Florida Department of Environmental Protection



OCULUS v5

Welcome to the OCULUS v5 Document Management System

There are some obvious differences in the new version of OCULUS but many are cosmetic. Most of the functionality is exactly the same as the previous version.

[pic]

The new login looks like this. If you choose the Remember me button you will not have to re-enter your password each time you are logged off. When you want to return you will simply click the Login button. This feature has been temporarily disabled so that Notices about the Upgrade will be seen on the Login page.

Should you need to go to the Login screen at any time, you simply choose Show the OCULUS Login Screen.

[pic]

Login takes you to the familiar OCULUS search page, allowing you to query the system for documents using the same criteria as before:

Catalogs

Profiles/Properties

Index Characteristics

SEARCH

[pic]

All main OCULUS functions are now nested in a drop-down menu along the top of the screen. You’ll notice Search, Actions, Tools, Workflow (if available), Help and Log out. You will also see that it recognizes who you are.

[pic]

The Actions menu nestles key OCULUS functions.

• Search

• Insert

• PreIndex

• Workspace

[pic]

Other new features on the Search page are

• Calendar - [pic] This feature allows you to choose the date from a pop up calendar.

[pic]

TOOLS

In the Tools drop-down you will find items to make working in OCULUS easier. The Reporting tool (if you have Admin rights) and Contractor Lookup table for Storage Tanks, for example.

WORKFLOW

If you use OCULUS Workflow, you will access the features under the Workflow menu item. Here, you will find access to your Workflow Inbox and, if you are the administrator, the Workflow admin tools.

SEARCH RESULTS

After entering Index criteria, you will arrive on the updated Search Results or Hitlist screen. Again, the look is familiar, but with some changes. Large results sets scroll better, documents preview outside of the hitlist interface and tools that affect the entire result set – like Export to Excel, Send Search Results and Printable Hitlist – are now at the top of the page instead of in the Operations menu. [pic]

OPERATIONS

The options inside of the Operations menu have been enhanced, as well.

[pic]

Add I View Comments – This allows you to add a comment about the document. If there is a comment there will b a C in the document icon which indicates there is a comment associated with the document.

[pic]

Find Supplemental Index

This allows you to find supplemental s to a document.

Add to Folder – Find Folder

You still must add documents to OCULUS but once in they can be combined into a folder. This is to maintain the document centric model as well as to ensure retention of specific document types.

OCULUS folders allow you to quickly group related documents into logical OCULUS entries. For example, you can create a folder for an inspection that contains several different documents that relate to and comprise the full report. Each document can be searched for individually or you can search for the folder, open it and see the documents in one convenient place. Please be aware of how you name your folders.

OTHER NEW FEATURES

Preview

Previously to Preview a document you would need to turn the Previewer on. Now by choosing the document icon under the Preview column the Previewer will open in a new window, giving you immediate access to the selected document.

[pic]

No documents found

If your Search results in No documents found you will see Return in the Operations drop down. Choose Select and you will be taken back to the Search page.

[pic]

INSERT

Insert requires the same Index information as before. The main enhancement here is the ability to choose the file which you want to Insert into OCULUS from this screen.

[pic]

Once you Select the File to insert you will also be able to Preview the file should you need any Index information.

[pic]

DESKTOP INTEGRATION

This is what we used to call the ‘macros’. This feature still allows you to integrate with the Microsoft Office Suite tools as well as the drag and drop feature. This is what the new OCULUS Insert icon will look like.

[pic]

In Word, Excel etc., you will see an OCULUS button at the top of the page.

[pic]

Choosing this will take you to the OCULUS Tool feature. This tool makes it easier to insert and check documents into OCULUS.

[pic]

Help Feature

The OCULUS help feature accessed through the Help menu item has been completely re-designed for OCULUS 5. You may browse by content, look through indexed topics, search for the exact information you want and bookmark help topics to easily return to them later.

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download