents in such as “Tax Forms” or Personnel Files” – Document Classes allow us to sort, categorize and locate documents in the imaging system. – Doc Classes form a logical “Tree” or hierarchy – Workflows are defined for a single Doc Class Document Classes – A name given to a specific type of document such as a “1040 Form” or an “Employment Application”.

7. -Glossary &Terms PS View Overview Indexes – Individual data values associated with a document such as Name, SSN, or Student ID Indexes are used to search for a document For example: “Find all of the Licensure documents for John Smith”

8. -Glossary &Terms PS View Overview Domains – Points of entry to the Doc Class Tree Think of them as Bookmarks Domains allow us to enter the document class tree at different places.

9. PS View Overview Logging Into PS View – Your Domain: https://wsfcsk12.PS View.comhttps://wsfcsk12.PS View.com – Your Username: Your Full Email Address – Passwords 8 or more characters Must have 3 of 4: Upper, Lower, Numeric, Special Characters -Logging In

10. Changing Your Password PS View Overview Changing Your Password – Use the MyProfile Button – Remember the Requirements – Be Sure to Hit Save

11. PS View Overview Changing Your Password – Step 1 – Choose “My Profile” from the main menu area – Choose My Profile from the Sub Menu pWindow – Check “Change Password” Changing Your Password

12. PS View Overview Changing Your Password – Step 2 – Enter New Password and Confirm – Click Save You Are Done! Changing Your Password

13. PS View Overview Document Search – Finding the right document or set of documents -How to Search Search a low level doc class, or an entire category “Look for 1040 forms” “Look for any Tax Forms” Search for an exact match or a fuzzy match “Search where last name = Stevens” “Search where last name [contains] even” Search with multiple values “Search where last name = Stevens and DOB = 7/4/76

14. PS View Overview Document Search – Choose your Doc Class Searches can be performed at any level – Enter your criteria – Hit “Search” -How to Search

15. PS View Overview Search Results – Indexes Displayed – 10 items per page – Document Cart Features -How to Search

16. PS View Overview Document Cart – Select Documents to add to cart – Click “Add to Cart” – View Cart Use the Cart!

17. PS View Overview View Document Cart – Cart can be emailed via secure expiring link – Documents in the Cart can be arranged – The entire cart can be printed Use the Cart! You can add documents to your cart throughout the day… …Then view, print or email all at once.

18. Document Viewer PS View Overview – The Viewer appears within the “View Image” tab of the Document – The Annotation Toolbar is secured – Print and Scan Buttons are also secured The Document Viewer – A sub window within PS View that allows for viewing, annotating, and printing documents.

19. Document Viewer PS View Overview – Activate the toolbar by clicking the wrench icon – Select the small blue down arrow to expand options Annotation Toolbar – A collection of tools to highlight, and redact the document. Also, notes, stamps, shapes etc.

20. Document Viewer PS View Overview – The Scan button allows you to scan additional pages into the document – The File Icon allows you to select a file (image) to be added to the document Adding Pages to a Document – The upper toolbar allows for additional pages, printing and saving changes or additions.

21. Document Viewer PS View Overview Document Viewing / Locator – The upper toolbar allows for additional pages, printing and saving changes or additions. First, Previous, Next, Last page (if multiple pages exist) Zoom in / Zoom out, Rotate File

22. – Brightness – Image Enhance – Open in sizable window Document Viewer PS View Overview Image Enhance – The image can be enhanced, but remember the enhancements do not change the original. They are for “view ability” only.

23. Document Viewer PS View Overview Image Size Adjust, Page Move – Zoom to fit, page width, full size – Move page order up/down, reorganize – Delete Page

24. Time to Practice PS View Overview Quick Practice Log on to PS View Locate the Document Class Tree Distinguish Doc Classes from a Domain Choose a Doc Class to Search Enter Criteria Click “Search”

25. PS View Agenda Course Sections PS View Overview 2)Security Basics 3)Document Administration 4)Security Administration 5)Course Review AGENDA

26. Security Basics Overview Glossary and Terms Password Reset Adding a New User Security Practice -Section 2

27. Security Basics PS View Security – The means by which users are granted permission to access documents and perform certain actions on those documents Terms you might want to remember… – Users – Groups – Permissions – Grant – Deny – Profile -Overview

28. -Glossary &Terms Security Basics Rights Include – The right to access a document – The right to print or annotate a document – The right to add a user to the system – The right to change an Index value Permission – A right to access a document or feature, granted to a group or individual. – Also, in the negative sense, a permission can be the specific denial of a right.

29. -Glossary &Terms Security Basics Groups are used to simplify the granting of permissions – A bundle of documents can be granted in one motion – A single permission can be granted to a bundle of users in one motion – Groups create uniformity of permissions by defining roles Group – A collection of users with a specific permission in common – A collection of permissions that are bundled together for ease of assignment Sample Group Topology

30. -Pull it all together.. Security Basics Groups become neat piles of like entities – Personnel documents – Administrator Functions – Workers At a minimum, Users should have – Rights to at least one document – Rights to at least one domain – Rights to log in

31. -How to Reset a Password Security Basics Password Reset – Choose “Security Admin” from the main menu area – Choose Manage User, select the user – Click “Unlock”

32. -Adding a new user Security Basics Adding a User – Step 1 – Choose “Security Admin” from the main menu area – Choose Manage Users – Click New

33. - Adding a new user Security Basics Adding a User - Step 2 – Enter User Information and Password – Choose Permission Level “Clone” – Click Save

34. Time to Practice Security Basics Quick Practice Log on to PS View Locate the Security Admin Button Choose Manage Users Select [assigned user name] from the list Locate the unlock or lock button at the top Click unlock to unlock the account Also… Peruse the permissions tabs Note assigned Groups & Classes

35. PS View Agenda Course Sections PS View Overview Security Basics 3)Document Administration 4)Security Administration 5)Course Review AGENDA

36. Document Administration Architecture Overview Creating a Doc Class Creating Indexes Creating a Domain Best Practices Practice -Section 3

37. Architecture Overview Document Administration Superdoc All Documents – All People Documents All Student Documents All Employee Documents – Non-People Documents Accounting Documents Curriculum Documents Government Documents Document Class Definitions -Doc Classes are hierarchical -Superdoc is the Parent of all (system generated -Parent contains child classes -Child classes contain documents All Employee Documents Employment Experience Benefits Documents Payroll Documents NC-4 Form I-9 Form Direct Deposit Authorization Form

38. Architecture Overview Document Administration – Example: “All People Documents” Indexes: Name DOB SSN Document Class Definitions – continued -Doc Classes inherit from their parents -Indexes are defined to parents (if possible) -Common Documents share common indexes Example: “All Accounting Documents” Indexes: Invoice ID PO Number Vendor Number Check Number

39. Creating a new Doc Class Document Administration Creating a new Doc Class – Step 1 – Choose “Domain Admin” from the main menu area – Choose Manage Doc Classes – Click New

40. Creating a new Doc Class Document Administration Creating a new Doc Class – Step 2 – Choose the Parent Class – Add Name, Description and Retention – Click Save Doc Class names must be unique!

41. Creating a new Doc Class Document Administration Creating a new Doc Class – Step 3 – Choose “Document Indexes” – Review Inherited Indexes – Click New to add another Index

42. Creating a new Doc Class Document Administration Creating a new Doc Class – Step 4 – Assign Name, Type and Length – Identify if Index is Required, Viewable, Searchable – Click Save

43. Creating a new Doc Class Document Administration Creating a new Doc Class – Step 5 – Verify your Index Has Been Created – Add other Indexes as Needed – When Finished, Click the Document Detail Tab

44. Creating a new Doc Class Finishe d! Document Administration Creating a new Doc Class – Step 6 – Click the Save Button – Click the Create Button !!! Make Sure you have Defined the Identity Index before Create – Confirm Permissions for Class (See Permissions Steps)

45. Creating a Domain! Document Administration Creating a Domain – Step 1 – Click Domain Admin – Click Manage Doc Domains – Click New

46. Creating a Domain! Document Administration Creating a Domain – Step 2 – Enter Domain Name – Click Save

47. Creating a Domain! Document Administration Creating a Domain – Step 3 – Click Your New Domain Name to Edit – Click the Classes Tab – Click New

48. Creating a Domain! Document Administration Creating a Domain – Step 4 – Locate Your Doc Class – Click “Add to Domain” – You are Done! (Except Permissions) Your New Domain and Doc Class Appear in the Tree

49. Best Practices Document Administration Before building an Archive, ask four critical questions: 1.“What document am I going to image?” 2. “How do I want to search for (retrieve) the image?” 3.“Who needs to access the scanned image?” 4.“Who needs to do what with the scanned image?”

50. Best Practices Document Administration What Document am I Going to Image? The document, not the user, determines the Archive set up. Design the Archive around the document(s) to be imaged.

51. Best Practices Document Administration How Do I Want to Search for the Image? Determine Searchable values (Indexes) Ask, “What search values do these documents have in common? Which are unique to a specific document type?” Push like indexes to the highest Parent Doc Class. i.e. Push “Last Name” up to “All People Documents”

52. Best Practices Document Administration Important Doc Class Best Practices Doc Classes can be removed, but when removed, all documents associated with a Doc Class are deleted and all child Doc Classes are orphaned. Index Values can be added to a Doc Class at any time. Doc Class retention can be changed. The change will affect only new documents entered into the system. Existing documents will retain the old retention value. Use unique doc class names Avoid ampersands (&) in doc class names

53. Best Practices Document Administration Six Data Types for Index Values Identity: Used for the Image Notes Feature and the related docs feature - You must define the Identity Index before “creating” Doc Class - Doc Class must be a child of Superdoc to have Identity Index Text: Used for index values containing Alpha-numeric data Number: Used for index values containing numeric data Date: Used for index values containing dates MM/DD/YYYY Multi-value: Used of index values containing multiple data elements for one document Picklist: Used to create a drop down list of selectable pieces of data

54. Best Practices Document Administration Index Best Practices Put largest number of shared index fields at highest parent level The Number Index field will automatically add two decimal places to whole numbers and remove leading zeroes. Use the Text Index field for all index values containing Alpha-numeric Characters. By default, this field will not allow any punctuation. Identity Indexes must be created before the class is created, and the class must be a direct child of the superdoc class

55. Best Practices Document Administration Permissions Basics If you are an Administrator, you automatically see new Doc Classes and Domains. However, your users will not see new Doc Classes and Domains automatically. Be sure to add new Doc Classes and Domains to necessary Users or Groups. More on this in the next section…

56. Document Admin Lab – Create a new Document Class – Add a new Index – Add a new Domain – Register the Class with the Domain – Confirm the Domain and Doc Class Appear (Since you are an administrator) Practice! Document Administration

57. PS View Agenda Course Sections PS View Overview Security Basics Document Administration 4)Security Administration 5)Course Review AGENDA

58. Security Administration Security Admin Overview Securing a Document Class Using Groups Best Practices Practice -Section 4 Agenda

59. Security Administration Permission Groups – Four Major Levels of Permission -Security Admin Overview Administrative Users: Add/Delete Users, Add/Delete Doc Classes, document & page deletion, document move, modify index data, retention, activate/inactivate, email doc, annotate, print, check in/out, doc cart print/email Power Users: Annotate, print, check in/out, import/add docs, email docs, image notes, saved search (filter), my profile update, doc cart print/email Standard Users: Annotate, print, check in/out, import/add docs, doc cart print, image notes, saved search (filter), my profile update View Only Users: View, check in/out, image notes, saved search (filter), my profile update

60. Security Administration Permission Groups – Four Major Levels of Permission -Security Admin Overview Administrative Users: Add/Delete Users, Add/Delete Doc Classes, document & page deletion, document move, modify index data, retention, activate/inactivate, email doc, annotate, print, check in/out, doc cart print/email Power Users: Annotate, print, check in/out, import/add docs, email docs, image notes, saved search (filter), my profile update, doc cart print/email Standard Users: Annotate, print, check in/out, import/add docs, doc cart print, image notes, saved search (filter), my profile update View Only Users: View, check in/out, image notes, saved search (filter), my profile update Sample User Group Topology

61. Security Administration Document Class Groups – Are there subdivisions? – Do any require special access -Security Admin Overview Personnel File Pre-Employment Licensure File Evaluation Benefits Inactive Documents

62. Security Administration Document Class Groups – Are there subdivisions? – Do any require special access – Create a special doc class group -Security Admin Overview Personnel File Pre-Employment Licensure File Evaluation Benefits Inactive Documents Sample User Group Topology

63. Security Administration Domains – Use for ease of access – Domains require Security Access -Security Admin Overview HR Domain Personnel File Pre-Employment Licensure File Evaluation Inactive Documents Benefits Domain Benefits

64. Security Administration Domains – Use for ease of access – Domains require Security Access -Security Admin Overview HR Domain Personnel File Pre-Employment Licensure File Evaluation Inactive Documents Benefits Domain Benefits Sample User Group Topology

65. Security Administration Steps for Securing a Doc Class – Create/Identify the Group of Belonging – Grant Doc Class Access to the Group Is it already within a domain? – Grant User to the Group -Securing a Doc Class

66. Creating a new Group – Step 1 – Choose Security Admin – Choose Manage Groups of Users – Click New to add another Group Securing a new Doc Class

67. Security Administration Creating a new Group – Step 2 – Enter Group ID, Name, and Description – [Optionally] Choose Group to Clone – Click Save

68. Securing a new Doc Class Security Administration Grant Doc Class to the Group – Step 2 – Choose the “Group Classes” Tab – Click New

69. Securing a new Doc Class Security Administration Grant Doc Class to the Group– Step 3 – Grant “Search” to your new Doc Class – Click Save

70. Securing a new Doc Class Security Administration Grant User to the Group – Step 4 – From the Manages Groups of Users Page, Choose “Group Users” Tab – Click New

71. Securing a new Doc Class Security Administration Grant User to the Group – Step 5 – Click the link with our user ID – We’re not done yet. Our User has been added to the group. (What about the domain?)

72. Security Administration Review: Steps for Securing a Doc Class – Create/Identify the Group of Belonging – Grant Doc Class Access to the Group Is it already within a domain? – Grant User to the Group -Review: Securing a Doc Class

73. Security Administration Steps for Securing a Domain – Create/Identify the Group of Belonging – Add the Domain to the Group – Add the User to the Group -Securing a Doc Class: Domains

74. Securing a new Domain Security Administration Creating a new Domain Group – Step 1 – Choose Security Admin – Choose Manage Groups of Users – Click New to add another Group

75. Security Administration Creating a new Domain Group – Step 2 – Enter Group ID, Name, and Description – [Optionally] Choose Group to Clone – Click Save Securing a new Domain

76. Security Administration Grant Domain to the Group – Step 3 – Choose the “Group Domains” Tab – Click New Securing a new Domain

77. Security Administration Grant Domain to the Group– Step 4 – Grant Access to your new Domain – Click Save Securing a new Domain

78. Security Administration Securing a new Domain Grant User to the Domain Group – Step 5 – From the Manages Groups of Users Page, Choose “Group Users” Tab – Click New

79. Security Administration Grant User to the Domain Group – Step 6 – Click the link with our user ID – We’re done. Our User has been added to the group. Securing a new Domain

80. Security Administration Steps for Securing a Domain – Create/Identify the Group of Belonging – Add the Domain to the Group – Add the User to the Group -Review Steps for Securing a Doc Class – Create/Identify the Group of Belonging – Grant Doc Class Access to the Group – Is it already within a domain? – Grant User to the Group -Review

81. Document Admin Practice – Create a new Document Class – Add a new Index – Add a new Domain – Register the Class with the Domain – Confirm the Domain and Doc Class Appear (Since you are an administrator) Practice Security Administration

82. Conclusion Course Sections PS View Overview Security Basics Document Administration Security Administration Course Review AGENDA

83. Paradise Software Thanks You Thank you for Choosing PS View ! Paradise Software Solutions LLC