June, 2012
Air India Ltd.
DMS - User Guide
© 2012 IBM Corporation
Air India DMS system can be accessed in two ways : FileNet and
Fileserver
• This is a secured system which will be accessed by
authenticated user who has DMS log-in ID & password
FileNet
Document
Management
System (DMS)
• Documents on this system will be visible to different
person as per their access rights and Dept.
• This system will show all the public domain
documents that is there on this system for all the user
File Server
(Public Domains
Documents)
• This is also a secured system which will be
accessed by authenticated user who has Fileserver
log-in ID & password
• Also, If a user already have a DMS user id and
password, they can use that id & password to access
Fileserver system
All the above icon which are underline are hyperlinked further in the slide, User can select any of these icon and they will be
moved to that particular section automatically
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© 2012 IBM Corporation
BACK TO MAIN PAGE
File Server - Public Domains Documents
(Introduction)
To Access Circulars & Bulletins
Go to URL http://dms.airindia.in
Select circulars and public
documents section &
authenticate with user id and
password
To Access DMS Controlled
Manuals
Go to URL http://dms.airindia.in
Select circulars and public
documents section &
authenticate with user id and
password
To Access various Dept. public
documents
Go to URL http://dms.airindia.in
Select circulars and public
documents section &
authenticate with user id and
password
Select DMS Controlled manuals
section
Select Dept. Name whose
circulars or bulletins user
wants to see
Now, open the circulars or
bulletins that user wants to see
Select Dept. Name whose public
documents user wants to see
Select Dept. Name whose
manual user wants to see
Now, open the relevant manual
that user wants to see
Now, open the public
documents that user wants to
see
All the above icon which are underline are hyperlinked further in the slide, User can select any of these icon and user will be
moved to that particular section automatically
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File Server - Introduction
Air India Ltd. Fileserver System: Brief Introduction
 Fileserver will be available for all Air India employees that will allow them to access important document
from anywhere in the world by logging into the Fileserver system
 Documents (for e.g. circulars) will be created through DMS and a copy will be kept on the File server and
can be accessed through internet explorer
 Document Creation will happen automatically in Fileserver :
 Air India Document Creator logs in to the DMS system
 The creator will create and upload the document in DMS
 This will run thru the DMS workflow and finally get approved in case required
 This gets stored in the DMS repository and a copy on the File Server repository that will be
availability to all Employees
 Necessary public domain folders / folder structures in DMS are replicated on daily basis onto the
File Server
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File Server - Introduction
Air India Fileserver benefits: Provide free access to relevant and important
information to all employee
 Fileserver is a document repository system which will be available for all Air India employees
 There will be three kind of documents that will be available on the Fileserver:
 Circulars for each department
 Manuals
 Public domain documents
 Employee can see the documents on the Fileserver; However, they can not change or modify the
documents on the fileserver.
 Fileserver will be automatically updated and the system will replicate the information from DMS FileNet
to Fileserver at regular interval.
 Employees can access documents from anywhere in the world by logging in through valid user id and
password
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Access Circulars & Bulletins
Employee can log in to portal by typing URL– http://dms.airindia.in; It will take on this
screen with different links, which can be access by simply clicking on any item
Portal Main Screen
1
2
3
5
4
7
6
9
8
10
11
12
1: URL for Air India
Fileserver – Type
http://dms.airindia.in
6: Air India
website
6
6
2: Air India Fileserver link :DMS
Staff Access– To access circulars
and public domain information
7: Flight Safety
website
8: Click
portal link
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3: DMS link – to access
DMS system with
authenticated DMS id Only
9: QMS
Website
10: Corp.
Safety policy
link
4: Web Mail
link - To access
Web mail
11: Corp.
Quality policy
link
5: Operations
website link
12: Corp.
Environment policy
link
© 2012 IBM Corporation
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Access Circulars & Bulletins
If user click on DMS- Staff access link; It will take them on this screen where users
have to log in user id and password to access documents
Circular and Public Document Screen
4
5
1
2
3
1:Enter User name
for Air India
Fileserver
7
2: Enter password for
Air India Fileserver and
click on ok button
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3. Click on
ok button
4. Home - User can click
on this button to go back
to home page
5. Helpdesk - User can
click here to go to Helpdesk
© 2012 IBM Corporation
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Access Circulars & Bulletins
After log in to File server user will come on this screen where different Dept. folder
will be there, User can access documents i.e. DIT Dept. by clicking on its link
3
4
5
2
1
1: Dept. link – Click on DIT
Dept. name links to see
document related to it
2: Back to pervious
page – User can go back
to previous page
3: Home - User can click on
this button to go back to
home page
4. Helpdesk - User can
click here to go to Helpdesk
5. Latest uploaded Document access - User can click
on the latest document shown in ticker to open them
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Access Circulars & Bulletins
As user click on Dept. of information technology link, user will be directed on this
page to access different circulars and bulletins
3
4
2
1
1: Dept. Documents link Document related to that
Dept.
9
2: Back to pervious page
– User can go back to
previous page
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3: Home - User can click on
this button to go back to
home page
4. Helpdesk - User can
click here to go to Helpdesk
© 2012 IBM Corporation
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Access Circulars & Bulletins
As user click on circulars and bulletins, user will be directed on this page to access
different documents; user can click on any document to open it
3
4
5
2
1
1: Document link – Click on
DIT Dept. name links to see
document related to it
10
2: Back to pervious
page – User can go back
to previous page
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3: Home - User can click on
this button to go back to
home page
5. Latest uploaded Document access - User can click
on the latest document shown in ticker to open them
4. Helpdesk - User can
click here to go to Helpdesk
© 2012 IBM Corporation
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Access DMS Controlled Manuals
Employee can log in to portal by typing URL– http://dms.airindia.in; It will take on this
screen with different links, which can be access by simply clicking on any item
Portal Main Screen
1
2
3
5
4
7
6
9
8
10
11
12
1: URL for Air India
Fileserver – Type
http://dms.airindia.in
6: Air India
website
11 11
2: Air India Fileserver link :DMS
Staff Access– To access circulars
and public domain information
7: Flight Safety
website
8: Click
portal link
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3: DMS link – to access
DMS system with
authenticated DMS id Only
9: QMS
Website
10: Corp.
Safety policy
link
4: Web Mail
link - To access
Web mail
11: Corp.
Quality policy
link
5: Operations
website link
12: Corp.
Environment policy
link
© 2012 IBM Corporation
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Access DMS Controlled Manuals
If user click on DMS- Staff access documents link; It will take them on this screen
where users have to log in user id and password to access documents
Circular and Public Document Screen
4
5
1
2
3
1:Enter User name
for Air India
Fileserver
12
2: Enter password for
Air India Fileserver and
click on ok button
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3. Click on
ok button
4. Home - User can click
on this button to go back
to home page
5. Helpdesk - User can
click here to go to Helpdesk
© 2012 IBM Corporation
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Access DMS Controlled Manuals
After log in to File server user will come on this screen where different folder will be
there, User can access documents i.e. “DMS controlled manual” by selecting
relevant link
3
4
5
2
1
1: DMS Controlled Manuals
link – Click on manuals link to
see latest Manuals
2: Back to pervious
page – User can go back
to previous page
3: Home - User can click on
this button to go back to
home page
4. Helpdesk - User can
click here to go to Helpdesk
5. Latest uploaded Document access - User can click
on the latest document shown in ticker to open them
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Access DMS Controlled Manuals
If user select DMS controlled manuals link form main page, User will be directed on
this page to access published manuals
4
3
2
1
1: Published manual link –
User can select this link to go
to various manuals
14
2: Back to pervious page
– User can go back to
previous page
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3: Home - User can click on
this button to go back to
home page
4. Helpdesk - User can
click here to go to Helpdesk
© 2012 IBM Corporation
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Access DMS Controlled Manuals
As user click on published manual link, user will be directed on this page to access
different Dept. manuals
4
3
2
1
1: Different Dept. manual
link – User can click on AICorporate to open manuals
related to this Dept.
15
2: Back to pervious page
– User can go back to
previous page
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3: Home - User can click on
this button to go back to
home page
4. Helpdesk - User can
click here to go to Helpdesk
© 2012 IBM Corporation
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Access DMS Controlled Manuals
As user click on AI-Corporate manual link, user will be directed on this page to
access different corporate manuals
4
3
2
1
1: Different manual link –
User can click on EMM
manuals to open it
16
2: Back to pervious page
– User can go back to
previous page
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3: Home - User can click on
this button to go back to
home page
4. Helpdesk - User can
click here to go to Helpdesk
© 2012 IBM Corporation
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Access DMS Controlled Manuals
As user click on EMM manual link, User will be directed on this page to access and
open EMM manual
4
3
2
1
1: EMM manual link – User
can click on EMM.pdf manuals
to open it
17
2: Back to pervious page
– User can go back to
previous page
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3: Home - User can click on
this button to go back to
home page
4. Helpdesk - User can
click here to go to Helpdesk
© 2012 IBM Corporation
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To Access various Dept. public documents
Employee can log in to portal by typing URL– http://dms.airindia.in; It will take on this
screen with different links, which can be access by simply clicking on any item
Portal Main Screen
1
2
3
5
4
7
6
9
8
10
11
12
1: URL for Air India
Fileserver – Type
http://dms.airindia.in
6: Air India
website
18 18
2: Air India Fileserver link :DMS
Staff Access– To access circulars
and public domain information
7: Flight Safety
website
8: Click
portal link
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3: DMS link – to access
DMS system with
authenticated DMS id Only
9: QMS
Website
10: Corp.
Safety policy
link
4: Web Mail
link - To access
Web mail
11: Corp.
Quality policy
link
5: Operations
website link
12: Corp.
Environment policy
link
© 2012 IBM Corporation
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To Access various Dept. public documents
If user click on DMS- Staff access documents link; It will take them on this screen
where users have to log in user id and password to access documents
Circular and Public Document Screen
4
5
1
2
3
1:Enter User name
for Air India
Fileserver
19
2: Enter password for
Air India Fileserver and
click on ok button
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3. Click on
ok button
4. Home - User can click
on this button to go back
to home page
5. Helpdesk - User can
click here to go to Helpdesk
© 2012 IBM Corporation
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To Access various Dept. public documents
After log in to File server user will come on this screen where different Dept. folder
will be there, User can access documents i.e. DIT Dept. by clicking on its link
3
4
5
2
1
1: Dept. link – Click on DIT
Dept. name links to see
document related to it
20
2: Back to pervious
page – User can go back
to previous page
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3: Home - User can click on
this button to go back to
home page
5. Latest uploaded Document access - User can click
on the latest document shown in ticker to open them
4. Helpdesk - User can
click here to go to Helpdesk
© 2012 IBM Corporation
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To Access various Dept. public documents
As user click on Dept. of information technology link, user will be directed on this
page to access different public documents under DIT Dept.
3
4
2
1
1: Dept. Documents link Document related to that
Dept.
21
2: Back to pervious page
– User can go back to
previous page
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3: Home - User can click on
this button to go back to
home page
4. Helpdesk - User can
click here to go to Helpdesk
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To Access various Dept. public documents
As user click on public Documents, user will be directed on this page to access
different documents; user can click on any document to open it
3
4
2
1
1: Documents link – User
will click on the Document to
open it
22
2: Back to pervious page
– User can go back to
previous page
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3: Home - User can click on
this button to go back to
home page
4. Helpdesk - User can
click here to go to Helpdesk
© 2012 IBM Corporation
All the above icon which are underline are hyperlinked further in the slide, User can select any of these icon and user
will be moved to that particular section automatically
FileNet - (Introduction)
Upload documents on
DMS FileNet system
Soft copy
documents
Hard copy
document
Search any document
on DMS system
E-mail
documents
Log in to DMS System
BACK TO MAIN PAGE
Different options available to Users
in DMS
View Document Property
View/Modify Document Security
Scan hard copy
and save them on
the local system
Save the
documents on
local system
Save the Email on local
system
Simple search
Keyword Search
Log in to DMS System
Check - out documents
Check in document
Advances search
Open relevant folder where scan copy should be saved
View history or version of
document
Moving document to Fileserver
Addition & deletion of user/group
Click on add documents icon
Browse the document and fill meta data related to the
scan copy
Archival of document
New Folder Creation
DMS password change
Click on add icon and the document will be uploaded on
system
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Document Name change
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View Document Property
Once user has log in to DMS system, They can see the property of any
document if they has access right to see the documents property
2
1
3
1. Open the relevant folder where
the document is located on DMS –
user will open the folder so that they
can see the documents
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2. Open document property – user
will select the document and right
click on document
3. View property – user will select the
property of the document
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View Document Property
User will be able to see the property of the document selected by them
1
2
2
1. Property – User can see the basic
property, it will show meta data
entered for the document
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2. Meta data related
to document
3. System Property – User will be able to see the
added date on which document added and modified
date which show that the date on which document
was modified
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View / Modify Document Security
Once user has log in to DMS system, They can see and modify the security setting
for any document if they has access right to see to do the same
2
1
3
1. Open the relevant folder where
the document is located on DMS –
user will open the folder so that they
can see the documents
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2. Open documents security – user
will select the document and right
click on document
3. View Security – user will select the
security of the document
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View / Modify Document Security
User will be able to see the property of the document selected by them
1
3
2
1. Different roles and there
access rights – User can see
different roles and their access
rights which is shown in tick mark
against each role
27
2. Click on
ok & it will
close the
window
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3. Add New to provide access rights to new member – (If user has
access right to give access right) , User will click on the add new button
and it will open a new window (If user not able to change or open security
setting it means that user does not have access right, in that case, user
should contact on dms.desk@airindia.in
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View / Modify Document Security
User will select security of the particular document to change access rights
of any user or group
1
2
3
1. Select users or group – User can
select any one of among users or
group and then type the name of user
or group and click on search button
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2. User will select
the name of
user/group whose
security Dept. Want
to change
3. Accept- User select the accept button to change
security for that particular user
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View / Modify Document Security
User will select user/group and change the security settings
1
2
3
1. Select particular users or group
selected in earlier step – User will
select that user name which was
selected in the earlier step and click on
it
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2. User can change the allow
or deny setting for that
particular user by clicking on
the appropriate box against
the access rights
3. Accept- User select the accept button
to change security for that particular user
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Check out document
If a user want to upload a new updated version of any document then, they
have to check out old documents from system
2
3
1
1. Open the relevant folder
where the document is
located on DMS – user will
open the folder so that they can
see the documents
30
2. Open documents
checkout option –
user will select the
document and right
click on document
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3. Check out document – user has two choice : (1) Checkout – it
will be used for the checkout document from system but it will
not ask to save this document on local system; (2) Checkout and
download – In this case user will be asked for the check out and
download option
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Check out document
User will be click on the checkout and download option to checkout old
document and save it on local system
1
2
1. Location to save – User will
define where they want to save the
old documents on the system
31
2. User will select checkout and download User will click on checkout and download button
which will download document and checkout this
documents form system
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Note : - If user not able to checkout or
system show some error then it means
that user does not have access right, in
that case, user should contact on
dms.desk@airindia.in
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Check out document
Once document has been check out, User can see the red tick mark sign
with the document
1
1. Checkout sign – if any document check out from system , a
red tick mark will be near to the document which will show the
document has been checkout from system
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Note : - once a user has checkout a documents, DMS system
will not allow other user to checkout the same document, other
user can only able to view the document
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Check in document
Once user check out old document from system, they will check in new
document in the system
22
4
3
3
11
1. Open the relevant folder
where the document is located
on DMS – user will open the folder
so that they can see the
documents
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2. Open documents
check in option – user
will select the document
and right click on
document
3. Check in
document –
user has select
the check in
button
4. Cancel Check out of the
document – in case user has wrongly
done checkout of document they can
click on this option to cancel checkout
of document
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Check in document
User will be click on the checkout and download option to checkout old
document and save it on local system
1
1
2
2
1. Browse the location of new document– User will click on
browse button and select the relevant document on system
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2. User will click on next and fill meta data related
to document ( if any) and click on check in button,
it will check in document on the DMS system
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Document Versions & history
If a user want to see the different version (old document) on the
DMS, they have to see the different version of that document
2
3
1
4
1. Open the relevant folder
where the document is
located on DMS – user will
open the folder so that they can
see the documents
35
2. Open documents
More information
option – user will select
the document and right
click on document
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3. Version button – user
will select this button
and it will open the
different version of the
document
4. History button – user
can select this button to
see the history of various
activity done on
document
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Document Versions & History
User will click on the checkout and download option to checkout old
document and save it on local system
1
1. Different document version – User will see all the version
of document, they will the latest version on the top most option
and first version is last in bottom
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2
2. Date of check in- User can be able to see the date on
which document has been checked in
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Document Versions & History
If a user want to see the history of the document where they can see
the various action & activities performed on the document
1
2
3
4
1. Select History Option–
user will select history option to
see the document history
37
2. Events Box – user
will select this box if he
want to search all the
events
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3. Search option – user will
select different search
option where they can
select among different
option
4. Search – User can select
this button to see the
history of various activity
done on document
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Document Versions & History
User will be able to see all the activities performed on that particular
document
1
1. History of various activities – User will see various
activities that has been done on document
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2
2. User will select ok to close this box
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Moving document to Fileserver
If user want to move some document to Fileserver, so that it can be
accessed by all the user on fileserver
2
1
3
1. Open the relevant folder where
the document is located on DMS –
user will open the folder so that they
can see the documents
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2. Open document property – user
will select the document and right
click on document
3. View property – User will select the
property of the document
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Moving document to Fileserver
User will click on copy to move file server and the document will be moved
to fileserver automatically
1
2
2
3
1. Property – User can see the basic
property which show meta data
entered for the document
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2. User will select
this move to
Fileserver option as
true
3. User will click on the ok button and this
document will be move to Fileserver
automatically (it will Be moved after a specific
time interval set in DMS utility program)
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Archival of document
User can archival any document in two ways: - Archival date can be defined
at the time of including document inside the DMS system
1
3
1. Open the relevant folder
where the user want to
add document inside DMS
System
41
2. User will
click on Add
document
button
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3. User will select the date
on which they want system
to archive the document
automatically on selected
date
Note : - DMS system has the
functionality where user can define
the archival date for document at
the time of uploading of document
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Archival of document
User can archival document using second method where they can archival
any document by selecting archive now option
2
2
1
3
1
3
1. Open the relevant folder
where the document is
located on DMS System
42
3. User will select the document and
right click on the document and
select achieve now option
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Note : - Once user click on archive now button,
document will be moved to DMS Archival folder
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Archival of document
User can find the archival document under the ‘DMS Archival’ folder on
DMS System
2
1
1
1. User will open the DMS
Archive folder
2. User will see the same folder
structure under ‘DMS Archive’ as it
was there under ‘DMS Repository’
User will select the folder where
they archived the document
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3. User can select and open the
document that is stored in the DMS
Archival
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Addition & deletion of user/group
User can give access right of a particular document to user or group, user can add/
delete new user or group
2
1
3
1. Open the relevant folder where
the document is located on DMS –
user will open the folder so that they
can see the documents
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2. Open documents security – user
will select the document and right
click on document
3. Select Security – user will go to the
security option of the document
© 2012 IBM Corporation
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Addition & deletion of user/group
If a user is giving access to some particular user/group for some document then,
they should make sure that that particular user/group should have granted access
to the parent folder of the document
Parent & Child relationship
(Parent folder -1) for
Child 1
Child 1
1
2
Note : - if a user1 want to give access right of children 2 to some other
user2, then user1 has to make sure that user2 should have view
access of parent folder 1, other wise, user2 will not been able to see
the parent folder 1 and subsequent folder under this folder
1. Open the relevant folder where
the document is located on DMS –
user will open the folder so that they
can see the documents
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2. If user1 want to give access right of EMM to user 2, then user 1 has to
make sure that user2 should have view access rights of DMS Controlled
manual (parent folder)
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Addition & deletion of user/group
User will be able to see the user name and groups and the document
access rights given to them
1
3
2
1. Different roles and there
access rights – User can see
different roles and their access
rights which is shown in tick mark
against each role
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2. Click on
ok & it will
close the
window
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3. Add New to provide access rights to new member – (If user has
access right to give access right) , User will click on the add new button
and it will open a new window (If user not able to change or open security
setting it means that user does not have access right, in that case, user
should contact on dms.desk@airindia.in)
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Addition & deletion of user/group
User will select either user or group option and make search and select the user/
group id to add a particular new user or group, so that user/group can have access
to see the documents
1
2
3
1. Select users or group – User can
select any one of among users or
group and then type the name of user
or group and click on search button
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2. User will select
the name of the
user/group
3. Accept- User select the accept button to add/
delete new user/ group for that particular document
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Addition & deletion of user/group
To modify access rights to user/groups, user will click on that particular name and
different setting will open where they will define the allow or deny access rights to
individual user/group
1
2
3
4
1. Select particular users or group
selected in earlier step – User will
select that user name which was
selected in the earlier step and click on
it
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2. Allow - User can change the
allow setting for that particular
user by clicking on the
appropriate box against the
access rights
3. Deny - User select
the deny button to
change security for
that particular
user/group
4. Accept- User
select the accept
button to change
security for that
particular user
© 2012 IBM Corporation
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FileNet - Introduction
DMS will result in lots of saving at financial & operational level for Air
India Ltd.
Document management system is a major opportunity for Air India Limited to move towards a
paper less office where relevant information will be in digital format easily available to
authorized personnel
Lower costs while
overcoming
operational barriers
(Couriers & storing space
saving)
Strengthen
coordination
between Air India
departments &
employees
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Fast information
availability with
more
transparency
Better
document flow
control with
traceability
Increase
employees
productivity &
efficiency
Reduce paper
printing
Better access
and security for
confidential
information
Environmental
friendly
(Greener Working
Practices i.e. E-mail’s)
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FileNet - Introduction
Benefits of DMS Implementation
 Employees can use it as a centralized repository to store and also distribute important documents to
relevant persons
 Employees can access documents from anywhere in the world by logging in through valid user id and
password
 DMS provides various advanced security and version control features like, access control, multiple
version control, Audit trail of each document etc.
 DMS can be used to see document history like who has modified the document and when
 Automate capture of structured or unstructured documents
 Create rule based workflows to automate business processes
 Automate Notifications
 there will be so many time that user will be able to see that
 Automate approval, review and changes process
Go to IT Energy Efficiency Scenario
 Provide search
capability with advanced option that include meta data based search feathers
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Document Addition
Employee can log in to portal by typing URL– http://dms.airindia.in; It will take on this
screen with different links, where they can click on Document management system to
access AI DMS
1
3
2
4
5
7
6
9
8
10
11
12
1: URL for Air India
DMS Sysstem– Type
http://dms.airindia.in
6: Air India
website
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2: Air India Fileserver link –
To access circulars and public
domain information
7: Flight Safety
website
8: Click
portal link
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3: DMS link – to
access DMS system
9: QMS
Website
10: Corp.
Safety policy
link
4: Web Mail link To access Web mail
11: Corp.
Quality policy
link
5: Operations
website link
12: Corp.
Environment policy
link
© 2012 IBM Corporation
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Document Addition
Once user will click on document management system; They will come on this page
and type in user name and password to access AI DMS
1
2
3
4
1: DMS User id
2: DMS password
3: log in to DMS System
Type in user id
Type in the password
Click on it to log in to DMS
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4: Home Page
User can click here to go to
home page
© 2012 IBM Corporation
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Document Addition
User will select the folder and click on add document button in add a document in
to DMS system
2
1
1. Select Folder where document need to upload- User will
select the folder where they want to upload the document
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2. Add a document - to add a document from local
system
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Document Addition
Once user click on add document button, they have to locate the document on local
system
1
2
1. User will browse the document from local system
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2. User will click on next button
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Document Addition
Once user will fill the meta data for the document
1
2
3
1. User will fill in the meta data
related to the documents
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2. This button is for automatically moving document to
Fileserver, default setting for this button is False, So,
its user choice to make it true only if they want to
publish this document to all the public on Fileserver
3. User will add
button
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Password Change Request
User can change their password by coordinating with DIT team
 For any password change request please send a mail on the following E-mail id’s
dms.desk@airindia.in and g.rajendran@airindia.in
 DMS Help Desk Contact Information
– Email Id.: dms.desk@airindia.in
– Contact Number: 022- 26263154 Ext. 3154
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New Folder Creation
User can add new folder under parent folder
2
3
1
4
1. Open the relevant folder under
which new folder is needed – user
will select the folder under which user
want to create a new folder
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2. Select Add
Folder button –
user will click on add
folder button
3. New folder name –
user will type in the new
folder name
3. Add button – User will
click on the add button and
the new folder will added
© 2012 IBM Corporation
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Document Name change
If user want to change the document name; user will select that
document property
2
1
3
1. Open the relevant folder where
the document is located on DMS –
user will open the folder so that they
can see the documents
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2. Open document property – user
will select the document and right
click on document
3. View property – User will select the
property of the document
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Document Name change
User will on the document title and change the name of the document
1
2
3
1. Property – User can see the basic
property which show meta data
entered for the document
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2. User will type in
the new name of the
document
3. User will click on the ok button and the
name of document will be changed
© 2012 IBM Corporation
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Simple Search
User will use simple search if they want to search some document/ folder by the
using meta data search
1
4
5
2
3
6
1. Select
search
option
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2. Select
simple
search
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3. Select the
different
option to filter
search results
4: Type in the
meta data you
want to search
5: Select
document or
folder which
user want to
search
6: Click on
search
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Simple Search
User will use simple search if they want to search some document/ folder by the
using meta data search
1
5
4
2
3
6
1. Select
search
option
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2. Select
simple
search
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3. Select the
different
option to filter
search results
4: Type in the
meta data you
want to search
5: Select
document or
folder which
user want to
search
6: Click on
search
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Keyword Search
User will use keyword search to search documents where certain word is there
1
4
2
5
3
6
1. Select
search
option
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2. Select
keyword
search
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3. Select the
different
option to filter
search results
4: Type in the
word you want
to search
6: Click on
search
6: Different
search result
will be shown to
user
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Advances Search
User will use advances search to find out some word from a specific folder or
document type, They can even define certain folder under which this search
function will work
1
6
5
2
4
3
7
1. Select
search
button
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2. Select
Advance
search
option
3. Select the
different
document title
option to filter
search results
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4: Type in
the key word
you want to
search
5: Select
document or
folder which
user want to
search
6: Select
the folder
class where
user want
to search
7: Click on
search
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Advances Search
Advances search will allow user to search document inside a folder; Also, it allow
them to do content search for all the document containing certain word
1
6
5
2
4
3
7
8
1. Select
search
button
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2. Select
Advance
search
option
3. Select the
different
document title
option to filter
search results
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4: Type in
the key word
you want to
search
5: Select
document or
folder which
user want to
search
6: Select
the folder
class where
user want
to search
7: Click on
search
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Upload Hard copy/ E-mail
document on system
If a user want to upload hard copy document or E-mail in to DMS system, they can
open the below document where it has been explained in detail


Please Press ESC button on your system
User will double click on the below document where the details word document will open
where the detail information is given
Step 1. Press Esc Button
Step 2. User will double click on
the icon given next

Incase you are not able to open the document using the above mentioned method, please click on or
paste this link in your internet explorer address bar and press enter:
http://dms.airindia.in/dmshelp/FAQ%20Releted%20to%20DMS%20Errors/

User will double click on Hard Copy Documents & E-mail Uploading on DMS.doc to download on there
local system
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DMS Log IN
Employee can log in to portal by typing URL– http://dms.airindia.in; It will take on this
screen with different links, where they can click on DMS- Departmental Access to
access AI DMS
Portal Main Screen
1
2
3
5
4
7
6
9
8
10
11
12
1: URL for Air India
Fileserver – Type
http://dms.airindia.in
6: Air India
website
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2: Air India Fileserver link :DMS
Staff Access– To access circulars
and public domain information
7: Flight Safety
website
8: Click
portal link
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3: DMS link – to access
DMS system with
authenticated DMS id Only
9: QMS
Website
10: Corp.
Safety policy
link
4: Web Mail
link - To access
Web mail
11: Corp.
Quality policy
link
5: Operations
website link
12: Corp.
Environment policy
link
© 2012 IBM Corporation
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DMS Log IN
Once user will click on document management system; They will come on this page
and type in user name and password to access AI DMS
DMS log in Screen
1
2
3
4
1: DMS User id
2: DMS password
3: log in to DMS System
Type in user id
Type in the password
Click on it to log in to DMS
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4: Home Page
User can click here to go to
home page
© 2012 IBM Corporation
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DMS Log IN
As, User come on DMS, They have different options links to access documents and
links
Overview of different buttons available on DMS mail screen
5
4
1
1. Folder structure Information and documents
is structured in a meaningful
way which will be shown as
per access right of users
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2
3
2. Add a document
- to add a single
document (scanned
or soft copy) from
local system
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3. Drag and drop for
multiple documents Using this tool multiple
documents can be
uploaded simultaneously
4: Search option
- Different option
for normal and
advanced search
option
5: Help - User can
click here to go to
Helpdesk
© 2012 IBM Corporation
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DMS Log IN
As, User come on DMS, They have different options links to access documents and
links
Overview of different buttons available on DMS mail screen
4
1
3
2
1. Folder structure Information and documents
is structured in a meaningful
way which will be shown as
per access right of users
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2. Select document
to open – User can
select appropriate
folder
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3. Open the documentUser can click on the
document or right click on
the document to open and
view the document
4: Help - User can
click here to go to
Helpdesk
© 2012 IBM Corporation
Thank You !
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© 2012 IBM Corporation