Q: What is IntelyDocs
A: IntelyDocs is a feature rich, highly scalable, and web-enabled document management system that provides a secure repository for enterprise and enables them to share electronic documents across teams that are dispersed geographically. Intelysys IntelyDocs has comprehensive set of functionality that an enterprise needs for all its document management and collaboration needs. IntelyDocs is at the heart of Intelysys that enable distributed enterprises to safely access, manage and share content over the web. Electronic documents collaboration and context is captured and stored in easily managed environment for further classification and reuse and collaboration.
Q: Getting Started
A: 1.1 Authentication:


  • Log on the http://dms.intelydocs.com
  • Type User Name & Password
  • Click Login Button



    		•
    Q: 1.2 Change Password
    A: 


  • First Time Access
    The system will require the Users to change their auto-generated password once they have accessed the system for the first time.


  • Password Configuration
    • Password should consist of alphanumeric characters.
    • Minimum of 8 characters long.
    • Do not use spaces, symbols (? /+*&@\) or numbers.
    A strong password contains a combination of uppercase and lowercase letters

    Remember… Your password is case sensitive

  • After saving the password, the User will be redirected to the login page again, where the User will use the new password that was created.


    		•
    Q: II. Exploring Options
    A:  2.1 My Portal Tab:

    My Portal is the personalized summary of an individual work and a pathway to other content.



    Once the User has logged in, User will see the default view of My Portal.
    • On My Portal Users can view Today’s Tasks, Recent Tasks, Recent Documents, and Recent Issues. Clicking on a link will take the User to the actual task, document or an issue.
    • It also has a section for task Reminders which reminds user for any upcoming tasks.
    • Quick links are links on “ My Portal” that helps users to quickly access other sites  such as www.Google.com
    • There’s also a Task Key Matrix section where the user can view all the task status.
    • The user can also search a document or a task from the search bar.


  • To customize “My Portal” select Customized Link.
    • Users can chose which web part they want to view on “My portal” by clicking the check boxes on web part catalog.
    • Web parts on can also be moved by drag and drop.

    Q: 2.2 Team Work Space tab
    A: 
    • This is the “Team” view of the portal. From here users can access all their work spaces as well as view all team tasks and recently uploaded documents.
    • All documents which are uploaded recently and any tasks due today or overdue will display regardless of who it is assigned to.
    • Clicking on the link in Work Space Assigned to me will take the user into a specific workspace.
    • Once the user selects a Work space by double clicking on the link, a new set of tabs appear to direct the User through the Workspace. The new tabs are Tasks, All Files, Share Files, Messages, Member Access and Project Members. All the messages, files and tasks in these tabs are related to the workspace the user has selected. To return to the main tabs, click “Team Work space from the right hand top corner.” The following are the tabs the user will see when clicking on any workspace:
    Q: 2.2.1 Tasks:
    A:  This tab will present the user with all the tasks that have been created for this workspace..

    • Task is an area where the user can easily access work space related tasks and manage the entire milestones in one view. You will be able to view the Task Title, Last Modified User, Last Modified Date, Due Date, Priority, Status, Assigned To, Order and Number of Documents for each task.
    • This screen will also allow the user to Delete a task, Assign a different user, add a Reminder and Export all the tasks to Excel.
    • The user can also Move Tasks from 1 Workspace to another by clicking on the Check Box of the tasks to be moved and selecting the Workspace where you want to move the task and clicking on Move Tasks to Binder button.
    • Under Workspace Task, the default sort is by order number.
    • Double click on the blue link for a task will allow acting on that task, you will be presented with the following screen:
    Q: 2.2.2 All Files:
    A:  All Files is an area where you can organize and store files such as word, pdf, excel etc.

    • Here the user can Edit a document, Preview a document, Delete a document, Check Out, Check In and Export all the documents to Excel sheet.
    • The user can also Tag each document for easy searching.
    • The user can upload Files in this section.
    • There are 2 views for this screen the above one is the Category View and the following screen is the Folder View of the screen:
    • The user can create custom Folders and Subfolders.
    Add Folder Screen: The user can add a new folder by entering the folder name and description.

    Add Sub Folder Screen: The user can select a Folder where the sub folder has to be added.
    Q: 2.2.3 Share Files:
    A: This area of a Workspace is used to share files with other workspaces.


  • The user can add a document to share by clicking on Add Share Document button.


    • Add Share Documents:



    Q: 2.2.4 Messages:
    A:  This feature empower users to communicate from with in the workspaces

    • In order to manage communications, use the Messages tab to communicate with other team members. This allows us to store all communications related to a Workspace within the portal itself.
    • When you send a message to another team member, the portal will generate an email message to the team member with the summary line and directing them to the portal to respond.
    • The Messages tab shows a list of received messages and also who has sent them.
    • The user can also Delete a message and Export all the messages to Excel.
    Add Message: Here one user can send a message to another user or team.

    • Select who to send the message to, Subject of the message and the Message in detail.
    • The user can click on Inbox to view all the messages received and Outbox to view all the sent messages.
    Q: 2.2.5 Member access:
    A:  It gives you a list of all the users who has access to the workspaces along with the description of the respective access rights


  • On this screen the user can see the User Name, Workspace Access Start Date, Workspace Access End Date, Workspace Name, Rights and Whether Approved or Not.


    		•
    Q: 2.2.6 Project members:
    A:  Give contact information of all the members who has access to this workspace.


  • The user can view all the User Names, User Type, Phone Number and Email Address.


    		•
    Q: 2.3 My Work Space Tab
    A:  As soon a new user is created by an admin of an organization, Intelydocs creates a personalized workspace for the user. Here the user can store all there personal documents, files or images.


    All the tabs like Tasks, All Files, Share Files, Messages, Member Access and Project Members are same as it is for Team Workspace.

    Q: 2.4 File room:
    A:  File Room helps to index documents and records in a standardized manner for more effective discovery and reuse. It helps organization to dictate their own standard classification of documents/files that are uploaded in Intelydocs.


  • The user can view the Title of the document, Workspace, Date, Status and Total Number of Documents in that category.
  • The user can sort the documents either by Department, Category or Organization Function.
  • The user can Edit the document, Delete, Check Out and Check In.
  • The user can also upload the documents from one Workspace to another just by selecting the Workspace and clicking on Upload Files button.


    		•
    Q: 2.5 Task Report:
    A: Task Report keeps control of the task and resource workload. It defines the status of the tasks and the documents associated with it that are currently due and overdue.


  • This area is designed for you to easily manage your Workspaces and track your tasks regardless to the workspace and account they belong.
  • Here the user can Add a Task, Delete Task, Assign a new User to the Task and Add Reminders.
  • There are 2 views for this screen the above one is the Resource View and the following one is the Project View:



    • Add Task


  • This screen will allow the user to Add a new task, enter other information about the task such as Due Date, Date Completed, Priority, Assigned To and Order.
  • In addition the two buttons Add Document from Project Library and Add Document allows you to associate a document with the task.
  • One button “Add Document from Project Library” allows you to associate this task with a document previously uploaded into the Project Library. (Project Library discussed later.)


  • The second button “Add Document” button allows you to upload a new document from your local drive. Please note that you must click on the “Add” button to upload your document and the “save” button to store your changes. If you select save without adding first, your document will not be attached.




    		•
    Q: 2.5.1 Add Document to a Task:
    A: Add Document to a Task: This will add documents to a task.



    • The user can upload a document; give the document a Title and a Description.
    • The user can also notify users or users groups when a document has been uploaded or its status has changed. To do this, check the notify box and select the user group and document status from the drop down menu. 
    • The user has to browse a File then click on Add button and after file is uploaded click on save button.
    • If you upload a document several times, you don’t have to rename the document every time. Documents are never overwritten and all versions are saved. The latest version is always on the bottom.
    • The user can also select Entity, Business, Year, Jurisdiction and Type. The purpose of this additional data is to help you organize data in File Room.
    • Drop down lists for this additional data helps insure consistency of organizing documents.
    • The additional drop down fields are:
    Add Reminder: Users can have reminders for their tasks.


    • This section consists of tasks, which act as reminders to a user.
    • Each task remainder will have details like Frequency, Start Date, End Date and Time.
    • All the reminders are shown on My Portal page.
    Assign User: Here the user can select a task and click on Assign User to assign a different user for the selected task.


    The user can also edit the Task Title, Status, Due Date, Priority and Order of the Tasks.

    Export to Excel: Here the user can export all the tasks, documents into excel by clicking on the Exp
    Q: 2.6 Administration Portal:
    A: Users can perform all the administrative function from the Administrative Portal
    • Add/Edit Workspace-To add or edit the name of Work Space
    • Add /Edit Groups- To create teams and edit teams names
    • Add/Edit User-To create new users; edit user information and delete users
    • Assign User to Workspace-To assign users to a Work Space
    • Add user to Group-To add users to a group
    • Assign Workspace Permission: To assign permission to users to access the Workspace
    • Add/Edit Task List -To create predefined task list
    • Assign Task List  to Workspace-Assigning task lists to a Workspace
    • Manage Company : To create list of company names
    • Add/Edit Link-To create link on My Portal
    • Archive/UnArchive-To archive/unarchive a Workspace
    • Lock/Unlock-  To Lock/Unlock users
    • Manage Access Log-To view the users who have accessed application
    • Change Password
    • Document Search : To search for a document
    • Document History : To view the action performed on a document
    • Organization: To manage organization profile such as header and number of users
    • Department: This is a custom field used for tagging of a document for easy searching
    • Function: This is a custom field used for tagging of a document for easy searching
    • Classifications: This is a custom field used for tagging of a document for easy searching
    • Category -  This is a custom field used for tagging of a document for easy searching
    Q: 2.6.1 Administrative Functions
    A: 
    Q: 2.6.1.1 Create a Company:
    A: 
  • Click on Administration Portal tab.
  • Click on Manage Company icon.
  • Enter Company Name and Company URL.
  • And click on Add button.



    • A. To Edit Company Information
    • Click on an envelope in the company report and edit the changes.
    B. To Delete Company information
    • Select the check box.
    • Click on a delete button in the company report.
    Q: 2.6.1.2 Create a New User
    A: 
  • Enter User details.
  • Select the User Type of the user.
  • Select if the user will be Active or Inactive.
  • Select the Default Dashboard.
    Intelydocs provides users standard web parts design for My Portal screen. If the user wishes to design his/her own web part, they can select “No”
  • Select Permission Approver.
    Permission approver is a user who has a right to give access to a work space to other users.
  • Click on Add button.



    • A. To Edit User’s Information
    • Click on an Envelope in the Users Report by the Users name.
    • The user’s information gets populated in the form above.
    • Make the required changes.
    • Click on Add button.
    B. Reset a User
    People frequently forget their passwords. One way to create a new password is to reset a user.
    • Click on an Envelope in the Users Report by the Users name.
    • Click on Reset Users button.
    C. Search Users by their companies
    • Select a company name from the drop down in the User Report. All the users that belong to that company will display in the user report
    Q: 2.6.1.3 Create Groups:
    A: 
  • Teams can be created within an organization and multiple users can be assigned to that team/group. It is a two step process.

    • A. Create a group name
    • Fill the name and description
    • Click on Add

    B. Assign users to the Group
    • Click on Add to Group.
    • Select a group to which you want to assign the users to, from the dropdown box labeled Select a Group.
    • Select the users from the list box labeled Un-assigned Users and click the arrowhead pointing to the list box labeled Assigned Users.
    • Click on Save button.

    C. To Remove users  from a particular group:
    • Select Users from Assigned Users list box and click the arrowhead pointing to the Un-assigned Users list box

    Users can also be assigned to the group through the Administration Portal from Add User to Group icon.
    Q: 2.6.1.4 Create a Work Space
    A: 
  • Click on Administration Portal tab.
  • Click on Add/Edit Workspace.
  • Type the name of a Workspace.
  • Enter Workspace start date and end date.
  • Click Add button.


  • Once the Work space reaches its end date, it gets archived and no longer available on the Team Work Space.
  • If the user wishes to upload a document while creating a workspace they can do so by clicking on the browse button.

    • A. Assign Users to the Work Space.
    • Click on the Assign in the Workspace report
    • Select Workspace you want to assign the users to, from the dropdown box labeled  Select a Work Space
    • Select the users from the list box Un-assigned Users and click the arrowhead pointing to the list box Assigned Users. The user is seen in Assigned Users list box.
    • Once the users are selected for a work space, click Save button to finalize the settings
    To Un-assign a user from a Work Space
    • Select Users from Assigned Users list box and clicking the arrowhead pointing to the Un-assigned Users list box.
    • click Save button to finalize the settings
    Q: 2.6.1.4.1 Add/ Edit Link:
    A: External Links can be created on My Portal.
    • Fill the Link Name and URL and Click on Save
    • Global Link: To make the Link available for all the users click on the Global Link.

    A. To Edit User’s Information
    • Click on an Envelope in the Link Report by the Link name.
    • The Link information gets populated in the form above.
    • Make the required changes.
    • Click on Add button.
    B. To Delete Link information
    • Select the check box.
    • Click on a delete button in the link report.
    1. Lock/UnLock :
    • When a User enters its user id and password incorrectly three times Intelydocs locks that user.
    • To unlock the user an admin can select the user name from the list and click unlock.

    2. Archive/UnArchive a Workspace
    • Once the Work space reaches its end date, it gets archived and no longer available on the Team Work Space.
    • To unarchive a workspace the user needs to

    3. Assign a Permission to Workspace


    • All the users Rights are assigned here.
    • Admin can change the Workspace Access Start Date, End Date and Rights of the user.
    • Admin can select different rights for the user from the Rights column dropdown box.
    • Click on the Disapprove icon edit the changes and click on update.
    • Check the box by the User name and click on Approve button to approve the users.
    Q: 2.6.1.5 Add/Edit Task List:
    A: 

  • Enter Task List name and Description
  • Click on Add button.
  • Now you will see the task list which you have added in the preview list where you can Edit and Add Task to a particular task list.
  • You can also delete a Task by checking the box by the Task List name and click on Delete button.


    		•
    Q: 2.6.1.5-A Edit Task List Info
    A: 
  • Click on an Edit link from the report by the Task List name.
  • The Task List information gets populated in the form above.
  • Make the required changes.
  • Click on Add button.


    		•
    Q: 2.6.1.5-B. Add Task:
    A: 
  • Click on an Edit link from the report by the Task List name.
  • The Task List information gets populated in the form above.
  • Make the required changes.
  • Click on Add button.




    		•
    Q: 2.6.1.5-C. To Edit a Task
    A: 
  • Click on an Edit link from the report by the Task Item name.
  • The Task information gets populated in the form above.
  • Make the required changes.
  • Click on Add button.


    		•
    Q: 2.6.1.5-D. Delete Task info
    A: 
  • Select the check box.
  • Click on a delete button in the Task report.


    		•
    Q: 2.6.1.5-E. Adding Levels to a Task
    A: 
  • Click on Level 2 from the Task Report by the Task Item name.
  • Enter Task, Description, Status, Assigned To and Order.
  • Click on Add button
  • Now a sub task is added to a parent task.
  • Follow the same procedure for Level 3.


    		•
    Q: 2.6.1.5-F. Import from CVS or XLS
    A:  The user can import Tasks from CVS format or XLS format to the application.
  • Click on Browse button.
  • Select the file to import.
  • Click on Import button.


    • To Import from Excel:
    1. The Excel file to be imported should have the first 4 columns as Item, Description, Status and Order.
    2.  The First row should have the Column Names.
    3.  The data to be imported along with the header row should be highlighted and given a namespace of "TaskList".

    To Import from CSV:
    1. The CSV file to be imported should have the first 4 columns as Item, Description, Status and Order.
    2. The First row should have the Column Names.\

    Q: 2.6.1.6 Assign Task List:
    A: 

    A. Assign Users to the Task List
  • Click on the Assign Task List to Workspace from Administration Panel.
  • Select Workspace you want to assign the Task List to, from the dropdown box labeled  Select a Work Space
  • Select the Task List from the list box Un-assigned Tasklists and click the arrowhead pointing to the list box Assigned Task Lists. The Task List is seen in Assigned Tasks Lists list box.
  • Once the Task Lists are selected for a work space, click Save button to finalize the settings.


    • B. To Un-assign a Task List from a Workspace
  • Select Task Lists from Assigned Task Lists list box and clicking the arrowhead pointing to the Un-assigned Task Lists list box.
  • click Save button to finalize the settings.


    		•
    Q: 2.6.1.7 Manage Access Log
    A: 
  • This function is used by an Administrator to see the all the users who have an access for this application.
  • Here administrator can access all the details associated to all users like their Full Name, User Name, Site Access Start Date, and Site Access End Date.
  • In order to prepare an excel sheet to store all the users you can use the option Export to Excel.




    		•
    Q: 2.6.1.8 Document Search
    A: 

  • The user can enter the document name in the search bar.
  • Click on Go button.
  • All the search results will be displayed.


    		•
    Q: 2.6.1.9 Document History
    A: 

  • Enter the Workspace Name, From date and To date.
  • Click on Generate Report.
  • All the search results will be displayed.
  • Click on Export to Excel button to export all the search results to Excel.


    		•
    Q: 2.6.1.10 Organization
    A: 

    A. Create an Organization:
  • Enter the Organization name and Description.
  • Click on Add button.


    • B. Edit Organization Information:
  • Click on an envelope from the report by the Organization name.
  • The Organization information gets populated in the form above.
  • Make the required changes.
  • Click on Add button.


    • C. Delete Organization Information:
  • Select the check box.
  • Click on a delete button in the Organization report


    		•
    Q: 2.6.1.11 Department
    A: 

    A. Create a Department:
  • Enter the Department name and Description.
  • Click on Add button.


    • B. Edit Department Information:
  • Click on an envelope from the report by the Department name.
  • The Department information gets populated in the form above.
  • Make the required changes.
  • Click on Add button.


    • C. Delete Department Information:
  • Select the check box.
  • Click on a delete button in the Department report


    		•
    Q: 2.6.1.12 Function
    A: 

    A. Create a Function:
  • Enter the Function name and Description.
  • Click on Add button.


    • B. Edit Function Information:
  • Click on an envelope from the report by the Function name.
  • The Function information gets populated in the form above.
  • Make the required changes.
  • Click on Add button.


    • C. Delete Function Information:
  • Select the check box.
  • Click on a delete button in the Function report


    		•
    Q: 2.6.1.13 Classification
    A: 

    A. Create a Classification:

  • Enter the Classification name and Description.
  • Click on Add button.


    • B. Edit Classification Information:
  • Click on an envelope from the report by the Classification name.
  • The Classification information gets populated in the form above.
  • Make the required changes.
  • Click on Add button.


    • C. Delete Classification Information:
  • Select the check box.
  • Click on a delete button in the Classification report


    		•
    Q: 2.6.1.14 Category:
    A: Tagging of a document for easy searching


    A. Create a Category:
  • Enter the Category name and Description.
  • Click on Add button.


    • B. Edit Category Information:
  • Click on an Edit Link from the report by the Category name.
  • The Category information gets populated in the form above.
  • Make the required changes.
  • Click on Add button.


    • C. Delete Category Information:
  • Select the check box.
  • Click on a delete button in the Category report


    • D. Add Level 2
  • You can add sub categories by clicking on Level 2
  • Click on Add Level 2 by the Category Name
  • Enter the Category name and Description.
  • Click on Add button.


    		•
    Q: 2.6.1.15 Manage Organizations
    A:  Here you can personalize the application according to the organization needs.


    A. Create Organization
  • Enter Organization Name, URL, No of Licenses and Authorized IP Address.
  • Browse different headers for different organizations.
  • Select the Portals from Issue Log Portal, Data Tool Tab, OLAP Report Tab and Tax Calendar Tab.
  • Enter Metadata Field Captions.
  • Click on Save button.


    • B. Edit Organization Information:
  • Click on an Edit Link from the report by the Organization name.
  • The Organization information gets populated in the form above.
  • Make the required changes.
  • Click on Add button.


    • C. Delete Organization Information:
  • Select the check box.
  • Click on a delete button in the Organization report


    		•
    Q: 2.7. Mail
    A: 

  • All the messages sent and received are shown here.
  • Mails can be sorted by To, Subject and Date.


    		•