Contracts Workflow

Transcript

Modular Object Scanning Technology CloudService Workflow Instructions MOST Cloud Service - Workflow Instructions Contents MOST Desktop - Emulator Installation Instructions ..................................................................................... 3 Brochures ...................................................................................................................................................... 5 PrintToMe ..................................................................................................................................................... 5 Print To Me Mobile ....................................................................................................................................... 8 Email Workflow ............................................................................................................................................. 8 Fax Workflow .............................................................................................................................................. 10 SharePoint Workflow .................................................................................................................................. 12 Cost Accounting and Copy Tracking Features ............................................................................................. 14 Form Filler Workflow .................................................................................................................................. 15 Contracts Workflow .................................................................................................................................... 18 Timesheet Workflow................................................................................................................................... 20 Quick Grade Workflow................................................................................................................................ 22 Smart Grade Workflow ............................................................................................................................... 24 Dropbox Workflow...................................................................................................................................... 26 Page | 2 MOST Cloud Service - Workflow Instructions Information Prior to following these workflow instructions, please make sure you have installed MOST by using the following link below. You can install MOST on a Multi-Function Printer, or if you do not have access to one, you can install MOST Desktop onto a PC.  http://mostcloud.fabsoft.net For more information on MOST Cloud Service, visit http://www.fabsoft.com/products/most/most-cloudservice.html Please Note The capabilities of MOST are not limited to the features explained here. MOST can be customized to fit any workflow needs. These workflows are only for demonstrative purposes. If you are using MOST Desktop, you will not be able to print. MOST Desktop - Emulator Installation Instructions 1. Navigate to http://mostcloud.fabsoft.net and download MOST Desktop. 2. Extract the zip file to your computer. Run MOSTDesktop.exe from the extracted folder. *If you do not see the Options button, enter most:options as the username and leave the password blank, then click Log In. Page | 3 MOST Cloud Service - Workflow Instructions 3. Click the Options button. Type in 52.32.54.8 for the Address and 80 for the Port. Click OK. 52.32.54.8 4. The username is demo and the password is demo. Click Log In. You will now be logged into MOST. Page | 4 MOST Cloud Service - Workflow Instructions MOST Login information - User name: "demo" Password: "demo" Brochures Printing a Brochure: 1. From any MFP, log on to MOST with the username “demo” and the password “demo”. 2. Navigate to the Brochures collection by clicking on " Brochures ", which is located on the top of the screen. You will see a list of Reform and MOST brochures (including this one). 3. Select one or more brochures you wish to print. Check marks will appear in the boxes next to those brochures that will be printed. 4. Click the "Print Brochure" button and it/they will be printed to the MFP you are using. PrintToMe Installing “PrintToMe” Driver: 1. If you do NOT already have the PrintToMe driver installed, follow the steps below to install the PrintToMe driver on your computer. If PrintToMe is already installed, skip to step 2. a. Make sure you are logged into the computer as a local administrator. b. Download the PrintToMe driver by navigating to http://mostcloud.fabsoft.net/ and clicking on the “Install the Print to Me Printer” button. c. Once the download is complete, run the executable and click “Yes” when prompted to install the driver. The installation process may take several minutes to complete. d. When the installation has finished, navigate to Control Panel > Devices and Printers in Windows. i. If you are on Windows 7, click on the Start button, then click “Devices and Printers”. ii. If you are on Windows 8.1 or higher, you can get to the control panel by right clicking on the Start button and clicking Control Panel > Devices and Printers . Page | 5 MOST Cloud Service - Workflow Instructions e. PrintToMe will be listed as an available printer. Right click on it and click “Printer Properties”. f. The printer properties window will open up. Under the “General” tab, click on the “Print Test Page” button located in the bottom right corner. Another pop up window will open. Click on “Evaluate”. g. After clicking on “Evaluate”, another window will open confirming that you are an administrator, click “OK”. h. Enter your email address, then click on “Request Evaluation Key” in the lower left-hand corner. This will open a web page where you can fill out additional information. Once all required information has been entered, click the “Submit” button. Page | 6 MOST Cloud Service - Workflow Instructions i. In a few moments you will receive an evaluation key sent to the email address that you entered. Copy this key into the “Evaluation Key” field and click “Ok”. j. A Windows Test Page will be sent to PrintToMe and the driver configuration is now complete. Printing Your Document: 2. Once the PrintToMe Driver has been installed, you can now print any document from your computer to the "Print To Me" device, just as you would with a normal printer. The document will be stored with PrintToMe. 3. From any MFP with the MOST demo installed on it, log on to MOST with the username “demo” and the password “demo”. 4. Navigate to the PrintToMe collection by clicking on "PrintToMe", which is located on the top of the screen. Next, select the "PrintToMe" tab, located on the left hand side of the screen. 5. You will see a list of documents that you have printed to your PrintToMe driver (and not deleted). Select one or more documents that you wish to print. 6. Select the printer options from the upper left hand corner of the MOST screen. These vary based on the capabilities of your machine, but they can include printing in Black & White or Color, printing Single Sided or Duplex, stapling, and hole-punching. If you do not select a value for any option, the machine will try to use the last known selection for that option. If there is no previous setting, it will pick a default. 7. If you would like more than one copy of your document, under "Copies", type in how many copies you want to make. Page | 7 MOST Cloud Service - Workflow Instructions 8. You can choose to print, delete, or do both to either the selected or all documents. The default is Print and Delete All Documents. You can change this by pressing it. A list of options will pop up on the screen. Select the one you want to perform. 9. Click the "Print Document" button and your document(s) will be printed to the MFP you are using and/or deleted, based on your choice. Note: The only user login for this demo is “demo”. Print To Me can be customized to only show a user their own documents, share documents between groups, and allow specified users to view and print the documents of others (for example, supervisors printing employees documents). Print To Me Mobile Print To Me Mobile allows users to print documents from a Mobile Device to any enabled MFP. Print To Me Mobile workflow: 1. Email a PDF (or other supported [email protected] file type) as an email attachment to a 2. After a minute or two you should receive email response that will give you directions on receiving your print job from the MFP. Email Workflow Emailing Your Document: 1. To e-mail a document, navigate to the email collection by clicking on "Email", which is located at the top of the MFP screen. Make sure you are in the “Simple” tab which is located on the left side of your MFP screen. 2. Enter the recipient's email address in the "Email To" box. To do this, click anywhere on the “Email To” field. Type in a valid email address and select "OK". 3. Enter a Subject and Message Body for the email. 4. If you would like to password protect documents that are emailed, select the "PDF Password" field and enter your password. Confirm your password by clicking on the "Confirm Password" field. These passwords must match. If they do not, MOST will inform you when you attempt to scan. 5. If you would like the document to have selectable and searchable text, click the Enable OCR checkbox. A check mark will appear in it, indicating that Optical Character Recognition will be performed on your document. Page | 8 MOST Cloud Service - Workflow Instructions Sending Your Document: 6. Place the document you would like to scan and email in the MFP feeder, face up, and press the “Email” button. 7. A preview of your document will appear on the MFP. If there are any other pages you would like to send with this document, place them in the MFP and select "Feeder" or “Glass”. Note: If you are using an older MFP, it may not have the capability to display a preview. 8. Preview your document in order to make sure it is correct. Use the "Rotate" buttons and the "Left" and "Right" buttons to adjust as needed. When you are satisfied, select the "Finish" button and your email will be sent. 9. Check for new emails using the email address that was entered. You will see an email from “demo demo” with the scanned document(s) as an attachment. Note: The email plug-in can be configured to use various email addresses as the “From:” field when sending an email, such as the MFP user, the recipient, or a static email address. 10. You can also check the status of your email(s) by going to the “Status” tab (see below). Multi Tab: 1. Click on the "Multi" tab located on the left hand side of the MFP Screen. This tab gives you more flexibility in recipients when sending emails. All email addresses that you have sent emails to using the Simple tab or the Multi tab are stored for quick retrieval. 2. Click the “Email Address” button to search for a whole or partial email address (leave this field blank to show all addresses available). Select one of the email addresses from the result list and use the “+” button in the “To” or “CC” sections to add them to the appropriate recipient list. Use the “Manual” button on either section to enter an email address that has not yet been stored (once you send the email, it will be saved). 3. Press the “Reset” button to clear all fields on the screen, including the search results of email addresses. You can repopulate the list by searching again. 4. Enter a Subject and Message Body for the email. Sending Your Document: 5. Place the document you would like to scan and email in the MFP feeder, face up, and press the “Email” button. 6. A preview of your document will appear on the MFP. If there are any other pages you would like to send with this document, place them in the MFP and select "Feeder" or “Glass”. Note: If you are using an older MFP, it may not have the capability to display a preview. Page | 9 MOST Cloud Service - Workflow Instructions 7. Preview your document in order to make sure it is correct. Use the "Rotate" buttons and the "Left" and "Right" buttons to adjust as needed. When you are satisfied, select the "Finish" button and your email will be sent. 8. Check for new emails using the email address or addresses you selected. You will see an email from “demo demo” with the scanned document(s) as an attachment. 9. You can also check the status of your email(s) by going to the “Status” tab (see below). Status Tab: 1. In the Email collection, click on the “Status” tab, located on the left side of the screen. 2. You will see a list of emails that were sent from the MFP you are using (and not cleared), along with when they were sent and their statuses. 3. Press “Clear All” to permanently remove all of the statuses in the list. Fax Workflow Faxing Your Document Using a Database Lookup: 1. To fax a document, navigate to the fax collection by clicking on "Fax", which is located on the top of the MFP screen. Press on the "Lookup" tab located on the left hand side of the MFP Screen. 2. To view the saved contacts, press "Search Faxbook". Leave the search blank to list all contacts. To add and manage your own contacts, see the three contacts sections below. 3. Select one or more contacts from the search results on the top left of the screen, then click the "Add Recipient" button. Added contacts will appear in the Recipients list on the bottom left of the screen. 4. If there is a recipient that you wish to send the document to that is not in your phonebook, use the "Manual Fax Number" button to type in the number manually. 5. If you wish to remove any recipients before sending the fax, select one or more of them from the Recipients list. Then, press Remove Recipient. They will be removed from the list of recipients. 6. Select a cover page from the Cover Page dropdown menu. There are six different styles of generic cover sheets, named Sample1 – Sample6, as well as a custom FabSoft cover sheet. 7. Enter some text to send with the scanned document, such as a description, request, or explanation, in the "Notes" box near the bottom right of the screen. 8. If at any time you wish to clear every field on the screen, including the search result, press the “Reset” button located at the bottom center of the screen. You can repopulate the search results by performing another search. Page | 10 MOST Cloud Service - Workflow Instructions Sending and Receiving Your Fax: 9. Place the document you would like to scan and fax in the MFP feeder, face up, and press “Send Fax”. 10. A preview of your document will appear on the MFP. If there are any other pages you would like to send with this document, place them in the MFP and select "Feed" Note: If you are using an older MFP, it may not have the capability to display a preview. 11. Preview your document in order to make sure it is correct. Use the "Rotate" buttons and the "Left" and "Right" buttons to adjust as needed. When you are satisfied, select the "Finish" button and your fax will be sent. Printing a Fax Status: 1. Wait a moment, and then click on "Status" located on the left hand side in order to display the faxes sent from that MFP, along with when they were sent and their statuses. 2. Select a fax from the list. 3. Press Print Status to print the status of the fax, along with the first page of the fax, to the MFP you are using. Sending a Manual Fax: 1. Press on the "Manual" tab located on the left hand side of the MFP Screen. 2. Enter the Name of the recipient, Notes to send with the fax, and the Fax Number to send it to. 3. Select a cover page from the Cover Page dropdown menu. There are six different styles of generic cover sheets, named Sample1 – Sample6, as well as a custom FabSoft cover sheet. 4. Follow the “Sending and Receiving Your Fax” directions above to complete your fax transaction. Adding a Faxbook Contact: 1. Press on the "Add PB" tab located on the left hand side of the MFP Screen. Here you can store contacts on a per MFP basis. Note: Contacts are only accessible from the MFP they were created from for this demo. Contact storage can allow users to keep contact books across MFP, share contacts between groups of MFPs or groups of users, only show contacts from some users on certain MFPs, or any combination of those options. 2. Enter the contact’s Name, Fax Number, and verify the Fax Number. If the Fax Number and its verification do not match, you will be prompted to correct them before you can save the contact. Page | 11 MOST Cloud Service - Workflow Instructions 3. If you wish to clear all of the fields on the screen, press the “Reset” button located at the bottom center of the screen. 4. Press the “Save Contact” button. Your contact will now be accessible from the Faxbook search in the Lookup tab. Editing a Faxbook Contact: 1. Press on the "Edit PB" tab located on the left hand side of the MFP Screen. Here you can edit your stored contacts. 2. To search through your stored contacts, press the "Faxbook" button and search for a whole or partial contact name. Leave the search blank to list all contacts. 3. Select the contact you want to edit. Then enter the information you want to change. You have the option of editing the Name and Fax Number. 4. If you wish to clear all of the fields on the screen, press the “Reset” button located at the bottom center of the screen. 5. Press the “Save Contact” button. Your changes will be saved and will be accessible after a couple seconds. Press the “Faxbook” button again to verify the changes. Deleting a Faxbook Contact: 1. Press on the "Delete PB" tab located on the left hand side of the MFP Screen. Here you can delete your stored contacts (but not the three sample contacts). 2. To search through your stored contacts, press the "Faxbook" button and search for a whole or partial contact name. Leave the search blank to list all contacts. 3. Select the contact you want to delete. 4. Press the “Remove Contact” button. Your change will be saved an accessible after a couple seconds. Press the “Faxbook” button to search again and verify the change. SharePoint Workflow Sending Your Documents to SharePoint: 1. To send a document to SharePoint, navigate to the Archive Sharepoint collection by clicking on "Sharepoint", which is located on the top of the MFP screen. 2. Under "Upload Directory" on the left side of the screen, there is a list of the folders in SharePoint that you can send the document to. Select SharePoint Site to open the SharePoint file hierarchy. Select the "Contracts" folder to scan your document to there. 3. Under “Filename”, enter a name for your document by clicking on the field. Page | 12 MOST Cloud Service - Workflow Instructions 4. In the "Attributes” section, select each field to enter the document number, amount, and date. These fields will be used to index the document. And will appear alongside the document on the SharePoint website. To access the website, see the instructions below. Scanning Your Document: 5. Place the document you would like to scan and archive in the MFP feeder, face up, and press “Scan to SP” 6. A preview of your document will appear on the MFP. If there are any other pages you would like to send with this document, place them in the MFP and select "Feed" Note: If you are using an older MFP, it may not have the capability to display a preview. 7. Preview your document in order to make sure it is correct. Use the "Rotate" buttons and the "Left" and "Right" buttons to adjust as needed. When you are satisfied, select the "Finish" button and your document will be sent to be archived on SharePoint. Previewing and Printing Uploaded Documents: 1. Navigate to the SPPrint tab by clicking on “SPPrint ", which is located on the left side of the MFP screen. You can see a list of all of the documents that have been uploaded by pressing “Demonstration Site”. It is in a tree view format, where you can expand folders and see the files associated with those folders. It may take up to minute to update any newly uploaded files. 2. To refresh a list/directory if it is already expanded, simply press the “-“next to “SharePoint Site”, then press “+” to show any newly uploaded documents. 3. Click on the “Contracts” directory which you uploaded to. You will now see the filename of the document that was scanned. Select it. Click the “Preview Document” button on the bottom of the screen to show a preview of the document. Note: If you are using an older MFP, it may not have the capability to display a preview. 4. Click the “Print to this MFP” button to print the document at the MFP. Checking SharePoint Website for Your Scanned Document: 1. Confirm that your document has been uploaded to SharePoint by going to http://mostcloud.fabsoft.net/sharepoint. 2. Note the login credentials for the Hosted Most demonstration and click “Continue” in order to proceed. You will be prompted to login, use the username and password that were provided on the screen. Page | 13 MOST Cloud Service - Workflow Instructions 3. Once you are logged in to the SharePoint account, click on "Contracts" located under “Documents” on the left hand side. The contents of the folder, including your scanned document, will appear here. If you click on your document, you will view a PDF version of your document. Cost Accounting and Copy Tracking Features Note: Copy tracking and Function locking will only work if the MFP’s administrator user name is “Admin” and the password is blank (default configuration). In order to make tracked copies after MOST has been installed, you must log into MOST with one of the demo accounts, such as the accounts below. If you make any copies by entering the machine’s access code, they will not be tracked by MOST. Demo2 Account – All Copy Features unlocked: 1. Log into MOST with username demo2 and password demo. 2. When you access the Copy function, you will notice that you can make black & white and color (if supported) copies. Make a copy at the machine and then Logout. On logout, your copy activity will be tracked. DemoBW Account – Color copying restricted: 1. Log back into MOST, but this time enter DemoBW for the username and demo for the password. 2. To check the current number of copies made at the MFP since MOST has been installed, navigate to the Tracker Collection by clicking on “Tracker”, which is located at the top of the MFP screen. Next, select the “Copy Count” tab which is located on the left side of your MFP Screen. The total displayed will reflect the copies you made in the previous step, plus any copies previously made on the MFP since MOST 2.3 has been installed. 3. Now try to access the color Copy function (if supported). You will notice that you are prompted for a password in order to make color copies. You will notice that you can still make black & white copies, though. DemoNoCopy Account – All copying restricted: 1. Log back into MOST, but this time enter DemoNoCopy for the username and demo for the password. 2. Now try to access the Copy function. You will notice that you are prompted for a password in order to make copies (for both color and black & white). Page | 14 MOST Cloud Service - Workflow Instructions View Tracker results: After you logout the results will be sent to the cloud. You will be able to see the results on the Tracker website. Since these demo accounts are used by others, you may see other results mixed on with your results. In order to view the results to http://mostcloud.fabsoft.net/Tracker The username: mostcloud\demo and password is password: demo Form Filler Workflow Log into MOST with the username demo2 and the password demo. Navigate to the Form Filler collection by clicking on "Form Filler", which is located on the top of the MFP screen. Make sure you are in the DBLookup tab which is located on the left side of the MFP screen. For demonstration purposes, we will select the forms that are fully ready to use. Note: Form Filler is not limited to these forms and may be customized to fit the needs of your business. Health Insurance Form 1. To produce a Health Insurance Claim form, select "Health Insurance Claim" from the drop down list of available forms. 2. Use one of the "Search by" buttons in order to search for a particular person by whole or partial name or social security number. 3. Choose one of these people to print a Health Insurance Claim form for. You can also enter information for the form manually by navigating to the "KeyInput" tab instead, located on the left hand side of the screen. Here, you can also select Health Insurance Claim Form from the drop down menu. Also enter the Client Name, Phone Number, Reference Number, and Social Security Number. Printing the Form: 4. Press the "Print Form" button and the Health Insurance Claim form will be printed to the MFP you are using. 5. You can now fill in any empty fields by writing on the document. Uploading the Form to SharePoint: 6. Place the written on document in the MFP feeder, face up, so that it may be scanned. Page | 15 MOST Cloud Service - Workflow Instructions 7. Select the "Scan" tab, located on the left hand side of the screen. 8. To have it automatically detect the page orientation, select "Auto" from the drop down menu and press "Scan". This will send the document to SharePoint. 9. To confirm that the document has been uploaded to SharePoint, go to http://mostcloud.fabsoft.net/sharepoint. Please note the login credentials. 10. Click “Continue” in order to proceed. You will be prompted for credentials. Use the ones provided on the previous page, as noted. 11. Once you are logged in to the SharePoint account, click on "Health Insurance Claims" located under “Documents” on the left hand side. The contents of the folder, including your scanned document, will appear here. If you click on your document, you will view a PDF version of it. Hernia Form 1. To produce a Hernia Workflow form, select "Hernia Workflow" from the drop down list. 2. Choose one of these people to print a Hernia Workflow form for. You can also enter information for the form manually by navigating to the "KeyInput" tab instead, located on the left hand side of the screen. Here, you can also select Hernia Workflow from the drop down menu. Also enter the Client Name, Phone Number, Reference Number, and Social Security Number. Printing the Form: 3. Press the "Print Form" button and the Hernia Workflow form will be printed to the MFP you are using. 4. You can now fill in any empty fields by writing on the document. Sign the document in the area beside “Patient Signature”. If this area is left blank, a document will be printed which states that a signature is missing when the form is scanned. If a signature is found, additional documents that are needed to complete the workflow will be printed from the MFP. Uploading the Form to SharePoint: 5. Place the written on document in the MFP feeder, face up, so that it may be scanned. 6. Select the "Scan" tab, located on the left hand side of the screen. 7. To have it automatically detect the page orientation, select "Auto" from the drop down menu and press "Scan". This will send the document to SharePoint. 8. To confirm that the document has been uploaded SharePoint, go to http://mostcloud.fabsoft.net/sharepoint. Please note the login credentials. Page | 16 MOST Cloud Service - Workflow Instructions 9. Click “Continue” in order to proceed. You will be prompted for credentials. Use the ones provided on the previous page, as noted. 10. Once you are logged in to the SharePoint account, click on "Hernia Workflow" located under “Documents” on the left hand side. The contents of the folder, including your scanned document, will appear here. If you click on your document, you will view a PDF version it. 11. Scanning the document will automatically print two related patient documents from the MFP if the fist form was signed. If it was not, a document asking you to sign the first one will be printed. Fill in the empty fields of the two related Hernia Workflow documents and place them in the MFP feeder, face up, so that they may be scanned. Select the “Scan” tab, located on the left hand of the screen, and scan them in like the first document As with the previously scanned documents, they will show up in SharePoint under "Hernia Workflow". New Hire Applications 1. To produce a New Hire Application form, select "New Hire Paperwork" from the drop down list. 2. Choose one of these people to print a Hernia Workflow form for. You can also enter information for the form manually by navigating to the "KeyInput" tab instead, located on the left hand side of the screen. Here, you can also select Hernia Workflow from the drop down menu. Also enter the Client Name, Phone Number, Reference Number, and Social Security Number. Printing the Form: 3. Press the "Print Form" button and the New Hire Application form will be printed to the MFP you are using. 4. You can now fill in any empty fields by writing on the document. Uploading the Form to SharePoint: 5. Place the written on document in the MFP feeder, face up, so that it may be scanned. 6. Select the "Scan" tab, located on the left hand side of the screen. 7. To have it automatically detect the page orientation, select "Auto" from the drop down menu and press "Scan". This will send the document to SharePoint. 8. To confirm that the file has been uploaded to SharePoint, go to http://mostcloud.fabsoft.net/sharepoint. Please note the login credentials. 9. Click “Continue” in order to proceed. You will be prompted for credentials. Use the ones provided on the previous page, as noted. Page | 17 MOST Cloud Service - Workflow Instructions 10. Once you are logged in to the SharePoint account, click on "New Hire Applications" located under “Documents” on the left hand side. The contents of the folder, including your scanned document, will appear here. If you click on your document, you will view a PDF version of it. Scanning Forms with a Cover page: 1. Select the “Cover page” tab from the left side of the screen. 2. Select a Document Type from the drop-down menu, such as “HIPAA” or “Consent”, to describe the document you want o scan with the cover page. 3. Enter the Client Name, Phone Number, Reference Number, and Social Security Number. These will be used to index the document on SharePoint. 4. Press “Print Cover page”. A cover page for your document will be printed from the MFP. Uploading the Form to SharePoint: 5. Place the cover page first, then every page of the document that you provide in the MFP feeder, face up, so that they may be scanned. 6. Select the "Scan" tab, located on the left hand side of the screen. 7. To have it automatically detect the page orientation, select "Auto" from the drop down menu and press "Scan". This will send the document to SharePoint. 8. To confirm that the file has been uploaded to SharePoint, go to http://mostcloud.fabsoft.net/sharepoint. Please note the login credentials. 9. Click “Continue” in order to proceed. You will be prompted for credentials. Use the ones provided on the previous page, as noted. 10. Once you are logged in to the SharePoint account, click on "Cover Pages" located under “Documents” on the left hand side. The contents of the folder, including your scanned document, will appear here. If you click on your document, you will view a PDF version of it. Contracts Workflow Selecting a Contract: 1. Log into MOST with username demo2 and password demo. 2. To manage a contract workflow, navigate to the contracts tab by clicking on “Contracts”, which is located on the top of the MFP screen. You should be on the “Search” tab, located on the left side of the screen. 3. Perform a search by selecting the “Vendor” or “Invoice #” buttons. These are to search through Page | 18 MOST Cloud Service - Workflow Instructions sample invoices by partial or full vendor name and invoice number, respectively. Leave the search field blank on either one to display all results. 4. Select the type of document that you would like to scan. For example, you can choose “Invoice”. 5. Select “Yes” or “No” in the drop down titled “Does the invoice amount match?”. 6. Place a document you provide that you would like to scan to Document Authority Control (DAC) in the MFP feeder, face up, and press “Scan to DAC". 7. A preview of your document will appear on the MFP. If there are any other pages you would like to send with this document, place them in the MFP and select "Feed". Note: If you are using an older MFP, it may not have the capability to display a preview. 8. Preview your document in order to make sure it is correct. Use the "Rotate" buttons and the "Left" and "Right" buttons to adjust as needed. When you are satisfied, select the "Finish" button and your document will be uploaded to DAC. Document Authority Control: 9. To view the document in Document Authority Control, go to http://mostcloud.fabsoft.net/dac 10. Enter in the Username: “mostcloud\Manager1” and Password: “demo” and press the “Login” button. This is the account with permission to manage documents sent from demo2 in DAC. Note: Upon logging in, you may need to click on the link for “Document Authority Control” near the top of the screen. 11. View the document that was scanned by clicking on the thumbnail of the document or clicking on the link. It will be labeled with the time and date when it was scanned. After viewing, you can click the “Approve” or “Deny” icons. If you approve the document, then it will be uploaded to SharePoint. Checking Your Document in SharePoint: 12. Confirm that your document has been uploaded to SharePoint by going to http://mostcloud.fabsoft.net/sharepoint. Please note the login credentials. 13. Click “Continue” in order to proceed. You will be prompted for credentials. Use the ones provided on the previous page, as noted. 14. Once you are logged in to the SharePoint account, click on "Contracts" located under “Documents” on the left hand side. The contents of the folder, including your scanned document, will appear here. If you click on your document, you will view a PDF version of it. Page | 19 MOST Cloud Service - Workflow Instructions Timesheet Workflow Log into MOST with the username bubblesheet and the password demo. Using the TimeSheet solution, you can print out a timesheet per employee, have it approved or denied and also get a .CSV file with the result sent via email. The database contains the tables TimeSheet and tmpTimeSheets, where TimeSheet contains data on the following columns: TImeSheetID, FirstName, LastName, WorkerID, DailyHours, WeeklyHours, MonthlyHours The worker has a set maximum of hours per day, week and month. Those values are stored in the table under the columns, DailyHours, WeeklyHours, MonthlyHours. The remaining columns, TimeSheetID, FirstName, LastName, WorkerID are also filled in with the workers’ info. The other table tmpTimeSheets is filled in with the result of timesheets scanned. Printing TimeSheets: Navigate to the TimeSheet collection by clicking on “TimeSheet”, which is located on the top of the MFP screen. Press on the “Print” tab located on the left hand side of the MFP Screen. 1. To select the workers from the database and print their timesheet, search the worker by name. click on either the First or Last button to gather the worker’s info. 2. Type the name in the “Enter Search” field to pull the worker’s info or just click on OK to obtain all data from the database displayed on the screen, so you could be able to select the desired worker(s). 3. Select the worker by clicking on the desired worker name to highlight and then click on the “Add” button to add the worker to the selected list to print timesheet. You can select more than one worker by doing the same procedure over. 4. Select the month to be printed out on the timesheet by clicking on the “Month” dropdown. 5. Select the year to be printed out on the timesheet by clicking on the “Year” dropdown. 6. Enter the Email Address on “Email Address” field where the results “.CSV” file would be sent as an attachment after the timesheet has been scanned. Fill in the timesheet sheet with the amount of hours worked on the month and shade the bubbles to validate the time entered. Page | 20 MOST Cloud Service - Workflow Instructions Scanning The Timesheets: 1. Once you have filled out the timesheet(s), MOST will grade them, press the “Scan” tab located on the left hand side of the MFP Screen. 2. Place the worker’s timesheets in the MFP feeder, face up and press the “Scan” button. 3. A preview of your document will appear on the MFP. If there are any other pages you would like to send with this document, place them in the MFP and select “Feed”. 4. Note: if you are using an older MFP, it may not have the capability to display a preview. 5. Preview your document in order to make sure it is correct. Use the “Rotate” buttons and the “Left” and “Right” buttons to adjust as needed. When you are satisfied, select the “MOST” icon on the top of the MFP screen to email the timesheet to the email address you previously entered. After the timesheets are scanned in, the results will be sent via email with the result file as an attachment to the email address you entered previously. You will receive a Timesheet Report file with the result of the hours entered on the timesheet with the data of each worker who has been approved or denied. Rules: The timesheets will be processed to check for the following invalid situations: 1. The “Worker’s Signature” area does not have writing in it (not signed by the worker). 2. The “Supervisor’s Signature” area does not have writing in it (not signed by the supervisor) 3. The “Total Units” area does not have writing in it (total hours not filled in) 4. There is a bubble filled in, but no writing in the “IN” and “Out” areas for any particular day* (both times are not written in on a day with a bubble filled in). 5. There is writing in the “In” and “Out” areas, but no bubbles filled for any particular day* ( no bubbles filled in for a day which has hours worked) 6. The hours per day > authorized daily hours (daily hours exceed the authorized daily hours) 7. The total hours per month > authorized monthly hours (monthly hours exceed the authorized monthly hours). Page | 21 MOST Cloud Service - Workflow Instructions The following image would describe the rules on the fields for the timesheet: Quick Grade Workflow Log into MOST with either the username bubblesheet and the password demo, or the username demo2 and the password demo. Both users have access to the Quick Grade workflow. Using the BubbleSheet, you can print out an answer sheet for a test, have them graded and also create a report for the class. Page | 22 MOST Cloud Service - Workflow Instructions Printing Test Sheets: Navigate to the Bubble Sheet collection by clicking on "Quick Grade", which is located on the top of the MFP screen. Press on the “Print Tests” tab located on the left hand side of the MFP Screen. 1. Enter a name of the instructor in the Instructor Name field. 2. Enter a name for the test in the Test Name field. 3. Select a number of answers per question to print tests for by clicking on Number of Answer per Questions dropdown . 4. Enter a number of questions for the test in the Number of Questions field by using keypad. 5. Enter a number of students to take the test in the Number of Students field by using keypad. 6. Press the “Print Test Sheets” button and the MFP will print out test answer sheet for each student with all of the relevant information on it as well as an Answer sheet, to be filled with the correct answers. 7. Fill in the Answer sheet with as many answers as you want. These will be used as the correct answers for grading the students’ tests. Fill in the students’ answer sheets with the same number of answers as the Answer sheet and fill the Signature Name field with the student’s name. Only the answers filled in on the Answer sheet will be graded in the students’ tests. Grading the Tests: 1. Once you have filled out the tests, MOST will grade them. Press the “Scan” tab located on the left hand side of the MFP Screen. 2. Place the students’ tests and answer sheet in the MFP feeder, face up, and press the “Scan” button. The Answer sheet can be placed anywhere between, in front of, or after the student tests. 3. A preview of your document will appear on the MFP. If there are any other pages you would like to send with this document, place them in the MFP and select "Feed" 4. Note: If you are using an older MFP, it may not have the capability to display a preview. 5. Preview your document in order to make sure it is correct. Use the "Rotate" buttons and the "Left" and "Right" buttons to adjust as needed. When you are satisfied, select the "MOST" button. After the tests are scanned in, the test results will be printed at the MFP. You will receive a Test Report sheet with the signature name of the students who took the test as well as each of the graded test sheets. Page | 23 MOST Cloud Service - Workflow Instructions Smart Grade Workflow Log into MOST with the username bubblesheet and the password demo Using the Bubble Sheet solution, you can print out an answer sheet for a test, have them graded and also create a report for the class Creating A Class: 1. In order to add students to your Bubble Sheet workflow, you first need to create a class. Navigate to the Bubble Sheet collection by clicking on “Smart Grade”, which is located on the top of the MFP screen. Press on the “Add Class” tab located on the left hand side of the MFP screen. 2. Enter an Instructor Name, Class Name, Class Description and Class Location by pressing on the respective fields. 3. If you wish to clear all of the fields on this screen, you can press the “Reset” button located on the bottom center of the screen. 4. After entering all the information, press the “Save” button. 5. Your class has been saved and can be managed from the machine you created it on. You can add another class or continue onto the next section. Editing A Class: 1. In order to edit the details of a class you previously added, press the “Edit Class” tab located on the left hand side of the MFP Screen. 2. Use the “Class” button to search by whole or partial class name, description or location. Leave the search field blank to show all results. 3. Select the desired class to edit. Then enter the information you want to change. You have the option of editing the Instructor, Class Name, Class Description and Class Location. You can enter information for one or all of these fields. 4. Once you have entered the information you want to change, press the “Save” button. Press the “Class” button to search again and confirm your changes. Page | 24 MOST Cloud Service - Workflow Instructions Adding a Test Taker: 1. To add a test taker to one of the classes you have previously created, press the “Add Tester” tab located on the left hand side of the MFP Screen. 2. In the class list, you will see a list of all the classes you have added at this MFP. If you have recently made additions or edits to the class list that are not being shown, press the “Refresh Class list” located under the list to update it to the most recent version. 3. Enter a name in the Test Taker field for the student that you are adding. 4. Select which class you wish to add that student to from the list. 5. Press the “Save” button to add the student into the selected class. 6. Follow the same procedure to add more students into your class. Deleting a Test Taker: 1. If you wish to remove a student from any of your classes, press the “Del Tester” tab located on the left hand side of the MFP Screen. 2. Press the “Test Taker” button to search for students by whole or partial name. Leave the search field blank to display all of your added students. They will be shown with their respective classes. 3. Select a student to remove from the list. 4. Press “Remove” to delete the student. You can confirm your changes by searching again with the “Test Taker” button. Printing Test Sheets for a Class: 1. Once you have created a class and added enough students to it, you can print bubble sheet tests for them by pressing the “Print Test” tab located on the left hand side of the MFP Screen. 2. You can narrow down a class by searching the Class Name, Class Description or Class Location. You can leave any of the search field blank to list all results. Only classes with at least one student in them will be listed. 3. Select a class to print tests for. 4. Enter a name for the test in the Test Name field Page | 25 MOST Cloud Service - Workflow Instructions 5. Press the “Print Test Sheets” button and the MFP will print out test answer sheets for each student with all of the relevant information on it as well as an Answer sheet, to be filled with the correct answers. 6. Fill in the Answer sheet with as many answers as you want. These will be used as the correct answers for grading the students’ tests. Students will fill in the answer sheets with the same number of answers as the Answer sheet. Only the answers filled in on the Answer sheet will be graded on the students’ tests. Grading the Tests: 1. Once you have filled out the tests, MOST will grade them. Press the “Scan” tab located on the left hand side of the MFP Screen. 2. Place the students’ tests and answer sheet in the MFP feeder, face up and press the “Scan” button. The Answer sheet can be placed anywhere between, in front of, or after the student tests. 3. A preview of your document will appear on the MFP. If there are any other pages you would like to send with this document, place them in the MFP and select “feeder” or “glass”. 4. Note: If you are using an older MFP, it may not have the capability to display a preview. 5. Preview your document in order to make sure it is correct. Use the “Rotate” buttons and the “Left” and “Right” buttons to adjust as needed. When you are satisfied, select the “MOST” icon on the top of the screen to print. After the tests are scanned in, the test results will be printed at the MFP. You will receive a Test Report sheet as well as each of the graded test sheets. If a student’s test sheet was printed but not scanned back in, their name will be listed on the Test Report sheet with “—“as their score. Dropbox Workflow With Dropbox, you can scan documents from an MFP and upload them directly to a Dropbox folder. Scan documents to Dropbox: 1. From any MFP, log on to MOST with the username “demo” and password “demo”. 2. Click on the “Dropbox” button located near the top of the screen. 3. You are now in the Dropbox collection. There are two tabs available here; Scan and Status. Click on the Scan tab if it is not currently selected. Page | 26 MOST Cloud Service - Workflow Instructions 4. You can now enter a Filename and select the File Type that the scanned document will have. In the middle of the screen you can select which Folder the document will be uploaded to. If you would like a direct link to the document once it has been uploaded, enter an email address in the “Email results will be sent to:” field and check the “Include Shared Link” option. Selecting the “Email Scan Results” option will include the status of the transfer in the same email. 5. After all of the necessary information has been entered, hit the Scan button. 6. To view the uploaded document, navigate to http://mostcloud.fabsoft.net/ and click on the “Browse Dropbox Documents” button (or simply click this link) and navigate to the folder previously specified. Status Tab: 1. In the Dropbox collection, click on the “Status” tab, located on the left side of the screen. 2. You will see a list of Dropbox uploads that were sent from the MFP you are using (and not cleared), along with when they were sent and their statuses. Press “Clear All” to permanently remove all of the statuses in the list. Page | 27