2. Document Module Features Streamlines the control, routing and revision process for critical documents and records Controls documents in any format (Excel, PDF, JPG, etc) Enables tracking of editable and web-viewable version of the same document Enables online distribution to groups and individuals through email notifications Tracks and archives all document revisions and information

3. Document Control User Access SA = System Administrator FA = Full Access MA = Supervisor LA = Limited

4. Documents & Locations Active Location will act as a first level filter to search for documents Documents have the ability to rolls up or roll down and they are usually not visible across locations unless there is a shortcut to the document. Documents saved under top tier location will be visible to bottom locations When registering a document you ask yourself, “Who needs to see the document?” If the answer is everyone then register the document at your top level for global distribution.

5. Workflow

6. Registering a Document Who: System Administrators Full Access

7. Document Control Tabs The tabs in this module are: Folder Contents, Pending Actions, Change Requests, Outstanding Approvals, Outstanding Returns, Outstanding Reviews

8. Work Flow to Register a Document (1) Select your Location WHO needs to access the document (2) Select your Folder Select a folder that the document should be organized into (3) Register Document If the document does not need to go for Approval click “Release Document” If the Document requires Approval click “Send for Approval”

9. How to Register a Document 1.Who needs to see/access the document? Select that Location 2.Which folder would you like to organize your document into? Choose the folder or Create a New Folder 3.Register Document (Button on the blue bar on the right) Complete Document Registration Page Upload Document Select ‘Register Document’ Or Send for Approval

10. How to Send for Approval If the document needs to be sent out for approval before release, you will have to create a list of approvers: 1.Click Send for Approval 2.Click Add to List 3.Select Approvers/Reviewers by clicking their respective checkboxes 4.Click Add Person(s) 5.Exit Window when you have finished selecting your approver list 6.Assign a Date Due Back 7.Click Send for Approval NOTE: Approvers are individuals whose approval is required before a document is released. Reviewers are requested to review the document, but their approval is not required in order for a document to be released.

11. Periodic Document Reviews Who: System Administrators Full Access Users

12. Periodic Document Review During the document registration process, users have the ability to schedule periodic reviews of a document. A Periodic Document Review task and email will be sent to the Document Owner and listed on their My Tasks page. The Due Date is based off of the Next Review Date on the General Page of the Document

13. How to Complete a Periodic Document Review 1.Go to your My Tasks page or click on the link provided in your email 2.Ensure you View copy of document 3.Select the date the document was reviewed 4.Select who is reviewing the document 5.Include any additional notes 6.Click Update when completed and the review details have been entered

14. Revisions Who: System Administrators Full Access

15. Work Flow to Revise a Document (1) Start New Revision Go to the Revision Tab and click Start New Revision Fill in the Revision screen: Author, Reason for revision, etc. and click Save (2) Check Out or Check in If you do not have a copy of the document, Click Check Out Document. Make the necessary changes and click Check In Document to upload edited version. (3) Send for Approval Go to the Approvals Tab and using Add to List button assign who will be the Approver and Reviewer. Give them a Date Due Back and click Send for Approval. (4) Review/ Approval Approver/ Reviewer will get a task to review the Document. They can either Accept or Reject the Document. If Rejected an email will be sent to the Author. (5) Release This Revision Once all Approvals have been attended click Release This Revision OR Go to the Approval Tab to Release This Revision

16. How to Revise a Document Revisions 1.Go to the Revisions Tab 2.Click the Start New Revision 3.Complete the Revision Info 4.When all the required fields (indicated with an asterisk) are completed, click Save 5.Click Check Out Document to get the latest revision in its native format 6.Make any desired changes to your document 7.When you have finished making these changes, save the document to your computer. 8.Click Check-in Document to upload your revised document 9.To release the document immediately without Approval, click on Release Document Revision. To send the document for approval, click on the Approvals tab.

17. How to Send for Approval If the document has been sent out for approval before, the approval list will be displayed. If the document has not been sent for approval as of yet, you will have to create the approver list: 1.Click Add to List 2.Select Approvers and Reviewers by clicking their respective checkboxes or select an Employee Group 3.Click Add Person(s) 4.Click Close Window when you have finished selecting your approver list. NOTE: Approvers are individuals whose approval is required before a document is released. Reviewers are requested to review the document, but their approval is not required in order for a document to be released.

18. Change Requests Who: Supervisor Access Limited Access

19. Document Change Request Form

20. Document Change Flow 1.Identify Change needed If SA or FA  Create a Revision (Step 4) If Supervisor or Limited Access  Submit a Change Request (Steps 2- 3) 2.Submit a Change Request Upload edited document Fill out details regarding reason for change 3.Document Coordinator/Owner will receive Change Request Determine if change request is valid If yes  Start New Revision If no  Close out Request 4.Create Revision Check-out Document Check-in revised version Send for Approval or Release

21. Document Change Required Workflow

22. Other Functionality

23. Document Access Log Allows users to run a report on the number of times a document has been viewed. Tracks Revision No, Employee Name, Date, Time, & IP Address

24. Link Builder Use Link Builder to create shortcuts or links to any documents stored within Intelex

25. dcpublic.asp Intelex allows users to share documents outside of the system using /dcpublic.asp Think of this as an intranet site – where users can share specific documents to clients, partners, or employees that do not have access to the Intelex system.

26. dcpublic.asp To make a document available outside of Intelex: 1)Navigate to the specific document 2)Select the Available to Intranet checkbox 3)Save Changes To access documents available outside of Intelex: 1)Log off Intelex System 2)From an Internet Explorer window, type the address of your Intelex software into the URL address bar. Make sure to add, "/dcpublic.asp" to the end of the address. Example: https://clients.intelex.com/antoinc/dcpublic.asp

27. The End