"THE ADMINISTRATOR" Records Management and Distribution System - online application
What's available in this Article:
- Video-Levels of Access Overview (5)
- Video-Signing in (3:45)
- Video-Changing your password(1)
- Video-Managing your tasks (12:14)
- Video-Capture-Resolutions (10:57)
- Video-How to view and download the image of a record (1:28)
- Video-Import-Emails (3:04)
- Video - Diarising-Future-Tasks (2:04)
- Example of the "task" email which Quidity sends out
- Quick Guide for End Users - 2 page list of functions and where to find them
Video - Levels of User Access: An Overview
(5min)
Video - Signing in to The Administrator
(5min10sec)
"How to search" is covered in video 2 "Signing in" using the File Plan as an example. (Time mark 2:00)
Video - Changing your Password
(1min)
Video - Managing your Tasks:
Reassigning, Completing, Managing & Reporting on Tasks
(12min14sec)
Records originate from Registry (or Committees, or other department sources), for staff to Re-assign, Complete, Manage, and Report on Progress. Video includes an overview of how departments can see their progress and produce reports selectively, by Date Range, Department, and staff members.
Video - How to Capture Resolutions (A process carried out by Committees Office Staff)
(10min57sec)
Video - How to view and download the image of the record
(1min28sec)
Video - How to Import emails
(A process carried out by Records Office Staff)
(3min04sec)
Video - Diarising Future Tasks
(Used primarily by Records Office Staff)
(2min04sec)
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9. An example of the task email which Quidity sends out:
When a task is created or re-assigned in The Administrator, the sender has the option to send an email as well to the recipient. This will then appear in the external email of the recipient looking something like this:
It gives the basic details of the task, and encourages the recipient to access the content of the record within the Administrator app, by providing a link which will take them directly to the sign-in screen. That way, all activity would then be recorded in the Registry and accessible to any other staff who would need to know what is being done compared with the recipient just dealing with it via their own email account.
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10. Quick Guide for End Users - how to access the Menu functions
LOGGING IN
Log in with username = your email and password assigned to you.
TASKS
Inbox, Sent Tasks, Completed Tasks and All Tasks have similar functions
|
Inbox |
Sent Tasks |
Completed Tasks |
All Tasks |
|
Tasks>Inbox>Search |
Tasks>Sent Tasks>Search |
Tasks>Completed>Search |
Tasks>All>Search |
|
Tasks> Inbox>Details |
Tasks>Sent Tasks>Details |
Tasks>Completed>Details |
Tasks>All>Details |
|
Tasks> Inbox>View Image |
Tasks>Sent Tasks>View Image |
Tasks>Completed>View Image |
Tasks>All>View Image |
|
Tasks> Inbox>Reassign |
Tasks>Sent Tasks>Reassign |
|
|
|
Tasks> Inbox >Create report |
Tasks>Sent Items>Create report |
Tasks>Completed>Create Report |
Tasks>All>Create Report
|
SEARCH: - Input selection criteria - any combination of Record ID: Subject: Assigned By: Assigned by Surname: From Organization: Activation date: Target date: Record date: Sent Date: Returned Date:
DETAILS: see (but not edit) the task details and associated record details.
VIEW IMAGE: See the image or download the document
COMPLETE: Complete tasks are no longer reported as outstanding (pending)
RE-ASSIGN: If a task requires someone else’s attention, it can be reassigned to them using the “Reassign” Button.
DIARISE: Diarise offers a way for a user to ‘park’ a task until a given future date.
COMMENT: Add additional comment to the record using the Comment button.
CREATE REPORT: Create reports of completed or pending tasks for a department, a user, a time period as required to monitor tasks. Use Search prior to Create Report to choose the tasks you want to see.
RECORDS
Records are captured electronically, allocated to a Record Class (Document, Resolution etc) assigned a File Reference and made available centrally for you to search and retrieve, distribute electronically to staff as Tasks, etc.
Documents Management
Records>Documents
Resolutions Management
Resolutions are held as a separate class of records and are generally UPLOADED using the Batch process. They can be edited viewed and managed on this grid.
Records>Resolutions
Complaints Management
Records>Complaints
Contracts Management
Records>Contracts>
FILES
FILE PLAN
Files>Pile Plan
FILE VOLUME
Files>File Volumes
UTILITIES
MY DETAILS To change your Password or personal details. If you have forgotten your password, contact Records department to reset your password.
Utilities>My Details
USER GROUPS Creating groups simplifies the assignment process –
maintain groups of users to whom you regularly re-assign tasks.
Utilities>User Groups
REPORTS
Create reports of completed or pending tasks for a department, a user, or a time period as required to monitor tasks. Use Search before you Create Report, to choose the tasks you want in the report.
Reports>Tasks per User (Complete)
Reports>Tasks per User (Pending)
Records>Tasks per User()>Search
A Search can be done on any combination of Record ID: Assigned To: Department Code: Activation Date: Target Date: Completion Date
ADMINISTRATION
Tables and Dropdown Boxes
Throughout The Administrator some fields are presented with a grey box to the right of the field containing a down-arrow. Clicking on this “dropdown box” will display the permissible options for that field from which you need to choose. This both simplifies the input process and ensures data consistency. These input alternatives are maintained here by Records Dept. You can view the following:
Administration>Job Titles
Administration>Users