IKUSI ONE 118 Manual
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IKUSI ONE 118 Manual

IKUSI ONE 118 Manual

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FTC – Case Information
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Training Guide

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Summary of Contents for IKUSI ONE 118

  • Page 1 FTC – Case Information Management System Training Guide...

  • Page 2: Table Of Contents

    Table of Contents Training Guide ........................1 Opening the Application ..................... 1 Adding a Database to your Bookmark Bar ..............3 Open a database from the Bookmark Bar ..............4 CIMS Application....................... 5 Searching......................... 6 ..............
  • Page 3 CP Workflow Process ....................34 Initiation ........................36 Assign Officer ....................... 36 Officer Acknowledgement .................... 36 Classify Case ......................... 36 Request Evidence ......................36 Check Response ......................37 Case Determination ....................... 37 Contact Respondent ...................... 38 Respondent Responded ....................38 Submit Closure Request ....................
  • Page 4 Table of Figures Figure 1 - Lotus Notes Client - Welcome Page ..............1 Figure 2 - File Open Database Window ................3 Figure 3 - Add Bookmark ....................3 Figure 4 - Navigating in CIMS ................... 5 Figure 5- Starts with search window ..............
  • Page 5 Figure 45 - Consumer Protection Complaint - Case Summary Part 2 ......33 Figure 46 - CP Workflow - Part 1 ..................34 Figure 47 - CP Workflow - Part 2 ..................35 Figure 48 - Request Evidence ................... 36 Figure 49 - Check Response .....................

  • Page 6: Training Guide

    Training Guide This document is to be used as a training guide for the new Workflow Management System that is being installed at the Fair Trading Commission in February 2004. The application (CIMS) was created using Lotus Notes, Lotus Workflow, and Domino.Doc. Opening the Application To open the application click on the icon on your desktop.
  • Page 7 For more information on how to use the Lotus Notes Client, please click on Help\Help Topics in the main menu. The following diagram points out navigation items within the notes client. Training Guide Page 2...

  • Page 8: Adding A Database To Your Bookmark Bar

    Adding a Database to your Bookmark Bar Select File\Database Open from the main menu. The Open database window will appear. Figure 2 - File Open Database Window Select the database you want to bookmark. And click on . The following window will appear.

  • Page 9: Open A Database From The Bookmark Bar

    Open a database from the Bookmark Bar Simply click on the icon you want to open the database for. Training Guide Page 4...

  • Page 10: Cims Application

    CIMS Application The Case Information Management System (CIMS) Application is the mail access point for the application. The figure shows the View & Document Title, the Action Bar, and the Navigator. Figure 4 - Navigating in CIMS Links to all of the major views are grouped together in the Navigator. To expand a category in the navigator, click on the icon (twisty).

  • Page 11: Searching

    Searching Searching in a view via sorted columns Some of the views in the database have columns that can be sorted in ascending or descending order. These columns are denoted by the after the column heading. means ascending and means descending. After selecting the column you want to search by, just start typing and the Figure 5- Starts with search window will appear.

  • Page 12: Action Bar Buttons

    Action Bar Buttons The following section goes over the action buttons that are shown within the application. The will appear or not appear depending on your level of access and if the action is appropriate or not. Closes the current window. Saves the document as a draft.

  • Page 13: Phone Call Complaints

    Phone Call Complaints Click on any of the links under “All Calls” in the Navigator to view Calls By: • ID • Informant • Respondent • Date Created • Breach Type • Completed Creating a Phone Call Complaint Within any of these views you will be able to create a Phone Call Complaint by clicking in the action bar.

  • Page 14: Figure 8 - Phone Call Complaint - Part 2

    Complaint Information in Phone Call Complaint Record. Figure 8 - Phone Call Complaint - Part 2 Fields with an * are required. Fields with a have a popup list of values. Click on the icon to display the list. Figure 9 - Select Keywords Window. Complete the form and click when you are ready to move the phone complaint to the next step.

  • Page 15: Closing A Phone Call Complaint

    Closing a Phone Call Complaint Find a complaint that you want to close. Open the document and click on in the action bar. Figure 10 - Phone Call Complaint - Current Activity Select “Close Phone Call Complaint” and enter the reason for closure. Then click on Opening a Case From a Phone Call Complaint Find a complaint that you want to close.

  • Page 16: Figure 11 - Phone Call Complaint - Current Activity - Open Case

    Figure 11 - Phone Call Complaint - Current Activity – Open Case Select “Open” and select the type of complaint. Then click on The case will be assigned a Case Id. You will be prompted with the following message. The Phone Call has been closed and a new case has been opened. Training Guide Page 11...

  • Page 17: Creating A New Case From Scratch

    Creating a New Case from Scratch You can create a new case by going to any of the “Case” or “My Work” views. Once you have opened one of these views, click on in the action bar. Select the case type from the Drop down. Figure 12 - Select Case Type Click OK.

  • Page 18: Anti-Competitive Practices Complaint

    Anti-Competitive Practices Complaint Anti-Competitive Practices Complaint (ACP) has the following tabs to display information: • Current Activity • Case Summary • Documents • Management Summary • Comments • History Log Case Summary Tab Click on Case Summary to view the details of the case. Figure 13 - Anti-Competitive Practices Complaint - Case Summary - Part 1 Training Guide Page 13...

  • Page 19: Documents Tab

    Figure 14 - Anti-Competitive Practices Complaint - Case Summary Part 2 Documents Tab Click on Open Documents to view the binders associated with the document. Figure 15 - Anti-Competitive Practices Complaint - Documents Tab Training Guide Page 14...

  • Page 20: Management Summary Tab

    Management Summary Tab Define the complexity of the case as well as enter Management Notes. Figure 16 - Anti-Competitive Practices Complaint - Management Summary Comments View comments entered for a case. Figure 17 - Anti-Competitive Practices Complaint - Comments Training Guide Page 15...

  • Page 21: Current Activity Tab

    Current Activity Tab The current activity tab contains the fields for the required information of a case for that step within the workflow. Figure 18 - Anti-Competitive Practices Complaint - Current Activity History Log Figure 19 - Anti-Competitive Practices Complaint - History Log Training Guide Page 16...

  • Page 22: Anti-Competitive Practices Complaint Process

    Anti-Competitive Practices Complaint Process The following diagrams show the ACP Workflow. Figure 20 - ACP Workflow - Part 1 Training Guide Page 17...

  • Page 23: Figure 21 - Acp Workflow - Part 2

    Figure 21 - ACP Workflow - Part 2 Training Guide Page 18...

  • Page 24: Figure 22 - Acp Workflow - Part 3

    Figure 22 - ACP Workflow - Part 3 Training Guide Page 19...

  • Page 25: Figure 23 - Acp Workflow - Part 4

    Figure 23 - ACP Workflow - Part 4 Training Guide Page 20...

  • Page 26: Initiating A Case

    Initiating a Case When a case is initiated the following window appears. Common to both processes. Click OK to continue. Generate Acknowledgement Letter Common to both processes. Figure 24 - Acknowledgement Letter Training Guide Page 21...

  • Page 27: Classify Case

    Classify Case Common to both the processes Figure 25 - Classify a Case Preliminary Enquiry Figure 26 - Preliminary Inquiry Training Guide Page 22...

  • Page 28: Full Enquiry

    Full Enquiry Figure 27- Full Inquiry Prepare Report. Figure 28 - Prepare Report Training Guide Page 23...

  • Page 29: Approve Staff Report

    Approve Staff Report Figure 29 - Approve Staff Report Meet the Respondent Figure 30 - Meet the Repondent Training Guide Page 24...

  • Page 30: Assign Attorney

    Assign Attorney Figure 31 - Assign Attorney Prepare Consent Agreement Figure 32 - Prepare Consent Training Guide Page 25...

  • Page 31: Director Approval

    Department Head Approval Figure 33 - Approval Department Head Director Approval Figure 34 - Director Approval Training Guide Page 26...

  • Page 32: Submit Closure Request

    Submit Closure Request Figure 35 - Submit Closure Request Closure Report Figure 36 - Closure Report Training Guide Page 27...

  • Page 33: Head Evaluates

    Head Evaluates Figure 37 - Head Evaluates Enter Close Date Figure 38 - Enter Close Date Training Guide Page 28...

  • Page 34: Close The Case

    Close the Case Close the documents with the amount refunded and stamp the case as closed. Figure 39 - Close the Case Dept Head Evaluation If the respondent is not met, then the department head evaluates the case. Figure 40 - Dept Head Evaluation Training Guide Page 29...

  • Page 35: Director Evaluation

    Director Evaluation The director evaluates if has been Received. Submit Case/Suit to Commissioners Figure 41 - Director Evaluation Commissioners Evaluate Commissioners evaluate and documents the hearing date. Figure 42 - Commissioner Evaluates Training Guide Page 30...

  • Page 36: Create Suit

    Create Suit Generate the suit instance Figure 43 - Create Suit Training Guide Page 31...

  • Page 37: Consumer Protection Complaint

    Consumer Protection Complaint Consumer Protection Complaint (CP) has the following tabs to display information: • Current Activity • Case Summary • Documents – Same as ACP • Management Summary – Same as ACP • Comments – Same as ACP • History Log – Same as ACP Case Summary Tab Click on Case Summary to view the details of the case.

  • Page 38: Figure 45 - Consumer Protection Complaint - Case Summary Part 2

    Figure 45 - Consumer Protection Complaint - Case Summary Part 2 Training Guide Page 33...

  • Page 39: Cp Workflow Process

    CP Workflow Process Figure 46 - CP Workflow - Part 1 Training Guide Page 34...

  • Page 40: Figure 47 - Cp Workflow - Part 2

    Figure 47 - CP Workflow - Part 2 Training Guide Page 35...

  • Page 41: Initiation

    Initiation Captured in “Anti-Competitive Practices” Assign Officer Captured in “Anti-Competitive Practices” Officer Acknowledgement Captured in “Anti-Competitive Practices” Classify Case Captured in “Anti-Competitive Practices” Request Evidence Figure 48 - Request Evidence Training Guide Page 36...

  • Page 42: Check Response

    Check Response Figure 49 - Check Response Case Determination Determine if there should be any Re-Routing Figure 50 - Case Determination Training Guide Page 37...

  • Page 43: Contact Respondent

    Contact Respondent Figure 51 - Contact Respondent Respondent Responded Verify if the respondent has responded. Figure 52 - Respondent Responded Training Guide Page 38...

  • Page 44: Submit Closure Request

    Submit Closure Request Fill the reason for closure and case findings. Figure 53 - Submit Closure Request Head Evaluates Verify if there is any modification required. Figure 54 - Head Evaluates Training Guide Page 39...

  • Page 45: Enter Close Date

    Enter Close Date Figure 55 - Enter Close Date Close the Case Enter the amount and stamp the case as closed. Figure 56 - Close the Case Training Guide Page 40...
  • Page 46 FAIR TRADING COMMISSION Domino.Doc Guide 5/19/2010...
  • Page 47 Table of Contents Overview ........................1 Domino.Doc Neighborhood................... 1 Add a Library Connection ..................2 Finding a document....................2 Editing/Viewing a Document ..................4 Saving a New Document ................... 6 Saving a existing file after editing it ................ 13 Accessing Domino.Doc through the Notes Client ............
  • Page 48 Figure 31 - File Database Open Menu ................. 21 Figure 32 - Open Database Window ................22 Figure 33 - Open Database window, domdoc folder ........... 22 Figure 34 - FTC Library in Open Database Window ..........23 Figure 35 - FTC Library in Notes Client ..............23 Figure 36 - Binder list in the case documents file cabinet ...........

  • Page 49: Overview

    Domino.Doc Guide Overview This document is to be used to grasp the functions to know in order to use the Domino.Doc Document management system with the Case Management Application. Domino.Doc can be accessed using a Lotus Notes Client or the Domino.Doc Neighborhood.

  • Page 50: Add A Library Connection

    Domino.Doc Guide Add a Library Connection If you don’t already have a connection to the FTC library you need to get to just click on in the Domino.Doc Neighborhood. Figure 2 - Library Connection For Library Address enter: http://192.168.10.12/domdoc/ftclib.nsf For Library Display Name enter: Click “OK”...
  • Page 51 Domino.Doc Guide Domino.Doc uses a file room and file cabined metaphor. Double click on the icon with Door. Then double click on the appropriate item with the File Cabinet. Figure 4 - Case Related File Cabinet Within each File Cabinet, there are Binders. These binders are not categorized. To access the binder list double click on Figure 5 - Case Related Binders Double click on the Case Binder to browse that Cases Documents...

  • Page 52: Editing/Viewing A Document

    Domino.Doc Guide Figure 6 - Sample Binder Contents Editing/Viewing a Document Double Clicking on document will open it in read Mode. If you right click on a document you will get the following menu Figure 7 - Document Right Click Menu When you edit a document it will be checked out automatically.
  • Page 53 Domino.Doc Guide Figure 8 _ Sample Microsoft Word Document 5/19/2010 Page 5...

  • Page 54: Saving A New Document

    Domino.Doc Guide Saving a New Document When you are creating a new document in Microsoft Word and want to save it directly to the binder for the appropriate case. Select File\Save from the menu. Figure 9 - Microsoft Save As Window Click on the Icon in the Lower Left Column Open the appropriate Library...
  • Page 55 Domino.Doc Guide Figure 10 - Save As - Pick a Library Double click o the appropriate File Room Figure 11 - Save As - File Room Double Click on the File Cabinet 5/19/2010 Page 7...
  • Page 56 Domino.Doc Guide Figure 12 - Save As - File Cabinet Double Click on the “Not Categorized” Binder Category Figure 13 - Save As - Binder Category 5/19/2010 Page 8...
  • Page 57 Domino.Doc Guide Select the appropriate case binder Figure 14 - Save As - Case Binder Click on Save Figure 15 - Save As - File Name 5/19/2010 Page 9...
  • Page 58 Domino.Doc Guide The Document Properties for that file cabinet will appear. Figure 16 - Domino. Doc Document Properties 5/19/2010 Page 10...
  • Page 59 Domino.Doc Guide Complete the form and click OK. Figure 17 - Sample completed document properties Note: You must enter the “Date Entered” Field as “DD/MM/YYYY” 5/19/2010 Page 11...
  • Page 60 Domino.Doc Guide Now you will need to close the file in order to check it back in. Figure 18 - Domino.Doc Check In Window You can specify Comments. Version increases the version number by 1. Draft keeps the document status as a draft. Discard Changes, discards any changes that you have made. If you do not check in the document it will ask you if you want to save a local copy.

  • Page 61: Saving A Existing File After Editing It

    Domino.Doc Guide Saving a existing file after editing it When you open/check out a file you can save it and then close the document in word. You will be prompted with the check-in window. Figure 19 - Domino.Doc Check-In Window You can specify Comments.

  • Page 62: Accessing Domino.doc Through The Notes Client

    Domino.Doc Guide Accessing Domino.Doc through the Notes Client You can access Domino.Doc through the Case Management Application. Open the Case Profile of the case you want, then click on the “Documents” tab, Then click on the Open Documents button. Figure 20 - Opening Domino.Doc from Case Profile 5/19/2010 Page 14...

  • Page 63: Searching For Documents

    Domino.Doc Guide Figure 21 - Document Binder in Domino.Doc via Notes Client Searching for Documents There are 2 ways to search for documents within a binder. The first is to click on columns with arrows next to the column title. Clicking will sort the column alphabetically or ascending order.
  • Page 64 Domino.Doc Guide The other way to search is with the full text index search bar. Figure 23 - Full text search bar The full text search bar will look for any text contained in the document profile and the attached document itself. You can click on to bring up advanced search options.

  • Page 65: Reading An Existing Document

    Domino.Doc Guide Reading an existing document Find the document you want useing a search method in the appropriate case binder. Then click on the button in the action bar. The document will be opened in the appropriate application in a read only mode. You might be prompted for your password in order to access the document.
  • Page 66 Domino.Doc Guide Figure 28 - New Document in Domino.Doc via Notes Client Give the document a Title Click on to attach a file from your local computer into Domino.Doc. Give the document a description. Complete the Document Profile. Click on the button in the action bar to save the document.

  • Page 67: Saving An Existing Document

    Domino.Doc Guide Saving an existing document After you have clicked on the Button in the action bar and the document has opened in the application it was created with. You can make your edits and click on File\Save in that application for the edits to be uploaded back into Domino.Doc. When you close the document it will ask you if you want to check it in.

  • Page 68: Checking Out A Document

    Domino.Doc Guide Checking out a document To check out a document, simple select the document in the Binders view and click on button in the action bar. A working copy of the checked out document will be made. Checking In a document To Check in a document.

  • Page 69: Handling And Error Accessing The Document Binder

    Domino.Doc Guide Handling and error accessing the Document Binder You might experience the following error when trying to access the binder for this case. Followed by To resolve this, open the FTC Library by selecting File Database Open from the main menu.
  • Page 70 Domino.Doc Guide The following window will appear. Figure 32 - Open Database Window In the server drop down select AppServer1/FTC. Then in the Database list box scroll down until you get to the domdoc folder. Figure 33 - Open Database window, domdoc folder Double click on the folder 5/19/2010 Page 22...
  • Page 71 Domino.Doc Guide Figure 34 - FTC Library in Open Database Window Click on Open and the library will open Figure 35 - FTC Library in Notes Client 5/19/2010 Page 23...
  • Page 72 Domino.Doc Guide Double click on the Case Related under the category of the case you are working on. Figure 36 - Binder list in the case documents file cabinet Double click on the case id that gave the error in the case tracking application. You may receive the following Just click OK.
  • Page 73 Domino.Doc Guide Click on Yes and it will create the binder correctly. You will now be able to access the binder by clicking on the Open Documents button back on the case profile document. 5/19/2010 Page 25...
  • Page 74 Case Information Management System Administrators Manual...
  • Page 75 Table of Contents Administrative Manual for the FTC-CIMS ................ 1 Objective ..........................1 Administration ........................2 Admin Setup ........................3 Database Settings ......................3 Miscellaneous Settings....................4 Initiation Settings ......................4 Archive and Audit Trail ....................5 Calendar Settings ....................
  • Page 76 Lotus Domino Designer Client ..................58 Open a Database ......................58 Adding/Modifying a View .................... 62 New View ......................... 62 Modifying a view ...................... 64 Adding a column ....................... 66 Selection Formulas ....................69 Modifying Labels of Fields ................... 70 Modifying the Acknowledgement Letter ..............
  • Page 77 Table of Figures Figure 1 - Administration Navigator................... 2 Figure 2 - Application Setup Document - Database Settings ..........3 Figure 3 - Administration Setup Document - Miscellaneous Settings ....... 4 Figure 4 - Administration Setup Document - Initiation Settings........4 Figure 5 - Administration Setup Document - Archive and Audit Trail ......
  • Page 78 Figure 45 - Lotus Workflow client ................... 41 Figure 46 - Data Sources Window ..................41 Figure 47 - Data Source – Types ..................42 Figure 48 - Start Process Flow ..................43 Figure 49 - ACP Complaints Process Flow Part 1 ............44 Figure 50 - ACP Complaints Workflow Part 2 ..............

  • Page 79: Administrative Manual For The Ftc-Cims

    Administrative Manual for the FTC-CIMS Objective The objective of this document is to provide enough information for the application administrators to maintain and support the FTC Case Information Management System (CIMS) application. This document assumes the user have sufficient knowledge about the lotus notes interface and design elements.

  • Page 80: Administration

    Administration Expand the Administration link followed by the System Setup link. Here you will see links to all the administrative views and documents. Figure 1 - Administration Navigator Administration Manual Page 2...

  • Page 81: Admin Setup

    Admin Setup Click on the Admin Setup link and you will be navigated to an application setup document. Here you will see several tabs. Most of the settings are required in the Database Settings tab. Database Settings Click on “Database Settings” to enter the details like, Organization Directory database name, process definition database name etc.

  • Page 82: Miscellaneous Settings

    Organization Directory AppServer1/FTC Server FTC-Org Title WFMS\ftcorg.nsf 86256DB8:000A4925 Replica ID Process Definition AppServer1/FTC Server FTC-Process Title WFMS\ftcproc.nsf 86256DB8:000A3694 Replica ID Application Settings Server's IP address 192.168.10.12 SSL Port Status : Disabled Path WFMS/ftcapp.nsf http://192.168.10.12/WFMS/ftcapp.nsf?OpenDatabase Miscellaneous Settings Click on Miscellaneous Settings for the screen below. Accept all the default settings if no change are required.

  • Page 83: Archive And Audit Trail

    Archive and Audit Trail The Archive and Audit Trail will show a screen as below. But for this application we won’t be using this setting. As an administrator you can enable this setting on need to need basis. Figure 5 - Administration Setup Document - Archive and Audit Trail Calendar Settings The Calendar Settings are as follows.
  • Page 84 Figure 7 - Administration Setup Document - Domino.Doc Tab It is important that the replica id of the be that of the FTC Library database in domino.doc. The current value is “ 85256DC1007BBDF8” The FTC Library: Server: AppServer1/FTC Directory Path: domdoc\ftclib.nsf Database Title: Provide information for the Lotus Workflow agents for domino.doc integration section.

  • Page 85: Error Log

    Error Log The next link on the navigation is the Error Log. This provides all the errors encountered in the process and logs it here. As an admin for this application you will have to watch for these errors and notify or take appropriate actions. Here is a screen shot of the view. Figure 9 - Error Log Double Click on the error log document to view the content and to decide on the next course of action.

  • Page 86: Cache

    Cache The next link in the navigation is the Cache link. This will open a view with all the available processes. These processes are essential to run the workflow application. The view will have Refresh, Update Process Cache and Help action buttons. The Update action will bring the latest process information from the process definition database.

  • Page 87: All By Process Version

    All by Process Version The next link in the navigation is “All by process version” view. This will give information about all the documents created with different processes. It is primarily the cover document for the actual workflow application. Figure 13 - All by process version view When you open the document you will see the following information.

  • Page 88: All By Form

    All by Form The next link in the navigation is “All by form”. This provides information about all the document types available in the database. As an admin you must use caution with this view. Use caution while maintaining or deleting documents in this view. Following documents are required at all times to facilitate smooth functioning of the workflow process.
  • Page 89 The following figure gives an example of this view. Figure 15 - All by form admin view Administration Manual Page 11...

  • Page 90: Domino Directory

    Domino Directory The next link is the Domino Directory link. This will link to the notes address book or the domino directory. Figure 16 - Domino Directory The Domino Directory has the following information: Server: AppServer1/FTC File Path: names.nsf Database Title: FTC’s Directory More information will be covered regarding the directory in the Notes Administration Client section of this document.

  • Page 91: Organization Database

    Organization Database The next link is the “Organization DB”. Here the necessary department information is stored along with the workflow client code. This database also provides connectivity to the NAB while the workflow is in action. The database has the following attributes: Server: AppServer1 File Path:...

  • Page 92: Infrastructure

    Figure 18 - Organization Database - Departmens View Infrastructure This section is used to define Job Properties and Resources. We have only implemented Resources for the purpose of this application Administration Manual Page 14...
  • Page 93 Figure 19 Organization Database- Infrastructure Resources The client driven program will allow users to see view the workflow by allowing them to install a viewer when they click on in the Workflow Management System. The Domino Directory document is important so that the system can access the FTC’s Directory for security purposes.
  • Page 94 Figure 20 - Organizational Database - Domino Directory Config Document Administration Manual Page 16...

  • Page 95: Process Definition Database

    Process Definition Database The next link is the “Process Definitions DB”. This will link to the process definition database. Here all the latest process documents and actor information is stored. As an admin, you should never modify or delete documents in this database. Any change must be done via lotus workflow architect.

  • Page 96: Design Repository Database

    Design Repository Database The next link is the “Design Repository DB”. This database provides the design elements required to carry out the workflow activities and enable various actors to take control of their task. As an admin never delete/change documents in here directly. Any change must be implemented via lotus workflow architect.

  • Page 97: Config Setup

    Config Setup The Config Setup or Configuration Setup link will open the control document. This document stores the keyword information as well as server information. The ‘Setup Keywords’ will allow administrators to enter the keywords for Respondent, Industry, Breach type etc. Figure 23 - Configuration Control Document - Setup Keywords Tab Administration Manual Page 19...
  • Page 98 Figure 24 - - Configuration Control Document - Setup Access The “Setup Access” tab has the necessary parameters for the connection between the Workflow Management System and Domino.Doc. Please do not change any setting from those in the figure above. Administration Manual Page 20...

  • Page 99: Event Schedule

    Event Schedule The next link “Even Schedule” view will open the event schedule template documents. These documents are required in the FTC Civil Suit activity. Figure 25 - Event Schedule configuration view ID Configuration The next link is the “ID Configuration” view. This will show the ID counter documents. These documents are used while generating case/call id information.

  • Page 100: Domino Administrator Client

    Domino Administrator Client Lotus Notes/Domino uses an Administrator Client to modify the FTC’s Directory database. The icon will be located on the server’s desktop as well as under Start\All Programs\Lotus Applications. Figure 27 - Domino Administrator Client. If you need more assistance that covered in this manual, click on “help\help text” in the main menu.

  • Page 101: Creating Users For The System

    The domino server has a name and address book/directory. This directory should have the following groups Figure 28 - FTC Groups in the Directory These groups will be used to assign access to binders, Access Control Lists(ACLs) to the databases and domino.doc. Creating Users for the System 1.
  • Page 102 3. Click on the Peopl & Groups Tab Figure 30 - People & Groups Tab 4. Under Tools, Expand People and Click on Register. 5. You will be prompted to enter the Certifier Password 6. Click OK 7. Make sure the password options are Administration Manual Page 24...
  • Page 103 Figure 31 - Password Options 8. Make sure to select Roming Passwords Figure 32 - Register Person Administration Manual Page 25...
  • Page 104 9. Enter the users First Name, last name and password, Accept the remaining default settings 10. Click on the to add the person to the registration list. 11. Repeat steps 9& 10 for each person you want to add. 12. Click on when you are ready to create the ids.

  • Page 105: Creating Groups In Domino

    Creating Groups in Domino You can creat security groupds in the admin client by clicking on the People & Groups Tab, then selecting Gorups in the first column as shown in the figure: Figure 33 - Groups Page Click on to add a new group Administration Manual Page 27...
  • Page 106 Figure 34 - New Group Window Assign the group a name. In clued the members into the group. These will be the people associated to that group. Groups have already been created. You can edit those groups as users come and go. Administration Manual Page 28...

  • Page 107: Domino.doc Configuration

    Domino.Doc Configuration The domino.doc has already been configured. This section will go over those changes made to the standard configuration. Domino.Doc Server configuration The following section outlines what configuration items have been made to the application. Domino.doc Site Administration Database Server: AppServer1/FTC Filename:...
  • Page 108 Figure 35 - Library Administration of the file cabinets Double click on the case related document to bring up the file cabinet properties. Administration Manual Page 30...
  • Page 109 Figure 36 - Case Related File Cabinet Configuration document. The access to the file cabinet can be modified by clicking on in the action bar. Administration Manual Page 31...

  • Page 110: Case Related Binders

    Figure 37 - Case Related File Cabinet Access Control The document has already been configured to allow the following groups access to create and edit binders and documents within this file cabinet. To add and remove access, just modify the groups in the domino directory by adding or removing members. There is no need to modify this document here.

  • Page 111: Domino.doc Template

    This is the database that contains the documents stored in domino.doc. Domino.Doc Template Server: AppServer1/FTC Filename: filecab.ntf Database Title: File Cabinet Template This is the Notes template file that has the design for Case Related and Case Related 1. If you need to modify the design for those 2 databases, you would make the changes here and then refresh the design of Case Related and Case Related 1 Administration Manual...
  • Page 112 Domino.Doc Client Configuration You will need to load the Domino.Doc Client Software onto the client workstation. 1. Start out by going to the workstation that you need to install the software. 2. Open up the Notes Client on the work station 3.
  • Page 113 Figure 39 - FTC Library 5. Click on in the navigator. 6. The Library Administration page will load Administration Manual Page 35...
  • Page 114 Figure 40 - Library Administration 7. Click on in the navigator 8. The following page is displayed Administration Manual Page 36...
  • Page 115 Figure 41 - Download Software Page 9. Save the to the local machine and run the program. 10. Double clicking on the icon will bring the attahcment window Figure 42 - Notes Attachment Properties Window Administration Manual Page 37...
  • Page 116 11. Click on Open 12. Accept all of the defaults. 13. Restart the machine. 14. You will notice a icon added to the desktop. 15. Double click on the Domino.Doc Neighborhood Icon. 16. The Neighborhood program will load. Figure 43 - Domino.Doc Neighborhood 17.
  • Page 117 20. Click OK. 21. The Library is ready to go on that client workstation. Administration Manual Page 39...

  • Page 118: Lotus Workflow

    Lotus Workflow Lotus Workflow Version 3.0.1 is used to maintain the workflow process of both CP and ACP cases for the FTC. This section will go over the setup of lotus workflow. This section is intended to outline configure parameters as well as give a brief overview on how to make minor changes.
  • Page 119 Figure 45 - Lotus Workflow client To check that the databases are properly synchronized, select File\Open Database form the main menu. The Data Sources window will appear. Figure 46 - Data Sources Window Administration Manual Page 41...
  • Page 120 Within the Data Source type list box there should be 4 items listed and all should have a green check mark. Figure 47 - Data Source – Types The following table outlines how they should be configured: Data Source Type Server File Title...

  • Page 121: Process Configuration

    Process Configuration There are 3 main process flows, ACP Complaints, CP Complaints and Start. Start Figure 48 - Start Process Flow Administration Manual Page 43...

  • Page 122: Acp Complaints

    ACP Complaints Figure 49 - ACP Complaints Process Flow Part 1 Administration Manual Page 44...
  • Page 123 Figure 50 - ACP Complaints Workflow Part 2 Administration Manual Page 45...
  • Page 124 Figure 51 - ACP Complaints Workflow Part 3 Administration Manual Page 46...
  • Page 125 Figure 52 - ACP Complaints Workflow Part 4 Administration Manual Page 47...

  • Page 126: Cp Complaints

    CP Complaints Figure 53 - CP Complaint Workflow Part 1 Administration Manual Page 48...
  • Page 127 Figure 54 - CP Complaint Workflow Part 2 Administration Manual Page 49...

  • Page 128: Opening Up A Process

    Opening up a Process Click on File\Open Process from the main menu. The following window will appear: Figure 55 - Open Process Window Select the process you want to open and click on “Open” Administration Manual Page 50...

  • Page 129: Reactivating A Process

    Reactivating a process After making any changes to a process, you must save the process. Then select File\Activate Process. Figure 56 - File Activate Process Administration Manual Page 51...
  • Page 130 The Activate process will appear. Select the defaults and click OK. Figure 57 - Activate Process Window After Clicking on OK you will be prompted to activate a new version of the process. Figure 58- Activate a new version Select yes so that the changes you have made to the process flows will now be effect in the system.

  • Page 131: Making Minor Changes

    Making Minor Changes You can make minor changes to a workflow process. Such changes are modifying the emails that get sent out, and who owns a step. What Step is This? You can place your mouse over a step in the process. A small box will will appear giving some details about the step.
  • Page 132 Figure 61- Basic Activity Properties - Timing In the figure above, this activity is expected to take no longer than 7 workdays. An email will be sent to the activity owner if the activity is overdue or unclaimed. Decision Properties When you double click on a decision, the following properties will appear.
  • Page 133 Figure 62 - Decision Point Properties In the condition field you can specify a formula, using the Lotus Notes Formula Language, to define what next “Routing” step to take. Administration Manual Page 55...
  • Page 134 Routing Properties Figure 63 - Routing Relation Properties The condition above is specified as a notes formula. These routing relations link steps to decisions. Administration Manual Page 56...
  • Page 135 Send Mail Properties Send Mail Activities are Automated Activities. On the action tab you will define the Send To, Subject and Body using drop downs and Lotus @ Formulas. Figure 64 - Automated Activity Process Administration Manual Page 57...

  • Page 136: Lotus Domino Designer Client

    Lotus Domino Designer Client The Lotus Domino Designer Client is used to make modifications to the design of the database. It is a complicated client so please take extra care when making changes to the database design. Other parts of the design may rely on what you are changing. This section will give a brief overview on creating a view and modifying labels on a form.
  • Page 137 find the database you want to open the design for and book mark it so that you can easily find it in the future. The main database that you will ever need to make changes to is on appserver1/FTC in WFMS\ftcapp.nsf Administration Manual Page 59...
  • Page 138 Figure 66 - Bookmark a database Administration Manual Page 60...
  • Page 139 Figure 67 - Opened FTC-CIMS Design You will only need to create new views, as you need to create reports and modify labels on forms. Do not add any fields or remove any fields because it may disrupt the workflow process. You must have a very good understanding about Lotus Notes Database Concepts before making any changes.

  • Page 140: Adding/Modifying A View

    Adding/Modifying a View To add a view to the database, open the database in designer Click on Views A list of views will appear New View To add a new view click on and the Administration Manual Page 62...
  • Page 141 Figure 68 - Create View Window Assign the view a name. You can specify where you want to copy form or select a blank view Figure 69 - Copy Style From You can define your selection formula in the selection conditions text box. They are covered in the next section.

  • Page 142: Modifying A View

    Modifying a view When you modify a view you can add and remove columns and modify its selection formula. Figure 70 - View Elements Click on in the tool bar to bring up the properties window. The properties window will display the proerties for whatever is selected. Such as View, Column, Action, and the Action Bar.
  • Page 143 Figure 72 - Column Properties Figure 73 - Action Properties Administration Manual Page 65...

  • Page 144: Adding A Column

    Figure 74 - Action Bar Properties Adding a column To add a column to a view, click on create insert new column from the menu. A new column will be added to the view. You can drag and drop the column heading to the column you want to move it to.
  • Page 145 Figure 75 - ODBC column name for a view You specify if you want a Simple Function, Field, or Formula for that view column. Formulas use the @ Formula Language. Administration Manual Page 67...
  • Page 146 Example1: Display the assigned attorney in the first column. Select “Field” for display and select “assigned_attorney” for the field. Example2: Display the assigned attorney in the first column all in caps. Select “Formula” for display and enter the following formula @Uppercase(assigned_attorney) Administration Manual Page 68...

  • Page 147: Selection Formulas

    Selection Formulas The simple selection formula is as follows: SELECT fieldname=”value” Where the fieldname is a field on the record you want to select, value is the value of the field in the records you want to select and “=” can be = Equal To != Not Equal >...

  • Page 148: Modifying Labels Of Fields

    Modifying Labels of Fields Fields are displayed on Forms and Subforms. Subforms are listed under “Shared Code” in the design navigator. Find the form/subform you want to modify in the list and double click on it Figure 76 - Sample subform Highlight the label and modify the text as you would in a word processor.

  • Page 149: Modifying The Acknowledgement Letter

    Modifying the Acknowledgement Letter The Acknowledgement Letter is built using a Form with @ Formulas. Open up the forms list by clicking on Forms in the design navigator. Double click on “acknowledgement_form” Scroll down and click on the “body_text” field Modify the formula to include the text that you need.

  • Page 150: Reports

    Reports Some of the reports for this application have been created using Microsoft Access. In order to maintain these reports you must have some knowledge of Microsoft Access and Lotus Notes. You will need to understand the fields used in Lotus Notes for the CIMS application and how to create views so that MS Access can easily query the information.
  • Page 151 Figure 79 - ODBC - System DSN Click on Add Figure 80 - Create New Datasource Select Lotus NotesSQL and click on Finish Administration Manual Page 73...
  • Page 152 Now you will have to configure the datasource: Figure 81 - ODBC Lotus Notes Setup Assign a data source name and description that you will remember. Select AppServer1/FTC for the server and WFMS\ftcapp.nsf for the database. Administration Manual Page 74...

  • Page 153: Linking To An External Table In Ms Access

    Depending on the report you need to produce you will have to adjust the Max length fields accordingly. It is ok to have more that one connection to the same database. For the closure report the Max length fields are both set to 5000. Click on OK and you now have an odbc link to the database.
  • Page 154 Figure 82 - MS Access Link Window Administration Manual Page 76...
  • Page 155 Figure 83 - Select Data Source Select the Machine Data Source Tab and the datasource that you had created earlier. In this example it is the WFMS link from the previous section. Click “Ok” You will be asked to login Administration Manual Page 77...
  • Page 156 You will be asked to select a form or view to act as your linked table in MS Access Figure 84 - Link Tables Figure 85 - Unique Record Identifier Since you will not be updating records back into notes just click OK on the Window Above.
  • Page 157 You know have the linked table. Figure 86 - MS Access Tables with linked table back to notes. You can now create queries and reports for this form or view. Administration Manual Page 79...

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