ICT Division
Document Tracking System 2015
| Phone (083) 302.4537
Document Tracking System 2015
EVOLUTION OF THE DOCUMENT TRACKING SYSTEM In 1998, an electronic tracking of correspondence from stakeholders of the city hall and its constituents was developed by Percival Pasuelo under the City Mayor’s Office. In that period the default operating system was running in Windows 98. Together with its accompanying technology, the Document Tracking was developed using MS Visual Basic ver. 4 using MSAccess97 as database backend. The developed system was implemented only within and among the users of the City Mayor’s Office with the objectives to document, receive, assess, delegate, and finally provide a plan and solution for a “24Hour Action Taken”. It was used efficiently.
How to Change Password of User Account 1. Click the System module and select Change User Password from the list. See snapshot of the Change User Password page.
In 2002, Leonard Pe from the City Mayor’s Office, revised the same monitoring system and named it “DocuTrac 2.0”. Additional features were implemented, including being able to function with several users at a time via a local area network. It also was able to run under the newer operating system platforms that became a standard at that time. By 2010, DocuTrac version 2.1 was enhanced with the database structure re-designed and upgraded to fit in the demand of the City Mayor’s Office as the volume of documents being processed have doubled to around 28,000 documents yearly. Between 1998 and 2013, there were also other forms of document tracking systems developed by the in-house programmers from different offices like CPDO, CAsso and HRMDO, practically to monitor the incoming and outgoing documents of their respective offices.
2. Enter data on the following fields: Enter old password for verification, Type a new password, Type the new password again to confirm
By 2013, with the mandate creating the ICTD or the Information and Communications Technology Division under the City Mayor’s Office, another version was developed to address the needs of the new administration. The processes are almost similar to the basic concept of tracking the documents within the organization.
3. Click the password. 4. Click the
button to automatically change the
button to terminate transaction.
In 2014 and beyond, as technology evolves continuously through the introduction of new multimedia applications accessible across multiple platforms, changes are be expected always.
Conformed by:
Prepared by:
Reviewed and Checked by
Noted by:
Anna Lou B. Buyco Computer Programmer I, CMO - ICTD
Leonard T. Pe IT Officer I, CMO - ICTD
Edgardo R. Sandig M.D. MHA Percival D. Pasuelo Division Head, CMO - ICTD CGDH II/ City Health Officer
Document Tracking System 2015
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Document Tracking System 2015
How to Delete User Account ================================================== 1. Click the System module and select User Logins from the list. See snapshot of the User Logins page.
Incoming Documents ==================================================
The Document Tracking System Splash Screen
2. Select data on the list to be deleted. This will highlight the record selected. 3. Click the
button. This will prompt a confirmation window.
How to Log-In to the System
a. Click Yes button to confirm deletion of selected record b. Click No button to cancel the transaction 1. Click and input in the field your registered or preferred username upon registration. 2. Input correct in the field.
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3. Click button to access the LG-DTS OR Click the ENTER key to access the LG-DTS 2| P a g e
Document Tracking System 2015
Document Tracking System 2015
How to Edit User Account The Main Menu 1. Click the System module and select User Logins from the list. See snapshot of the User Logins page.
2. Click the
button to enable editing.
3. Select a record. This will highlight the record selected.
This screen has the following menu and sub-menus:
4. Enter data to update on the following fields: Full Name, User Name, Password, Position
Documents Document Control Action Taken Look Up Table System About System Auto Numbering System Preferences User Logins Change User Password Messenger Logout USer Exit/Shutdown Logout
5. Click and select to mark the checkbox for
or
6. Click button to update entered data. This will prompt a confirmation window as shown below.
a. Click the Yes button to update the record selected b. Click the No button to cancel editing of transaction 32 | Page 3|P a g e
Document Tracking System 2015
Document Tracking System 2015
How to Add New User Account
How to access Incoming Documents menu
1. Click the System module and select User Logins from the list. See snapshot of the User Logins page.
2. Click the be entered.
1. From the main menu, click Documents menu then select Document Control from the list. Display page as shown below.
button to enable fields to capture new data to
3. Enter data on the following fields: Full Name, User Name, Password, Position 4. Click and select to mark the checkbox for
or
Display the Document Control page.
5. Click button to save new entered data. This will prompt a confirmation window as shown below.
a. Click the Yes button to add new user account b. Click the No button to cancel the transaction 4|P a g e
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Document Tracking System 2015
Document Tracking System 2015
How to Add new incoming or outgoing Communication 1. Click the
How to Delete Transaction Type on the Category Type
button to enable fields and to accept data
entry. Note: Automatically generates Tracking No. of the document to be entered 2. Click the Document Class, Document Type and Proponent fields and hit the down arrow key to display list of data. Select and double click the data to display. 3. Enter brief description in the Content Summary field if necessary. 4. Click the Forward To field and hit the down arrow key to display list of data. Select name from the list to display.
1. Click to select Transaction Type from the radio button of the Category Type from the option provided. 2. Select data on the list to be deleted. This will highlight the record selected. 3. Click the
button. This will prompt a confirmation window.
5. Click button to save entered data. This will prompt a confirmation window as shown below.
a. Click Yes button to confirm deletion of selected record b. Click No button to cancel the transaction a. Click the YES button to confirm saving of the documents. Note: Automatically display saved record in the gridlist. b. Click the No button to cancel or terminate the transaction.
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Document Tracking System 2015
Document Tracking System 2015
How to Edit Transaction Type on the Category Type
How to Edit a Record
1. Click to select Transaction Type from the radio button of the Category Type from the option provided. 2. Select data on the list to be updated. This will highlight the record selected.
3. Click the
button to enable editing.
4. Edit the record selected 5. Click button to save new entered data. This will prompt a confirmation window as shown below.
a. Click the Yes button to update the record selected b. Click the No button to cancel editing of transaction
1. Click the button to display list of records. Select to highlight record to edit. 2. Click the button to enable fields. 3. Click the Document Class, Document Type and Proponent fields and hit the down arrow key to display list of data. Select and double click the data to change. 4. Edit brief description in the Content Summary field if necessary. 5. Click the Forward To field and hit the down arrow key to display list of data. Select name from the list to display. 6. Click button to save edited data. This will prompt a confirmation window as shown below.
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a. Click the Yes button to update the record selected b. Click the No button to cancel editing of transaction
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Document Tracking System 2015
Document Tracking System 2015
How to Add Transaction Type on the Category Type
How to Search a Record
1. Click the button to display list of records. Display the Find/Filter window as shown below.
1. Click to select Transaction Type from the radio button of the Category Type from the option provided.
2. Click the button to enable the field where to input new Transaction Type. 3. Enter the new transaction Type on the field provided. 4. Click the button to save entered data. This will prompt a confirmation window as shown below.
2. Click and select record search from the dropbox: Look in and Condition 3. Enter specific record to be filtered on the Find What textbox.
a. Click the Yes button to confirm adding the Transaction
4. Select from the radio button the condition to search: N/A, AND, OR
b. Click the No button to cancel the entered record.
Type entered.
5. Select to display record from list on the following dropboxes to sort. 6. Click the on the gridlist.
button. This will display searched record
7. Click the
button to close the window.
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Document Tracking System 2015
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Document Tracking System 2015
How to Delete Folder Name on the Category Type
How to Print a Tracer Slip
1. Click to select Folder Name from the radio button of the Category Type from the option provided. 2. Select data on the list to be deleted. This will highlight the record selected. 3. Click the
1. Select a record from the display list then click the button. 2. Open the selected record on the excel file to be printed as shown below.
button. This will prompt a confirmation window.
3. Click the window.
button to confirm printing. This will prompt a
c. Click Yes button to confirm deletion of selected record d. Click No button to cancel the transaction
4. Set the format of the document to be printed. 5. Click OK button to continue printing of the document. 27 P a g e
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Document Tracking System 2015
Document Tracking System 2015
How to forward document/s
How to Edit Folder Name on the Category Type
1. Click the Documents module page. See snapshot for reference.
1. Click to select Folder Name from the radio button of the Category Type from the option provided. 2. Select data on the list to be updated. This will highlight the record selected.
3. Click the
2. Select Action Taken from the sub-menu list. 3. Display the Action Taken page as shown below.
button to enable editing.
4. Edit the record selected 5. Click button to save new entered data. This will prompt a confirmation window as shown below.
4. Click the button to display list of received documents. 5. Select documents to forward. See snapshot for reference.
a. Click the Yes button to update the record selected b. Click the No button to cancel editing of transaction
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Document Tracking System 2015
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Document Tracking System 2015
How to Add Folder Name on the Category Type 1. Click to select Folder Name from the radio button of the Category Type from the option provided.
2. Click the button to enable the field where to input new Document Type. 3. Enter the new Folder Name on the field provided. 4. Click the button to save entered data. This will prompt a confirmation window as shown below.
6. Click the
7. Click the
tab.
button to enable fields.
8. Click the arrow down key to display list of names to forward. 9. Enter description or report on the Action Taken textbox field provided. 10. Click button to save entered data. This will prompt a confirmation window as shown below.
a. Click the Yes button to confirm adding the Folder Name entered b. Click the No button to cancel the entered record.
c. Click the Yes button to update the record selected d. Click the No button to cancel editing of transaction
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Document Tracking System 2015
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Document Tracking System 2015
How to Search Outgoing Documents/Communication
How to Delete Document Type on the Category Type 1. Click the button to display list of records. Display the Find/Filter window as shown below.
1. Click to select Document Type from the radio button of the Category Type from the option provided. 2. Select data on the list to be deleted. This will highlight the record selected. 3. Click the
button. This will prompt a confirmation window.
2. Click and select record search from the dropbox: Look in and Condition 3. Enter specific record to be filtered on the Find What textbox. 4. Select from the radio button the condition to search: N/A, AND, OR 5. Select to display record from list on the following dropboxes to sort. 6. Click the on the gridlist.
button. This will display searched record
7. Click the
button to close the window.
a. Click Yes button to confirm deletion of selected record b. Click No button to cancel the transaction
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Document Tracking System 2015
Document Tracking System 2015
8.
Click and Select Pending Documents (Outgoing as shown below .
How to Edit Document Type on the Category Type 1. Click to select Document Type from the radio button of the Category Type from the option provided. 2. Select data on the list to be updated. This will highlight the record selected.
3. Click the
button to enable editing.
4. Edit the record selected
a. Display list of Pending Documents (Outgoing)
5. Click button to save new entered data. This will prompt a confirmation window as shown below.
a. Click the Yes button to update the record selected b. Click the No button to cancel editing of transaction
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Document Tracking System 2015
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Document Tracking System 2015
How to Search Incoming Documents/Communication
How to Add Document Type on the Category Type
1. Click the button to display list of records. Display the Find/Filter window as shown below.
1. Click to select Document Type from the radio button of the Category Type from the option provided.
2. Click the button to enable the field where to input new Document Type. 3. Enter the new Document Type name. 4. Click the button to save entered data. This will prompt a confirmation window as shown below.
2. Click and select record search from the dropbox: Look in and Condition 3. Enter specific record to be filtered on the Find What textbox. 4. Select from the radio button the condition to search: N/A, AND, OR
a. Click the Yes button to confirm adding the Document Type name entered b. Click the No button to cancel the entered record.
5. Select to display record from list on the following dropboxes to sort. 6. Click the the gridlist.
button. This will display searched record on
7. Click the
button to close the window.
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Document Tracking System 2015
Document Tracking System 2015
8.
How to Delete Staff on the Category Type
Click and Select Pending Documents (Incoming) as shown below .
1. Click to select Staff from the radio button of the Category Type from the option provided. 2. Select data on the list to be deleted. This will highlight the record selected. 3. Click the
button. This will prompt a confirmation window.
a. Display list of Pending Documents (incoming)
a. Click Yes button to confirm deletion of selected record b. Click No button to cancel the transaction
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Document Tracking System 2015
Document Tracking System 2015
How to Print Outgoing Documents Pending / For Follow-Up
1. Click the to display list of communication to be printed. 2. Select Outgoing Documents Pending /For Follow-up from the list. Note: This will automatically display on the Microsoft excel format.
How to Edit Staff on the Category Type 1. Click to select Staff from the radio button of the Category Type from the option provided. 2. Select data on the list to be updated. This will highlight the record selected.
3. Click the
button to enable editing.
4. Edit the record selected 5. Click button to save new entered data. This will prompt a confirmation window as shown below. 3. Click the to proceed printing of outgoing communication. This will prompt a window.
c. Click the Yes button to update the record selected d. Click the No button to cancel editing of transaction
4. Set the format of the document to be printed. 5. Click OK button to continue printing of the document. 20 | P a g e
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Document Tracking System 2015
Document Tracking System 2015
How to Print Incoming Documents Pending / For Follow-Up How to Add Staff on the Category Type 1. Click Look Up Table sub menu from the list.
1. Click the to display list of communication to be printed. 2. Select Incoming Documents Pending /For Follow-up from the list. Note: This will automatically display on the Microsoft excel format.
Display the Look Up Table page as shown below.
3. Click the to proceed printing of outgoing communication. This will prompt a window. 2. Click and select a radio button for Staff from the selection. 3. Click the button to enable the field where to input new Staff Name. 3. Enter the new Staff name on the field provided. 4. Click the button to save entered data. This will prompt a confirmation window as shown below. 4. Set the format of the document to be printed. 5. Click OK button to continue printing of the document. 16 | P a g e 19 | P a g e
Document Tracking System 2015
Document Tracking System 2015
How to Print Communication by Date
How to Set Status of Document / Communication as Done
4. Click the to display list of communication to be printed. 5. Select Transaction by Date from the list. Note: This will automatically display on the Microsoft excel format.
1. Select and click a record from the list. 2. Click the to display list of transaction status. 3. Select to set status of Done and for filing. This will prompt a window for confirmation.
4. Click the YES button to set communication status 5. Click the NO button to cancel or terminate transaction 6. Click the to proceed printing of outgoing communication. This will prompt a window.
How to Set Status of Document / Communication as Pending /For Follow-up 1. Select and click a record from the list. 2. Click the to display list of transaction status. 3. Select to set status Pending / for follow-up. This will prompt a window for confirmation.
7. Set the format of the document to be printed. 8. Click OK button to continue printing of the document.
6. Click the YES button to set communication status 7. Click the NO button to cancel or terminate transaction
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Document Tracking System 2015
Document Tracking System 2015