User Guidance of V2docs from Crystal Infosystems & Services

V2docs- The Key to Success V2docs is our Complete Document and Content Management Application Software in two variants as – 1) PCM-Personal Content Management and 2) ECM-Enterprise Content Management which facilitates document management in organizations across all the verticals in handling any form and type of physical document in electronic format. It provides solutions for electronic document management for enterprise use as well as personal use. With V2docs all your documents are saved as valuable information for a life time. Join Hands with us to make the environment “Green” by eliminating the use of paper.

V2docs - Features Stack-Rack-File-Document Storage Model Variants with standalone and network (cloud) options Complete electronic archiving solution for documents, s, audio and video content User friendly scanning, image upload, indexing, searching and retrieval options Full text search option Complete software suite to suit individuals, Micro, Small and Medium Enterprise (MSME), Corporate, Govt. Organizations and professionals

V2docs - Framework We provide you with “4 Stacks”. Each “Stack” can have “4 Racks” And Every “Rack” can have their respective “Files” and “Documents” Stack 1Stack 2Stack 3Stack 4 Racks FilesDocuments

Stack Management

“Stacks” are placed in the topmost position of the pecking order which can store all your important documents. You can create only 4 stacks. One default stack is present in the application when the you Log-in for the first time. You can edit the stack as per your requirement. You can Add,Edit and Delete a Stack by using the following- 1)Add. 2)Edit. 3)Delete.

Stack Management – “Add” Stack How to “Add” a Stack - This allows you to create a new Stack. For creating a new stack, you have to enter a stack name and also enter related references about the same. After entering all the details, click on the "Save" button to save your inputs. If you wish to abort choose "Close“

Stack Management – “Edit” Stack How to “Edit” Stack? This allows you to change the name of the currently selected Stack. After entering the new stack name, choose "Update" to make the changes effective. After updating the stack name, you can find it reflecting in the Racks, Files, Documents, Favourites and Trash.

Stack Management – “Delete” Stack How to “Delete” a Stack? This button allows you to remove the currently chosen Stack and all its documents from the Application. When you “Delete” the Stack, the Racks, Files and the associated Documents will be deleted. This will be followed by a dialog box which will ask you whether to "Delete" or "Move to trash". Choose "Yes" to Delete the Stack. If you chose “Yes” it will permanently delete your Stack and you will lose all your respective Racks, Files, and documents. If you chose "No" to you will Move Documents to Trash which means a copy of all the deleted documents will be retained in the Trash. You can also download the documents whenever you require it. "Cancel" to abort.

Rack Management

“Racks” are placed second in position of the pecking order which can store all your important documents. Racks fall under Stacks. Rack management assists you to keep the records in folder level. In rack management there are 4 different modules like- 1) Add 2) Edit 3) Find 4) Delete In the grid view, the present rack details while be displayed.

Rack Management – “Add” Rack How to “Add” Rack? You can add 4 Racks to each Stack. ( we provide you with 4 Stacks.) Hence, in all you can have 16 Racks. To “Add” a Rack name, you have to first select a Stack name. While adding the racks you may add up to 5 references provided or even less. After entering all the fields, click on "Save" button and the rack will be added.

Rack Management – “Add” Rack Below, You can see that, a Rack named “Educational” has been Added successfully.

Rack Management- “Edit” Rack How to “ Edit” Rack? "Edit" rack is used to edit the rack name and the 5 references which you had specified earlier. After editing the rack information, you should click on "Update" button to save the edited fields

Rack Management- “Find” Rack How to “Find” a Rack? If you want to find a rack which you had created earlier, "Find " is used. You are expected to select the Rack name you want to find, and click on "Find" button. If a Rack, with the same rack name specified in your search is present, then it will display the same or an error message will be given.

Rack Management- “Delete” Rack How to “Delete” Rack? If you do not need a particular rack you can "Delete" it. If a Rack is deleted, the files and documents in the rack will also be deleted. While deleting the Rack you will have 2 options i) Rack can be moved to trash or ii) It can be deleted from the application. You can pick up the option apt for your need.

Files

Files are placed third in the position of pecking order. Files are located in Racks, which is located in Stacks. This also happens to be the very first page which appears as soon as you login. You can see that, in the left panel it contains list of stacks and racks. You can see that, in the right panel it shows files and documents. From this page you can Add,Edit,Find or Delete files. You also have an option to right click, and view and delete individual documents also

Files – “Add” Files How to “Add” Files? To add a file, you need to first select a particular stack, then a required rack, and then click on "Add" button. to create a new file. You cannot create Duplicate files in a particular Stack and Rack. "File name" is a mandatory field to be filled. You cannot alter stack name or rack name while creating a file.

Files- “Edit” Files How to “Edit” File? “Edit” Helps you to modify the filenames and references. If you want to “Edit” a File, click on a particular file in the files "grid iew" and then click on "Edit" button. You cannot edit Stack name or Rack name here. If you edit a file name and give an already existing file name it will show you message saying, file name already exists.

Files- “Find” Files How to “Find” Files? If you want to find a particular file click on "Find" button You have an option of two search criteria’s to search files. You can either search a file using file name or by using any one of the reference given to a file. You can even search with the combination of file name and reference.

Files- “Delete” Files How to “Delete” Files? To delete a file, click on the particular file in the Files "grid view" and then click on "Delete" button. Soon after you click on "Delete" button, a dialog box will appear with a message showing “Delete or Purge..? Click "YES" to Delete and "NO" to Purge. If you click "YES" it will delete documents permanently. If you click "NO" it will Purge. Purge means documents will be moved to trash. If you delete or purge a file associated documents will also be get deleted.

Documents

In Document, you can view the Stack name, Rack name, Files details and Documents details. You are provided with 7 sub modules here, they are 1)Add 2)Edit Metadata 3)Edit Document 4)View Document 5)Add to Favourite 6)Delete Document 7)Download To add a document you have to select a File and click on “Add” A document has to be selected to Edit Metadata, Edit Document, View document, Add to Favourite, Delete Document and Download. The documents can be viewed by "double" clicking on the respective documents. The documents can be opened by "right" clicking the respective document.

Documents- “Add” Document How to “Add” a Document? –If you wish to "Add" a document, firstly, you have to select a File because only then the "Add" button will be enabled. –After you finish uploading the document, you can enter respective Tags for your document. –Tags are not mandatory. –While you “Add” a document, you will find various options while uploading, like:- 1) Capture Image 2) Import Document 3) Import Folder

Documents “Add” Document -

Documents – “Edit Metadata” How to “Edit Metadata”? In Edit Metadata only tags can be edited. You have to select a document. Details of Stack name, Rack name, File name, Title, Type of document will be displayed. The date the document was created will be displayed along with the 4 Tags. You can Edit the Tags and click on "Update" button. In preview panel the uploaded document will be displayed. Click on "Back" button to go back to the document page.

Documents – “Edit Metadata” “Edit” Metadata -

Documents – “Edit” Documents How to “Edit Document”? You can view the document uploaded by selecting the required document or by double clicking on the document cell. If the document you have upload is a pdf document, then in the "edit" document, the pages can be added to the uploaded pdf document or a few pages can be deleted by specifying the page nos. Click on "Back" button to go back to the documents page.

Documents – “Edit” “Edit” Document ( To Add pages)-

Documents – “Edit” (To Delete Pages) “Edit” Document ( To Delete pages)-

Documents – “View” Documents How to “View Document”? If you wish to view the uploaded document select the document. You can also view the document by double clicking or by selecting the document and clicking on "View document" button.

Documents – “Add to Favourite” How to “Add to Favourite”? Documents can be added to "Favourite" by right click or by selecting the document. While adding to the "Favourite" the group has to be selected.

Documents – “Delete” Documents How to “Delete Document”? If you do not need a particular Document you can "Delete". While deleting the Document, you have 2 options i.e. i) Document can be move to trash OR ii) Document can be deleted form the application.

Documents – “Download” Documents How to “Download” Document? You can “Download” the document by selecting the required document and clicking on "Download" button. While downloading the document, the path will be asked to Download the document.

Search Module

Search Module – All in One Search V2docs_PCM’s Search Module has several individual tags that work together to perform searches and display search results. All-in-one-Search You can search both for “Content” and for a particular “Word” used in the Tag fields. In the "All in One" tab of Search, you will be able to search for words appearing in the Tag1,Tag2,Tag3,Tag4, etc., These Tags are used while creating the Documents. You have to enter a “Keyword” and “Contents” or a combination to find the desired document.

Search Module – All in One Search

Search Module What is Keyword Search ? A type of search that looks for matching documents that contain one or more words specified by you. What is Content Search ? In Content search, if you enter more than one search term, the search module will search for content that has the term you have entered. It will Search in.doc,txt,.jpeg,.pdf,etc. and will eventually display the number of documents it has found with the search term specified by you in the beginning.

Search Module How to edit the documents you have searched? The Documents can be altered by right click on the search results. The options seen on right click are - 1) View 2) Edit Metadata 3) Edit Documents 4) Add to Favourites 5) Delete View: Document can be viewed by double click on a single document or right click >> select view option. Edit Metadata: The document Properties can be edited by right click >> select Edit Metadata option. Edit Documents: The documents can be edited by right click >> select Edit Documents option.(only pdf documents) Add to Favourites: The documents can be moved to Favourites by right click >> select Add to Favourites >>Group. Delete: The Documents can be permanently deleted or move to Trash by right click >>select Delete.

Search Module - Advance Search The “Search Module” lets users to search for specific content from Documents. When you are on the "Advance" tab of Search, you will be able to search the documents from the specific Stacks, Racks, Files, Favourites, Documents Created on a particular Date or the combination of the above. According to your “Search” criteria the results will be displayed.

Search Module - Advance Search Search Functions: The Documents can be altered by right click on the search results. The options on right click are 1) View 2) Edit Metadata 3) Edit Documents 4) Add to Favourite 5) Delete Documents

Search Module - Advance Search View: Document can be viewed by double click on the single document or right click >> select view option. Edit Metadata: The document Properties can be edited by right click >> select Edit Metadata option. Edit Documents: The documents can be edited by right click >> select Edit Documents option.(only pdf documents) Add to Favourites: The documents can be moved to Favourites by right click >> select Add to Favourites >>Group. Delete: The Documents can be permanently deleted by clicking on “Yes” or can be move to Trash by clicking on “No” right click >>select Delete.

Favourites

You can add documents which you view frequently in “Favourites” which will ease your search. There are two Main Groups in Favourites – 1 ) Default Groups- These groups are already present in the application and you cannot delete them 2) User Groups – You are free to add groups and delete them when not required. You can view three options by right clicking the mouse button on selected the row. They are as follows - a) View b) Move c) Delete

Favourites - Default Groups and User Groups

Favourites – “Add” How to “Add” to Favourites? Documents can be added to "Favourites" by right click or by selecting the document. While adding to the "Favourites" the group has to be selected.

Favourites – “Remove” How to “Remove” Groups? You cannot delete the default Groups Like General Documents,Image,Audio,Video,and Others. You can only delete the groups which you have created on selecting "Remove".

Value – adds 1) Personal Data Manager 2) Domestic Equipment Management 3) Third Party Logins 4) Contacts 5)Reminders 6) Archiving

Value- adds Here, you can save your Personal Data, Data regarding the equipments purchased, Third party login ids, Contacts, Reminders about the important events in your life and Archive your s as shown below -

Value-adds - Personal Data Manager How To “Add” Personal Details ? Click on "Add" button to add a new record in Personal Data Manager The 'Title' field provided is a mandatory field to be filled. The Expiry date you enter must be greater than due/reminder date You will get the notifications based on due date before 15 days You have to chose the frequency among the five values provided i.e. Monthly, Quarterly, Half yearly, Yearly and NA (Not Applicable) If you click on any value other than NA in frequency, due date field will get disabled. The due date will be calculated automatically based on selected frequency. You can even upload related documents using browse button.

Value-adds - Personal Data Manager “ Add” Personal Details-

Value-adds - Personal Data Manager How to “Edit” Personal Details? If you wish to "Edit" a record, select a record you wish to edit in “grid view” then click on "Edit" button. Here you can “Edit” all the fields.

Value-adds - Personal Data Manager How to “Search” Personal Details? Click on "Search" button if you want to search a particular record. Here, you can search the records based on two fields provided i.e. Based on a keyword or based on the date.

Value-adds - Domestic Equipments Management Domestic Equipments Management In Domestic Equipments Management, you can add the details about your office or Domestic equipments purchased. You also have an option to Add, Edit, Search, Delete and View the uploaded files.

Value-adds - Domestic Equipments Management How to “Add” equipments? You can add the details of the office or domestic equipments purchased by following the steps given below – –Firstly, you need go to the category and select the category of equipment you want to enter. For example- If the equipment you have purchased is a printing machine, select office and add the equipment details. This will help you to renew the warranty of the equipment if applicable. –You can also upload the bills of the respective equipments if there are any. This will help you to trace your bills if you need it in the future. –Based on all your inputs and the expiry date of your warranty of the equipment, a notification will pop-up on your screen 15 days prior to the date of expiry.

Value-adds - Domestic Equipments Management “ Add” Equipments-

Value-adds - Domestic Equipments Management How to “Search” equipments ? You can “Search” the documents based on the equipment type,vendor name,product serial number on selecting “Search” icon. The uploaded documents can also be viewed on Mouse Double click.

Value-adds - Domestic Equipments Management How to “Edit” equipments ? You can “Edit” the details as follows- You have to select the row in which the equipment is present, and next, select "Edit" to modify the details. You have to click on “Update” soon after you edit to save the modifications made. You also have an option to "Delete" the documents by selecting the row and clicking on “Delete”.

Value-adds - Third Party Login Third Party Login In Third Part Login, you can add your Login username, Password etc of a number of websites. You have an option to update it and also remove the details. How to “Add” Third Party Login details ? –If you want add a few Third Party Login details, you have to click on “Add” and fill the form with details like Service provider, Username, Password, Website Address, Contact No. and Tags. –Once you have filled the entire form, click on “Add” to save the data entered.

Value-adds - Third Party Login How to “Edit” Third Party Login details ? You can update the details, by selecting the row which has to be modified and clicking on “Edit”. You can make changes and click on “Update” to save the modifications.

Value-adds - Third Party Login How to “Search” Third Party Login details? You can search based on a keyword like username, password, tags, website or service provider and click on “Search” to get the search results.

Value-adds - Third Party Login How to “Delete” details of Third Party Login? If you do not require a particular Third Party Login detail, you can delete the data by clicking on “Delete”.

Value-adds - Contacts Contacts: In contacts, you can save the contact details with image. The contacts which you have already uploaded will be displayed in the form of a grid with some details. There are 2 different sub modules for contact details, they are 1) Add 2) Search

Value-adds - Contacts How to “Add” contacts? You can add a number of contacts as you wish. While “Adding” a contact entering the “Name” is mandatory. Click on "Save" to save the contact.

Value-adds - Contacts How to “Search” Contact ? Firstly, you have to chose the contact name to “Search” the contact details. After searching click on "Grid view" which contains the details of the specific contact you have searched. In search contact, there are 2 different sub modules,they are - i) Edit and View - Here the contact can be Edited and Uploaded document can be viewed. The document can be replaced with other document and the existing document can also be removed..

Value-adds - Contacts ii) Delete - The contact can be “Deleted” form the contact details by clicking on “Delete”. To go back for the contact page click on "Cancel" button.

Value-adds - Contacts “Delete” Contacts -

Value-adds - Reminders Reminders: In Reminders you can save the events like Birthday, Anniversary, Meeting and be assured to get a Reminder on the day of the event. How to “Add” Reminders? Click on “Add” to add events. Enter the details like Name, Events, Date, Timings, ID and Contact number as specified. If the event you have selected is a ‘Meeting’, then you can select the timings of the meeting too. If the event is a ‘Birthday or Anniversary’ then the timings will be the default time. Click on “Save” once you have filled all the details.

Value-adds - Reminders “Add” Reminders -

Value-adds - Reminders How to “Edit” Reminders? If you want to make some modifications in the existing reminders, you can modify by selecting the row and by selecting the "Edit" button. You can then make the necessary changes and click on “Update” to save the changes. This changes made will automatically be updated to the datagrid.

Value-adds - Reminders How to “Search” Reminders ? You can search the Reminders by clicking on "Search". You can also search for reminders based on events.

Value-adds - Reminders How to “Delete” a Reminder? For events like Birthday or Anniversary, the reminder will be automatically updated to the next coming year after the event is over. For events like Meeting, the event will be automatically deleted once it is over. You can also delete every event stored, by clicking on the event and clicking on “Delete".

Value-adds - Archiving Archiving Here, You can archive all your s and check your mails too. Our application will provide you with an Id.

User Administration

In User Administration, you can change the username or password or both whenever required. When you use it for the first time, please verify with your present password for password verification. If it is correct you can either change your username or the password or both.

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