User Guide for Client

POST ORDER VDMS

USER GUIDE for Client

Phone: 022-67055614/5617

Email: [email protected]

Version: 1.0 / Jul 2016

 User Guide for Client

Table of Contents
1. How to login to site ............................................................................................................................. 3
2. Navigation ........................................................................................................................................... 5
View of Engineering Document Master Register. ............................................................................... 6
3. How to View Documents against Incoming Transmittal? ................................................................... 7
4) How to create Transmittal? .............................................................................................................. 10
4a) Create Transmittal with single document. ................................................................................. 10
4b) Create Transmittal for bulk document. ...................................................................................... 15
5) How to add line item under reference document to send the reference document against it? ..... 20
 User Guide for Client

1. How to login to site

Access the below URL for eg:

http://IOCLBGRFCCUproetrack.lnthydrocarbon.com/Sites/Demo

1) Enter Internet User

User ID

2) Enter Password

3) Click on
Login
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Click on EDMS Tab

The below screen will get displayed with the DTN Log
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2. Navigation
Engineering Documents Master Register. This is to access Document Master List
which shows Document Records added in Engineering Document Register with
Current Status ie. Current Revision, Reason etc.

Create Transmittal for Document

Uploading & Submission to LTHE

List of Outgoing & Incoming

Transmittals

Location where you can Upload Document

Reference Document Master Register. This
PDF to be attached in Document
is to access Document Master List which
Transmittal. Refer “TRANSMITTAL using MY
shows Document Records added in
DRIVE”
Reference Document.
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View of Engineering Document Master Register.

Different filters can be applied on Register. (Unit, Discipline, Doc Type, Code)

History of the Document can be viewed by clicking on the History icon against the document.

The Pop- up will appear with the history of document.

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3. How to View Documents against Incoming Transmittal?

1) Click on Incoming
DTN Link
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The below screen will appear with all the incoming transmittal.
Cover letter of the All the documents against the
Transmittal transmittal can be
downloaded

Click on View button against the transmittal to view the documents against the transmittal.
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Below screen will get displayed with all the documents against the transmittal. Click on the
Download All File to download the files.

Single document can be downloaded by clicking on File Link.

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4) How to create Transmittal?

4a) Create Transmittal with single document.

For creating the Transmittal click on create button.

1) Select the
Transmittal
Reason

The below screen will display, select the Document Number from the Register against which
document need to be uploaded and then click on Add to DTN.
2) Click on Next
button

Enter the document Revision number and upload the file against the document, by clicking
on attachment button.
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After uploading the file, click on Check Transmittal button.

If there is any error in the Transmittal, the system will highlight the number of errors.
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In Case of Error: - By Clicking on Error, you will be able to get the error message, take
appropriate action and then again click on Check Transmittal.

In Case of Warning:-By Clicking on Warning, you will be able to get the warning
message, warning message can be ignored by clicking on “Save Transmittal”.
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This will enable the Save Transmittal button. Click on Save Transmittal button.

After Transmittal is saved, the below screen will appear.

To enter additional Email ID, click on Click here to Add Email ID

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The Below screen will appear. You can use filter to filter the email Id by Company name
and Discipline.

Select the name and then click on highlighted button to add the email ID. You can select
multiple emails ID by pressing the ctrl button and then selecting the name.
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And then Click on Send Email Button.

Email will get triggered as per protocol

4b) Create Transmittal for bulk document.

 This method will can be used if you are submitting multiple documents in same DTN
 Pre-requisite for using this method is the File Name of the PDF must match the
Document Number as appearing in Vendor Master Register. Eg. If the document
Number is TESTDOC-001, the name of the file must be TESTDOC-001.PDF.

2) Click on Expand Document Ribbon

3) Click on Arrow button to get an option of single

upload and multiple upload

1) Click to Access My Drive

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How to Upload Single Document

How to upload Multiple Documents

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Files Uploaded in MyDrive

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Once the Files are uploaded in MY DRIVE. Goto TRANSMITTAL CREATE.

Select the Transmittal Reason

Click on Next (Get Document from My Drive)

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Enter the Revision code and then Click on Check Transmittal and Save the
Transmittal.

To send the email of Transmittal generated through Transmittal By Bulk functionality

click on Outgoing Transmittal and then Click on Send Mail.
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2) Click2)on Click
Send on
Email
Send Email
ButtonmOutgoing
DTN

1) on
1) Click 1) Click
onClick on
Outgoing
Outgoing
DTN

5) How to add line item under reference document to send the

reference document against it?
To add line item, click on Reference under Document tab.
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Click on the Add new Document button.

The below form will get displayed, Click on Get Last Data.
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This will fetch all the details they were added to previously added line item.Change the Document
No and make necessary changes. Then Click on submit button.

The line item will get added to Reference Register.

Transmittal can be generated against the line item.