Quick guide to Individual Assignment Module in e-Doc

Quick guide to Individual Assignment Module in e-Doc 1. Creating/Updating Job/Doc Records .............................................................................. 1 1.1. How to create Job/Doc Records............................................................................... 1 1.2. How to update Job/Doc Records.............................................................................. 2 2. Monitoring ...................................................................................................................... 3 2.1. How to check who is available for an assignment ................................................... 3 2.2. How to check all current assignments for a staff..................................................... 3 2.3. How to check who is working on specific Job ........................................................ 3 3. How to Search on Staff ................................................................................................... 4 3.1. How to print Staff list barcodes ............................................................................... 4 3.2. Staff member has already an e-Doc account............................................................ 4 3.2. Staff member does not have an e-Doc account........................................................ 5 3.2.1. How to request an e-Doc account ..................................................................... 5 4. Creating/Updating Leave and Special Records .............................................................. 6 4.1. How to create Leave and Special Records............................................................... 6 4.2. How to update current Leave and Special Records ................................................. 6 4.3. How to retrieve/update already finished Leave and Special Records...................... 7 5. Staff Card management................................................................................................... 8 5.1. How to view/update Staff Card................................................................................ 8 5.1.1. How to create/update General and Contact information................................... 8 5.1.2. How to update Languages................................................................................. 8 5.1.3. How to create/update Appointments................................................................. 8 5.1.4. How to update Subjects .................................................................................... 8 5.1.5. How to update Skills......................................................................................... 8 5.1.6. How to update Record Codes ........................................................................... 8 6. Assistance ....................................................................................................................... 9

1. Creating/Updating Job/Doc Records 1.1. How to create Job/Doc Records • In Quick menu: select Records, enter the job number (7 digits + suffix if any, : example 0524788/1) and click on

•

You are now in the Job/Doc Records screen where you can create Job/Doc records:

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•

To create a job/doc record the following figures can be recorded: ¾

¾ ¾ ¾ ¾ ¾ ¾ ¾ ¾

Record code - type the short code (e.g. T for Translation) or double-click (or press F2) to select the code from the full list of available codes for your Job Location Start and End - indicate starting and ending page Chap/Part - indicate chapter and/or paragraph if needed Qty - type quantity in ESP Unit - type or double-click to select the unit Staff - type last name or code of staff member or double-click in the staff field (or press F2) to select staff from the list who is responsible for that record Start Date - indicate when record is given to the staff member Due Date - indicate when record is due End Date - indicate when staff member completed record

NOTE1: To record Date fields (Start, Due or End) type date (and time) or double-click to select the date from the calendar. To record current day and time select the filed and click on button or press F4.

•

NOTE2: To navigate through table use tab key or arrow keys on the keyboard, or use mouse. To create additional record details, place the cursor in any field in record line and click on Show line details button. Additional fields are displayed: ¾ ¾ ¾ ¾

Location Output Original Language Remark

•

Click on List to display list of available options and select desired one.

•

Write remark in Remark field if needed

•

Click on

button

1.2. How to update Job/Doc Records •

Go to the Job/Doc records screen as described in paragraph 1.1.

•

Make desired updates

•

Click on

button

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2. Monitoring 2.1. How to check who is available for an assignment •

from Main menu, or from Staff & Records menu. Click on Office Planning screen displays records for all staff members that are • • •

Not completed, Today's records, or Records that will start in future.

•

To view/update all existing Job/Doc records for selected Job/Doc click on

•

To view/update any record (Job/Doc or Leave and special records) select the record and click on

2.2. How to check all current assignments for a staff •

Go to the Office Planning as described in paragraph 2.1.

2.3. How to check who is working on specific Job •

In Quick menu: select Records, enter the job number (7 digits + suffix if any, example 0524788/1) and click on :

•

You are now in the Job/Doc Records screen for this Job only where you can view/update records for this Job only:

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3. How to Search on Staff 3.1. How to print Staff list barcodes •

Click on

•

Click on

•

Click on

•

Click in Barcode List checkbox (

•

Click on

•

Click on

from Main Menu

)

button button

3.2. Staff member has already an e-Doc account • • OR

In Quick menu: select Staff, read with barcode reader staff barcode (see paragraph 3.1.) You are now in the Staff List

•

Click on

•

Click on

•

Click on

•

Query on staff entering name and/or index number and/or code or part of any using sign % (wild character). NOTE1: It is possible to use several % signs in the beginning, middle or the end of the name, index number or code.

•

Click on

from Main Menu

button

NOTE2: If you click on button without entering any query criteria all staff members from your office will appear on Staff List.

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3.2. Staff member does not have an e-Doc account Only staff members with an e-Doc account will appear on the Staff List. To get the new staff member on Staff List an e-Doc account has to be requested. •

3.2.1. How to request an e-Doc account Click on Pre-Registration on Welcome to e-Doc screen:

•

Fill the form; yellow highlighted fields are mandatory. Language: select the language of your service. Job Location: Select TR from the list. Office: live it blank (Click on Help button for more information.)

•

Click on . You account will be activated within a few hours during business days. You will receive a short email from e-Doc when your account has been activated.

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4. Creating/Updating Leave and Special Records 4.1. How to create Leave and Special Records • In Quick menu: select Staff, read with barcode reader staff barcode (see paragraph 3.1.) • You are now in the Staff List • Click on Records table displays Leave and Special records that are • Not completed, • Today's records, or • Records that will start in future. • The following figures can be recorded: ¾ Record code - type the short code (e.g. AL for Annual Leave) or doubleclick (or press F2) to select the code from the full list of available codes for your Job Location ¾ Start Date - indicate when record started ¾ End Date - indicate when record ended ¾ Qty - type quantity (e.g. 3) ¾ Unit - type or double-click to select the measurement unit for selected record code (e.g. hours) ¾ Comments - type comment if needed NOTE: You can enter Start Date and End Date, or you can enter Start Date, Qty and Unit. • Click on button 4.2. How to update current Leave and Special Records • In Quick menu: select Staff, read with barcode reader staff barcode (see paragraph 3.1.) • You are now in the Staff List • Click on Records table displays Leave and Special records that are • Not completed, • Today's records, or • Records that will start in future. • Make desired updates • Click on button. NOTE1: To record Start and End Date fields type date (and time) or double-click to select the date from the calendar. To record current day and time select the filed and click on button or press F4. NOTE2: To navigate through table use tab key or arrow keys on the keyboard, or use mouse

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4.3. How to retrieve/update already finished Leave and Special Records If you would like to correct/view already finished Leave Record (e.g. you took 0.5 day AL and it is recorded 1 day AL) • Click on from Main Menu • Click on • Click on • Type the Record code - type the short code (e.g. AL for Annual Leave) or click on the List to select one • Type the Staff code - type last name or staff code or click on the List to select one • Click on Available records for selected staff and selected record code are listed in Record List • Select a record that you want to retrieve/update • Click on button • Make desired updates • Click on button

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5. Staff Card management • •

5.1. How to view/update Staff Card Search staff as described in paragraph 3.1. Select the Staff and click on 5.1.1. How to create/update General and Contact information

• • •

Click on Make desired updates Click on button 5.1.2. How to update Languages

• • •

Click on Select the languages that staff member is able to translate from Click on button 5.1.3. How to create/update Appointments

• • • • • • •

Click on To update existing appointment Select the appointment Make desired updates Click on button To create a new appointment Click on the Fill in the form Click on button 5.1.4. How to update Subjects

• • •

Click on Select the subjects that staff member is specialized in Click on button 5.1.5. How to update Skills

• • •

Click on Select the technological tools that staff member is skilled in Click on button 5.1.6. How to update Record Codes

• • •

Click on Select Record Codes for which staff member may get some records (this list is only informative) button Click on

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6. Assistance If you need assistance on using e-Doc, please send an email to [email protected], or call IMTU Help-desk at 3-5033. (Check Help and Support for updates of contact numbers).

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