tui manual
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User guideWeb archiving system for agencies
July 2013 Hannover
Page 2
Table of contents
Titel Page
Opening the web archiving system on the Internet 3
System requirements 4
Web browser menu bar 5
Logging in to the web archiving system 6
The work screen 7
Work area 1 – Creating search queries 8
Work area 2 – “Zip”, “Password” and “Verify documents” 9
Verifying validity of documents (verification) 10
Validity of documents checked (verified) 11
Work area 3 – List of search results 12
Your search results 13
Display documents from the list of search results 14
Download documents in the list of search results 15
Logging off from the web archiving system 17
Page 3
Opening the web archiving system on the
Internet
� As for other systems, setting up the log in for the web archiving system is done using the familiar TUI
Agency System.
� As this is a pure web-based application, the user navigates to the login page by entering the following web
address:
http://archivsystem.tui.com/extern.
� A log in window opens. Please use your access data to log on.
� If you want to save the page to your Desktop, just follow these steps: “File” � “Send To”
� “Desktop (Create shortcut”)
Page 4
System requirements
� You can log on using a web browser (like Internet Explorer version 5.5 or higher, Mozilla
Firefox, Opera).
� To open documents you need to have a PDF reader (e.g. Adobe Acrobat Reader in version
6.0 or higher) installed on your computer. If a reader is not installed, you can download the
Abobe reader from http://www.adobe.de/products/acrobat/readstep2.html and then install.
� To import and display documents on your computer you will need to be running the
Microsoft Windows XP operating system or higher and have a program such as WinZip
installed.
� Your computer must support Java Runtime Environment (JRE) version 6 or higher.
� Background information: The documents are saved in PDF or TIFF formats in the web
archiving system. To be able to open them, your computer must meet the above
system requirements.
Page 5
Web browser menu bar� The Microsoft Internet Explorer browser menu bar features the following standard internet
functions:
1. Scroll back with the “Back” button
2. Scroll forwards with the “Forward” button
3. Stop (the current process)
4. Refresh the screen content
5. Print the screen content (only the current tab)
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23
4
5
Page 6
Logging in to the web archiving system� Open the web page to display the log in screen.
1. Enter your user name and password
� Note: You must first recieve a new passward by email – enter this
password (at least 8 characters).
2. Click the “Log in” button or the Enter key to log on.
3. If you have forgotten your password, you can click on the “Forgot password”
button. The system will then email you a password.
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2 3
The work screen
Page 7
� The work screen has different areas:
1. Area1 � Document classes, search masks and filter options
2. Area 2 � additional menu items “Download as Zip archive”, “Change password” and “Verify
documents”
3. Area 3 � shows a list of your search results
1
2
3
Page 8
Work area 1 – Creating search queries
Under menu item “Document classes” you can narrow down your search by
selecting individual document classes. To remove a document class from the
search, click on the green tick in the relevant check box. If you leave the default
settings, your search will always include all the documents assigned to you.
In the “Status” menu your can choose between “Unread” (default), “Read” and
“Both”
You can narrow down the range of booking agencies by selecting “from” and “to”
(e.g. from 2345 to 12348) – always assuming you have access rights to a range of
booking agencies.
You can pre-select a dispatch agency by entering the agency number in the field
(e.g. 55555)
You can narrow down the document creation dates by entering suitable dates in the
“from” and “to” fields (e.g. 01.01.2009).
You can directly select the desired company by choosing the name from the names
listed (e.g. TUI Deutschland GmbH)
Click on “Search” or hit the “Return” key to start your search.
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Work area 2 – “Zip”, “Password” and “Verify
documents”
1
2
1 If you marked a number of documents, you can download these together in a Zip file
to your PC. (see also page13 of this guide)
2 Any time you like you can change the password sent to you by email by clicking this
button.
3 To verify accounting documents, click this button to open an application that lets you
check the validity of the electronic signature on the document in question.
3
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Work area 3 – List of search results
By default all “Unread” documents are shown in
the search results. You can change this status by
marking each individual document and reading it
or by clicking on the “Mark all unread
documents” -- for downloading.
When a document is changed from “Unread” to
“Read” status, the current time is added and a
green tick is placed in front of the document.
Page 11
Verifying validity of documents (verification)
� The window shown below is opened.
� To verify a PDF document, click on “Search”. You can select the storage location of the document to be
verified in the pane that opens. The document name is automatically displayed in the field to the left of
the “Search” button.
� To start the verification process click on “Verify PDF document”
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Validity of documents checked (verified)
� The pane below opens.
This pane shows all details available on the PDF document (e.g. whether this is the original document)
Max Mustermann
Page 13
Your search results
Page 14
Display documents from the list of search
results
� To display documents shown in the list of search results, you can either select the
document directly by clicking on it or you can mark it for downloading.
� If you only want to display one document, then a simple click on the document will open
either Adobe Acrobat Reader in the case of a PDF or an image viewer for a document in
TIFF format.
Page 15
Download documents in the list of search
results
3
1. Click here to select all unread
documents.
2. If you want to de-select a document,
click here.
3. Click the “Save as Zip archive” button
to download the selected documents
Opens the user guide Display user guide in
German
Display user guide in
English
1 2
Page 16
Download documents in the list of search
results
3
1. Click here to select all unread
documents.
2. If you want to de-select a document,
click here.
3. Click the “Download as Zip file” button
to download the selected documents
Opens the user guide Display user guide in
German
Display user guide in
English
1 2
Page 17
Logging off from the web archiving system
� To log off from the web archiving system click the button at the top right hand corner
of the screen.
� It is important to log out from the application officially – using the log out button – as
there is a time lag disconnecting the active application from the archive database if you
simply close the browser tab.