General Information Screen RGR01M



Specialized Trans. Imaging Manual

Table of Contents

Introduction 2

Site Overview 2

Requirements 2

SISTRS Home Page 3

Scan Documents 5

Login to SISTRS 6

Batch Scan / Send Process 8

Logoff SISTRS 14

View Documents 16

View Thumbnails 20

Multiple Document Print 21

Multiple Document Email 22

Batch Status Reports 25

Forms and Utilities 28

Introduction

This document is to provide assistance with the new look, feel and functionality of the new SISTRS website. While some areas have changed dramatically and others have just undergone some cosmetic changes, the overall idea and functionality have remained constant. The goal was to make it easier, faster, and more useful than ever to retrieve documents online. New features have been added to help with performance efficiency, such as automated multiple-document printing and emailing.

Site Overview

Scan Documents

One of the primary functions of the website is to allow batches of documents to be scanned.

View Documents

Allows documents to be viewed online, as well as print and email the documents.

Batch Status Reports

View the current batch processing status or the date the batch was available to view online.

Forms and Utilities

View and download commonly used forms, manuals and utilities for the imaging system.

View Old Documents

Allows older documents to be viewed online.

Requirements

The minimum technical requirements to correctly use the SISTRS website are:

Operating System

Windows 2000, Windows XP

Browser

Internet Explorer 6.0, Service Pack 1

Other

For document retrieval, a program or plug-in with ability to view TIF images is required. The AlternaTIFF viewer is recommended and can be downloaded from .

SISTRS Home Page

Step 1: Access to the SIRVA Imaging Solution Home Page is through the SIRVA Extranet (extranet.).

[pic]

(Step 1)

Step 2: Select the following path in order to reach the SIRVA Imaging Solution Home Page: Specialized Transportation, Document Imaging.

[pic]

(Step 2)

The SIRVA Imaging Solution Home Page displays in a separate window. Maximize the Home Page to best utilize its functionality

[pic]

(SISTRS Home Page)

[pic] It is not advised to save this site as a favorite. There are numerous security validations that must be passed before entering the Specialized Imaging Solution Home Page. If this site is saved as a favorite, the security validations will be bypassed. Note that Specialized Transportation, Inc. logo displays in the upper left hand side of the screen if a user has logged in via the extranet home page.

Scan Documents

The Scan Documents link will direct the user to the SISTRS document scanning solution. Once the Scan Documents link is clicked, the SISTRS login screen will open in a new browser window. Maximize the SISTRS Login screen to best utilize its functionality.

[pic]

(SISTRS Login Screen)

[pic] If a Pop-up Blocking software is being used, ensure it will not block the new window containing the SISTRS login screen. Using the Ctrl key and clicking the link will often bypass the pop-up blocker.

Login to SISTRS

When the Login screen initially displays, the fields will be blank. Once the information is typed in the Application, User ID and Station ID fields, the system will retain this information.

[pic]

(Login Screen)

Step 1: Type the following login information as itemized in the chart below. All fields must be typed in lowercase. The Screen shot below is a REAL user id code for the Los Angeles Logistics Center – it is meant only as an example; do not use this station id if you are not in Los Angeles.

|Application |sistrs |

|User ID |stiremote |

|Password |stiremote |

|Station ID |Your Logistics Center Code |

[pic]

(Step 1)

[pic] When Cookies and / or Temporary Internet Files are deleted, the Login fields will be deleted. Keep the login information handy to ensure proper login.

Step 2: Click Login.

Software Test

A software test is necessary for first-time users as well as for those users whose scanner configuration has been altered.

[pic] It is not necessary to perform the software test each time the SISTRS scanning application is accessed.

Step 1: Click the Test link located next to the Login tab.

[pic]

(Step 1)

Step 2: When the word Done is displayed in the bottom corner above the Start button, click Test!.

[pic]

(Step 2)

A Test passed message and green checkmarks displays if the test is successful.

[pic]

(Test Passed)

[pic] If any of the tests fail, follow the instructions displayed on the screen. If unable to obtain a Test passed message, contact Business Systems Support, 800-999-5917, option 2.

Batch Scan / Send Process

There are four steps to scan and send a batch to corporate.

○ Prepare a batch

○ Scan a batch

○ Quality check

○ Upload / Send

Prepare a Batch

Step 1: Choose the highest quality copy available for each document to be scanned.

[pic] Remove all staples, clips or other binding hardware. Failure to remove these items may cause severe damage to the scanner.

Step 2: Ensure the contract number is written / visible on each document.

Step 3: Complete the Scanning Control Sheet (SCS) for each shipment. This form needs to be the first document for each individual shipment.

[pic]

(Specialized Transportation Shipments)

[pic] A maximum of 20 pages per batch is strongly recommended; larger batches may result in problems in uploading and indexing. If there are multiple shipments within a batch, a SCS must be completed for each.

Scan a Batch

Step 1: Click the Operations tab from the Welcome screen.

[pic]

(Step 1)

Step 2: Click Scan Logistics Paperwork.

[pic]

(Step 2)

[pic] The first time this screen is accessed, a series of Digital Signature Not Found dialog boxes may display. Click Yes each time this occurs.

Step 3: Write the Scanning batch number on the Scanning Control Sheet in the Batch Number field.

[pic]

(Step 3)

Step 4: Verify the Scanner drop-down menu is set accordingly. If not, adjust as necessary.

○ If the Fujitsu fi-4110cud or the Fujitsu 3091dc scanner is being used, the Scanner drop-down should be set to Kofax Software VRS - TWAIN.

○ If the Fujitsu fi-4120Cdj scanner model is being used, the Kofax enhancement software is not used. Therefore, the Scanner drop-down menu should be Fujitsu fi-4120Cdj.

[pic] Verify the Trusted sites icon is displayed in the bottom right corner of the screen. If Internet is displayed, this indicates there is something wrong with the browser settings for the SISTRS scanning application. Do not scan the batch; rather contact Business Systems Support, 800-999-5917, option 2.

[pic] [pic]

Step 5: Insert the batch into the scanner facing backwards and upside down.

Step 6: Click Scan.

[pic]

(Step 6)

After the pages are fed through the scanner, the images will display in the left pane.

[pic]

(Scanned Documents)

Quality Check

Step 1: Click each image link (i.e. Image 1) to check the document for quality. Each document should display straight, legible and in its entirety. If any document does not have all three characteristics, the document should be deleted and re-scanned.

[pic] To delete an image, highlight the appropriate image link and use the Remove or Remove all icons. To rearrange the images, highlight the appropriate image link and use the Move up, Insert before and Move down (not shown) icons.

[pic]

(Step 1)

Step 2: Once all the images have been checked for quality, click Done.

[pic] Once Done is clicked, no edits can be made to the batch. The Cancel button will cancel and delete the batch. This button is only to be used when the batch is to be discarded.

[pic]

(Step 2)

Once Done is clicked, the system displays the Shortcut screen (Operations tab). Another batch can be scanned or the current batch can be uploaded / sent to corporate. Those agents with slower Internet connection speeds are highly encouraged to scan one batch at a time and upload immediately following.

[pic]

(Shortcut Screen)

Upload / Send a Batch

Click Upload / Send to upload scanned batches to corporate.

[pic]

(Shortcut Screen)

As the batch is transmitted to corporate, each document will display as it is sent.

[pic]

(Batch Transmittal)

[pic] The Abort button will cause the batch to be manually aborted. Do not click this button unless the batch is to be canceled.

The status of the batch displays and the system will ask Do you want to continue processing? If Stop is not clicked within two seconds, the system will continue transmitting batches to corporate.

[pic]

(Waiting for Next Batch Screen)

When the last batch is finished uploading to corporate, the system displays the Shortcut screen (Operations tab).

[pic]

(Shortcut Screen)

Logoff SISTRS

Step 1: To logoff SISTRS, click the Logoff link located in the upper right corner of the screen or the Logoff button from the Home tab.

[pic]

(Step 1)

Step 2: Click Yes from the Confirmation dialog box to end the scanning session.

[pic]

(Step 2)

View Documents

Document retrieval enables users to view documents scanned into the imaging system. The Alternatiff viewer is the recommended viewer and must be downloaded, installed, and registered successfully in order to view documents; visit the Forms and Utilities section for the AlternaTIFF link.

[pic]

(View Documents Online)

Single Contract Search

Step 1: Type a contract number in the Order Number field.

[pic] Typing the date the image was available in SISTRS will help narrow the search.

Step 2: Click Search and the document list displays beneath the search criteria.

[pic]

(Step 2)

Screen Layout

[pic]

(Left Pane)

( Number of documents found. A maximum of 200 documents can be returned in a single search.

( View document thumbnails, which are small pictures of the document.

( Document list displays each type of document and the number of documents for that type. Click the plus [+] or minus [-] to expand or collapse the list for that document type.

( A link containing the page number and date display for each document. The box to the right of the link is used to select the document to be printed or emailed.

( Print Selected button is used in conjunction with those documents selected to be printed.

( Email Selected button is used in conjunction with those documents selected to be emailed.

( Placing a checkmark in this box allows the document list to always expand the list to show each individual document for all types.

Multiple Contract Search

Step 1: In the Order Number field, type as much of the contract number as possible and then type an *. The * allows the system to perform a wildcard search.

[pic]

(Step 1)

[pic] Typing the date the image was available in SISTRS will help narrow the search.

Step 2: Click Search to display the document list beneath the search criteria.

[pic]

(Step 2)

Screen Layout

[pic]

(Left Pane)

( Number of contracts found using the wildcard search method.

( Total number of documents found for all of the contracts found.

( A contract number with the total number of documents. Click the View Thumbnails link to view the document thumbnails, or click the View This Only link to view only that contract's document list. Click the plus [+] or minus [-] to expand or collapse the list for that contract.

( The contract number is expanded in order to display the list of documents for that particular contract only. Click the plus [+] or minus [-] to expand or collapse the list for that document type.

( A link containing the page number and date display for each document. When in this view, there is no box to the left of the document to print or email the selected documents.

View Thumbnails

Each contract allows documents to be viewed in thumbnails. The thumbnails can be used for a quick visual reference. Under each thumbnail, the document’s date available to view, page number, and scan location is listed.

The Print Thumbnails link will prompt the print dialog box to appear. Click Print to print all of the thumbnails.

[pic]

(View Thumbnails)

Each document can be enlarged to full-size by clicking the thumbnail. This is similar to clicking the document link from the left pane. The date, document type and page number displays above the image.

[pic]

(Full Size Document)

Multiple Document Print

Place a checkmark in the box to the left of the document to print multiple documents at one time, and click the Print Selected button located in the bottom left corner.

[pic]

(Multiple Document Print)

The printer dialog box automatically displays, click Print to print the documents. The Reprint documents link will prompt the printer dialog box to redisplay.

Multiple Document Email

Place a checkmark in the box to the left of the document to email multiple documents to one or more recipients, and click the Email Selected button located in the bottom left corner.

[pic]

(Multiple Document Email)

Email Process

Step 1: Type your email address in the From: field.

Step 2: Type up to four email recipients in the respective To: and CC: (Carbon Copy) fields.

[pic] The From and To email address fields are required.

Step 3: Type a message, if applicable.

Step 4: Select the method the documents are to be attached:

○ Individual Images - .tif files

○ Individual Compressed Images - .png files

○ Single Adobe Document - pdf format

[pic]

(Steps 1 thru 4)

Step 5: Click Send Email.

A confirmation displays when the email is sent. The Return link will display the email screen before Send Email was clicked.

[pic]

(Confirmation)

Batch Status Reports

The Batch Status Reports link allows an agent to review the status of their batches, within the last 15 days and also verify when the batch was available to view.

[pic]

(Batch Status Reports)

Batch Status Report

After typing the Logistics Center code in the Station/Agent ID: field, click Batch Status Report to display the report of statuses for the batches scanned within the last 15 days.

[pic] To check the status of batches scanned for Specialized Transportation, enter the ST Agent Code in the Station/Agent ID field and click Batch Status Report.

[pic]

(Batch Status Report)

[pic] Batches with a status of Job Done have been successfully uploaded. Those with a pending status need to be uploaded. Batches that have been pending or running for more than 24 hours or aborted may need troubleshooting. Please call please contact Business Systems Support, 800-999-5917, option 2.

Batches Available to View

After typing the agent code in the Station/Agent ID: field, click Batches Available to View to display the report giving the date a batch was available to view online.

[pic]

(Batches Available to View)

Forms and Utilities

The Forms and Utilities button allows different forms and utilities to be used for assistance with the website in its entirety or for further information on the imaging process.

Documents are categorized accordingly:

○ Specialized Transportation - containing Specialized Trans-specific documents

○ Other Documents - containing documents used by all brands

○ Scanner Maintenance - containing scanner owner’s manuals

○ Utilities - tools used to ensure ease of use

[pic] If a Pop-up Blocking software is being used, ensure it will not block the new window from opening.

[pic]

(Forms and Utilities)

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