Work Process
Air India Ltd. Document Management System Project
Help Document
Air India DMS
Hard Copy Documents & E-mail Uploading on DMS
Note:
In the above table of content, User can check the error message which they are getting on their system, they can press CTRL key and click on any of the link in table of content, Automatically It will open that particular section of this document
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Table of Contents - (User can press CTRL & Click on any topic to directly move to that section)
1. How to store a hard copy document on DMS 3
2. What are the different scan settings that can be used? 5
3. Saving Lotus Notes E- mail on DMS system 8
3.1 Saving lotus notes mail in PDF format and saving it on DMS system: 8
3.2 Saving Lotus notes Email on DMS Using Drag and Drop DMS feature 10
4. Contact details of DMS Helps Desk 13
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How to store a hard copy document on DMS
Solution:
Step 1. User will take the hard copy document and scan it using a good quality scanner.
Step 2. User will save that scanned document on a local system (computer) and give appropriate name which will describe the document.
Step 3. User will log in to DMS system using the URL and open the relevant folder where user wants to save the document.
Step 4. Now user will click on the add document button as shown in the below image.
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Step 4. Now, User will browse and locate that saved document on local system and click on NEXT and OK on next screen
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Step 5. As soon as user clicks on OK that document will be successfully uploaded on the DMS.
What are the different scan settings that can be used?
We should make sure that while we done scanning of any document we should check our scanner setting to make sure that scanner is scanning and saving document in PDF Editable format.
We should avoid using the scanner setting of PDF Image file, as it is not possible to search any particular text inside that PDF file.
There are basically two different types of documents that a user might need to scan for uploading in to DMS system; Pictures and Documents.
There are two things to keep in mind when scanning:
1. RESOLUTION
2. FORMAT
Note: Scanner stores both documents and Pictures as an image. It might finally save this image in a computer image format or in PDF format based on your requirement.
Resolution
▪ Resolution involves the quality of the image. Specifically, how many dots per inch (dpi) are contained in the photo
▪ More dots per inch means more detail, larger print size, and thus a better quality photo. (This also means a larger file size, more on this below.)
▪ How much resolution your photo should have depends on what you want to do with that image once you have scanned it
▪ If your photo will not get shown on anything other than a computer monitor (for example, a web page or a PowerPoint-type presentation), you will not need a high resolution because most monitors cannot show anything higher than 120 dpi
▪ Simply adjust the scan size for how big you want the image to appear. However, if you are planning to print the graphic onto a laser printer of some kind, you will want to scan at a higher resolution, like 300-600 dpi.
▪ Remember that if you double your resolution, it gives you 4 times the number of dots and makes the file 4 times bigger and it will increase the file space by 4 times.
▪ So, we should take care while choosing the resolutions as it will save hard disk space as well as easy to upload on system
Format
▪ File size is often an issue. If you are sending images over the web, you want to keep file size to a minimum.
▪ However, if you are going to print a graphic on a printer, you would be more concerned with quality than file size.
▪ To further confuse the situation, different software programs often use different formats when working with images. For example, Microsoft products tend to use the bitmap or BMP, format in their programs
▪ Adobe products are more flexible, handling jpeg, bitmap, gif, and so on. To handle these situations, images can be saved in various file formats.
▪ The main purpose of having various formats is to add some kind of compression to keep file sizes to a minimum yet maintain the quality of the image. Some of these formats are: jpeg, gif, tiff, and bitmap
Different format that a user can choose as per their requirements
|Sr. No.|Document Type |File Format |Detail of Format |
|1 |Documents |PDF |The most common format is PDF |
| | |(Portable Document |The reason for this is the universal access to the free Acrobat Reader which permits anyone to |
| | |Format) |open a PDF. File on their PC or Mac. |
| | | |By converting paper to documents in .PDF format you make your records easily viewed and you can |
| | | |count on anyone |
| | | |You send them to by e-mail to be able to access them as well |
|2 |Image |TIFF (*.TIF) |This format is another standard among software packages |
| |Documents | |It offers very little compression, but maintains total quality of the original image |
| |Photos | |Tiffs are typically used to save an image for manipulating later, to maintain maximum quality, |
| | | |or when the image will be used for publication |
| | | |You can also edit the scanned images before saving them |
|3 |Image |JPEG (*.JPG) |Jpeg. images are the standard among most software packages |
| |Photos | |They offer the best of both worlds: compression & image quality. Some of the uses for jpeg |
| | | |images include large photographs on the web and sharing images among software |
| | | |The JPEG format lets you highly compress image data. However, the higher the compression, the |
| | | |lower the image quality |
| | | |Any lost image quality data cannot be restored, and the quality deteriorates each time the data |
| | | |is saved. |
| | | |The TIFF format is recommended when modification and retouching are required |
|4 |Image |BITMAP (*.BMP) |This is a Microsoft format used mainly within Microsoft software. If you plan on using an image |
| |Photos | |in a |
| | | |Microsoft program, save it as a bitmap with the .bmp extension. Bitmaps use no compression so |
| | | |they are |
| | | |the largest file type but there is absolute image clarity |
Resolution: User can select resolution of the document as per the following table
|Sr. No. |What User will do with the scanned image |Suggested scan resolution 300 dpi (dots|
| | |per inch), |
|1 |Send via e-mail, upload to web, view only on the screen |96 to 150 dpi |
|2 |Print / user want to convert that document in to editable text |300 dpi |
|3 |Fax |200 dpi |
Saving Lotus Notes E- mail on DMS system
User can store individual Lotus notes E - mail from their Lotus Notes inbox using either of the following two methods
1. Saving lotus notes mail in PDF format and then saving the PDF on DMS system
2. Using Drag and Drop DMS feature you can drag the email from the Lotus inbox into the DMS system.
1 Saving lotus notes mail in PDF format and saving it on DMS system:
Note: To use this functionality of DMS, user must be able to save the email as a PDF document. There are several programs available that allow this functionality.
User can follow following step to save mail on the DMS
Step 1. User will open that E –mail on Lotus Notes, which they want to move into DMS system
Step 2. User will go to the following path - File > print > Your PDF Printer Program > Save on local system
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[pic] [pic]
Step -3. User will log in to DMS system and open the relevant folder on DMS where user wants to save that E-mail
[pic]
Then, User will click on next > add, finally that particular E-mail will be uploaded on the system.
[pic]
2 Saving Lotus notes Email on DMS Using Drag and Drop DMS feature
Basic System Requirements: Please make sure user should be using Lotus notes version 8.5.2 Standard edition and above
User can check their Lotus Notes version by selecting option Help and then click on about IBM lotus notes, where user can see the current version of lotus notes
Lotus Notes - Route: - Help > about IBM lotus notes
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Once, User confirms that they are using correct version of lotus notes then they can use the drag and drop facility of DMS to save lotus notes E-mail using the following step on the DMS
Step 1. User will open Lotus Notes E-mail and select all the E-mail’s which they want to move by pressing CTRL key and selecting using mouse, which they want to move into DMS system
[pic]
Step 2. User will log in to DMS system and open the relevant folder where user wants to save these E-Mail
Step 3. User will press CTRL KEY and click Left key of Mouse on the Selected E-mail’s and drag all these mail to DMS system
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Step 4 - User will click on ADD and then click on OK
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As user clicks on ADD and then OK on the next screen, all these mail file will move in to the DMS system automatically and stored in the folder selected in step no 2.
Contact details of DMS Helps Desk
DMS Help Desk Contact Information
Email: dms.desk@airindia.in
Contact Number: 022- 26263154 Ext. 3154
Note: Please mention following while sending E- mail for any problem:
1. Steps followed by user where he is getting the error
2. Screen shots of your error
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