DOCUBASE IMAGE VIEWER - LEAP Learning Center

Transcription

Landstar Educational Advantage Program
DOCUBASEIMAGE VIEWER
Docubase–
Image Viewer
Participant Name ________________________________________
Date ______________________________
1st Edition June 2006
Revised 10/26/09
The Learning Objectives of This Module Are:
♦ Introduce the Image Viewer application on a simplified level so all
employees can utilize efficiently
♦ Allow employees to be more self-sufficient when assisting callers and
avoid transferring the call when documentation is needed or being
inquired about
♦ Introduce some helpful hints and keyboard shortcuts to assist all users
Let’s list some ways each of you use Image Viewer:
___________________________________________________________
___________________________________________________________
___________________________________________________________
___________________________________________________________
___________________________________________________________
What are some of your challenges with using Image Viewer?
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Table of Contents
Module 1 Docubase System (aka-Image Viewer).................................. 1
Learning objectives and Lesson Introduction ................................ 2
Entering Image Viewer............................................................... 3
Search Form function ................................................................. 4
HitList Window & icon cheat sheet .............................................. 5
Image Viewer Window & icon cheat sheet ................................... 6
Multiple HitList simultaneously .................................................... 8
Key points ................................................................................. 9
Module 2 Helpful Hints When Using Image Viewer ............................. 11
Learning objectives .................................................................. 12
Helpful hints—Search Form window .......................................... 13
Select & display a document ..................................................... 14
Print & e-mail a document ........................................................ 15
Fax a document via Microsoft Outlook ....................................... 16
Document code description list ................................................. 17
Image Viewer shortcuts ........................................................... 18
Keyboard shortcuts .................................................................. 19
Key points ............................................................................... 22
Personal action plan/my commitment............................... 23
Notes ...................................................................................... 24
Training opportunities and continuing education .............. 26
Module 1
Docubase System
(aka Image Viewer)
Module 1: Docubase System (aka– Image Viewer)
1
Module One — Docubase System aka Image Viewer
Learning Objectives
The goals of this lesson are to:
♦ Introduce the Image Viewer application
♦ Walk you through the document retrieval process so you
can better serve your customers when paperwork review is
necessary
Lesson Introduction
All paperwork that has been indexed into the imaging system,
either by Imaging, the agents or BCOs can be retrieved through
Image Viewer.
If you have the Image Viewer icon on your computer's desktop you
can view, print, e-mail or fax these images in a matter of seconds.
2
Entering Image Viewer
To Retrieve Images:
Double left-click Landstar Image Viewer icon
on your desktop
This window will appear:
ranglig1
You have
permission to use
this User Id and
Password to view
billing paperwork.
◊ Type your user name (you may have your own user ID and password,
however ranglig is the common ID)
◊ Press Tab
◊ Type your password
◊ Press Enter or click OK
Click this down
arrow button
to select base
3
Search Form Function
Click the down arrow button to select the appropriate base
This window will appear listing all the bases you are authorized to use:
Searches ALL
recent billing
paperwork
On Search Form - click CGOS AND LOGISTICS BILLING
This is the base where images for Ranger, Ligon, Inway, Gemini and Logistics are stored.
(Paperwork related to Billing and Fuel Tax only)
Type 7 digit trip
number here
Ex. 3744791
3744791
OR type the 16 digit
Transflo or TripPak
Scanned confirmation
numbers here
WARNING!
Do NOT use
the DISPLAY
button
◊ Click in the PRO NUMBER box and type the 7 digit freight bill number
◊ Click HitList or press Enter (never click the DISPLAY box)
4
HitList Window Function
The HitList window will appear:
(See below for icon description)
Scanner ID’s beginning
with two letters indicate a
truck-stop scan.
For example:
PT- Pilot
LV- Loves
TP- Trip Pak
FX- In-Truck (Transflo)
To view an
individual page,
double click the
line of the
document you
wish to view.
16 digit batch
numbers are created
when images are
scanned by the BCO.
Scanner ID’s:
Beginning with a single
letter code indicate
paperwork scanned
in
-house - like the Y here.
The tick mark tells you
there is a note
attached to this page.
The note will be
available when the
page is viewed.
*Beginning of alphabet =
scanned in JAX.
*End of alphabet =
scanned in ROC.
The batch number is the
date that the document was
scanned. This was scanned
on 01/26/06.
Scanner codes that have
3 letters are scanned by
an agent.
HitList icon cheat sheet
Select All – Highlights all documents in the folder
Display – Opens all highlighted documents for viewing
Print – Prints all highlighted documents
E-mail – E-mails all highlighted documents (sends as a TIF doc). When clicked, it
will ask you if you would like to include the freight bill if available.
Print HitList – Prints the window
Save the HitList to a file
Copy highlighted HitList documents to the clipboard
Be CAREFUL!
Never email/fax
confidential info
(pricing, $, etc.)
5
Image Viewer Window
Image Viewer window will appear if a document is selected for viewing
(See below for icon description)
Click the upper X to
close the program.
Click the lower X to
close these pages.
Click the tab of the page
you wish to view.
Hot keys:
Press F3 to see image on
the next tab,
Press F2 for image on the
previous tab.
Hold the left mouse
button down and drag
over any area to enlarge
it. Right click once on
the image to return to
normal size.
Image Viewer window icon cheat sheet
File - Use this menu to save, print, change the printer setup, e-mail or exit the Image Viewer
window. Click FILE or press ALT-F.
Edit - Use this menu to add a note to the trip or copy a document to the clipboard.
Click EDIT or press ALT-E. *Note: Only specific users have authorization to add notes.
HitList - Use this menu to find the HitList window or turn on the multiple HitList option.
Click HitList or press ALT-H.
Window - Use this menu to view the “doc info” window, select view notes, arrange multiple
HitList windows (ex. cascade, tile), minimize or close the view window.
Click WINDOW or press ALT-W.
Imaging System - Use this menu to access the search form, or turn on sort options.
Click IMAGING SYSTEM or press ALT-I.
Help - Use this menu to locate a list of keyboard shortcuts. Press ALT-L.
6
Image Viewer Window, cont.
Print – Sends a copy of the file straight to the default printer.
Copy to Clipboard – Prepares a duplicate image you can paste somewhere else.
Pan Window – Opens a window that allows you to maneuver around a page at an enlarged scale.
Right click on the document and it will return to it original size.
Show Magnifying Glass – A magnifying glass appears, move it over an image and left click the
mouse button. The area will be enlarged.
Zoom In – Enlarges the viewing size of a document with every click of this button.
Zoom Out – Reduces the viewing size of a document with every click of this button.
Fit to Window – Returns enlarged image back to its original size.
Rotate 90° left – Rotates document a quarter turn counter-clockwise with each click.
Rotate 180° – Flips document head to foot (upside down) with each click.
Rotate 90° right – Rotates document a quarter turn clockwise with each click.
7
Multiple HitList Simultaneously
Notes can be
added to a
page thru the
Edit option on
the toolbar.
* Not everyone
has this option.
◊
◊
◊
◊
◊
◊
Click on the HitList menu and select Multiple HitList Simultaneously
Then click on the Imaging System menu and select Search Form
Type in your Pro Number
Click HitList or press Enter (never click on the display box)
Select the items you want to view and click display
Click on the Window option and select Tile to view trips
Note: There is no limit to the amount of trips viewed at one time, however it is
recommended to view one trip at a time and close it out when you are finished.
Your icons will work (rotate, zoom, etc.)
on the trip you last clicked on.
8
Module One — Key Points
♦ The Image Viewer application allows an employee to view trip
paperwork.
♦ Using the steps outlined in this module will allow you to provide
your customers with great customer service and reduce call
transfers.
What’s the difference between using workflow through
the iSeries and logging in to Image Viewer?
With Image Viewer you can view and compare
multiple trips at one time.
With workflow, you can only view one trip at a time.
9
10
Module 2
Helpful Hints
When Using Image
Viewer
Module 2: Helpful Hints When Using Image Viewer
11
Module Two — Helpful Hints When Using Image Viewer
Learning Objectives
The goals of this lesson are to:
♦ Provide the user with helpful hints in navigating through
the Image Viewer application including:
◊ Search form tips
◊ Selecting, displaying and printing documents
◊ E-mailing and faxing via Microsoft Outlook
◊ Document codes
◊ Keyboard shortcuts
12
Helpful Hints
Search Form Window
Use ellipse button to
do a type of
“wildcard” search
without locking up
the system
Use ellipse button
here to view all
doc types
Use ellipse button
here to view a
calendar!
◊ To access the Search Form Window, click Imaging System on the toolbar, then scroll
down and click on Search Form or press F12.
◊ If you’ve already entered search information and want to reuse it, press SHIFT-F12 or
click Previous Search Form (as long as you haven’t closed out the entire program).
◊ Multiple fields can be selected at one time.
◊ You can use a "wildcard" approach to search for a PRO number:
Type several digits in the proper field followed by an asterisk (*). This "wildcard"
represents all possible combinations for the remainder of that PRO number.
The wild card works in any field. The system will search for all options depending
on where you use the * as a place holder. I.E.: “3744*91”
When using the Date Range fields on the Search Form:
◊ Press CTRL-D to move the cursor there:
Enter dates as MM/DD/YYYY (NOT necessary to type the slashes). If no date range
is entered, the system assumes the range begins and ends on the same date.
Note: Start with the most possible digits–using only 1 or 2 can produce long search times
Educational
Program
and slow Landstar
down the
imagingAdvantage
system for
other users.
13
Helpful Hints
Using the HitList Window and Document Display
The number of documents in a
HitList package is listed at the
bottom left corner of the dialog
box. In this example, there
are 16 documents in the
package, but only 12 are
shown.
You can either
enlarge window or
use the scroll bar on
the right to see the
other available pages.
◊ You can position a HitList (shown above) anywhere on your screen. If it gets
lost under other windows press F11 to bring it to the top or press ALT-H and
To select a document:
◊ Click on the document to highlight it.
◊ To select multiple documents, you can:
hold CTRL key down and click on each document you wish to select
OR hold SHIFT key down and click on the first and last document you wish
to highlight; Release. All docs in between will be auto-selected.
OR left-click with mouse on first document, hold and drag through the last
doc you wish to select; Release. All docs in between will be auto-selected.
OR use the SELECT ALL icon to select all docs.
To display a document:
◊ Double-click on a single document to display.
◊ OR after selecting multiple documents, click the DISPLAY icon on the toolbar.
14
Helpful Hints
To print a document:
◊ From the HitList Window (window to the left)
Highlight the document(s) you wish to print.
Click the PRINT icon.
▫ Once the document has been sent to the printer, the highlighted items
will automatically be de-selected.
◊ From the Display Window (window below)
Click on the tab of the document you would like to print.
Click the PRINT icon.
To e-mail a document (or FAX via email):
◊ From the HitList Window (window to the left)
Highlight the document(s) you wish to send.
Click the E-MAIL icon (a message box will appear asking if you want to include the
freight bill, if available. Select YES or NO.)
An e-mail message window will appear with the selected document(s) attached.
Proceed with e-mail as you normally would (follow steps on next page to FAX via
Outlook).
◊ From the Display Window (window below)
Click on the tab of the page you would like to e-mail.
Use the FILE menu on the toolbar; select e-mail.
An e-mail message window will appear with the selected document(s) attached.
Proceed with e-mail as you normally would (follow steps on next page to FAX via
Outlook).
15
Helpful Hints
To FAX a document from Image Viewer via Microsoft Outlook:
In the “To…” box, enter: [fax:recipient’s name@fax number] There can be a space
between the recipient’s first and last name; no other spaces should be used.
TIP:
FAX documents
via e-mail using the
FILE menu in Image
Viewer, or the
e-mail icon
BE CAREFUL!
Never e-mail/fax
confidential info
(pricing, $, etc.)
CONFIRM WITH
YOUR SUPERVISOR
PRIOR TO USING
THIS OPTION!
You must have the
FACsys icon on your
toolbar to use
this option
The “body” of
your e-mail will
become part of
your FAX Cover
Page
{
●
●
Any notes you type here will be on your
recipient’s FAX cover page.
●
●
(optional) Enter
recipient’s name +
“@”
Enter fax # as
shown (NOT
necessary to add a
“9” at the
beginning)
Add “1”+ area code
IF long distance
You will receive a
confirmation email
from the System
Administrator once
fax is sent
The FAX cover page to the recipient will look like this:
The “To” name will
be the name you
typed in the “To”
e-mail address box.
The “From” name
will be the name
associated with your
e-mail address.
16
Document Code Description List
TE
Trip envelopes, Truckstop Scan Cover Page, Imaging Barcode Sheet
BP
Bill of Lading with POD (Proof of delivery)
BL
Bill of Lading only - no POD, any TONU ppwk
PD
Delivery tickets with POD, Delivery Tickets with Signed Detention
Information, Detention Forms, Custom Forms with POD
FE
BCO Fuel Envelope
TI
Landstar and Customer Trailer Interchange Form\Cards
PR
Permits and Escorts
CS
Customer Confirmation Sheets
WT
Weight Tickets
MS
Imaging Barcode Sheet with a broker bill, Delivery Tickets w\o POD,
Customs w\o POD, Landstar Confirmation Sheets, Permit Envelope,
Toll and Misc. Receipts, Numerous Other Misc. Docs
FR
BCO Fuel Receipt
LR
Lumper Receipt, Loading or Unloading Receipts
BI
Broker Invoice - Broker Statements
VI
Third Party Vendor Invoice
PM
Permit Invoice
EI
Escort Invoice
MC
Mexican Carrier Invoices
17
Image Viewer Shortcuts
Function
Key
Window
F12
Document
Displays search form
F4
Document
Displays Workflow Viewer keyboard shortcuts
SHIFT F12
Document
Displays previous search window
F11
Hit List
1
Finds Current HitList that is displayed or brings up last
HitList searched
-
Page Level
2
Allows you to zoom out on the displayed image
*
Page Level
2
Fits the image to the window (cancels zoom)
+
Page Level
2
Allows you to zoom in on the displayed image
CTRL F3
or F2
Page Level
4
Finds Current HitList that is displayed
F10
Page Level
2
Displays Information on the document
F2 or F3
Page Level
3
Allows you to go back and forth between documents
SHIFT F2
or F3
Page Level
5
Allows you to go back and forth between two pro numbers
Conditions
Definitions of Conditions:
1
HitList is active
2
At least one image must be displayed
3
At least two images (tabs) must be displayed
4
Two or more HitLists exist
5
Two or more document display windows exist
Conditions
Action
18
19
Main Image Display
Window
Window
Imaging System
Imaging System
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
Imaging System
Imaging System
Imaging System
x
x
x
Window
Window
Window
Window
Window
Window
Window
HitList
HitList
HitList
HitList
HitList
HitList
HitList
HitList
Edit
Edit
File
x
x
x
File
x
x
x
File
x
x
x
File
x
x
x
File
x
x
x
File
x
x
x
Menu
x
x
x
Available in Available in
Workflow Image Viewer
ALT - I - L
ALT - I - L
ALT - I - P
ALT - I - S
ALT - I
ALT - W - M
ALT - W - L
ALT - W - F
ALT - W - C
ALT - W - T
ALT - W - P
ALT - W - I
ALT - W
ALT - H - O
ALT - H - M
ALT - H - P
ALT - H - C
ALT - H - T
ALT - H - F
ALT - H - F
ALT - H
CTRL - C
ALT - E
ALT - F - X
ALT - F - R
ALT - F - P
ALT - F - A - J
ALT - F - A - T
ALT - F
Keyboard Shortcut
Display previous search window
SHIFT F12
Log onto imaging system as different user
Log onto imaging system
Display search window
Display Imaging System menu
Minimize all package windows
Cascade package windows large
Cascade package windows and fit
Cascade package windows
Tile package windows
Toggle document information popup
Display Document Info Window
Display Window menu
Allow only one HitList at a time
Allow multiple HitList simultaneously
List package
Close HitList (All)
Tile HitList
Find all HitList if more than one
Find current HitList
Display HitList menu
Copy image to Windows clipboard
Display Edit menu
Exit program
Print setup
Print image
Save image in JPEG format
Save image in TIFF format
Display File menu
Action
F12
F10
F11
F-Key
H
G
A
A
A
A
A
A
A
A
D
C
J
J
C
A
A
A
A
A
Conditions
20
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
NOTE: Shaded areas - most
commonly used F-keys
Main Image Display
Window
[ No Menu ]
[ No Menu ]
[ No Menu ]
[ No Menu ]
[ No Menu ]
[ No Menu ]
[ No Menu ]
[ No Menu ]
[ No Menu ]
Help
Help
Help
Help
Menu
Condition
Definitions
ALT - L - A
ALT - L - K
ALT - L
Keyboard
Shortcut
HitList is active
HitList is not active
Debug is not currently active (For MIS use only)
Debug is active (For MIS use only)
Currently not logged onto imaging system
Currently logged onto imaging system
Account must have database change rights
Two or more HitLists exist
Two or more document display windows exist
D
E
F
G
H
I
J
K
At least two images (tabs) must be displayed
B
C
At least one image must be displayed
A
Fit image to window (cancel zoom)
Zoom-OUT on displayed image
Zoom-IN on displayed image
“ + ” (Plus)
“ - “ (Minus)
“*“
(Asterisk)
Switch to next tabbed window
Switch to previous HitList
Switch to next HitList
SHIFT - F3
CTRL - F2
CTRL - F3
Switch to previous tabbed window
Switch to image on next tab
F3
SHIFT - F2
Switch to image on previous tab
About the Workflow Image Viewer
Display Workflow Viewer keyboard shortcuts
Display stand alone viewing tips
Display Help menu
Action
F2
F4
F1
F-Key
A
A
A
K
J
J
K
B
B
Conditions
21
Document Info
Window
Key Selection
Window
Modify Keys Window
Search Window
Window
x
x
x
x
x
x
x
x
<ENTER>
<ENTER>
Condition
Definitions
Condition
Definitions
CTRL - K
CTRL - A
CTRL - S
x
x
x
x
CTRL - D
x
Keyboard
Shortcut
CTRL - B
Menu
x
x
A
Exits Doc Info window and returns to main window
Selects highlighted key item
Available when a key field has focus
Display key list window for key with focus
Available when a key field has focus
B
F9
Account must have access to more than
1database
Display key list window for key with focus
Move focus to first key
Toggle between Advanced and Standard views
Toggle between Advanced and Standard views
Move focus to from-date
Move focus to database list
Action
A
F9
F-Key
A
B
A
Conditions
Module Two — Key Points
♦ Applying these helpful hints to the Image Viewer system will
assist you in the document retrieval process:
◊ Search form tips
◊ Selecting, displaying and printing documents
◊ E-mailing and faxing via Microsoft Outlook
◊ Document codes
◊ Keyboard shortcuts
22
Personal Action Plan - My Commitment
Applying the skills reviewed today, how would you handle one of your
challenges you provided in the beginning of this workbook?
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23
Notes
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24
Notes
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25
Training Opportunities & Continuing Education
Log in to the LEAP Learning Center - Training website:
Under My Menu, click Course Catalog where you can view all courses available
Including Computer Software Training!
INSTRUCTOR-LED COURSES
Can’t We All Just Get Along?
Negotiation Workshop
Candidate Selection
New Employee Training
Conflict Resolution *
Performance Management - Self Evaluations
CS - Mastering Successful Discussions
Performance Management - Your Team
Customer Service *
Power of 3
Customer Service Excellence
Presentations - Individuals & Groups
Customer Service NOW
Presentations II
Decision Making
Respectful Workplace - Leaders
Diversity Awareness
Respectful Workplace
Dynamic Customer Service
Stress Management *
Empowered to Succeed
Team Building *
Goal Setting & Life Balance
Team Communication
Internal Customer Service
Team Leaders - Coaching & Motivation
Interviewing Internally
The Ownership Spirit
Landstar Now
Time Management *
Leadership Essentials
Water Cooler Leadership Series
Managing Change - Leading Your Team
Assertive Communication
ONLINE COURSES
Business Etiquette - Advanced*
Business Etiquette - Basics*
Managing Your Landstar Career
Docubase - Image Viewer
Meeting Elements
Measuring Customer Service
Personal Finance
Teambuilding Stages
Revised 10/26/09
Business Writing
Effective Listening
Demystifying IS
26
Basic Budgeting & Accounting
Critical Thinking
Defusing Irate Customers
* MTP Requirement
COURSES ON THE HORIZON
Process Analysis, Strategic Planning &
Documentation
Landstar Educational
Situational Leadership

DOCUBASE IMAGE VIEWER - LEAP Learning Center

Transcription

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