crst sti imaging manualimage.spectransinc.com/utils/crst_sti_scanning_guide_10... · 2018-10-30 ·...

Confidential Property of CRST 2018

CRST STI Imaging Manual

Table of Contents

CRST STI Imaging Manual .......................................................................................... 1 Table of Contents ................................................................................................................. 1

Introduction .................................................................................................................. 2 Site Overview ....................................................................................................................... 2 Requirements ....................................................................................................................... 2

SISTRS Home Page .................................................................................................... 3 Scan Documents .......................................................................................................... 6

Login to Datacap .................................................................................................................. 7 Batch Scan / Send Process .................................................................................................11 Logoff Datacap ....................................................................................................................18

View Documents ........................................................................................................ 20 View Thumbnails .................................................................................................................24 Multiple Document Print ......................................................................................................25 Multiple Document Email .....................................................................................................26

Batch Status Reports ................................................................................................. 29 Image Upload ............................................................................................................. 32

Forms and Utilities ..................................................................................................... 34

Introduction

Confidential Property of CRST 2018 2

Introduction

This document is to provide assistance in navigation with the new look, feel and functionality of sections of SISTRS website. Significant changes have been made to the Scan Documents section due to Datacap upgrade whilst others have just undergone some cosmetic changes, the overall idea and functionality have remained constant. The goal was to make it easier, faster, and more useful than ever to retrieve documents online.

Site Overview

SCAN DOCUMENTS

One of the primary functions of the website is to allow batches of documents to be scanned.

VIEW DOCUMENTS

Allows documents to be viewed online, as well as print and email the documents.

BATCH STATUS REPORTS

View the current batch processing status or the date the batch was available to view online.

FORMS AND UTILITIES

View and download commonly used forms, manuals and utilities for the imaging system.

VIEW OLD DOCUMENTS

Allows older documents to be viewed online.

Requirements

The minimum technical requirements to correctly use the SISTRS website are:

OPERATING SYSTEM

Windows 7 and Windows 10 32 and 64 bit

BROWSER

Internet Explorer 8.9.10 and 11

OTHER

For document retrieval, a program or plug-in with ability to view TIF images is required. The AlternaTIFF viewer is recommended and can be downloaded from http://www.alternatiff.com.

http://www.alternatiff.com/install

http://www.alternatiff.com/

SISTRS Home Page


SISTRS Home Page

Step 1: Access to the Specialized Imaging Solution Home Page is through the CRST STI Extranet

(extranet.stidelivers.com). Login with your extranet username and password.

(Step 1)

SISTRS Home Page


Step 2: Select the following path in order to reach the Specialized Imaging Solution Home Page:

Specialized Transportation, Document Imaging.

(Step 2)

The Specialized Imaging Solution Home Page displays in a separate window. Maximize the Home Page to best utilize its functionality

SISTRS Home Page


(SISTRS Home Page)

It is not advised to save this site as a favorite. There are numerous security validations that must be passed before entering the Specialized Imaging Solution Home Page. If this site is saved as a favorite, the security validations will be bypassed. Note that CRST Specialized Transportation, Inc. logo displays in the upper left -hand side of the screen if a user has logged in via the extranet home page.

Scan Documents


Scan Documents

The Scan Documents link will direct the user to the CRST STI document scanning solution. Once the Scan Documents link is clicked, the IBM Datacap login screen will open in a new browser window.

(Before you can scan paperwork CRST STI you must first configure IE by downloading and following instructions for Internet Explorer Configuration Instructions.)

(Datacap Login Screen)

If a Pop-up Blocking software is being used, ensure it will not block the new window containing the Datacap login screen.

Scan Documents


Login to Datacap

When the Login screen initially displays, the fields will be blank. Select the Application from the drop-down list:

• STIBOS (Previously STI)

• STIOMS (Previously HMX)

(

Step 1: Type the following login information as itemized below.

Application STIBOS or STIOMS

User ID Your User ID

Password Your Password

Station ID Your STI Agent ID or station ID

(Step 1)

Scan Documents


Step 2: Click Login.

SOFTWARE TEST

A software test is necessary for first-time users as well as for those users whose scanner configuration has been altered.

It is not necessary to perform the software test each time the Datacap scanning application is accessed.

Step 1: Click on the Home Tab.

Scan Documents


Step 2: Click on the IE Test Page:

(Step 2)

Scan Documents


Step 3: Click on the Test Button:

Green checkmarks are displayed if the test is successful.

(Test Passed)

If any of the tests fail, follow the instructions displayed on the screen. If unable to obtain a Test passed message, contact STI Help Desk: 260-470-8599 or email at [email protected]

Scan Documents


Batch Scan / Send Process

There are four steps to scan and send a batch to CRST STI.

○ Prepare a batch

○ Scan a batch

○ Quality check

○ Upload / Send

PREPARE A BATCH

Step 1: Choose the highest quality copy available for each document to be scanned.

Remove all staples, clips or other binding hardware. Failure to remove these items may cause severe damage to the scanner.

Step 2: Ensure the contract number is written / visible on each document.

Step 3: Complete the Scanning Control Sheet (SCS) for each shipment (contract or order). This form

needs to be the first document for each individual shipment.

(Specialized Transportation Shipments)

A maximum of 20 pages per batch is strongly recommended; larger batches may result in problems in uploading and indexing. If there are multiple shipments within a batch, a SCS must be completed for each.

Scan Documents


SCAN A BATCH

Step 1: Click the Operations tab from the Welcome screen.

(Step 1)

Step 2: a. If you are logged into STIBOS then, click BOSWebScan.

(Step 2)

The first time this screen is accessed, a series of Digital Signature Not Found dialog boxes may display. Click Yes each time this occurs.

Scan Documents


Step 2: b. If you are logged into STIOMS then, click OMSWebScan.

Step 3: Write the Scanning batch number on the Scanning Control Sheet in the Batch Number field.

(Step 3)

Step 4: Verify the Scanner drop-down menu is set accordingly. If not, adjust as necessary.

Scan Documents


Step 6: Click Scan.

(Step 6)

After the pages are fed through the scanner, the images will display in the left pane.

(Scanned Documents)

Scan Documents


QUALITY CHECK

Step 1: Click each image (i.e. Other 1) to check the document for quality. Each document should

display straight, legible and in its entirety. If any document does not have all three characteristics, the document should be deleted and re-scanned.

To delete an image, highlight the appropriate image link and use the Remove or Remove all icons. To rearrange the images, highlight the appropriate image link and use the Move up, Insert before and Move down (not shown) icons.

(Step 1)

Step 2: Use these icons to

1. Zoom in

2. Zoom out

3. Rotate

4. Zoom Quarter.

Scan Documents


Step 3: Once all the images have been checked for quality, click Done.

Once Done is clicked, no edits can be made to the batch. The Cancel button will cancel and delete the batch. This button is only to be used when the batch is to be discarded.

The Hold button can be used when to place a batch on hold before uploading.

Once Done is clicked, the system uploads the current batch.

UPLOAD / SEND A BATCH

Once the Done button is clicked, the batch will be automatically uploaded to CRST STI.

As the batch is transmitted to CRST STI, each document will display as it is sent.

(Batch Transmittal)

The Abort button will cause the batch to be manually aborted. Do not click this button unless the batch is to be canceled.

The status of the batch displays and the system will ask Do you want to continue processing? If Stop is not clicked within two seconds, the system will continue to scan in another batch.

Scan Documents


(Status of Batch Uploaded)

When the batch is finished uploading to CRST STI, Click the Continue button to scan another batch or

(Continue Scanning)

or the Stop button if you have completed scanning paperwork.

Clicking the STOP button will take you back to the Operations page.

Scan Documents


Logoff Datacap

Step 1: To logoff Datacap, click the Log out located in the upper right corner of the screen or the

Logoff button from the Home tab.

(Step 1)

Scan Documents


View Documents


View Documents

Document retrieval enables users to view documents scanned into the imaging system. The Alternatiff viewer is the recommended viewer and must be downloaded, installed, and registered successfully in order to view documents; visit the Forms and Utilities section for the AlternaTIFF link.

(View Documents Online)

View Documents


SINGLE CONTRACT SEARCH

Step 1: Type a contract number in the Order Number field.

Typing the date, the image was available in SISTRS will help narrow the search.

Step 2: Click Search and the document list displays beneath the search criteria.

(Step 2)

View Documents


SCREEN LAYOUT

(Left Pane)

Number of documents found. A maximum of 200

documents can be returned in a single search.

View document thumbnails, which are small pictures of

the document.

Document list displays each type of document and the

number of documents for that type. Click the plus [+] or minus [-] to expand or collapse the list for that document type.

A link containing the page number and date display for

each document. The box to the right of the link is used to select the document to be printed or emailed.

Print Selected button is used in conjunction with those

documents selected to be printed.

Email Selected button is used in conjunction with those

documents selected to be emailed.

Placing a checkmark in this box allows the document list

to always expand the list to show each individual document for all types.

MULTIPLE CONTRACT SEARCH

Step 1: In the Order Number field, type as much of the contract number as possible and then type an *.

The * allows the system to perform a wildcard search.

(Step 1)

Typing the date, the image was available in SISTRS will help narrow the search.

View Documents


Step 2: Click Search to display the document list beneath the search criteria.

(Step 2)

SCREEN LAYOUT

(Left Pane)

Number of contracts found using the wildcard search

method.

Total number of documents found for all of the

contracts found.

A contract number with the total number of documents.

Click the View Thumbnails link to view the document thumbnails or click the Go to this Contract link to view only that contract's document list. Click the plus [+] or minus [-] to expand or collapse the list for that contract.

The contract number is expanded in order to display

the list of documents for that particular contract only. Click the plus [+] or minus [-] to expand or collapse the list for that document type.

A link containing the page number and date display for

each document. When in this view, there is no box to the left of the document to print or email the selected documents.

View Documents


View Thumbnails

Each contract allows documents to be viewed in thumbnails. The thumbnails can be used for a quick visual reference. Under each thumbnail, the document’s date available to view, page number, and scan location is listed.

The Print Thumbnails link will prompt the print dialog box to appear. Click Print to print all of the thumbnails.

(View Thumbnails)

Each document can be enlarged to full-size by clicking the thumbnail. This is similar to clicking the document link from the left pane. The date, document type and page number display above the image.

View Documents


Multiple Document Print

Place a checkmark in the box to the left of the document to print multiple documents at one time and click the Print Selected button located in the bottom left corner.

(Multiple Document Print)

The printer dialog box automatically displays, click Print to print the documents. The Reprint documents link will prompt the printer dialog box to redisplay.

View Documents


Multiple Document Email

Place a checkmark in the box to the left of the document to email multiple documents to one or more recipients and click the Email Selected button located in the bottom left corner.

(Multiple Document Email)

View Documents


EMAIL PROCESS

Step 1: Type your email address in the From: field.

Step 2: Type up to four email recipients in the respective To: and CC: (Carbon Copy) fields.

The From and To email address fields are required.

Step 3: Type a message, if applicable.

Step 4: Select the method the documents are to be attached:

○ Individual Images - .tif files

○ Individual Compressed Images - .png files

○ Single Adobe Document - pdf format

(Steps 1 thru 4)

Step 5: Click Send Email.

View Documents


A confirmation displays when the email is sent. The Return link will display the email screen before Send Email was clicked.

(Confirmation)

Batch Status Reports



The Batch Status Reports link allows an agent to review the status of their batches, within the last 15 days and also verify when the batch was available to view.

(Batch Status Reports)



BATCH STATUS REPORT

After typing the Logistics Center code in the Station/Agent ID: field, click Batch Status Report to display the report of statuses for the batches scanned within the last 15 days.

To check the status of batches scanned for Specialized Transportation, enter the ST Agent Code in the Station/Agent ID field and click Batch Status Report.

(Batch Status Report)

Batches with a status of Job Done have been successfully uploaded. Those with a pending status need to be uploaded. Batches that have been pending or running for more than 24 hours or aborted may need troubleshooting. Please call please contact STI Help Desk,260-470-8599 or email at [email protected].



BATCHES AVAILABLE TO VIEW

After typing the agent code in the Station/Agent ID: field, click Batches Available to View to display the report giving the date a batch was available to view online.

(Batches Available to View)

Image Upload


Image Upload

Image upload button allows customers, agents and driver to upload jpeg and tif freight pictures.

(Image Upload)

Step 1: Type the contract number in the Contract: field.

Step 2: Click the browse button and select an image to upload.

Step 3: You are able to upload up to five files at once.

Step 4: Click the button upload Files.

Image Upload


A confirmation displays when the files have been successfully uploaded. Note the batch number for future reference.

Forms and Utilities


Forms and Utilities

The Forms and Utilities button allows different forms and utilities to be used for assistance with the website in its entirety or for further information on the imaging process.

Documents are categorized accordingly:

○ Specialized Transportation Documents - containing Specialized Trans-specific documents

○ Other Documents - containing documents used by all brands

○ Compatible Scanners – Link to IBM Datacap Compatible scanners

○ Utilities - tools used to ensure ease of use

If a Pop-up Blocking software is being used, ensure it will not block the new window from opening.

(Forms and Utilities)