Department of Tourism
Computerization Project
Phase I
DOCUMENT MANAGEMENT AND TRACKING
SYSTEM
14-16 June 2009
DOT COMPUTERIZATION PROJECT PHASE I
3.1 Document Tracking & Management
3.1.1 Draftee
- Create Draft of Communication
- Update Current Status
3.1.2 Approver
- Approve Document for Routing
3.1.3 Records Section
- Route Approved Documents
- Re-route Documents
- Recall Documents
3.1.4 Document Recipient
- Receive Routed/Recalled Document
3.2 Management of Document Requests
3.2.1 Requestor
- Search existing of Documents in the Portal
- Create Document Request
3.2.3 Records Section
- Answer Document Request
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
AGENDA
 01 Objectives
 02 Definition of Terms
 03 Document Management and Tracking System
2
DOT COMPUTERIZATION PROJECT PHASE I



01 Objectives
02 Definition of Terms
03 Document Management and Tracking System
3.1 Document Tracking & Management
3.1.1 Draftee
- Create Draft of Communication
- Update Current Status
- Approve Document for Routing
3.1.2 Records Section
- Route Approved Documents
- Re-route Documents
- Recall Documents
3.1.3 Document Recipient
- Receive Routed/Recalled Document
3.2 Management of Document Requests
3.2.1 Requestor
- Search existing of Documents in the Portal
- Create Document Request
3.2.3 Records Section
- Answer Document Request
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
AGENDA
3
DOT COMPUTERIZATION PROJECT PHASE I
OBJECTIVES
The objectives if the presentation are:
• To teach users on how to create Draft of
Communications on DMTS
• To teach users on how to approve Draft of
Communications on DMTS
• To teach users on how to route approved documents
• To teach users to manage document requests
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
• To present the different processes involved in
Document Management and Tracking System (DMTS)
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DOT COMPUTERIZATION PROJECT PHASE I
3.1 Document Tracking & Management
3.1.1 Draftee
- Create Draft of Communication
- Route the document
3.1.2 Approver
- Approve Document for Routing
3.1.3 Records Section
- Route Approved Documents
- Re-route Documents
- Recall Documents
3.1.4 Document Recipient
- Receive Routed/Recalled Document
3.2 Management of Document Requests
3.2.1 Requestor
- Search existing of Documents in the Portal
- Create Document Request
3.2.3 Records Section
- Answer Document Request
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
AGENDA
 01 Objectives
 02 Definition of Terms
 03 Document Management and Tracking System
5
DOT COMPUTERIZATION PROJECT PHASE I



01 Objectives
02 Definition of Terms
03 Document Management and Tracking System
3.1 Document Tracking & Management
3.1.1 Draftee
- Create Draft of Communication
- Update Current Status
- Approve Document for Routing
3.1.2 Records Section
- Route Approved Documents
- Re-route Documents
- Recall Documents
3.1.3 Document Recipient
- Receive Routed/Recalled Document
3.2 Management of Document Requests
3.2.1 Requestor
- Search existing of Documents in the Portal
- Create Document Request
3.2.3 Records Section
- Answer Document Request
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
AGENDA
6
DOT COMPUTERIZATION PROJECT PHASE I
DEFINITION OF TERMS
Portal/Website
Interchangeably used, this refers to the MS Sharepoint portal
that will be used as the primary interface with the different systems
A term to be used for communications drafted for approval
and further, for routing to a group of DMTS users. Memo/documents
routed to different offices internally
Routed/ Re-routed Communication
A term to be used for approved communications
disseminated by the Records Division.
Document Classification
General classification of a document (Memo, Circular,
Orders, etc) that facilitates the indexing and searching of
documents in the database
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Draft Communication
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DOT COMPUTERIZATION PROJECT PHASE I
DEFINITION OF TERMS
Online Template
DMTS provides templates based on the currently used draft
communication types i.e. Administrative Order, Memo, etc
Routing Control Number
Each draft communication will be identified through a unique
control number.
Hashcode
A series of character string generated through a secret hash
stored into the document upon approval. The hashcode can only be
generated by the final signatory. In the event of tampering, the system
saves the hashcode stored in the document. If the hashcode in the system
and the hashcode in the document does not match, then a security
violation may be detected.
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Scan (Archive)
These are paper documents stored in the Records Division from
June 2004 – present date which have been converted to digital documents
and are searchable through DMTS.
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DOT COMPUTERIZATION PROJECT PHASE I
DEFINITION OF TERMS
Workflow
A special feature of the tool Sharepoint to facilitate support to
processes such sending of emails and assigning task with the user.
Workflow status “Not Started”
A status of the Workflow that will tell the recipient or user that
the user needs to “Complete Task”.
Complete Task
An action that the user must make so that the workflow may be
set in motion.
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Workflow status “In Progress”
A status of the Workflow that will tell the recipient or user that
the document may now be processed.
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DOT COMPUTERIZATION PROJECT PHASE I
DEFINITION OF TERMS
My Inbox
Workflow status “In Progress”
A status of the Workflow that will tell the recipient or user that
the document may now be processed.
Workflow status “Not Started”
A status of the Workflow that will tell the recipient or user that
the user needs to “Complete Task”.
Complete Task
An action that the user must make so that the workflow may be
set in motion.
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Default screen for DMTS that shows communication documents
for the user. My Inbox contains the following groupings:
• Communication for Approval
• Routed/Re-routed Communications
• Routing Progress
• Routing Progress(Record Section)
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DOT COMPUTERIZATION PROJECT PHASE I
CONCEPTS IN DOCUMENT TRACKING AND MANAGEMENT
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
DMTS taps Sharepoints 2007 built-in functionalities in Document
Management
 Document Library
 Tracking using Sharepoint Workflow
 Seamless Integration with MS Office 2003 and 2007
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DOT COMPUTERIZATION PROJECT PHASE I
SHAREPOINT CUSTOMIZATIONS FOR DMTS
Customizations
Microsoft
Office 2007
Sharepoint
2007
Customizations
Microsoft
Office 2003
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
There are Components that Sharepoint does not allow to be customized
 Workflow Model
 This will be the workflow model that is used in all Sharepoint
products.
 We cannot customize MS Office
 What can be customized is what can also be destroyed
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DOT COMPUTERIZATION PROJECT PHASE I
SHAREPOINT CUSTOMIZATIONS FOR DMTS
“Again: Older Office versions [like 97-2003 Office] do not directly support WSS
[Windows Sharepoint Services] properties. You can however click on "File
Properties" in Office which will open the above "Web File Properties" window
reflecting our WSS properties as well (if the document was opened from Sharepoint,
otherwise you only get the legacy file properties dialog and will only see WSS
properties as normal legacy text properties)
In Office 2007 a new properties ribbon was implemented. If you don't see this ribbon
after opening a document just click on the Office Button and select "Prepare /
Properties". You can now select between "Server-Properties" (WSS), "Document
Properties" (common legacy file properties), "Advanced Properties" (this is our
legacy Office FileProperties dialog)”
- Microsoft Development Network
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
There are Components that Sharepoint do not allow to be customized
 Workflow Model
 This will be the workflow model that is used in all Sharepoint
products.
 We cannot customize MS Office
 What can be customized is what can also be destroyed
13
DOT COMPUTERIZATION PROJECT PHASE I
Creation of Draft
Communication
Approval
Of Draft
Communication
Routing &
Dissemination
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
CONCEPTS IN DOCUMENT TRACKING AND MANAGEMENT
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DOT COMPUTERIZATION PROJECT PHASE I
CONCEPTS IN DOCUMENT TRACKING AND MANAGEMENT
Document Routing
And Approval of MEMOs,
Circulars, and other files.
draft
annotate
Receive and
read
route
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
approve
review
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DOT COMPUTERIZATION PROJECT PHASE I
My Inbox
Always check for
new Task Items in
My Inbox.
Check for the
status of the Task
Items.
•Not Started
•In Progress
•Completed
Workflow
Log
Complete
Task
Click on the status of
the Task Item.
See the workflow log
to see the different
activities associated
to the task.
Select the task
assigned to you. i.e.
•New Draft
Communication
Received
Here you will review
the document
attached to the task.
You may input
remarks.
Complete the task so
that the document
may move on to the
succeeding
steps/process.
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
DMTS PROCESS IN A NUTSHELL
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DOT COMPUTERIZATION PROJECT PHASE I
3.1 Document Tracking & Management
3.1.1 Draftee
- Create Draft of Communication
- Route the document
3.1.2 Approver
- Approve Document for Routing
3.1.3 Records Section
- Route Approved Documents
- Re-route Documents
- Recall Documents
3.1.4 Document Recipient
- Receive Routed/Recalled Document
3.2 Management of Document Requests
3.2.1 Requestor
- Search existing of Documents in the Portal
- Create Document Request
3.2.3 Records Section
- Answer Document Request
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
AGENDA
 01 Objectives
 02 Definition of Terms
 03 Document Management and Tracking System
17
DOT COMPUTERIZATION PROJECT PHASE I
3.1 Document Tracking & Management
3.1.1 Draftee
- Create Draft of Communication
- Update Current Status
- Approve Document for Routing
3.1.2 Records Section
- Route Approved Documents
- Re-route Documents
- Recall Documents
3.1.3 Document Recipient
- Receive Routed/Recalled Document
3.2 Management of Document Requests
3.2.1 Requestor
- Search existing of Documents in the Portal
- Create Document Request
3.2.3 Records Section
- Answer Document Request
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
AGENDA
 01 Objectives
 02 Definition of Terms
 03 Document Management and Tracking System
18
DOT COMPUTERIZATION PROJECT PHASE I
3.1 Document Tracking & Management
3.1.1 Draftee
- Create Draft of Communication
- Route the document
3.1.2 Approver
- Approve Document for Routing
3.1.3 Records Section
- Route Approved Documents
- Re-route Documents
- Recall Documents
3.1.4 Document Recipient
- Receive Routed/Recalled Document
3.2 Management of Document Requests
3.2.1 Requestor
- Search existing of Documents in the Portal
- Create Document Request
3.2.3 Records Section
- Answer Document Request
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
AGENDA
 01 Objectives
 02 Definition of Terms
 03 Document Management and Tracking System
19
DOT COMPUTERIZATION PROJECT PHASE I
3.1 Document Tracking & Management
3.1.1 Draftee
- Create Draft of Communication
- Route the document
3.1.2 Approver
- Approve Document for Routing
3.1.3 Records Section
- Route Approved Documents
- Re-route Documents
- Recall Documents
3.1.4 Document Recipient
- Receive Routed/Recalled Document
3.2 Management of Document Requests
3.2.1 Requestor
- Search existing of Documents in the Portal
- Create Document Request
3.2.3 Records Section
- Answer Document Request
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
AGENDA
 01 Objectives
 02 Definition of Terms
 03 Document Management and Tracking System
20
DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> CREATE DRAFT OF COMMUNICATION
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Upon Logging-in, User will be able to see the homepage of DMTS. The main
body contains the Module Requirement and Things to remember
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> CREATE DRAFT OF COMMUNICATION
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Upon Logging-in, User will be able to view My Inbox which contains List of all
Pending Tasks assigned to the user
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> CREATE DRAFT OF COMMUNICATION
Step 1: Click Create Draft Communication to view list of all draft
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
communications created/authored by you.
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> CREATE DRAFT OF COMMUNICATION
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 2: Select New to display templates used for creating Draft of Communication
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> CREATE DRAFT OF COMMUNICATION
A warning
message will be
displayed upon
selection of the
template.
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 3a: Click Adhoc Communication. This will upload document in any
document type like excel, powerpoint and word document. Browse the document
to be routed. And press OK to finish.
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> CREATE DRAFT OF COMMUNICATION
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 3c: The Success page will be displayed informing that the docunent has been
uploaded successfully. Click the link to continue in Create Draft Communication
page.
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> CREATE DRAFT OF COMMUNICATION
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 3d: The uploaded document will be added in the draft communication list.
The newest document will be on the top of the list.
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> CREATE DRAFT OF COMMUNICATION
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 4. Click any template displayed in the draft down list. The only difference with
all the template is the heading of the document.
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> CREATE DRAFT OF COMMUNICATION
*built-in double layer security of
Sharepoint by design
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
*If this message appears, click OK to continue.
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> CREATE DRAFT OF COMMUNICATION
*built-in double layer security of
Sharepoint by design
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 4: Enter Username and Password to open the template
Step 5: Click OK to save information and go back to the default page.
Click Cancel button will go back to the previous page
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> CREATE DRAFT OF COMMUNICATION
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 6: Fill-up required fields and create the content of the document
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> CREATE DRAFT OF COMMUNICATION
Note: The shaded part of the document will be filled in automatically, except
Click the communication subject, this will select automatically the whole
area. If selected, use the left or right arrow keys to be able to get inside the
communication subject and remove the text inside the shaded part. Undo
the changes if the draftee accidentally removed the subject area
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
for the Communication Subject. Communication subject will be filled in by
the draftee. Make sure the subject will be typed inside the shaded portion.
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> CREATE DRAFT OF COMMUNICATION
Do not use the
Save button
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 7: Click X or Close to save draft of communication
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> CREATE DRAFT OF COMMUNICATION
Step 8: Type File Name to and click Save button. The filename will be changed
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
to hash code for security purposes after the draftee send the document for
approval. If the office version installed is 2007, change the Save as type
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> CREATE DRAFT OF COMMUNICATION
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Saving the document will update the List of Draft of Communication. Routing
Control Number, Assigned To and Document Status
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DOT COMPUTERIZATION PROJECT PHASE I
3.1 Document Tracking & Management
3.1.1 Draftee
- Create Draft of Communication
- Update Current Status
3.1.2 Approver
- Approve Document for Routing
3.1.3 Records Section
- Route Approved Documents
- Re-route Documents
- Recall Documents
3.1.4 Document Recipient
- Receive Routed/Recalled Document
3.2 Management of Document Requests
3.2.1 Requestor
- Search existing of Documents in the Portal
- Create Document Request
3.2.3 Records Section
- Answer Document Request
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
AGENDA
 01 Objectives
 02 Definition of Terms
 03 Document Management and Tracking System
36
DOT COMPUTERIZATION PROJECT PHASE I
3.1 Document Tracking & Management
3.1.1 Draftee
- Create Draft of Communication
- Update Current Status
- Approve Document for Routing
3.1.2 Records Section
- Route Approved Documents
- Re-route Documents
- Recall Documents
3.1.3 Document Recipient
- Receive Routed/Recalled Document
3.2 Management of Document Requests
3.2.1 Requestor
- Search existing of Documents in the Portal
- Create Document Request
3.2.3 Records Section
- Answer Document Request
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
AGENDA
 01 Objectives
 02 Definition of Terms
 03 Document Management and Tracking System
37
DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> UPDATE CURRENT STATUS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 1: Under My Inbox tab, click Communication for Approval to display all the
assigned task. By default, the newly document will be assigned to the draftee. The
user can use the filter to view a selected status.
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> UPDATE CURRENT STATUS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 2: Click the Image to display the Draft Communication page that will be used
to route the document
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> UPDATE CURRENT STATUS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Ready to route the Document to approver : Draft Page
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> UPDATE CURRENT STATUS
Include the basic
information of the
communication
Input fields for needed for
approval
Fields with * is a
mandatory
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Communication Details
41
My
Inbox
DOT COMPUTERIZATION PROJECT PHASE I
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> UPDATE CURRENT STATUS
Step 3: To modify the document click the Name column to display the item menu.
Powerpoint
Excel
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Word
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> UPDATE CURRENT STATUS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 4: Fill-up necessary field so update status to for approval
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> UPDATE CURRENT STATUS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Select Send Copy to Record Section. If Yes, the record section will be responsible
for re-routing the document to the recipients. If No, the final approver will trigger
to route the document to the recipients
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> UPDATE CURRENT STATUS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Choose Link to PMS on the drop-down list to associate Draft of Communication to
a specific project
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> UPDATE CURRENT STATUS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Choose Change Document Status the drop-down list, to set the new status of the
document, For Review and Approval, For Final Review and Approval and Reject.
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> UPDATE CURRENT STATUS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Input the Approver of the document. This will be the approver of the document.
The approver will see this document in his Inbox once the transaction is
completed. The user can use the Browse button to search a user.
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> UPDATE CURRENT STATUS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Input Document Recipients, they will be the final receiver of the document. The
user can input a group or user in this field. The user can use the Browse button to
search a user.
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> UPDATE CURRENT STATUS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 5: To Cancel the transaction, click the Communication for Approval under My
Inbox tab or Click OK to save.
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> UPDATE CURRENT STATUS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 5: Notification of successful save. Click the link to continue
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> CREATE DRAFT OF COMMUNICATION
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
All pending task for Approver will be seen in My Inbox -> Communication for
Approval
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> UPDATE CURRENT STATUS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
For Review and Approval Page. If the set the status to For Approval and Review,
the below will be shown up. Fill up the required field and press OK when done. As
long as the status is For Approval and Review, it can be passed to other different
approver.
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> UPDATE CURRENT STATUS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
For Final Review and Approval Page. If the set the status to For Final Approval
and Review, the below will be shown up. Fill up the require field and press OK
when done. If the approve choose Approved for Routing, if will be sent to Record
Section or the Document Recipients of the document. The final Approver will
populate the hashcode automatically.
53
ACTIVITY
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
DOT COMPUTERIZATION PROJECT PHASE I
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DOT COMPUTERIZATION PROJECT PHASE I



01 Objectives
02 Definition of Terms
03 Document Management and Tracking System
3.1 Document Tracking & Management
3.1.1 Draftee
- Create Draft of Communication
- Update Current Status
- Approve Document for Routing
3.1.2 Records Section
- Route Approved Documents
- Re-route Documents
- Recall Documents
3.1.3 Document Recipient
- Receive Routed/Recalled Document
3.2 Management of Document Requests
3.2.1 Requestor
- Search existing of Documents in the Portal
- Create Document Request
3.2.3 Records Section
- Answer Document Request
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
AGENDA
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DOT COMPUTERIZATION PROJECT PHASE I
ACTIVITY
1. Create New Draft of Communication
2. Send Draft of Communication for Approval
b. Select Final Approver to option NO
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
a. Document Recipient: DOT DMTS User
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> APPROVE DOCUMENTS FOR ROUTING
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
If the Draftee choose to Send a copy to Record Section, Record Section will be
able received all Approved for Routing status of the document sent by the final
approver.
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> APPROVE DOCUMENTS FOR ROUTING
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Record Section can add a recipient if the Draftee missed some recipients of the
document. Press OK to save.
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ACTIVITY
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
DOT COMPUTERIZATION PROJECT PHASE I
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DOT COMPUTERIZATION PROJECT PHASE I



01 Objectives
02 Definition of Terms
03 Document Management and Tracking System
3.1 Document Tracking & Management
3.1.1 Draftee
- Create Draft of Communication
- Update Current Status
- Approve Document for Routing
3.1.2 Records Section
- Route Approved Documents
- Re-route Documents
- Recall Documents
3.1.3 Document Recipient
- Receive Routed/Recalled Document
3.2 Management of Document Requests
3.2.1 Requestor
- Search existing of Documents in the Portal
- Create Document Request
3.2.3 Records Section
- Answer Document Request
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
AGENDA
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> RE-ROUTE DOCUMENTS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 1: Click Records for Re-routing to view list of all documents subject for rerouting. Only the records section can RE-ROUTE documents.
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> RE-ROUTE DOCUMENTS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 2: Select New to display templates used to upload document to route.
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> RE-ROUTE DOCUMENTS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 3: Browse document to be uploaded.
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> RE-ROUTE DOCUMENTS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 4: Click OK to save information and direct user to Memo for Routing
Page.
Click Cancel button will go back to the previous page
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> RE-ROUTE DOCUMENTS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 5: Enter Recipients of the Document for Routing
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> RE-ROUTE DOCUMENTS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 6: Click Check In to route Document
Click Cancel button will go back to the previous page
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DOT COMPUTERIZATION PROJECT PHASE I



01 Objectives
02 Definition of Terms
03 Document Management and Tracking System
3.1 Document Tracking & Management
3.1.1 Draftee
- Create Draft of Communication
- Update Current Status
- Approve Document for Routing
3.1.2 Records Section
- Route Approved Documents
- Re-route Documents
- Recall Documents
3.1.3 Document Recipient
- Receive Routed/Recalled Document
3.2 Management of Document Requests
3.2.1 Requestor
- Search existing of Documents in the Portal
- Create Document Request
3.2.3 Records Section
- Answer Document Request
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
AGENDA
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> RECALL DOCUMENTS
Step 1: Click Routed Documents to view list of Routed Documents. Only
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
accessible by Records Section.
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> RECALL DOCUMENTS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 2: Click Edit Icon to change Document Status to Recalled
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> RECALL DOCUMENTS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 4: Set the Status to RECALLED and state the reason for recall
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> RECALL DOCUMENTS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 5: Click OK to update status
Cancel button will go back to the previous page
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> RECALL DOCUMENTS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Once OK, Document Status will be updated
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ACTIVITY
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
DOT COMPUTERIZATION PROJECT PHASE I
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DOT COMPUTERIZATION PROJECT PHASE I
ACTIVITY
1. Edit document before Routing
2. Route approved documents
4. Recall at least one routed document
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
3. Create document for re-routing
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DOT COMPUTERIZATION PROJECT PHASE I



01 Objectives
02 Definition of Terms
03 Document Management and Tracking System
3.1 Document Tracking & Management
3.1.1 Draftee
- Create Draft of Communication
- Update Current Status
- Approve Document for Routing
3.1.2 Records Section
- Route Approved Documents
- Re-route Documents
- Recall Documents
3.1.3 Document Recipient
- Receive Routed/Recalled Document
3.2 Management of Document Requests
3.2.1 Requestor
- Search existing of Documents in the Portal
- Create Document Request
3.2.3 Records Section
- Answer Document Request
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
AGENDA
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> RECEIVED ROUTED/RECALLED DOCUMENTS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Upon Logging-in, User will be able to view List of all Pending Tasks assigned to
the user
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> RECEIVED ROUTED/RECALLED DOCUMENTS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 1: Click <Task Title> to direct user to the screen where user can complete
task in receiving routed/re-routed or recalled document
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> RECEIVED ROUTED/RECALLED DOCUMENTS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 2: Click Complete Task button to complete task in receiving the document
that has been re-routed
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> RECEIVED ROUTED/RECALLED DOCUMENTS
Step 3: Click View Documents to view list of all routed documents to the
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
current user
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> RECEIVED ROUTED/RECALLED DOCUMENTS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 4: Click <Document Link> to view the routed document
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ACTIVITY
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
DOT COMPUTERIZATION PROJECT PHASE I
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DOT COMPUTERIZATION PROJECT PHASE I
ACTIVITY
1. Accept routed document
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
2. View routed document
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DOT COMPUTERIZATION PROJECT PHASE I



01 Objectives
02 Definition of Terms
03 Document Management and Tracking System
3.1 Document Tracking & Management
3.1.1 Draftee
- Create Draft of Communication
- Update Current Status
- Approve Document for Routing
3.1.2 Records Section
- Route Approved Documents
- Re-route Documents
- Recall Documents
3.1.3 Document Recipient
- Receive Routed/Recalled Document
3.2 Management of Document Requests
3.2.1 Requestor
- Search existing of Documents in the Portal
- Create Document Request
3.2.3 Records Section
- Answer Document Request
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
AGENDA
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> SEACRH EXISTING DOCUMENTS IN THE PORTAL
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 1: Choose This Site: DMTS on the drop down list
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> SEACRH EXISTING DOCUMENTS IN THE PORTAL
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 2: Enter <Value to be searched> to the search field provided on the portal
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> SEACRH EXISTING DOCUMENTS IN THE PORTAL
search icon to begin search
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 3: click the
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> SEACRH EXISTING DOCUMENTS IN THE PORTAL
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 4: Click on the link of the corresponding query to view the page
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DOT COMPUTERIZATION PROJECT PHASE I



01 Objectives
02 Definition of Terms
03 Document Management and Tracking System
3.1 Document Tracking & Management
3.1.1 Draftee
- Create Draft of Communication
- Update Current Status
- Approve Document for Routing
3.1.2 Records Section
- Route Approved Documents
- Re-route Documents
- Recall Documents
3.1.3 Document Recipient
- Receive Routed/Recalled Document
3.2 Management of Document Requests
3.2.1 Requestor
- Search existing of Documents in the Portal
- Create Document Request
3.2.3 Records Section
- Answer Document Request
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
AGENDA
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> CREATE DOCUMENT REQUESTS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 1: Click Request Documents to view list of document requests
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> CREATE DOCUMENT REQUESTS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 2: Select New Request to display templates used for creating Draft of
Communication
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> CREATE DOCUMENT REQUESTS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 3: Fill-up necessary fields needed for document request
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
> CREATE DOCUMENT REQUESTS
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 4: Click OK to update status
Cancel button will go back to the previous page
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DOT COMPUTERIZATION PROJECT PHASE I



01 Objectives
02 Definition of Terms
03 Document Management and Tracking System
3.1 Document Tracking & Management
3.1.1 Draftee
- Create Draft of Communication
- Update Current Status
- Approve Document for Routing
3.1.2 Records Section
- Route Approved Documents
- Re-route Documents
- Recall Documents
3.1.3 Document Recipient
- Receive Routed/Recalled Document
3.2 Management of Document Requests
3.2.1 Requestor
- Search existing of Documents in the Portal
- Create Document Request
3.2.3 Records Section
- Answer Document Request
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
AGENDA
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
>ANSWER DOCUMENT REQUEST
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Upon Logging-in, User will be able to view List of all Pending Tasks assigned to
the user
94
DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
>ANSWER DOCUMENT REQUEST
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 1: Click <Request Condition> to direct user to the workflow of the
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DOT COMPUTERIZATION PROJECT PHASE I
My
Inbox
Workflow
Log
Complete
Task
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
>ANSWER DOCUMENT REQUEST
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 2: Once request has been answered, click New Document Request to direct
user on the work-flow for document request
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
>ANSWER DOCUMENT REQUEST
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 3: Click <Related list item> to direct user in the request form. A message to
inform user that he will be directed in the form to see the details of the
request.
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
>ANSWER DOCUMENT REQUEST
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 4: Change Request Status to Answered Request. Put Comments if
necessary.
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
>ANSWER DOCUMENT REQUEST
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Step 5: Click OK to update status
Cancel button will go back to the previous page
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
>ANSWER DOCUMENT REQUEST
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
Clicking OK will update Request Status
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
>ANSWER DOCUMENT REQUEST
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
View Document Routing Progress of the Draft Communication. Send to Recipients
value will change to Completed if all the Recipients of the Document did
the assigned task to them
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DOT COMPUTERIZATION PROJECT PHASE I
DOCUMENT MANAGEMENT AND TRACKING SYSTEM
>ANSWER DOCUMENT REQUEST
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
View Document Routing Progress (Record Section) of the Draft Communication.
This view is for Record Section only. This view is where the document
being routed by Record Section. Send to Recipients value will change to
Completed if all the Recipients of the Document did the assigned task to
them
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ACTIVITY
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
DOT COMPUTERIZATION PROJECT PHASE I
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DOT COMPUTERIZATION PROJECT PHASE I
ACTIVITY
1. Search Document on the Portal
2. Create New Document Request
a. Attach file to answer document request
b. Query the requested document on the
documents archive
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
3. Answer document request
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REVISIT OF OBJECTIVES
The objectives of the presentation were:
 To teach users on how to create Draft of
Communications on DMTS
 To teach users on how to approve Draft of
Communications on DMTS
 To teach users on how to route approved documents
 To teach users to manage document requests
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
 To present the different processes involved in
Document Management and Tracking System (DMTS)
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QUESTIONS?
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
DOT COMPUTERIZATION PROJECT PHASE I
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Thank you
DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1
DOT COMPUTERIZATION PROJECT PHASE I
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