EDMS Export Utility Tutorial (MS Word)
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Electronic Document Management System (EDMS) Export Utility Tutorial For questions or comments, contact: Sonia Nelson Project Lead EDMS Team Tel 850.410.5558 Email email@example.com 10/30/06 Purpose: The primary purpose of this tool is to facilitate Public Records Requests (PRR). The Florida Department of Transportation (FDOT) is often called upon to deliver mass numbers of documents to requestors in accordance with the Sunshine State Laws. All documents, with the exception of documents specifically excluded by the Sunshine Law, must be made public, if requested. This tool is intended for used by FDOT employees fulfilling PRRs from the documents housed in the Electronic Document Management System (EDMS). To Access the Export Utility a user must: 1. Be a member of an FDOT Network Domain. 2. Logon to the FDOT Network. 3. Display the INFONET home page. 4. Select Enterprise Applications. 5. Select Projects. 6. Select Electronic Document Management System (EDMS). 7. Select Main. 8. Select Export Utility. 9. Select the District that owns the documents for export. 10. The Login page is displayed. 11. Log on to the EDMS application with your FDOT credentials. 12. Select the Columns you want to display in your Export file. 13. Place a checkmark to the right of your selected column. The columns displaying checkmarks to the right are the default columns, which will automatically be displayed in your results file. You may modify these selections. 14. Use the area under Search Criteria to the right of the attribute name to specify the search criteria. This example shows a Financial Project Number has been added as search criteria 15. Some fields have look up associated with them. Represents a drop down box – can be used to make a selection 16. Some fields have drop downs associated with them. Represents a drop down box – can be used to make a selection 17. The drop-down boxes have been set to default values. You may accept the defaults or make a different selection. 18. The search results list be sorted by the Document Number attribute, this is the default value. Using the drop-down, a different sort order can be selected. 19. To begin the search click on the Search button at the bottom of the page. Select this button to begin the search. 20. The Search Results list is displayed with the selected columns, by the selected sort order. 21. Select Revise Search button if your results set is not what you expect. 22. Selecting Revise search will return to the Search Criteria form. Make the modification to your criteria and select search to see the new results. 23. Select to Export all documents or the selected documents Check the box beside the document to mark it for export. Select the Export All button to export all documents. 24. Enter a file name to be used for your export set. 25. Select the Submit Batch Job Button. 26. The following screen will display if your export job has been processed. 27. Log out or click the New Export Button to begin a different PRR. 28. Email notification is sent as a record of successful completion of the export. 29. The Export file will remain on the server for 7 days.