VFR User Manual

Welcome to the Virtual File Room User Documentation. This document is designed to be used by a user of the Virtual File Room, and will cover the basic navigation of the Virtual Filing Room System. After reading this short document, you should be able to easily use the system in your daily operations. If you have questions that are not answered here, or that you cannot puzzle out, or if you find a bug in the system (ie, errors are displayed in your operational use) then please see the section below called “Contact.”

Logging In & Out / The Menus & Homepage

To start using the VFR, point your browser to the address http://vfr.mpdglobal.com.

Hopefully you will have your login and username handy at this point. If you don’t, contact your VFR administrator for this information. Type in your login and password and click “login.”

Once you have logged in, you will see a few things on the homepage.

The first is the menu along the top. It contains the links/items of home, browse, search, my profile and logout. This same menu bar will exist on all pages of the VFR once you are logged in.

Home - This link will always return you to this initial first page.

Browse - This link will display the browse company page, which sorts all companies in the system based on Alphabetical Order.

Search - This link will take you to the search page, used for searching companies based on Name, ID, and Expiration Date.

My Profile - This link will take you to a page that allows you to change your password. You should change your password from whatever was initially provided by the VFR Administrator.

Logout - This will log you out of the system, returning you back to the login page. Make sure you click this link every time you are finished with your work in the VFR!

The main two activities involved with the Virtual File Room (Browsing and Searching) are located as links in the middle of the page, and can also be used instead of from the menu bar.

Changing Your Password

To change your password, click the link on the menu bar called My Profile and then the following link entitled Update Password.

You will be prompted for your current password, and then for a new password to be entered twice.

Click “Update Password” and you will then be taken to the login page to re-login using your new password.

Browsing Companies

Browsing companies is the easiest way to look through all the companies entered in the VFR system. Clicking Browse will display a table with the letters A - Z. Clicking on one of the letters will expand the entire list to display, alphabetically sorted, all the companies that begin with that letter. Please note that the VFR Administrator made a decision when this system was setup, and that decision was that all “The X” or “The Y” type company names WOULD be stored in the “T” category. So conversely, all “A Company Name” type companies live in the “A” category.

To view a company, simply expand the letter you wish to view, then locate the company you wish to view. Clicking the company will drill down into Company View.

You can browse for companies at any point by clicking the Browse button from the menu bar.

Searching Companies

The VFR is the most powerfully and quickly used with the searching tools. Clicking Search from the menu bar will display the search page.

The search page is separated into 2 searches, each is independent from the other. The top search, or “Search by Name/Number” allows for searching of company name, client ID, and if they are “active” or “dead” files. (AKA, is their License active or not.) The bottom search, or “Search by Expiration Date” returns all companies that have “expiration dates” in the requested time period.

Search by Name/Number

This search defaults to the company name and a status of “Active.” To search by company ID, select “Customer Number” from the “Search By” dropdown menu. To search the “Dead” companies, select “Dead” from the status dropdown. Enter your search string (company name or customer number) into the text area marked “Value” and click the button marked “Search by Name and Status” The results will be displayed in a table with the Company names, Status, and when they are marked to Expire. Click the company name to drill down into the Company View.

Search by Expiration Date

To search by Expiration date, enter the month and year of the starting date, and then the month and year of the ending date. The VFR system tracks all expiration’s based on month and year, it does support specific dates within the month. Please Note: You must enter the month before and the month after to find a specific month. For example, if I want to find all entries that expire in 07/2006, I would enter 06/2006 for the start and 08/2006 for the end date. All results from 07/2006 will be returned.

Just like above, the results are returned in a table format and you can drill down into the Company View from these results.

Company View

Company View is the page which displays all information about a certain company. The information contained here has been entered by a manager, and cannot be edited unless you are a manager. See your VFR Administrator if you need to be able to update company information and cannot currently do so.

From this page, you can continue on to File View by clicking the “View Files” link below the company table.

If you are a manager, you will also see a section marked “Admin Only” which will allow you to edit the company information by clicking “Edit Company (Change Status, Contact Info)”

File View

The File View is the main part of the VFR system. All scanned documents are uploaded and “attached” to a specific company via this interface. From the File View you can view for each file if it is Checked In or Out, Check Out the file, View the files, or Download the file. You can also upload a completely new file (Not replacing an existing file).

Viewing Files

The “View” link is intended to be used as a “preview” feature. It is NOT MEANT to be used as a shortcut for downloading the file for the fullsize, detailed picture. That being said, on any picture files (the scanned documents) you can “preview” the file by clicking the “view” link for that particular file. This functionality will ONLY work with pictures; not MP3‘s or other uploaded documents.

Downloading Files

The “Download” link is used to download the file to your local computer to view, e-mail to elsewhere, print, or manipulate in any other method.

Checking Out Files

The VFR, as a virtual file room, allows files to be “checked out” by a user. This means that a file is currently “out” and being edited by a user with the intent to replace it with this newly edited copy. This “checked out” serves as a warning that other users should expect to see changes with that particular file in the future, so they should not begin their own editing on the “old” file.

The Check In / Check Out Workflow

To properly use the VFR, there is a certain workflow that must be followed.

First, you must download the specific file you wish to work on. Click the “Download” link and place it on your local computer somewhere where you can locate it later on down the road. It should, by default, have the correct name. If not, then please note that the VFR Administrator has decided that all files should be named “client id - file type.” (ie, “12345 - License.gif”)

Once you have downloaded the file, click the “Check Out” button. It should refresh the page, and you should see the file now marked as “Checked Out” and by your username.

Now you can edit the local file on your computer to make any changes necessary. Weather that may entail printing out this downloaded copy, adding some new written edits to it, then scanning it again to upload, or simply to edit the picture file itself is up to your VFR Administrator and you.

Once you have completed your edits, and are ready to check back in the file, find the company once more and click the “Check In” button. Only the person who has checked out the file can check it back in again. Click the “Browse” button and navigate to where the file is on your local computer, and then click “Upload and Check In.”

The page will refresh once more, and you will notice that your file is now “Pending Approval.” This means that the VFR Administrator needs to approve this change before it is fully committed. (Remember... once you overwrite a file on the VFR, it is gone forever, so many steps were built in to help prevent accidents.)

Adding Completely New Files

If you need to add a completely new file which does not currently already exist in that particular company (thus making it hard to check out), you can click the “Add File” link at the bottom of the company.

Pick a distinctive title for this file (IE, “Old License Agreement 2”) and then click “browse” to navigate on your local machine to the file you wish to upload, then click “Create Document.”

The page will refresh, and you will now see your newly uploaded document on the bottom of the File View in the “New Files Pending Approval” section. Just like with checking in files, your VFR Administrator needs to have final approval to verify that this file belongs in this particular company and is good enough to use. Once the VFR Administrator has approved the document, this new file will appear as normal just like all the other files in this company.

Manager Level Controls

A “manager” in terms of the VFR is someone who the VFR Administrator has elevated to be an “accountable party” who can be fully trusted to not overwrite files incorrectly, and to assist the VFR Administrator with the operations of the VFR. Manager level controls are required to Create and Edit Companies as well as to access the Pending File Administration page where you approve or deny changes to files. If you are a manager, be careful! There is no “undo” if you make a mistake!

The first thing a manager will notice is that they have a new menu item on their menu bar called “Admin” which takes them to a small page of admin tools when selected.

They would also notice that on the Company View they will have extra options on the bottom of the page under the category of “Admin Only.”

Creating/Editing Companies

Creating a new company and editing an existing look almost identical. The first is, of course, if you are going to create a completely new company, and the second is to update information for an existing company.

To create a new company, click the “Admin” link on the navbar, and then “Company Administration (Add a new company).”

Enter data into the fields provided. Note that “*” denotes a mandatory field.

Click “Create” to create this company. The page automatically refreshes to the Company View so you can continue on to File View or edit your company.

The edit page looks almost identical to the “create” page, and is available as an option at the bottom of every Company View page as a link called “Edit Company (Change Status, Contact Info)”

Pending File Administration

Managers can also approve file changes to the VFR. As noted above, when any new files are uploaded, or files are checked back in, they go into a “pending” state (think of an ‘inbox’) to await review and approval from a manager or the VFR Administrator. This feature is very simple. As a manager, simply click on the “Pending File Administration” link as available from the “Admin” link on the navbar, and review each file and either approve or deny by clicking the appropriate links. A “preview” feature similar to the File View view feature is here so you can review changes before approving them.

Contact for Assistance

In the event that you need any assistance with the normal use of the VFR, please contact the VFR Administrator.

If you find a system bug, IE, you try to upload a file and an error pops up directing you to contact the system administrator, please contact MPD Global and be as detailed as you can about the circumstances surrounding the error.

 
hosting/vfr_user_manual.txt · Last modified: 03/21/2007 11:07 by mdotson
 
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