DMS User Guide Version 10

Draft

Logging In

The DMS is a web-based tool that allows you to search for financial documents that have been scanned and/or captured electronically by the Records team.

You can access DocFinity by entering the URL into an Internet Browser using the provided user ID and temporary password from the DMS administrator.

https://imaging.ecm.osu.edu/docfinity/application/.

Password Help

If you forget your password, you can enter your username by clicking the “Password help” option from the DocFinity login screen. Enter your username, and you will receive a new password via email.

Searching

1.  Once you are logged in, select the Workspace section on the top left side of the screen. A drop-down list will appear. Select “Searching.”

2.  Searches can be performed on any of the information we capture as metadata when we index. For your general purposes, the most meaningful searches for financial documents will include:

·  Voucher ID

·  Number: this will be an invoice number, or Journal ID, or a Travel number, depending on the type of document you are looking for

3.  The search option has three parts that you’ll see:

1.  A panel for entering the search criteria

2.  A panel showing any and all search results that have that value indexed in them

3.  A document viewer, showing you a preview of the documents as TIFF files

a.  Thumbnails of each page in the document are also viewed in this panel

4.  Enter the voucher id or number information, click “search”

5.  If any records match the entered criteria, they will display in the “search results” panel

6.  Double-Click Record in search results to display in document viewer

7.  To save document to your computer, right click the highlighted document in the lower search results panel and select “download.” *Note: this will save and open the document as a TIF file. To open as a PDF or in another window, see #10.

8.  Or select the icon on the top row of the search results panel:

9.  You’ll be able to name and save the file to email or edit as you need

10.  To open as a PDF to save/email/view, select the drop-down icon in the upper right hand side of the Document Viewer:

*Version Migration Note*

Journal entries indexed from an Adobe Portfolio document are not viewable in the version 10 document viewer. To access these documents, you can download the record to your computer and open up using the Adobe program or use the Document Viewer drop-down to view as a PDF (see #10 above).

Common Indexing Elements

Below is a general guide to how we index various documents. You can use this if you perform a search and it isn’t successful by providing only one piece of data. You may be able to use another metadata element we use to describe the documents.

Journal Entries / Reimbursements / Refunds / Travel / General Vouchers / Food Vouchers / Utilities
Document Date / Journal Date / Date of request / Date of request / Date of Request / Invoice date / Invoice date / Bill date
Fiscal Year/Period / FY/Period / FY/Period paid / FY/Period paid / FY/Period paid / FY/Period paid / FY/Period paid / FY/Period paid
Voucher ID / N/A / Yes / Yes / Sometimes / Yes / Yes / Yes
Number / Journal ID / PR# / PR# / T # / Invoice # / Invoice # / Acct # on bill
Org / N/A / Yes, if consistent / Yes, if consistent / Yes, if consistent / Yes, if consistent / Yes, if consistent / No

5 | Page