User Manual

1. User Manual INDEXDATAFILES

2. Logging into INDEX Datafiles • Your user name should be set up by your System Administrator. Usually it will be your first initial and last name. Your first password will be generic to grant initial access to create your own personal password once you enter the system. • Perform the following steps to successfully log in: • Open INDEX Application from the shortcut on your Desktop. • If you do not have a shortcut, open up Google Chrome and navigate to the following address - http://dms.careersourcebroward.com • Type in the username and password your system’s administrator provided you at which point you will be asked to change your password. • If this is not your first time, type in your permanent username and password. INDEX – LOGIN SCREEN

3. INDEX – Projects Available Projects Once you have been successfully authenticated to access the system, you will see a list of projects that you have access to.

4. INDEX – Project Viewer Selecting the project you have access to, this is an example of what your dashboard might look like depending on your caseload and any items awaiting action.

5. Search and Advance Search • After you have located an existing Project from the INDEX Application Main Screen, the option to search the files within the Project becomes available. You have the ability to search by the entry fields (IE: User ID, Participant’s Name, last 4 of SSN, etc.) or by “Advanced Search Options.” To access the “Advanced Search Options” Fields, click on the icon to the right of the appropriate text field. INDEX – Search

6. INDEX – Project Viewer For the Scan button, you can create a new record to go into the WIA South project, or search the project. For the Upload button, you can upload a document directly into a specific case under the project you have access to.

7. INDEX – Search Clicking on the button brings you to the Search results screen. From here you can use the buttons across the top of the Search results box, or click to open up the record.

8. INDEX – Viewer At the top of the Viewer is the File Indexes (these are fields that the system does most of it’s searches on), and the bottom is the Separators for each type of document that is associated with that record.

9. INDEX – Viewer To scan in a document under a customer’s case file, open up the tab that the document belongs to and right click on the subfolder (divider) that the document will be scanned to. For example, to scan in customer’s TABE assessment, click on the “Assessments” tab and then right click on the subfolder (divider) labeled “TABE”.

10. INDEX – Viewer Once you click on the “Scan to Divider” option and click ok to run the “SpeedFile” application, you will get a dialogue box that looks similar to the one illustrated above. Notice that most of the fields are already filled in including the document name which will be left as “Date-Time”. Click the “Scan” button to continue.

11. INDEX – Viewer Clicking on the “Scan” button brings up the dialogue box illustrated above. At this point you need to decide a few parameters of how the document gets scanned and saved into the system. The “Dots per inch” should always be set to 300 dpi and depending on the type of document, the “Color mode” will be set to either “B&W”, “256-level Gray”, or “24-bit Color”.

12. INDEX – Viewer Once the document has been scanned, you will get a preview of what is going to be uploaded into the system. Make sure that “Delete After Upload” and “Use Driver Pass Through Mode” are both checked off at all times. If you are satisfied with the preview, click the “Upload” button to upload the scanned document into the system.

13. INDEX – Viewer Once you click on the “Upload” button, the system will process the request and upload the document into the system. Upon a successful upload, you will receive the two dialogue boxes illustrated in the above left image. Click “OK” for both boxes and then hit the “F5” function key to refresh the screen. Navigate back to the folder/subfolder to see the document you just scanned into the system.

14. INDEX – Viewer To move a document from one subfolder (divider) to another subfolder (divider), right-click on the document and left-click on the “Reclassify” option, which will bring up the dialogue box seen above on the right. Within this box, select the appropriate Folder (separator) and subfolder (divider) and then click “Save”. Press the “F5” button to refresh the screen and navigate to the location of the moved document to verify that it has been moved properly.

15. INDEX – Viewer To copy a document with one subfolder (divider) to another subfolder (divider), right-click on the document and left-click on the “Copy” option, which will bring up the dialogue box seen above on the right. Within this box, select the appropriate Folder (separator) and subfolder (divider) and then click “Copy”. Press the “F5” button to refresh the screen and navigate to the intended location of the copied document to verify that it has been copied properly.

16. INDEX – SUMMARY The INDEX Document Management System (DMS) is not a case management system, rather it is a support tool to house all client supportive documentation and make it easier to retrieve this information when necessary. Functionality questions that come up as you use the system should be directed first to your supervisor then as a Track-It ticket if they are unable to answer your questions. Expect more functionality to be released as we continue to implement and expand the use of the system.