© 2012 ibm corporation air india ltd. dms - user guide june, 2012

© 2012 IBM Corporation

Air India Ltd. DMS - User Guide

June, 2012

© 2012 IBM Corporation2 ConfidentialIBM Confidential

Document Management

System (DMS)

FileNet

File Server (Public Domains

Documents)

Air India DMS system can be accessed in two ways : FileNet and Fileserver

• This is a secured system which will be accessed by authenticated user who has DMS log-in ID & password

• Documents on this system will be visible to different person as per their access rights and Dept.

• This system will show all the public domain documents that is there on this system for all the user

• This is also a secured system which will be accessed by authenticated user who has Fileserver log-in ID & password

• Also, If a user already have a DMS user id and password, they can use that id & password to access Fileserver system

All the above icon which are underline are hyperlinked further in the slide, User can select any of these icon and they will be moved to that particular section automatically

© 2012 IBM Corporation3 ConfidentialIBM Confidential3 04/21/23

File Server - Public Domains Documents(Introduction)

Go to URL - http://dms.airindia.in

Select circulars and public documents section &

authenticate with user id and password

To Access Circulars & Bulletins

Select Dept. Name whose circulars or bulletins user

wants to see

Now, open the circulars or bulletins that user wants to see


Select DMS Controlled manuals section

Select Dept. Name whose manual user wants to see

Now, open the relevant manual that user wants to see




Select Dept. Name whose public documents user wants to see

Now, open the public documents that user wants to

see



To Access DMS Controlled Manuals

To Access various Dept. public documents

BACK TO MAIN PAGE

All the above icon which are underline are hyperlinked further in the slide, User can select any of these icon and user will be moved to that particular section automatically


Air India Ltd. Fileserver System: Brief Introduction

Fileserver will be available for all Air India employees that will allow them to access important document from anywhere in the world by logging into the Fileserver system

Documents (for e.g. circulars) will be created through DMS and a copy will be kept on the File server and can be accessed through internet explorer

Document Creation will happen automatically in Fileserver :

Air India Document Creator logs in to the DMS system

The creator will create and upload the document in DMS

This will run thru the DMS workflow and finally get approved in case required

This gets stored in the DMS repository and a copy on the File Server repository that will be

availability to all Employees

Necessary public domain folders / folder structures in DMS are replicated on daily basis onto the

File Server

BACK TO MAIN PAGEPage 1 of 2 File Server - Introduction


Air India Fileserver benefits: Provide free access to relevant and important information to all employee

Fileserver is a document repository system which will be available for all Air India employees

There will be three kind of documents that will be available on the Fileserver:

Circulars for each department

Manuals

Public domain documents

Employee can see the documents on the Fileserver; However, they can not change or modify the

documents on the fileserver.

Fileserver will be automatically updated and the system will replicate the information from DMS

FileNet to Fileserver at regular interval.

Employees can access documents from anywhere in the world by logging in through valid user id and

password

BACK TO MAIN PAGEPage 2 of 2 File Server - Introduction

© 2012 IBM Corporation6 ConfidentialIBM Confidential6

Employee can log in to portal by typing URL– http://dms.airindia.in; It will take on this screen with different links, which can be access by simply clicking on any item

2: Air India Fileserver link :DMS Staff Access– To access circulars

and public domain information

3: DMS link – to access DMS system with authenticated DMS id Only

4: Web Mail link - To access Web mail

8: Click portal link

7: Flight Safety website

5: Operations website link

6: Air India website

1: URL for Air India Fileserver – Type http://dms.airindia.in

9: QMS Website

11: Corp. Quality policy

link

10: Corp. Safety policy

link

12: Corp. Environment policy

link

BACK TO MAIN PAGEPage 1 of 5

Access Circulars & Bulletins

Portal Main Screen

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If user click on DMS- Staff access link; It will take them on this screen where users have to log in user id and password to access documents

2: Enter password for Air India Fileserver and click

on ok button

Circular and Public Document Screen

1:Enter User name for Air India Fileserver

3. Click on ok button

4. Home - User can click on this button to go back to

home page

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3

5. Helpdesk - User can click here to go to Helpdesk

54




After log in to File server user will come on this screen where different Dept. folder will be there, User can access documents i.e. DIT Dept. by clicking on its link



1: Dept. link – Click on DIT Dept. name links to see document related to it

3: Home - User can click on this button to go back to home page

2: Back to pervious page – User can go back

to previous page


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2

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5. Latest uploaded Document access - User can click on the latest document shown in ticker to open them


As user click on Dept. of information technology link, user will be directed on this page to access different circulars and bulletins

1: Dept. Documents link - Document related to that

Dept.

2: Back to pervious page – User can go back to

previous page


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43




As user click on circulars and bulletins, user will be directed on this page to access different documents; user can click on any document to open it



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43

1: Document link – Click on DIT Dept. name links to see

document related to it



to previous page



5



Access DMS Controlled Manuals

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9: QMS Website


link


link


link

Portal Main Screen

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If user click on DMS- Staff access documents link; It will take them on this screen where users have to log in user id and password to access documents


on ok button





home page

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54




After log in to File server user will come on this screen where different folder will be there, User can access documents i.e. “DMS controlled manual” by selecting relevant link



1: DMS Controlled Manuals link – Click on manuals link to

see latest Manuals



to previous page


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If user select DMS controlled manuals link form main page, User will be directed on this page to access published manuals

1: Published manual link – User can select this link to go

to various manuals


previous page

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2



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As user click on published manual link, user will be directed on this page to access different Dept. manuals

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2

1: Different Dept. manual link – User can click on AI- Corporate to open manuals

related to this Dept.


previous page



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As user click on AI-Corporate manual link, user will be directed on this page to access different corporate manuals

1: Different manual link – User can click on EMM

manuals to open it


previous page



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As user click on EMM manual link, User will be directed on this page to access and open EMM manual

1: EMM manual link – User can click on EMM.pdf manuals

to open it


previous page


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Page 1 of 5

To Access various Dept. public documentsBACK TO MAIN PAGE

18











9: QMS Website


link


link


link

Portal Main Screen

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If user click on DMS- Staff access documents link; It will take them on this screen where users have to log in user id and password to access documents


on ok button




home page

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3


54





After log in to File server user will come on this screen where different Dept. folder will be there, User can access documents i.e. DIT Dept. by clicking on its link

1: Dept. link – Click on DIT Dept. name links to see document related to it



to previous page




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2

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As user click on Dept. of information technology link, user will be directed on this page to access different public documents under DIT Dept.

1: Dept. Documents link - Document related to that

Dept.


previous page


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2


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As user click on public Documents, user will be directed on this page to access different documents; user can click on any document to open it

1: Documents link – User will click on the Document to open

it


previous page


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FileNet - (Introduction)

Scan hard copy and save them on the local system

Upload documents on DMS FileNet system

Save the E-mail on local

system

Log in to DMS System

Open relevant folder where scan copy should be saved

Click on add documents icon

Browse the document and fill meta data related to the scan copy

Click on add icon and the document will be uploaded on system

Save the documents on local system

Hard copy document

Soft copy documents

E-mail documents Log in to DMS System

Simple search

Keyword Search

Advances search

View Document Property

View/Modify Document Security

View history or version of document

Check in document

Different options available to Users in DMS

Search any document on DMS system

Check - out documents

Moving document to Fileserver

Addition & deletion of user/group

BACK TO MAIN PAGE

Archival of document

New Folder Creation

DMS password change

Document Name change

All the above icon which are underline are hyperlinked further in the slide, User can select any of these icon and user will be moved to that particular section automatically


Once user has log in to DMS system, They can see the property of any document if they has access right to see the documents property

2. Open document property – user will select the document and right

click on document

3. View property – user will select the property of the document

1. Open the relevant folder where the document is located on DMS – user will open the folder so that they

can see the documents

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2

3

BACK TO MAIN PAGEPage 1 of 2 View Document Property


User will be able to see the property of the document selected by them

2. Meta data related to document

3. System Property – User will be able to see the added date on which document added and modified date which show that the date on which document

was modified

1. Property – User can see the basic property, it will show meta data

entered for the document

BACK TO MAIN PAGEPage 2 of 2 View Document Property

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2

2


Once user has log in to DMS system, They can see and modify the security setting for any document if they has access right to see to do the same

2. Open documents security – user will select the document and right

click on document

3. View Security – user will select the security of the document




View / Modify Document Security

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2

3


User will be able to see the property of the document selected by them

2. Click on ok & it will close the window

3. Add New to provide access rights to new member – (If user has access right to give access right) , User will click on the add new button and it will open a new window (If user not able to change or open security setting it means that user does not have access right, in that case, user

should contact on [email protected]

1. Different roles and there access rights – User can see different roles and their access

rights which is shown in tick mark against each role

BACK TO MAIN PAGE

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2

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User will select security of the particular document to change access rights of any user or group

2. User will select the name of

user/group whose security Dept. Want

to change

3. Accept- User select the accept button to change security for that particular user

1. Select users or group – User can select any one of among users or group

and then type the name of user or group and click on search button

BACK TO MAIN PAGE

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2

Page 3 of 4



User will select user/group and change the security settings

2. User can change the allow or deny setting for that

particular user by clicking on the appropriate box against

the access rights


1. Select particular users or group selected in earlier step – User will

select that user name which was selected in the earlier step and click on

it

BACK TO MAIN PAGE

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2

Page 4 of 4



If a user want to upload a new updated version of any document then, they have to check out old documents from system

2. Open documents checkout option – user will select the document and right click on document

3. Check out document – user has two choice : (1) Checkout – it will be used for the checkout document from system but it will not ask to save this document on local system; (2) Checkout and download – In this case user will be asked for the check out and download option

1. Open the relevant folder where the document is

located on DMS – user will open the folder so that they can

see the documents


Check out document

1

2

3


User will be click on the checkout and download option to checkout old document and save it on local system

BACK TO MAIN PAGE

2. User will select checkout and download - User will click on checkout and download button which will download document and checkout this

documents form system

1. Location to save – User will define where they want to save the

old documents on the system

2

1

Note : - If user not able to checkout or system show some error then it means that user does not have access right, in

that case, user should contact on [email protected]

Page 2 of 3

Check out document


Once document has been check out, User can see the red tick mark sign with the document

BACK TO MAIN PAGE

1. Checkout sign – if any document check out from system , a red tick mark will be near to the document which will show the

document has been checkout from system

Note : - once a user has checkout a documents, DMS system will not allow other user to checkout the same document, other

user can only able to view the document

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Page 3 of 3

Check out document


Once user check out old document from system, they will check in new document in the system

2. Open documents check in option – user will select the document

and right click on document

4. Cancel Check out of the document – in case user has wrongly done checkout of document they can click on this option to cancel checkout

of document

1. Open the relevant folder where the document is located on DMS – user will open the folder so that they can see the documents


Check in document

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2

1

3. Check in document –

user has select the check in

button

3


User will be click on the checkout and download option to checkout old document and save it on local system

BACK TO MAIN PAGE

2. User will click on next and fill meta data related to document ( if any) and click on check in button,

it will check in document on the DMS system

1. Browse the location of new document– User will click on browse button and select the relevant document on system

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1

Page 2 of 2

Check in document

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2


If a user want to see the different version (old document) on the DMS, they have to see the different version of that document

2. Open documents More information

option – user will select the document and right

click on document

3. Version button – user will select this button and it will open the different version of the document

1. Open the relevant folder where the document is

located on DMS – user will open the folder so that they can

see the documents


Document Versions & history

1

2

3

4. History button – user can select this button to see the history of various

activity done on document

4


User will click on the checkout and download option to checkout old document and save it on local system

BACK TO MAIN PAGE

2. Date of check in- User can be able to see the date on which document has been checked in

1. Different document version – User will see all the version of document, they will the latest version on the top most option and

first version is last in bottom

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Page 2 of 4

Document Versions & History


If a user want to see the history of the document where they can see the various action & activities performed on the document

2. Events Box – user will select this box if he want to search all the events

3. Search option – user will select different search option where they can select among different

option

1. Select History Option– user will select history option to

see the document history



4. Search – User can select this button to see the

history of various activity done on document

2

4

3

1


User will be able to see all the activities performed on that particular document

2. User will select ok to close this box1. History of various activities – User will see various

activities that has been done on document



21


If user want to move some document to Fileserver, so that it can be accessed by all the user on fileserver


click on document

3. View property – User will select the property of the document



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3




User will click on copy to move file server and the document will be moved to fileserver automatically

2. User will select this move to

Fileserver option as true

3. User will click on the ok button and this document will be move to Fileserver

automatically (it will Be moved after a specific time interval set in DMS utility program)

1. Property – User can see the basic property which show meta data


BACK TO MAIN PAGE

2

Page 2 of 2


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User can archival any document in two ways: - Archival date can be defined at the time of including document inside the DMS system

2. User will click on Add document

button

3. User will select the date on which they want system

to archive the document automatically on selected

date

1. Open the relevant folder where the user

want to add document inside DMS System



Note : - DMS system has the functionality where user can define the archival date for document at the time of uploading of document

1 3


User can archival document using second method where they can archival any document by selecting archive now option

3. User will select the document and right click on the document and

select achieve now option

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Note : - Once user click on archive now button, document will be moved to DMS Archival folder

1. Open the relevant folder where the

document is located on DMS System


User can find the archival document under the ‘DMS Archival’ folder on DMS System

2. User will see the same folder structure under ‘DMS Archive’ as it was there under ‘DMS Repository’

User will select the folder where they archived the document



1. User will open the DMS Archive folder

2

1

1

3. User can select and open the document that is stored in the DMS

Archival


User can give access right of a particular document to user or group, user can add/ delete new user or group

2. Open documents security – user will select the document and right

click on document

3. Select Security – user will go to the security option of the document





1

2

3


If a user is giving access to some particular user/group for some document then, they should make sure that that particular user/group should have granted access to the parent folder of the document

2. If user1 want to give access right of EMM to user 2, then user 1 has to make sure that user2 should have view access rights of DMS Controlled

manual (parent folder)





1

2

(Parent folder -1) for Child 1

Child 1

Parent & Child relationship

Note : - if a user1 want to give access right of children 2 to some other user2, then user1 has to make sure that user2 should have view

access of parent folder 1, other wise, user2 will not been able to see the parent folder 1 and subsequent folder under this folder


User will be able to see the user name and groups and the document access rights given to them

2. Click on ok & it will close the window

3. Add New to provide access rights to new member – (If user has access right to give access right) , User will click on the add new button and it will open a new window (If user not able to change or open security setting it means that user does not have access right, in that case, user

should contact on [email protected])

1. Different roles and there access rights – User can see different roles and their access

rights which is shown in tick mark against each role

BACK TO MAIN PAGE

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2

1

Page 3 of 5



User will select either user or group option and make search and select the user/ group id to add a particular new user or group, so that user/group can have access to see the documents

2. User will select the name of the

user/group

3. Accept- User select the accept button to add/ delete new user/ group for that particular document

1. Select users or group – User can select any one of among users or group

and then type the name of user or group and click on search button

BACK TO MAIN PAGE

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3

2

Page 4 of 5



To modify access rights to user/groups, user will click on that particular name and different setting will open where they will define the allow or deny access rights to individual user/group

2. Allow - User can change the allow setting for that particular

user by clicking on the appropriate box against the

access rights

3. Deny - User select the deny button to change security for

that particular user/group

1. Select particular users or group selected in earlier step – User will

select that user name which was selected in the earlier step and click on

it

BACK TO MAIN PAGE

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Page 5 of 5



Document management system is a major opportunity for Air India Limited to move towards a paper less office where relevant information will be in digital format easily available to

authorized personnel

Lower costs while overcoming

operational barriers(Couriers & storing space

saving)

Strengthen coordination

between Air India departments &

employees

Fast information availability with

more transparency

DMS will result in lots of saving at financial & operational level for Air India Ltd.

Better document flow control with

traceability

Reduce paper printing

Better access and security for

confidential information

Increase employees

productivity & efficiency

Environmental friendly

(Greener Working

Practices i.e. E-mail’s)

Page 1 of 2

FileNet - Introduction

BACK TO MAIN PAGE


Benefits of DMS Implementation

Go to IT Energy Efficiency Scenario

Employees can use it as a centralized repository to store and also distribute important documents to

relevant persons

Employees can access documents from anywhere in the world by logging in through valid user id and

password

DMS provides various advanced security and version control features like, access control, multiple

version control, Audit trail of each document etc.

DMS can be used to see document history like who has modified the document and when

Automate capture of structured or unstructured documents

Create rule based workflows to automate business processes

Automate Notifications

there will be so many time that user will be able to see that

Automate approval, review and changes process

Provide search capability with advanced option that include meta data based search feathers

Page 2 of 2

FileNet - Introduction

BACK TO MAIN PAGE


Employee can log in to portal by typing URL– http://dms.airindia.in; It will take on this screen with different links, where they can click on Document management system to access AI DMS

2: Air India Fileserver link – To access circulars and public

domain information

3: DMS link – to access DMS system






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1: URL for Air India DMS Sysstem– Type http://dms.airindia.in

9

9: QMS Website


link


link


link

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BACK TO MAIN PAGEPage 1 of 5Document Addition


Once user will click on document management system; They will come on this page and type in user name and password to access AI DMS

1: DMS User id

Type in user id

2: DMS password

Type in the password

4: Home Page

User can click here to go to home page

3: log in to DMS System

Click on it to log in to DMS

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2

3

4


Document Addition


User will select the folder and click on add document button in add a document in to DMS system

2. Add a document - to add a document from local system

1. Select Folder where document need to upload- User will select the folder where they want to upload the document


Document Addition

1

2


Once user click on add document button, they have to locate the document on local system

2. User will click on next button 1. User will browse the document from local system


Document Addition

1

2


Once user will fill the meta data for the document

2. This button is for automatically moving document to Fileserver, default setting for this button is False, So,

its user choice to make it true only if they want to publish this document to all the public on Fileserver

1. User will fill in the meta data related to the documents


Document Addition

2

3

1

3. User will add button


User can change their password by coordinating with DIT team

For any password change request please send a mail on the following E-mail id’s

[email protected] and [email protected]

DMS Help Desk Contact Information– Email Id.: [email protected]– Contact Number: 022- 26263154 Ext. 3154


Password Change Request


User can add new folder under parent folder

2. Select Add Folder button – user will click on add folder

button

3. Add button – User will click on the add button and the new folder will added

1. Open the relevant folder under which new folder is needed – user will select the folder under which user

want to create a new folder


New Folder Creation

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2

3

4

3. New folder name – user will type in the new

folder name


If user want to change the document name; user will select that document property


click on document

3. View property – User will select the property of the document



1

2

3




User will on the document title and change the name of the document

2. User will type in the new name of the

document

3. User will click on the ok button and the name of document will be changed

1. Property – User can see the basic property which show meta data


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Page 2 of 2



User will use simple search if they want to search some document/ folder by the using meta data search

2. Select simple search

3. Select the different

option to filter search results

1. Select search option

4: Type in the meta data you want to search

5: Select document or folder which user want to

search

BACK TO MAIN PAGE

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3

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5

6: Click on search

Page 1 of 2

Simple Search


User will use simple search if they want to search some document/ folder by the using meta data search

2. Select simple search




4: Type in the meta data you want to search


search


Simple Search

6: Click on search

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3

1

6

5


User will use keyword search to search documents where certain word is there

2. Select keyword search




4: Type in the word you want

to search

6: Click on search

BACK TO MAIN PAGE

6: Different search result

will be shown to user

Page 1 of 1

Keyword Search

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4

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3

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User will use advances search to find out some word from a specific folder or document type, They can even define certain folder under which this search function will work

2. Select Advance search option


document title option to filter search results

1. Select search button

4: Type in the key word you want to

search


search


Advances Search

6: Select the folder

class where user want to search

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3

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7: Click on search


Advances search will allow user to search document inside a folder; Also, it allow them to do content search for all the document containing certain word


Advances Search

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3

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2. Select Advance search option


document title option to filter search results

1. Select search button

4: Type in the key word you want to

search


search

6: Select the folder

class where user want to search

7: Click on search

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8


If a user want to upload hard copy document or E-mail in to DMS system, they can open the below document where it has been explained in detail


Upload Hard copy/ E-mail document on system

Please Press ESC button on your system User will double click on the below document where the details word document will open where the detail information is given

Step 1. Press Esc Button

Step 2. User will double click on

the icon given next

Incase you are not able to open the document using the above mentioned method, please click on or paste this link in your internet explorer address bar and press enter:

http://dms.airindia.in/dmshelp/FAQ%20Releted%20to%20DMS%20Errors/

User will double click on Hard Copy Documents & E-mail Uploading on DMS.doc to download on there local system

Microsoft Word Document











9: QMS Website


link


link


link

Portal Main Screen

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Employee can log in to portal by typing URL– http://dms.airindia.in; It will take on this screen with different links, where they can click on DMS- Departmental Access to access AI DMS

Page 1 of 4

DMS Log IN

BACK TO MAIN PAGE


Once user will click on document management system; They will come on this page and type in user name and password to access AI DMS

1: DMS User id

Type in user id

2: DMS password

Type in the password

4: Home Page

User can click here to go to home page

3: log in to DMS System

Click on it to log in to DMS

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2

3

4

Page 2 of 4

DMS Log IN

DMS log in Screen

BACK TO MAIN PAGE


As, User come on DMS, They have different options links to access documents and links

2. Add a document - to add a single

document (scanned or soft copy) from

local system

3. Drag and drop for multiple documents - Using this tool multiple

documents can be uploaded simultaneously

1. Folder structure -Information and documents is structured in a meaningful way which will be shown as

per access right of users

Overview of different buttons available on DMS mail screen

4: Search option - Different option for normal and

advanced search option

1 2 3

4

5: Help - User can click here to go to

Helpdesk

5

Page 3 of4

DMS Log IN

BACK TO MAIN PAGE


As, User come on DMS, They have different options links to access documents and links

3. Open the document- User can click on the

document or right click on the document to open and

view the document

1. Folder structure -Information and documents is structured in a meaningful way which will be shown as

per access right of users

Overview of different buttons available on DMS mail screen

4: Help - User can click here to go to

Helpdesk

1 3

4

2

2. Select document to open

– User can select appropriate folder

Page 4 of 4

DMS Log IN

BACK TO MAIN PAGE


Thank You !