armis 1.1 training manual for users - igovphil...

ARMIS 1.1 Training Manual for Users

Solutions Resource Inc.

Archives and Records Management System 1.1 Users’ Training Manual


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Table of Contents

Introduction .................................................................................................................................................. 4

Welcome to the class ................................................................................................................................. 4

Day 1 - Introduction to ARMIS and Security Management .................................................................. 5

Introducing Overview and Key Features of ARMIS .............................................................................. 6

What is ARMIS? ..................................................................................................................................... 6

Key Features of ARMIS ........................................................................................................................ 6

Security Management ....................................................................................................................... 6

Document Tracking ........................................................................................................................... 6

Records Management System ........................................................................................................ 6

Archives Management System ........................................................................................................ 7

Reports and Audit Trails ................................................................................................................... 7

Quiz No. 1 .................................................................................................................................................... 7

Navigating User’s Dashboard ................................................................................................................... 8

Log in to an Account .............................................................................................................................. 8

User's Dashboard .................................................................................................................................. 9

Log out from an Account ..................................................................................................................... 11

Exercise 1– Navigating the User’s Dashboard .................................................................................... 12

Introducing Agency Site .......................................................................................................................... 13

Search for an Agency Site .................................................................................................................. 13

Site Dashboard ..................................................................................................................................... 14

Site Permissions .................................................................................................................................. 15

Managing Users ....................................................................................................................................... 16

Creating a User Account ..................................................................................................................... 16

Editing a User Account ........................................................................................................................ 17

Viewing a User Account ...................................................................................................................... 20

Adding Multiple Users via CSV .......................................................................................................... 20

Managing Groups ..................................................................................................................................... 23

Creating a Group.................................................................................................................................. 23

Assigning Users to a Group ............................................................................................................... 25

Viewing a Group ................................................................................................................................... 26

Editing a Group .................................................................................................................................... 27

Deleting a Group .................................................................................................................................. 29

Exercise 2– Managing Users and Groups............................................................................................ 31

Managing Sites ......................................................................................................................................... 32

Creating a Site ...................................................................................................................................... 32

Editing a Site ......................................................................................................................................... 33

Inviting Users to a Site ........................................................................................................................ 35

Inviting Groups to a Site ...................................................................................................................... 37

Changing the Role of a User in a Site .............................................................................................. 40


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Changing the Role of a User/Group in a Site .................................................................................. 42

Exercise 3– Managing Sites ................................................................................................................... 44

Managing Agencies ................................................................................................................................. 45

Creating an Agency ............................................................................................................................. 45

Editing an Agency ................................................................................................................................ 47

Deleting an Agency.............................................................................................................................. 49

Viewing an Agency .............................................................................................................................. 51

Exercise 4– Managing Agencies ........................................................................................................... 52

Day 2 – Document Tracking and Records Management ................................................................... 54

Introducing the Document Library ..................................................................................................... 55

Document Folders ........................................................................................................................... 55

Folder Actions .................................................................................................................................. 55

Create a Folder ................................................................................................................................ 55

Manage Rules of a Folder .............................................................................................................. 56

Create a New Rule .......................................................................................................................... 56

Link to an Existing Rule Set ........................................................................................................... 61

Delete a Rule .................................................................................................................................... 63

Break the Link to a Rule Set .......................................................................................................... 63

Manage Permissions of a Folder .................................................................................................. 64

Edit Properties of a Folder ............................................................................................................. 66

Delete a Folder ................................................................................................................................ 67

Documents ........................................................................................................................................ 68

Document Actions ........................................................................................................................... 68

Upload Documents .......................................................................................................................... 68

Manage Permissions of a Document............................................................................................ 71

Change the Type of a Document .................................................................................................. 73

Manage Aspects of a Document ................................................................................................... 73

Edit Properties/Metadata of a Document ..................................................................................... 75

Download Document ....................................................................................................................... 77

Rename a Document ...................................................................................................................... 77

Manage Tags ................................................................................................................................... 79

Add a New Tag ................................................................................................................................ 79

Add an Existing Tag ........................................................................................................................ 81

Remove Tag ..................................................................................................................................... 83

Simple Search of a Document ....................................................................................................... 85

Advanced Search of a Document ................................................................................................. 86

Copy a Document ............................................................................................................................ 90

Move a Document ........................................................................................................................... 91

Delete a Document .......................................................................................................................... 92

Exercise 5– Document Library ............................................................................................................... 93

Introduction to Workflows ................................................................................................................... 94

Starting a Workflow ......................................................................................................................... 94


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Start a Workflow at the User’s Dashboard .................................................................................. 94

Start a Workflow on a Document in the Document Library ....................................................... 98

Using a Document in a Workflow ................................................................................................ 103

Edit a Document Offline ................................................................................................................ 115

Upload a New Version of a Document ....................................................................................... 116

Cancel Editing of a Document ..................................................................................................... 118

View Original Version of a Document ......................................................................................... 119

View Version History ..................................................................................................................... 119

Download Previous Version of a Document .............................................................................. 120

Revert a Document to its Previous Version ............................................................................... 121

View the Document in a Workflow .............................................................................................. 123

Upload an Attachment to a Workflow ......................................................................................... 124

View an Attachment of a Workflow ............................................................................................. 127

Exercise 6– Workflow ............................................................................................................................ 129

Introducing the Records Management ........................................................................................... 131

Record Category ............................................................................................................................ 131

Create Record Category............................................................................................................... 131

Create Disposition Schedule ....................................................................................................... 133

Record Folder ................................................................................................................................ 139

Create Record Folder ................................................................................................................... 139

Edit Metadata of Record Folder .................................................................................................. 141

Manage Permissions of a Record Folder .................................................................................. 143

File Document as New Record from a Local System .............................................................. 145

File New Record from an Agency Document Site .................................................................... 148

Edit Record Metadata ................................................................................................................... 150

Declare a Record ........................................................................................................................... 151

Simple Search of Records ........................................................................................................... 152

Advanced Search of Records ...................................................................................................... 152

Day 3 – Archives Management and Reports ..................................................................................... 156

Introducing Archives Management .................................................................................................. 157

Record Disposition ............................................................................................................................. 157

Accession a Permanent Record for Archiving .......................................................................... 157

Destroy Records Eligible for Disposal ........................................................................................ 160

Delete Records .............................................................................................................................. 162

Trigger an Event ............................................................................................................................ 163

Exercise 7– Accessioning a Record .................................................................................................... 164

Introducing Reports and Audit Trails .............................................................................................. 165

Document Tracking ....................................................................................................................... 165

Document Viewing Statistics ....................................................................................................... 169

Exercise 8– Generating a Report ........................................................................................................ 172


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Introduction Welcome to the class

Thank you for attending this ARMIS User’s Track training class. In this class, you will learn the basics of how to use ARMIS and apply it to your daily operations when it comes to managing documents and records. Aside from lectures, we will also have lab exercises for fun and hands on learning. Should there be any concerns or questions that arise during the discussion, the participants are encouraged to write them down on a piece of paper and let the trainor address each after the lesson. The participants will also be provided with user accounts and sample files to be used in performing lab exercises. As a courtesy to other participants, please place your cell phones on vibrate or mute, turn off your devices during the session. We ask that you only make calls during break periods. If you have a personal emergency and are unable to attend or complete the class, please let us know. Thank you!


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Day 1 - Introduction to ARMIS and Security Management

Topics Covered

Introducing the overview and key features of ARMIS

Navigating User’s Dashboard

Introducing Agency Site

Managing Sites

Managing Agencies

Managing Users

Managing Groups


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Introducing Overview and Key Features of ARMIS

What is ARMIS?

Archives and Records Management Information System or ARMIS is a system designed to manage documents and records of government agencies. It provides facility for storing and retrieving electronic documents which can also be used in an inter-agency workflow or an intra-agency workflow for easy routing. It also allows the user to enter metadata on a document and also provides versioning. Once a document is already considered final, then it can already be filed to the records management site which implements GRDS in handling archival and disposal. Moreover, the system also generates reports and audit logs for monitoring.

Key Features of ARMIS

Security Management

This feature allows users and groups to be created, modified, viewed, and deleted. Each user has a designation/position that is implemented as a group. Temporary accounts can also be created with an expiry date. It provides permission or roles to be assigned by an administrator to users and groups and be revoked thereafter. After creation of a user account, a user can be invited to join a site. Users can login and be authenticated by the system.

Document Tracking

This feature allows agency users to upload a document or documents by batch into the system and select a corresponding doctype which contains pertinent data about the document. A document, by definition, is a file that can still be edited (metadata or contents) and can go thru a workflow. As the user uploads, corresponding metadata readily available will be captured by the system and can also be encoded. The owner of the document (the one who uploaded it) and the administrator can grant permissions to other users to view/read the document. Documents returned from a search are those documents the user has READ/VIEW permissions, at least.

Records Management System

This module covers the capturing/filing, classifying, categorizing, managing, publishing, searching, inventory and disposition of records. According to R.A. 9470, "records" refer to information, whether in its original form or otherwise, including documents, signatures, seals, texts, images, sounds, speeches, or data compiled, recorded, or stored, as the case may be: (1) In written form on any material; (2) On film, negative, tape or other medium so as to be capable of being reproduced; or (3) By means of any recording device or process, computer or other electronic device or process.


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Archives Management System

This feature provides facility for maintenance and preservation of archives, and its inventory similar to records. According to R.A. 9470, archives or archival materials are public records, papers, periodicals, books or other items, articles or materials, whether in the form of electronic, audio-visual or print, which by their nature and characteristics have enduring value, that have been selected for permanent preservation.

Records can be identified as archival at the time of their creation but they are usually not transferred to an archival institution for permanent preservation until they have ceased to be of immediate administrative use to the creating organization.

Reports and Audit Trails

The feature provides report and audit trails for users and administrators which are useful for monitoring documents and records as well as user activities in the system.

Quiz No. 1

Match the following descriptions with the appropriate module name:

1. Allows capturing/filing, classifying, categorizing, managing, publishing, searching, inventory and disposition of records.

A. Security Management

2. Allows users and groups to be created, modified, viewed, and deleted

B. Document Tracking

3. Allows maintenance and preservation of archives, and its inventory

C. Records Management

4. Allows agency users to upload a document or documents by batch into the system and select a corresponding doctype which contains pertinent data about the document

D. Archives Management


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Navigating User’s Dashboard

Before a user could view and navigate to his dashboard, he has to log in to his account first.

Log in to an Account

1. On the login page of ARMIS, enter the username and password.

Figure 1 ARMIS Log in Page

2. Click Login.

*Note: If you enter an invalid username or password, an error message will appear. If you forgot your login details, please contact the ARMIS Administrator.

Once the user becomes successful in logging in to his account, his dashboard will display.


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User's Dashboard

The user's dashboard is the first thing that a user sees after logging in to ARMIS

Figure 2 User's Dashboard

The user's dashboard consists of dashlets, application toolbar, and the user menu

Dashlets - provides information that are relevant to the user. The default dashlets are: Records Management, My Activities, My Sites, My Documents and My Tasks dashlets.

Figure 3 Dashlet


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Application Toolbar - Located at the top of the page, this provides shortcuts to the different tools in ARMIS.

Figure 4 Application Toolbar

User Menu - Located at the top-right corner of the page, this menu shows the users profile, change password and the logout options.

Figure 5 User Menu


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Log out from an Account 1. To log out from an account, open the user menu.

2. Select Logout.

Figure 6 Select Logout

As a result, the user will be directed back to the login page of ARMIS.


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Exercise 1– Navigating the User’s Dashboard

Completion time: 10mins.

In your first lab, you will be exploring and familiarizing yourself with the interface of the User’s Dashboard. Please complete the following tasks:

1. Login as a user. Use the login credentials that were given to you. 2. Familiarize yourself with the different dashlets that makes up the User’s

Dashboard. 3. Search for an agency site.

a. Look for a site named Information and Communications Technology Office.

b. Look for a site using the keyword: ICTO 4. Go to the Document Library of the agency site.


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Introducing Agency Site

Each department of government agencies are provided with an agency site. It is a document collaboration site wherein a document can be managed using workflows and versioning before it becomes finalized and be moved to the Records Management site for record filing. Preferably, an agency site has to be created as private in order to secure their transactions from unauthorized users. For a user to become a member of an agency site, the site manager has to send him an invitation to join the site. Being a member of an agency site is also accompanied with a read-only access to the corresponding agency file plan in the Records Management site unless the user is given with a higher set of permissions by the administrator.

Search for an Agency Site

Search for an agency site is only applicable for sites which the user is already a member or for sites with public visibility setting.

1. Click Sites from the application toolbar, and then click Search for Sites.

Figure 7 Search for Sites menu

2. Type the name of the site or type the keyword of the site for easy searching. Next, click Search.

Figure 8 Search Site by Name


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Figure 9 Search Site by Keyword

3. If a site is found, click on the name of the site to get to the site’s dashboard.

Site Dashboard

The site dashboard is identical to the user's dashboard. As default, the site dashboard has the site members dashlet, site content, and site activities.

Figure 10 Site Dashboard

The site dashboard contains tabs. These tabs are links to the tools in the site.

Document Library tab - this is where all the documents of the site are stored.

Members tab - lists all of the members of the site. Only the site managers can add users to the site and manage its members.


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Site Permissions Each site members are assigned with a specific role that is associated with permissions –

site manager, site collaborator, site contributor, site consumer. The following table differentiates the capability of each role.

Roles Permissions Site Manager Has full rights to the content of the site – both to what they have created

and what other site members created. E.g. – folder, document

Site Collaborator Has full rights to the content that they own; they have rights to edit but not to delete content created by other site members.

Site Contributor Has full rights to the content that they own; they cannot edit or delete content created by other site members.

Site Consumer Has view-only rights to the site Table 1 Site Permissions


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Managing Users

Creating a User Account

1. To create a new user, click More on the application toolbar, then click Users.

Figure 11 Users

2. Click New User.

Figure 12 New User

3. Fill out all the necessary information to create a new user . First name, last name, email, username, and password are required fields to create a new user. Required fields are marked with an asterisk (*) sign. Adding the user in to a group, specifying expiry date, and disabling the user account are optional fields.


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Figure 13 User Information

4. Click Create User.

Editing a User Account

1. To edit a user, click More on the application toolbar, then click Users.

Figure 14 Users


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2. Type the name of the user on the search field, then click Search.

Figure 15 Search

3. Click on a name from the result list to view the information of that user.

Figure 16 View User

4. Click Edit User.


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Figure 17 Edit User

5. Update all the necessary changes.

Figure 18 User Information

6. Click Save Changes.


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Viewing a User Account

1. To view a user's information click More on the application toolbar, then click Users.

Figure 19 Users

2. Type the name of the user on the search field, then click Search.

Figure 20 Search

3. Click on a name from the result list to view the information of that user.

Adding Multiple Users via CSV

New users can also be created by uploading a CSV file. Please be reminded that a User

CSV File should contain the headings and the following order: Username, Firstname, Lastname,

Email, Blank, Password.

1. To add users from a CSV File, click More from the application toolbar, then

click Users.


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Figure 21 Users

2. Click Upload User CSV File.

Figure 22 Upload User CSV File

3. Click Choose File to locate and select the CSV File.

Figure 23 Choose File


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4. Select a file then click Open.

Figure 24 Select File Window

5. Click Upload and wait for the file to finish uploading.


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Managing Groups

Creating a Group

1. To create a group, click More from the application toolbar, then click Groups.

Figure 25 Groups

2. Click Browse , and then clickNew Group icon.

Figure 26 Browse


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Figure 27 New Group

3. Type the identifier and display name of the group.

Figure 28 Group Information

4. Tick the Designation checkbox if the group to be created is a designation.

Note: A designation refers to a group that represents a specific designation/position in an

agency.

5. Click Create Group or click the Create and Create Another to save this group and

create another one.


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Assigning Users to a Group

1. To assign user to a group, click More from the application tool bar.

Figure 29 Agency Site

2. Click Groups.

Figure 30 Click Group

3. Click Browse button

4. Click the Add User button.

5. The Add User dialog box opens, type the name of the user on the search field then

click Search.


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Figure 31 Add User Dialog Box

6. Click Add to assign user to a group.

Viewing a Group

1. To view a group, click More from the application toolbar, then click Groups.

Figure 32 Groups

2. Type the name of the group in the search field, then click Search.


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Figure 33 Search

3. To view the members of a group, click Browse.

4. Select a group from the list to see the members of that group.

Editing a Group

1. To edit a group, click More from the application toolbar, then click Groups.

Figure 34 Groups


Figure 35 Search

3. Hover the mouse over the group name to select a group, and then click on the pencil

icon to edit the group.


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Figure 36 Pencil Icon

4. Only the display name of the group is editable, click Save Changes to update the

group.

Figure 37 Group Information


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Deleting a Group

1. To delete a group, click More from the application toolbar, then click Groups.

Figure 38 Groups


Figure 39 Search

3. Click on the X icon, then click Delete.

4. Deleting a group can also be done by clicking on Browse, and on the list of groups,

click on the X icon to delete a group.

Figure 40 Browse


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Figure 41 Delete Icon


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Exercise 2– Managing Users and Groups


In this lab, you will create and edit users and groups. Also, adding multiple users via CSV file. Your tasks are:

1. Login as an Administrator. Use the login credentials that were given to you. 2. Create the user account:

a. First Name: <YOUR_FIRST_NAME> b. Last Name: <YOUR_LAST_NAME> c. Email: <YOUR_EMAIL> d. User Name: <YOUR_PREFERRED_USERNAME> e. Password: <YOUR_PREFERRED_PASSWORD> f. Groups: <LEAVE_BLANK> g. Expiry Date: <LEAVE_BLANK> h. Disable Account: <LEAVE_UNCHECKED>

3. Edit the user account. (Optional) 4. Add multiple users using the CSV file that was provided to you. 5. Next, create a group.

a. Identifier:<YOUR_PREFERRED_IDENTIFIER_NAME> b. Display Name: <YOUR_PREFERRED_DISPLAY_NAME> c. Designation: <LEAVE_UNCHECKED>

6. Edit the group. (Optional) 7. Add the users from the CSV file to this group.


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Managing Sites

Creating a Site

1. To create a site, click Sites from the Application Toolbar, then click Create Site. A new site can also created by clicking Create Site on the My Sites dashlet.

Figure 42 Create Site

2. Fill out all the necessary information to create a new site. Fields with asterisk are required.

Figure 43 Site Information


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3. URL name is part of the site URL such as "http://domain.com/share/page/site/URL Name/dashboard", do not use spaces or special characters. Keywords are used in searching a site. Visibility option defines if a site is for public or private.

4. Click OK to create the site.

Editing a Site

1. To edit a site, navigate to a site by clicking Sites from the application toolbar, then click a site from the list.

Figure 44 Selecting a site via Application Toolbar

2. Another way of navigating to a site is to select a site from the My Site dashlet.


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Figure 45 Selecting a site via My Site dashlet

3. Click More, then click Edit Site Details.

Figure 46 Click Edit Site Details

4. Change the information on the site as needed, then click OK to save changes.


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Figure 47 Edit Site Details

Inviting Users to a Site

1. To invite user to a site, click Sites from the application toolbar, then click a site from the list.

Figure 48 Selecting a site via Application Toolbar


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2. Click Invite or Members, then click Invite People.

Figure 49 Invite User

3. Type the name of the user, then click Search.

Figure 50 Search

4. Click Add beside the user name. 5. Assign a role, then click Invite.


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Figure 51 Assign a role

Inviting Groups to a Site

1. To add a group to a site from the site dashboard click Invite, then click on the Groups tab.

Figure 52 Invite

Figure 53 Groups


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2. Click Add Groups.

Figure 54 Add Groups

3. Type the name of the group and then click Search.

Figure 55 Search

4. Clicking Add beside the group’s name will add the group to the list of groups to be added to the site.


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Figure 56 Add

5. Select the role of the group from the dropdown list. The available roles are Manager, Collaborator, Contributor and Consumer.

Figure 57 Roles

6. After you select a role, click Add Groups.


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Figure 58 Add Groups

Changing the Role of a User in a Site

1. To change the role of a group, click the Members tab.

Figure 59 Members Tab

2. On the site member’s page, click on the People tab.


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Figure 60 People Tab

3. Type the name of the user and then click Search.

Figure 61 Search

4. If the user is found, select the desired role of that user from the dropdown list.

Figure 62 Roles


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Changing the Role of a User/Group in a Site

1. Change the role of a group, click the Members tab.

Figure 63 Members Tab

2. On the site members page, click on the Groups tab.

Figure 64 Groups Tab

3. Type the name of the group and then click Search.

Figure 65 Search


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4. If the group is found, select the desired role of the group from the dropdown list.

Figure 66 Roles


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Exercise 3– Managing Sites


In this lab, you will create a site, invite users and groups, and change the roles of the users. Your tasks are:

1. Login as an Administrator.Use the login credentials that were given to you. 2. Create an agency site.

a. Name: <YOUR_PREFERRED_SITE_NAME> b. Keywords: <YOUR_PREFERRED_KEYWORD> c. Visibility: Private

(Refer to the example below)

Example:

Name: Information and Communications Technology Office

Keywords: ICTO

Visibility: Private

3. Invite the user account that you created from the previous lab to the site and

then set the role as Manager. The user must accept the invitation first before becoming a member of the site.

4. Add th e group that you created from the previous lab to the site and then set its role as Consumers.

5. Change the role of the group to Collaborators.


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Managing Agencies

Creating an Agency

1. To create an agency or bureau, click More from the application toolbar, then

click Agencies.

Figure 67 Agencies

2. Click on New Agency.

Figure 68 New Agency

3. Fill out all the necessary information to create a New Agency.


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Figure 69 Agency Information

4. Click Create Agency or click the Create and Create Another to save this agency and

create another one.

Figure 70 Create Agency


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Editing an Agency

1. To edit an agency or bureau, click More from the application toolbar, then

click Agencies.

Figure 71 Agencies

2. Type the name of the agency or bureau on the search field. A keyword can also be

used to search for an agency or bureau. Click Search.

Figure 72 Search

3. Click on an agency or bureau, then click Edit Agency.


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Figure 73 Edit Agency

4. Change the information on the agency as needed, then click Save Changes.

Figure 74 Agency Information


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Deleting an Agency

1. To delete an agency or bureau, click More on the application toolbar, then

click Agencies.

Figure 75 Agencies



Figure 76 Search


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3. Click on an agency or bureau, then click Delete Agency.

Figure 77 Delete Agency

4. When delete confirmation dialog box opens, click Delete.

Figure 78 Delete Confirmation


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Viewing an Agency

1. To view an agency or bureau, click More from the application toolbar, then

click Agencies.

Figure 79 Agencies



Figure 80 Search

3. Click on an agency or bureau from the search results.


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Exercise 4– Managing Agencies


In this lab, you will create an agency and then link it to a specific site. Your tasks are:

1. Login as an Administrator.Use the login credentials that were given to you. 2. Create the agency.

a. Bureau/Agency Name: b. Keywords: c. Department: d. Address: e. Chief of Office: f. Section/Unit: g. Person-in-Charge of Records: h. Telephone No.: i. Email: j. Site:

(Refer to the example below)

Example:

Bureau/Agency Name: Department of Science and Technology

Keywords: ICTO

Department: Information and Communications Technology Office

Address:ICTO-NCC Building, C.P. Garcia Ave, QC.

Chief of Office: Juan Dela Cruz

Section/Unit:Human Resource

Person-in-Charge of Records:Juan Dela Cruz

Telephone No.:63 (002) 555-5555

Email:[email protected]

Site:ICT Office

3. Link this agency to the site you created on the previous lab.


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Day 2 – Document Tracking and Records Management

Topics Covered

Introducing the Document Library

Folder Actions

Document Actions

Introduction to Workflows

Introducing the Records Management System


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Introducing the Document Library The document library gives the user an access default folder structure for the current agency

site. Documents are classified into folders which are already defined by the ARMIS administrator based on general document classification which is common in all agencies.

Figure 81 Document Library

Document Folders Document folders are used to organize the documents of the agency site. A newly created

agency site contains the root folder ARMIS. Site managers, collaborators and contributors can create folders adapting to the agency’s folder structure. But initially, there are default sub-folders which are named ADMINISTRATIVE AND MANAGEMENT RECORDS, BUDGET RECORDS, FINANCIAL AND ACCOUNTING RECORDS, HUMAN RESOURCE OR PERSONNEL MANAGEMENT RECORDS, LEGAL RECORDS, PROCUREMENT AND SUPPLY RECORDS and TRAINING RECORDS

Folder Actions

Create a Folder

1. Navigate to a location in the document library where the folder should be created. Be reminded that site consumers are not allowed to create a folder.

2. Click New Folder


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Figure 82 New Folder button

3. Type the name of the folder. Adding a title and description is optional.

Figure 83 New Folder dialog box

4. When you are done, click Save to create the folder.

Manage Rules of a Folder The user has the capability to set rules on folders. Every folder has a Manage Rules option. It allows the user to create, view and maintain the rule set to be applied or currently applied on the selected folder.

Create a New Rule

1. To create a new rule, navigate to the location of the folder. 2. Select a folder, then click More, and then choose Manage Rules.


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Figure 84 Manage Rules

3. Click Create Rules

Figure 85 Create Rule

4. Fill out all the necessary information.


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Figure 86 Create New Rule page

5. On the Define Rule section, select when the rule will be triggered. Selecting Items are created or enter this folder will apply the rule to documents that are added to the folder. This includes any item that is copied, created, or uploaded to the folder. Selecting Items are updated will apply the rule to documents when they are modified. When Items are deleted or leave this folder is selected, the rule will be applied to documents which are moved out or deleted from the folder.

*Note: A rule can have more than one event, condition, and action. Click the + or - to add or remove rows.

Figure 87 Define Rule

6. Put a check if the rule will be applied if all criteria are met or unless all criteria are met , or select both


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Figure 88 Criteria Rules

7. Select rule conditions and values from the drop down list.

Figure 89 Rule Conditions

8. Click + or - to add or remove extra conditions.


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Figure 90 Add or Remove Extra Conditions

9. Additionally, selecting Show More gives you additional properties to choose from. Use the folders on the Select property page to search properties, and then select a property on the right panel of the page. Selecting Show in menu will show the property in all condition lists for the current rule.

Figure 91 Select Show More


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Figure 92 Show More Dialog Box

10. Click OK to continue. 11. Below the Other Options sections are additional rules. The Disable rule is for switching

off the rule. While the Rule applies to subfolders is for applying the rule to the folder and all its subfolders. Lastly, the Run rule in background lets the user to continue working while the rule is running. The user can also select an action to run if an error occurs with the rule.

Figure 93 Other Options

Link to an Existing Rule Set

1. To link to an existing rule set, navigate to the location of the folder. 2. Hover the mouse over the folder with no rules applied then click More and then click

Manage Rules. 3. Click Link to Rule Set


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Figure 94 Link to Rule Set

4. Locate the folder to use. Select the site then select a folder. Locations that the user does not have permission to access are disabled.

Figure 95 Locate Folder to Link


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5. Click Link, then click Done to finish linking the rule.

Figure 96 Finish Linking the Rule

Delete a Rule


Manage Rules. 3. Select the name of the rule and then click Delete

Figure 97 Delete Rule

Break the Link to a Rule Set


Manage Rules. 3. Click Unlink to break a link to a rule


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Figure 98 Unlink

Manage Permissions of a Folder

1. To manage permissions of a folder, navigate to the location of the folder. 2. Hover the mouse over the folder, then click More, and choose Manage Permissions.

Figure 99 Manage Permissions of a Folder

3. Click Inherit Permissions to enable or disable default permissions.


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Figure 100 Inherit Permissions

4. Click Add User/Group, then search the name of the user/group

Figure 101 Add User/Group

5. Click the Add button beside the user/group name.


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Edit Properties of a Folder 1. To edit the properties of a folder, hover the mouse over a folder then click Edit

Properties

Figure 102 Edit Properties

2. Update all the necessary changes on the Edit Properties window.

Figure 103 Edit Properties Window

3. Click Save.


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Delete a Folder

1. To delete a folder, navigate to the location of the folder. 2. Hover the mouse over a document then click More, and then choose Delete Folder

Figure 104 Delete Folder

3. Once the dialog box appears, click Delete.

Figure 105 Delete Confirmation


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Documents A document is an editable electronic file that is processed in collaboration of users. In order to apply specific metadata, user can select from custom doctypes specially designed for a particular document type upon upload.

Document Actions

Upload Documents

1. To upload a single document, open a folder where the document should be uploaded. 2. Click Upload.

Figure 106 Upload Document

3. Once the Upload File(s) dialog box appears, click Select files to upload button to locate and select the file.


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Figure 107 Select files to upload button

4. Select a file to upload then click Open. Note: To select multiple files, hold down the Ctrl key from the keyboard, and then click on each file. After selecting the files, click Open

Figure 108 Select File(s)


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5. Before uploading the file, select the appropriate doctype from the dropdown list.

Figure 109 Select Doctype

6. Click Upload File(s) button and wait for the file to finish uploading.

Figure 110 Upload File(s) button

7. Once done, click OK.


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Manage Permissions of a Document

1. To manage permissions of a document, navigate to the location of the document. 2. Hover the mouse over the document, then click More, and choose Manage Permissions.

Figure 111 Manage Permissions of a Document

3. Click Inherit Permissions to enable or disable default permissions.

Figure 112 Inherit Permissions

4. Click Add User/Group and then search the name of the user/group.


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5. Click the Add button beside the user/group name.

Figure 114 Add button beside user/group name

6. Assign a role for each user or group then click Save.

Figure 115 Save Permissions


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Change the Type of a Document

*Note: This action is only applicable for documents that have default doctype.

1. To change the type of a document, open a document from the document library. 2. Click Change Type from the list of document actions.

Figure 116 Change Type

3. Select the desired document type from the drop down list.

Figure 117 Select Document Type

4. Click OK to save the document.

Manage Aspects of a Document Aspects allow the addition of functionality to existing document types. The selected aspects will be applied to the document and will result to additional properties which behave in different manners.

1. Click on a document, then below the document actions click Manage Aspects.


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Figure 118 Manage Aspects

2. Click the add icon to add aspects.

Figure 119 Add Aspect

3. To remove any existing aspects on the document, click on the remove icon.


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Figure 120 Remove Aspect

4. Click Apply Changes to save.

Edit Properties/Metadata of a Document

1. To edit the properties of a document, hover the mouse over a document then click Edit Properties.


2. Another way is to click on the document name and from the document actions, click Edit Properties.


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3. Update all the necessary changes on the Edit Properties window.


4. Click Save.


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Download Document

1. To download a document, hover the mouse over a document, and then click Download.

Figure 124 Click Download

2. Wait for the document to finish downloading.

Rename a Document

Renaming directly on the document on the document library view:

1. Hover the mouse over a document name and wait for the pencil icon to appear. 2. Click the pencil icon, then rename the document.

Figure 125 Pencil Icon


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3. Click Save.

Renaming by editing the properties:

1. Another method is to hover the mouse over a document, then click Edit Properties.


2. Click on a document, then click Edit Properties.


3. Update all the necessary changes on the Edit Properties window. 4. Click Save.


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Manage Tags

Tags are used to categorize similar or related document within a site. This enables the user to easily locate the document again. Users have the option to create their own tags or select from a list of tags already used in the current site.

Add a New Tag

1. To add a new tag to a document, hover the mouse over a document. 2. Click Edit Properties.


3. Below the Tags label, click Select.


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Figure 129 Select

4. Type the name of the tag then click the add Icon to add.

Figure 130 Add Tag

5. Click OK then click Save to finish adding a tag.


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Add an Existing Tag

1. To add an existing tag to a document, hover the mouse over a document. 2. Click Edit Properties.




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Figure 132 Select

4. Type the name of the tag then click the add icon to add.

Figure 133 Add Tag

5. Click OK then click Save to finish adding a tag.


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Remove Tag

1. To remove a tag to a document, hover the mouse over a document. 2. Click Edit Properties.




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Figure 135 Select

4. Click the remove icon to remove a tag.

Figure 136 Remove Tag

5. Click OK then click Save to finish removing a tag.


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Simple Search of a Document

1. To search for a document, go to an agency site.

Figure 137 Agency Site

2. A document can be searched by typing a search term in the search field located on the upper right of the screen and below the user menu, and then press Enter on the keyboard.

Figure 138 Search Box

3. You can also specifically search for a document by name, title, type, date, and author.


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Figure 139 Search Menu

Advanced Search of a Document

1. To search for a specific document in the document library, you can use the advanced search.

2. To use the advanced search, click on the magnifying glass icon from the search field, and then choose advanced search.

Figure 140 Magnifying Glass

3. On the search field dropdown list, select whether to search for the name, title, or author.


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Figure 141 Search Fields

4. Type the search term in the search expression field.

Figure 142 Search Expression


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5. Select an operator.

Figure 143 Operator

6. Select a location where the system should search.

Figure 144 Location

7. Select the appropriate doctype.


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Figure 145 Appropriate Doctypes

8. Finally, select the date when the document is uploaded.

Figure 146 Date

9. Click Search to begin searching for the document.


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Copy a Document

1. Hover the mouse over a document then click More, and then choose Copy to.

Figure 147 Copy to

2. Select a destination where the document should be copied to.

Figure 148 Copy Destination

3. Click Copy to copy the document.


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Move a Document

1. Hover the mouse over a document then click More, and then choose Move to.

Figure 149 Move to

2. Select a destination where the document should be moved to.

Figure 150 Move Destination

3. Click Move to move the document.


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Delete a Document

1. Hover the mouse over a document then click More, and then choose Delete Document.

Figure 151 Delete Document

1. Another way of deleting a document is to click a document. 2. Below the document actions, click Delete Document.


3. Click Delete.


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Exercise 5– Document Library

Completion time: 20mins

In this lab, you will create a folder and manage documents. Your tasks are:

1. Login as an Administrator. 2. Go to the site that you created in the previous lab. 3. Click the Document Library. 4. Create a new folder named User Training Day 1. 5. Open the User Training Day 1 folder, and then upload the document named

D1_Training_Document.doc (This file will be provided to you). 6. Still in the User Training Day 1 folder, create another folder named Test_Sub. 7. Copy the D1_Training_Document.docto the Test_Subfolder. 8. Open the Test_Subfolder and rename D1_Training_Document.docto

D1_Training_Sample_File.doc. 9. Go back to the User Training Day 1 folder, and then delete

D1_Training_Document.doc.


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Introduction to Workflows

A workflow is a sequence of connected tasks (steps) which represent the activities carried out by users in order to achieve the desired outcome on a specific document. Generally, it represents a transaction or approval process within agency/agencies. There are two types of workflows in ARMIS – the default workflows and custom workflows. Default workflows are the predefined workflows in Alfresco that can be used right outside the box. On the other hand, custom workflows are additional workflows adapting to specific needs common in government agencies.

Starting a Workflow

Start a Workflow at the User’s Dashboard

1. On the My Tasks dashlet, click Start Workflow.

Figure 153 Start Workflow

2. Select a workflow from the workflow list.

Figure 154 Select Workflow

3. Fill out the fields with the necessary details to describe the task.


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Figure 155 Start Workflow Page

4. Add an assignee by clicking Select.


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Figure 156 Select Assignee

5. Enter the name of the user in the search field and then click Search.

Figure 157 Search Assignee

6. Click Add to select the user as the assignee of the task. 7. Click OK 8. On the Item section of the workflow are the documents which will be worked upon. To

add a document, click Add. 9. Locate the documents from the agency sites.


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Figure 158 Locate a Document

10. Click Add to add the document to the list. 11. Click OK. 12. After filling out all the fields needed for the workflow, click Start Workflow.

Figure 159 Click Start Workflow


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Start a Workflow on a Document in the Document Library

1. Select a document from the document library, click More and then choose Start Workflow.

Figure 160 Start Workflow

2. Select a workflow from the workflow list.

Figure 161 Select Workflow


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3. Fill out the fields with the necessary details to describe the task.

Figure 162 Start Workflow Page

4. Add an assignee by clicking Select.


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Figure 163 Select Assignee

5. Enter the name of the user in the search field and then click Search.


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Figure 164 Search Assignee

6. Click Add icon to select the user as the assignee of the task. 7. Click OK. 8. The item section is already supplied with the selected document from step 1. To add

more documents to the list, click Add.

Figure 165 Add Item

9. Locate the documents from the agency sites.


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Figure 166 Locate Additional Document

10. Click Add icon to add the document to the list. 11. Click OK. 12. After filling out all the fields needed for the workflow, click Start Workflow.



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Using a Document in a Workflow

At this portion, the Review and Approve Workflow will be used as an example. This workflow enables a user to set up review and approval of content, assigning the workflow task to a single user.

1. To start a Review and Approve Workflow, click on Start Workflow and then select Review and Approve Workflow from the list of workflows.

Figure 168 Select Review and Approve Workflow

2. Fill-out the fields with the necessary details which describe the workflow.


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Figure 169 Fill-out Workflow Details

3. Click Start Workflow when all the necessary fields are filled-out.


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4. The assignee will get a notification of the assigned task.

Figure 171 Notification of the Assigned Task


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5. The assignee will open the task and select View More Actions in order to review the document.

Figure 172 Select View More Actions


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Figure 173 Review Document

6. After reviewing the document, the assignee may already go back to the review task and select Approve or Reject.


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Figure 174 Select Approve or Reject

7. When the assignee approved the task, a task named Document Approved will be sent to the initiator. But if the assignee rejected the task, the initiator will receive a Document Rejected task.


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Figure 175 Document Approved

Figure 176 Document Rejected

8. To complete the workflow, click Task Done.


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Figure 177 Click Task Done


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Figure 178 Fill-out Workflow Details

1. Select a group to assign the task.


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Figure 179 Select Group

2. Type in the required approval percentage to complete the task.

Figure 180 Enter Required Approval Percentage

3. Click Start Workflow when all the necessary fields are filled-out.


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4. A task named Review Task will be sent to the members of the assigned group.

Figure 182 Review Task

5. When the required percentage of approval is met, a notification will be sent to the initiator whether the document is approved or rejected.


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Figure 183 Document Approved

Figure 184 Document Rejected

6. To complete the workflow, click Task Done.


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Figure 185 Click Task Done

Edit a Document Offline

The Edit Offline feature enables you to download a copy of the current version of the document to edit it in a word processor. This will lock the current version of the document, and other users will not be able to edit the document to prevent editing conflicts.

To edit a document offline:

1. Select a document from the document library. 2. On the list of document actions, click Edit Offline.


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Figure 186 Edit Offline

3. Open the document with a local software.

Upload a New Version of a Document

1. To upload a new version of a document, click on a document. 2. On the list of document actions, click the Upload New Version button.

Figure 187 Upload New Version

3. Click Select file(s) to upload icon to locate and select the file.


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Figure 188 Browse

4. Select a file to upload then click Open.

Figure 189 Selecting a file


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5. Before uploading the file, select the appropriate document type from the dropdown list.

Figure 190 Document Type

6. Identify if it is a minor or major changes. Adding a comment is optional. 7. Click Upload Files(s) button and wait for the file to finish uploading.

Cancel Editing of a Document

Note: This action is only applicable for documents that are previously edited offline.

1. Hover the mouse over a document then click more, and then choose Cancel Editing.

Figure 191 Cancel Editing


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View Original Version of a Document

1. To view original version of a document, select a document from the document library. 2. From the list of document actions, click on View Original Document.

Figure 192 View Original Document

View Version History

1. To view version history, select a document from the document library. 2. Scroll down to the bottom of the page to view Version History.


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Figure 193 Version History

Download Previous Version of a Document

1. To download a previous version of a document, click on a document with multiple versions.

2. Scroll down to the bottom of the page to view Version History. 3. Hover the mouse over a version of the document, then click the download icon.


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Figure 194 Download Previous

Revert a Document to its Previous Version

1. To revert a previous version of a document, click on a document with multiple versions.

2. Scroll down to the bottom of the page to view Version History 3. Hover the mouse over a previous version, then click the revert icon.


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Figure 195 Revert Version

4. Identify if it is a minor or major version. Adding a comment is optional.

Figure 196 Revert Information

5. Click OK.


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View the Document in a Workflow

1. To view the document in a workflow, open the workflow task. 2. Select View More Actions.

Figure 197 Select View More Actions


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Figure 198 Document View

Upload an Attachment to a Workflow

1. To view the document in a workflow, open the workflow task. 2. Select View More Actions. 3. Click Edit Properties.

Figure 199 Click Edit Properties

4. Click Upload button for attachments.


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Figure 200 Click Upload Button for Attachments

5. Click Select File(s) to Upload button.

Figure 201 Click Select File(s) to Upload Button


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6. Select the document from local files.

Figure 202 Select Document from Local Files

7. Click Upload File(s) button.

Figure 203 Click Upload Files


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8. On the properties page, click Save.

View an Attachment of a Workflow

1. To view the document in a workflow, open the workflow task. 2. Select View More Actions. 3. Click Edit Properties. 4. Click on the name of the attachment.

Figure 204 Click Name of Attachment


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Figure 205 View Attachment


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Exercise 6– Workflow


In this lab, you will start using a review and approve workflow to a document.

Pre-requisites:

1. This lab requires that you have a partner. One person will be the Initiator and the other will be the Assignee.

2. Both users must be a member of the same site. If both users are not yet members of the site, invite the users.

Note: You may use the user account that were provided for youor use the user accounts that you created on the previous lab.

As the Initiator:

1. Login as a regular user. 2. Go to a site, and then click on the Document Library. 3. Navigate to the location of D1_Training_Sample_File.doc 4. Open the file D1_Training_Sample_File.doc, and then click on Start

Workflow. 5. Select Admin Review and Process Workflowfrom the list of workflows. 6. Fill out the fields with the necessary details which describe the workflow. 7. Select the user that will be the Assignee of the task. 8. When you are finished, click Task Done.

As the Assignee:

1. Login as a regular user. 2. Go to the My Tasksdashlet. 3. Open the task named Review Document. 4. Click Reject.

As the Initiator:

1. Go to the My Tasksdashlet. 2. Open the task named Revise Document. 3. Click View More Actions. 4. Click Edit Offline to edit the document. The file will be downloaded to your

computer. 5. Open the document and add some text, and then save the document. 6. Go back to the Revise Document task . 7. Upload the new version of the document.


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8. After uploading the new version of the document, go back again to the Revise Document task, and then click Task Done.

As the Assignee:

1. Go to the My Tasksdashlet. 2. Open the task named Review Document. 3. This time, click Approve.

As the Initiator:

1. Go to the My Tasksdashlet. 2. Open the task named DocumentApproved. 3. Click Task Done to complete the workflow.


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Introducing the Records Management

The records management is a special site in ARMIS which is used in capturing/filing, classifying, categorizing, managing, publishing, searching, inventory, retention and disposition of records. This site can be accessed by clicking the Records Management Site dashlet on the user’s dashboard.

Figure 206 Records Management Dashlet

Record Category

Record Categories contain record folders and metadata for disposition schedules. It can be managed by users with the appropriate capability permissions.

Create Record Category

1. To create a record category, select records management site from the Records Management dashlet.

Figure 207 Records Management Dashlet


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2. Click File Plan.

Figure 208 File Plan

3. Click New Category.

Note: A record category can also be created within another record category but not within a record folder.

Figure 209 New Category

4. Fill out all the necessary information, then click Save.


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Figure 210 New Record Category

Create Disposition Schedule

1. To create a disposition schedule, select a record category from the file plan, and then click View Details.


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Figure 211 View Details

2. Click on Create Disposition Schedule.

Figure 212 Create Disposition Schedule


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3. Click on Edit on General section.

Figure 213 Edit General Disposition Details

4. Enter the name of the organization that provided the disposition schedule. 5. Specify the disposition instructions. 6. Select whether to apply the disposition schedule to a record or to a folder.

Figure 214 General Disposition Details

7. Click Save. 8. Create the disposition steps by clicking Edit on the Disposition Steps section.


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Figure 215 Edit Disposition Step

9. Click Add Step.

Figure 216 Click Add Step

10. Select Cutoff or Retain as first disposition step. Cutoff means the point in time from which a retention period begins while Retention means a period of time during which the record is held before being destroyed.


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Figure 217 Select Disposition Step

11. Fill out the details of the disposition step to match the specified disposition instructions.

Figure 218 Disposition Details

12. You can also use events to trigger a disposition action.


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Figure 219 Use Disposition Events

13. Add more disposition steps like Transfer, Destroy and Accession if necessary. Transfer means the transfer of records from one location to another while Destroy means the deletion of content from the record that prevents the reconstruction of it and lastly,Accession means to acquire property. In this context, it is the process of transferring of records to NAP.

The rules for adding disposition steps are as follows:

The first step must be of type Cutoff or Retain No two steps in the disposition schedule can be of the same type No steps can be added once the Destroy step has been used


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Figure 220 Add More Steps

14. Click Done to create the disposition schedule.

Record Folder

Record folders are used to store and organize records. It can be managed by users with the appropriate capability permissions.

Create Record Folder

1. To create a record folder, navigate to the location where the folder will be created.

Note: A record folder can only be created within a record category.

2. Click New Folder.


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Figure 221 Click New Folder

3. Enter the name of the folder, and the title.


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Figure 222 Enter Folder Details

4. Specify the security classification of the folder by selecting from the security classifications list.

Note: The default value of the security classification field depends on the security classification group which the current user belongs to.

5. Click Save.

Edit Metadata of Record Folder

1. To edit the metadata of a record folder, select a record folder then click Edit Metadata.


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Figure 223 Edit Metadata of Record Folder

2. Edit the metadata of the record folder by changing the name or title. You can also add a description or modify the security classifications.

Figure 224 Modify Metadata of Record Folder

3. Click Save.


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Manage Permissions of a Record Folder

1. To manage the permissions of a record folder, select a record folder then click Manage Permissions.

Figure 225 Manage Permissions of Record Folder

2. Set the permission of a user or a group by selecting permission from the dropdown list.


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Figure 226 Manage Permissions Page

3. You can also add more users or groups if necessary.


4. When finished, click Done.


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File Document as New Record from a Local System

To file a document as a new record:

1. Click Records Management Site. 2. Click File Plan.


3. Select a folder where the record should be filed. 4. Click File, and then select Electronic as the file type.

Figure 229 File


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Figure 230 Select File Type

5. Choose the appropriate record type.

Figure 231 Select Record Type

6. Click Browse to locate and select a file. Select the file, and then click open.


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7. Select the appropriate content type of the document. You can still change the content type later if you choose not to specify a content type.


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8. When you are done, click Upload Files.

File New Record from an Agency Document Site

Filing a record from an agency document site is done by an Agency Records Officer.

To file a New Record:

1. Select an Agency Site.

Figure 234 Select Agency Site


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2. Navigate to the location of the document in the Document Library. 3. Hover the mouse over the document, click More and then choose Copy to. A popup

window will open.

Figure 235 Copy

4. Select the Records Management site, and then select a folder from the File Plan.

Figure 236 Select Folder

5. Click Copy to copy the document to the selected folder.


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Edit Record Metadata

1. To edit record metadata, hover the mouse over the record then choose Edit Metadata.

Figure 237 Edit Metadata

2. Fill out all the necessary information especially the required fields.

Figure 238 Record Details


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3. Click Save.

Figure 239 Click Save

Declare a Record

1. To declare a record, hover the mouse over the record then choose Declare as Record

Note: A record cannot be declared as a record if its metadata is not yet defined.

Figure 240 Declare a Record


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Simple Search of Records

1. To search for a record, go to the Records Management site. 2. A record can be searched by typing a search keyword in the search field located on

the upper right of the screen and below the user menu, and then press Enter on the keyboard.

Figure 241 Search Box

Advanced Search of Records

1. To search for a specific record in the record management site, you can use the advance search.

2. To use the advanced search, click on the magnifying glass icon from the search field, and then choose advanced search.

Figure 242 Magnifying Glass


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3. On the search field dropdown list, select whether to search for the name, title, or author.

Figure 243 Search Fields

4. Type the search term in the search field.

Figure 244 Search Expression

5. Select an operator (AND or OR).


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Figure 245 Operator

6. Select an agency site from the dropdown list beside location to specify the scope of search.

Figure 246 Location

7. Select the appropriate doctype.


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Figure 247 Appropriate Doctypes

8. Finally, select the date when the document is uploaded.


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Day 3 – Archives Management and Reports

Topics Covered

Introducing Archives Management

Record Disposition

Introducing Reports and Audit Trails


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Introducing Archives Management

Archives management involves the maintenance and preservation of archives, and its

inventory similar to records. Records can be identified as archival at the time of their creation

but they are usually not transferred to an archival institution for permanent preservation until

they have ceased to be of immediate administrative use to the creating organization, e.g.

ordinances. In ARMIS, archives will be handled in a dedicated record category named National

Archives.

Figure 248 National Archives Record Category

Record Disposition

ARMIS provides users facility in handling disposition of records using the available

disposition steps such as destroy and accession.

Accession a Permanent Record for Archiving

1. To accession a permanent record for archiving, go to the Records Management

Site then click File Plan.

2. On the Saved Searches, click Records Eligible for Accession.


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Figure 249 Saved Searches

3. On the available actions for the record, click Accession.

Figure 250 Cutoff

4. Go to Transfers, then click Download Zip.

Figure 251 Download Zip

5. Then upload the zip file to a preferred folder in the National Archives record category.


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Figure 252 Import accessioned record

6. Go back to Transfers, then click File Report.

Figure 253 File Report

7. Select a record folder where to file the report.


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Figure 254 Select File Report Destination

8. Click File Report.

9. Go back to Transfers, then click Complete Transfer.

Figure 255 Complete Transfer

Destroy Records Eligible for Disposal

Note: Destroy record action only means deleting the actual content of the record.

1. To destroy a record, go to the Records Management Site then click File Plan.

2. On the Saved Searches, click Records Eligible for Destruction.


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Figure 256 Records Eligible for Destruction

3. On the available actions for the record, click Destroy.

Figure 257 Destroy


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Delete Records

1. Hover the mouse over a document then click More, and then choose Delete Document.


2. Another way of deleting a document is to click a document.

3. Below the document actions, click Delete Document.


4. Click Delete.


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Trigger an Event

1. To trigger an event on a record, click the record to open.

2. Below the preview screen of the record, click Complete Event button corresponding to

the event to be completed.

Figure 260 Trigger an Event


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Exercise 7– Accessioning a Record


In this lab, you will learn how to accession a record from an agency to the National Archives.

1. Login as an Administrator. Use the login credentials that were given to you. 2. On the Saved Searches, click Records Eligible for Accession. 3. On the available actions for the record, click Accession. 4. Go to Transfers, and then click Download Zip. 5. Upload the zip file to a preferred folder in the National Archives record

category. 6. Go back to Transfers, and then click File Report. 7. Select a record folder where to file the report. 8. Click File Report. 9. Go back to Transfers, and then click Complete Transfer.


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Introducing Reports and Audit Trails

Document Tracking

1. To generate a document tracking report, click More on the application toolbar and then

select Report.

Figure 261 Select Report

2. Then select Document Tracking as report type.


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Figure 262 Select Document Tracking Report

3. Then select a report subtype.

Figure 263 Select Report Subtype

4. Enter the name of the user, designation or agency on the search bar and add.

5. Choose a report filter to show a specific task


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Figure 264 Select Report Filter

6. Select the start and end date for period covered.


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7. Then select the preferred output of the report.

Figure 266 Select Report Output


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8. Then click Generate to generate the report.

Document Viewing Statistics

1. To generate a document viewing statistics report, click More on the application toolbar

and then select Report.

Figure 267 Select Report

2. Then select Document Viewing as report type.


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Figure 268 Select Document Viewing Statistics Report

3. Select the start and end date for period covered.



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4. Then select the preferred output of the report.

Figure 270 Select Report Output

5. Then click Generate to generate the report.


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Exercise 8– Generating a Report


In this lab you will generate a document tracking report in ARMIS. Your tasks are:

1. Login as an Administrator.Use the login credentials that were given to you. 2. On the Application Toolbar, select Reports. 3. Select Document Tracking as the Report Type. 4. Select the agency where you belong to. 5. Select Per User as the Report Subtype. 6. Search and select the user by typing the name in the search field, and then

click search. 7. Click add to add the user. 8. Select All Tasks as the Report Filter. 9. Select a start and end date. 10. Select PDF as the Report Output. 11. Click Generate. 12. You have now generated a Document Tracking Per User report.