What is Downloadable Files and Forms
System Features System Features
Accessing the System
Asking for Help
Display Folders or Files by a Specific Author
Browsing for a Files or Folders
Previewing the File
Downloading a File
Searching for a Specific Document in the Collection
Tips and Tricks
Contact Us
It is an easy to use document management system that offers online access to commonly used documents in the university. These documents are predefined forms, policies, guidelines and other related files which may be an MS Word, Excel, PowerPoint, PDF file or Open Office file format. Examples are Purchase Request, BAC forms, university policies and other files. The system will not include communication related documents since it will be handled by another system called the eFile Management System.
System Features
System features include direct access to digital files and folder browsing. These files can also be sorted accordingly by Author or Type for easy and faster access. A search mechanism is also provided so that users can search for particular files using keywords or references.
Users will be able to access a file in seconds. Access is 24/7 as long as internet connectivity is present. The system is deployed and maintained by the ICT Division.
Figure 1. User Interface – Downloadable Files and Forms
Accessing the System
To access the system, type http://portal.bsu.edu.ph in your favorite browser and click “Downloadable Files and Forms”. It is also accessible via a link found in the university’s website http://www.bsu.edu.ph at menu Personnel – Forms. Password is not needed to access the system.
Asking for Help To access the help file, type http://portal.bsu.edu.ph in your favorite browser and click “Help File” under Downloadable Files and Forms.
USING THE SYSTEM
Display Folders or Files by a Specific Author
· Click “Types” from the main menu
· Click on the folder icon corresponding to the Author of the document. For example, to download Purchase Request form, click the icon under BAC Forms.
See figure 1 and 2.
Figure 2. Displaying folders under an author
Browsing for a Files or Folders
Click the appropriate folder icon. The example in figure 3 shows the BAC Forms clicked.
Figure 3. Displaying files under a folder
Previewing the File
Click the preview icon. A preview can be done before finally downloading the file. This is appropriate for MS Word and HTML files. See figure 4
Downloading a File
Click the download icon. It is usually an icon related to the type of file. See figure 4
Figure 4. Preview and Download File
Searching for a Specific Document in the Collection
· To start a search, click “Search” in the main menu.
· From the “Search In” drop down list, select the appropriate item being searched e.g. Files or Author}. If you are looking for files from a particular Author e.g. HRMO, type “HRMO” in the text box. If you are looking for a document regardless of author, type the keyword in the search text box.
Example: Type “purchase” in the search text box if you are searching for the form Purchase Request.
· To display the result, press “Enter” or click “Begin Search”. Once files are displayed, do the process of downloading or previewing the file. See figure 4.
Note: Keywords are not case sensitive
Tips and Tricks
· If you are browsing for files authored by HRMO, click “Search”, Select “Author” from the “Search In” dropdown list then type “HRMO “in the search text box.
· To search for the Long Clearance Form, click “Search”, select All from the “For” dropdown list, and type “clearance long”
Contact Us
For inquiries, please contact the system administrator at +63-74-4226285 and look for Paul. You can also email us at ict.office@mail.bsu.edu.ph