Planning and Development Office - ICT Division
USER’S MANUAL
eFile Management System
Contents:
1. What is eFile Management System
4. Changing the display options
6. Advanced Search or Quick Search
7. Viewing and downloading a document
8. Downloading a document to user's computer
9. Printing and mailing a document
10. Customizing the interface and the System
11. Tips and tricks
12. Need more help?
What is eFile Management System
It is an online system deployed by the ICT division with the purpose of storing and offering online access to commonly used digital documents in portable document format or PDF file. Its features include quick search, search through keyword, category or author. Users can also customize their own browser interface according to preference. Customization includes the change of default display settings; change fonts and colors of the user interface, and control how documents are displayed by altering settings in the display interface.
Users such as university employees can access a file in seconds. Access is 24/7 anywhere wherever there is internet connectivity.
The system server is hosted by the University itself and the system is maintained by the ICT Division.
With eFile Management System, users shall be able to access types of files such as:
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· administrative memorandums |
· notice of meeting |
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· administrative orders |
· office memorandum |
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· advisories |
· office order |
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· committee compositions |
· special orders |
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· designations |
· student advisories |
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· inter-agency issuances |
· university circular |
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· memorandum circulars |
· university memorandum |
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· memorandum of agreement |
· other related documents |
To access the system, visit http://portal.bsu.edu.ph and click “eFile Management System”. You may also access it directly via http://efile.bsu.edu.ph
After successful access, simply click Sign In. Note that a username Guest with a password has already been pre-entered in the fields. Administrators on the other hand need an admin account to administer the system.
Note: If you don’t login, you may still be able to browse the documents but download and file preview are not activated.
Documents Area Side Links Menu
Figure 1. eFile Management System User Interface
By default setting, the documents available for download or preview are displayed in the right area of the screen. Sub-menus or side links are located at the left side (see figure 1 above).
Viewing and Downloading a Document
To view a document together with the related information, click its title in the document area (in Red Font Color). To view a document in a separate window, click view underneath the Title (see figure 7)
Figure 7. Document View
Users can download a document and save it locally in their computers. To download, open the file, right click on it and click Save As. You can also click the Save icon if it is visible in your browser.
Users can change how the documents are displayed:
a) Display document titles only (minus the Author, Document Reference Number, Category and Date Added)
Click Display - Title
b) Display documents together with summary information (Author, Document Reference Number, Category and Date Added)
Click Display - Summary
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Figure 2. Display Controls Menu
User can also set the order in which the documents will be displayed.
a) Arrange the display of documents by order according to the date the document was published or when the document was created.
Click Order by – Date Published
b) Arrange the display of documents by order according to the date when the document was added in the collection.
Click Order by – Date Added
Change the number of documents to display at once in the user interface.
Click Show – and choose either 5, 10, 15, 500.
Users can do a faster search of documents using references like category, addition date, author and keywords. The Advanced or Quick Search feature can be used.
Advanced Search or Quick Search
Users can enter a word or phrase related to the document. Examples are “allowance”, “cashier”, “memorandum on uniform” and so on. Users simply enter the keyword in the Quick Search box and press enter or click the find icon. Now, click on the document that may seem to match your search. See figure 3.
Users can also selectively display documents accordingly by clicking the appropriate side link (see below). See figure 1.
a) Categories – display files or documents according to their category e.g. office memorandum, circulars, advisories etc.
Click on a category to display documents in that category. See figure 4.
b) Addition Dates – date when the document is added in the collection.
Click for a particular date in the Calendar to display documents added in that date. See figure 5.
c) Authors – refers to the originator of the document e.g. accounting, finance, ICT.
Click Authors option and click the first letter of the possible author. E.g. click “A” for Accounting. You may also type the name of the author in the filter text box. See figure 6.
d) Keywords – you can quickly search a document by providing a keyword in the filter text box or by clicking the list of generated keywords in the display. See figure 6.
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Figure 3. Advance Search and Document Display Options
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Figure 4. Categories Option
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Figure 5. Addition Dates Option
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Figure 6. Authors and Keywords Option
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Printing and Mailing a Document
· To print a document, simply click Print icon in the document preview or in the individual preview. See figures 7 & 8.
· To email a document, click email. Supply the proper information and click Send.
Note: This is only possible when your default email application have been configured.
Figure 8. Document and Summary View
Customizing the User Interface and System
Users can change the settings according to their preferences.
· To change the setting, click Tools – Settings. Change the options as you wish e.g. default items per page, display type.
· To change the colors of the various items in your interface:
Click Tools – Font & Colors. Change settings according to preference.
1. To display the latest memorandum or circular:
From the display control, click Order By – Date Added
2. To display all Inter-agency documents:
Click Categories in the side links – Inter-agency category
See figure 1.
3. To display all documents authored by Accounting:
Click Authors in the side links – Click the letter “A”, - click Accounting
See figure 1.
4. To display only the titles of the documents:
From the display control, click Display – Title
See figure below.
Note: by default, summary information such as Author, Document Number, Category and Date Added are displayed together with the document.
Figure 9. User Interface; Display Controls Menu
For further assistance, kindly contact the eFile Management System administrator at +63-74-4226285 or email at ict.office@mail.bsu.edu.ph
Prepared by: Panther2015
May 23, 2011