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Welcome to masterDOX help area.
We are dedicated to bringing the highest level of document management technology to you, using the Internet because we believe this is the most powerful way to allow you to use the information contained in your document depositories. masterDOX is changing continually to improve the ease of use and the powerful work-flow enhancements this can bring to you. Because masterDOX is a subscription service, you will always be using the most up-to-date version of our technology. As important new features are available they will automatically be added and you will immediately be able to use them. When new features are provided we will notify you by email and explain what is new or improved. Many times the changes are not visible as when we extend the power of our searching engine or the speed of execution.
We want to hear from you, so if you have suggestions or comments please let us know. You can provide this to us via email (info@masterDOX.com) or through our website at www.masterDOX.com. We appreciate any input you have.
The following information explains how to use masterDOX in its current version. Each description provides a screen shot and an explanation of how it works.
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Home
Documents
Groups
Calendar
Messages
Directory
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Admin: Document Types
Admin: Privileges
Admin: Service Request
Admin: Invoices
Admin: Master Log Search
Adjust your screen settings
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| Login - home |
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As you enter your masterDOX system you must pass through a Login Gateway which will authenticate you. Only valid users will be allowed entry to the system. The site administrator will to grant you access.
Your username is stored in a cookie, so the next time you login this will already be filled out for you. The password must be 7 characters long, contain one number and one capital letter, and must not contain special characters. For security, your password is never stored in a cookie. The third entry is a randomly generated image which you must read and re-type below. This security measure combats dictionary hacking scripts.
If you have forgotten your password, the link on the bottom right will take you to a form requesting your email address. If the system finds a match you will be emailed your login information. |
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Each instance of masterDOX has a number of authorized concurrent users. Your masterDOX Administrator will know how many users your company is allowed to use. It is important to note that this is controlling only the number of your team users who can use the system at the same time. You may have as many authorized users as you need. However only the allowed number can use the masterDOX system at the same time.
During this step, masterDOX analyzes your computer setup and automatically optimizes its display to fit your situation. We recommend that users have their computer monitors running at a minimum size of 1024 pixels by 768 pixels. Most office and laptop computers today support this screen resolution. masterDOX will run on lower resolution systems, however the numerous document displays within the system will be much easier to read with our recommended settings to your system. (See Adjust your screen settings.) |
| Home - home |
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You are now at the main screen of the masterDOX system. There are three distinct sections:
- Document Depository (left)
This area searches the actual (OCR'd) text of every document in the system. The search results page will order the documents by "hit count", which is the number of times that word/phrase occurs in the document.
- Document Summaries (center)
This area searches the coded/summary information you have entered about the document. The total document count is shown here as well. On entry you are provided the simple search that looks for your search term in any of the summary fields. The "advanced search" link on the top right will switch the form to allow for multiple specific searches in every field. Below the search forms, you can see a detailed breakdown of the documents in the system grouped by source (first 3 digits of the bates code), type, group, privilege, and calendar events. Below each source we provide links to each specific subsets of documents including reviewed, hot docs, and declined.
- Upcoming Events (right)
Here you will find all future events in the calendar. Click the event to see the details. Visit the calendar home page to view all (including past) events.
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| Documents - home |
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After entering search criteria, you will see a listing of your results with most of the summary information. Below the return count, you can change how many results show per page. This value defaults to 100, but any preference you choose here will be saved and carry throughout all lists during your masterDOX session. To the right of each field, you will see up/down arrows which allow you to sort any of the fields ascending or descending. On simple searches, the word or phrase will be highlighted in red. Click anywhere on the record to enter the page coding area. |
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Above the coding fields, you will see the following buttons:
- Save
Saves all changes, marks the record as being "reviewed", and moves to the next record on the list.
- Decline
Marks the page as "Declined" and marks as such on search result lists, moves to the next record on the list.
- Delete
Actually deletes the document and all information in the database. There is no trash can, so be careful.
- Release
In multi-party scenarios, this action marks the page for release. The document must then be approved by the site administrator in order to be released to the case wide depository. Moves to the next record on the list.
- Back to List
While paging through multiple records, this allows the user to quickly get back to their search results.
- Hide
Hides the coding area and provides the PDF at full screen. All paging function are still available.
To the right is the page coding area where most of your time will be spent. The following objective fields are available:
- Doc Type
Select a general document type using this drop-down list. If you want to add a new doc type, click the "add" link to the right, or go to the administration area for full control (add, edit, and delete).
- Doc Date
Enter the date of the document manually or use our pop-up date selector.
- Title, Author, Recipient, Recipient CC, Recipient BCC
These are the main fields in the coding area. Each field has its own AJAX auto-suggest utility to help you find previously entered information. You can also drag text directly from the PDF into any of these fields.
- Doc Range
When we receive documents from a scanning company, they typically provide a load sheet that indicates beginning and ending bates codes for each document. During our migration process we use this information to pre-set the page ranges. However, sometimes scanning companies are provided boxes of documents without any indication as to where documents end or begin. The "set range" tool allows you to manually set those page ranges as you look through the documents.
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The following subjective/privilege fields are also available:
- Privilege
Here you can privilege a document using the drop-down list. Any user who does not have privilege rights cannot see any document that has been given one of these designations.
- Description
This is the area for the subjective description.
- Hot Doc
The Hot Doc tool helps you flag important records. This icon will appear on search result lists so you can easily find them again.
- Calendar Item
This lists all items in your calendar and allows you to link them to individual pages. These related documents will show up on the event details page as links.
- Doc Groups
The Doc Group function allows you to categorize specific pages in multiple groups. This serves double duty in that you can use this just for categorization purposes or you can use it for locking users into only viewing certain documents by group. To create a new group click the "add" link to the right, or go to the main "groups" section for full control (add, edit, delete).
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Notes:
- Notes
Different from the description in that this will allow users to add a running list of comments/notes. See who said what and when they said it.
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| Groups - home |
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The groups section allows you to manage all aspects of the groups within the system. From the main page you can see the name and description, current document count with a link to each list, and date last updated. |
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To add a new group, simply enter the name, description, and select any users you would like locked down to the group. |
| Calendar - home |
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masterDOX contains a calendar feature which allows the team to manage events. Events can be added to the calendar by any authenticated member using the form along the left side of this page. As items are entered, they automatically appear on the appropriate calendar page. |
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masterDOX also provides a "list view" of the calendar for a quick view of all events in chronological order. |
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When in the calendar system, any event detail can be viewed by clicking on it in the main calendar page. This display the details showing all information about the item. If the calendar day has multiple events on it, this will show on the main calendar and the details page will show all events on this day. Any authenticated member can add, edit or delete a calendar item by using the form and buttons shown on the detail page. |
| Messages - home |
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This is the messaging component. Here you can see all sent messages and all received messages. New messages are designated as such and are marked "read" automatically. Click the "add" button above the inbox to send a new message. |
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You can send your message to one, some, or all the members in the system. Each member receives a notice they have been sent a new message within the system. You can also send messages regarding documents (while in the page coding area) which will arrive with the document already attached in the message. |
| Directory - home |
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The directory main page lists all profiles, position, address, contact info, and any groups they are locked in to. From here you can add, edit, and delete any profile. Email links are "hot" and provide for single-click use. |
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This is the directory add page:
- General information
Enter all the standard information such as name, address, phone, fax, email.
- Username and Password
Enter the username and a strong password (7 characters long, contain one number and one capital letter, and must not contain special characters).
- Grant Site Access
If you would like to block a pre-existing user from the system, you can turn their access off rather than deleting the whole profile and possibly creating it again.
- IP Lockdown
Enter up to three IP addresses for each user. This was created for additional security so that if you wanted your team only accessing the site from the office and their home, you could lock them down to specific location. The site www.WhatIsMyIP.com will help your users find this information.
- Groups
You can give each user access to all document in the system, or you can lock them down to one or many specific groups of documents.
- Access Group
We have pre-determined certain access levels and the rights typically associated with them. These are helpful when creating new users that you want to have only limited access to the site (of course, you choose anything you like for each user and are not confined to these sets). Here you can select if a user can view, add, edit, or delete records from any section of the website. Details rights can be set within each of the page coding areas.
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| Upload - home |
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As your case work continues it is almost certain that you will need to send new documents to the masterDOX system. This can easily be done using the "Upload" button at the top of the screen. This will add the documents directly to the database under the "Uploads" source. Please note that these document are added to the system, but not yet migrated. A service request would be required if you need these uploads OCR'd and indexed like the rest of the files. We have separated the two processes in case you upload a file (such as a photograph) that you do not need migrated. |
| Admin: Document Types - home |
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Manage the document types listed during the document review process. |
| Admin: Privileges - home |
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Manage the privileges listed during the document review process.
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| Admin: Service Request - home |
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The Service Request area lets you contact us directly from the site. All prices can be automatically calculated. By clicking the "add" button you can make a request to: |
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- Scan Paper Documents
masterDOX works with professional scanning companies.
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- Summarize Documents
Outsourcing routine summarizations can dramatically reduce time and cost.
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- Migrate Documents
This option is intended for files you have uploaded manually and wish to be OCR'd and indexed into the site.
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| Admin: Invoices - home |
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Displays masterDOX invoices with their posted/paid dates. These are linked as PDF files, which masterDOX uploads and marks complete. For those who are setup for automatic bill pay, all invoices will already be marked as complete. |
| Admin: Master Log - home |
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Create search queries for all logged activities. Refine your search by action, area, date range, and profile. Leaving all fields blank will return all actions. |
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The Master Log search results show the date, IP address, profile, action, area, record ID, and description. The description shows search queries and additional information such as a document's bates number. |
| Adjust your screen settings - home |
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Instructions for setting your computer Screen Resolution to a higher value Many computer users are confused about how to get their computer screen to display more information. When asked to increase the resolution, then believe they must buy a larger screen. This is not true. You can have your computer screen display more information (more pixels – or screen dots per inch) by simply changing a value from your desktop. masterDOX works much better if your computer's screen width is set to at least 1024 pixels. The following information shows you how to do this. (In some companies, you should check with your Network Administrator before doing this.) Right-Click on your computer's Desktop The following pop-up window will appear. Click on the bottom selection "Properties". |
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Now click on the top right tab "settings". Adjusting the Screen Pixels In this window, place your mouse pointer on the slider bar in the right lower middle under the words "Screen area". Slide the bar to the right until you see at least 1024 displayed below the row of dots. In some systems, you may need to also adjust the area to the left of this called "Colors". If your system will not show "1024" under the screen area, then go to the Colors setting and select a lesser color setting. This should allow you to raise the pixel setting. Click "OK" and then preview your new screen settings. Caution: in some situations this setting may cause damage to your computer screen. If you have doubts, contact your Network or System Administrator for assistance. |
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