Banner Document Management 用户手册说明书

Banner Document Management
(BDM)
User Guide
Contents
1. Approvals and Amendments (3)
2. Background (3)
3. How to Login (3)
4. How to add a document (4)
a) Login to add a document (4)
b) Import a document (5)
c) Index a document (6)
5. How to retrieve a document (7)
a) Login to retrieve a document (7)
b) Open a document (8)
6. Other Document Options (8)
a) Searching a document (8)
b) Indexing (8)
c) Email a Document (9)
d) Exporting documents (10)
e) Printing Documents (10)
7. Running a query (11)
1.Approvals and Amendments
2.Background
This user guide will show you how to use the new Banner Document Management (BDM) System for storing and viewing documents.
BDM Solution operates as a database for storing admissions and student related documents.
The documents will be saved to different Applications depending on at what stage of the process it is uploaded:
o All Admissions documents will be added to B-S-ADMN Application
o All Student Records documents will be added to B-S-ID Application
Access to the Applications will be dependent on your role. If you have access both Application you can switch between them. To switch between then, just click on the name of the application you want to open.
3.How to Login
BDM for Users can only be accessed from within the Banner system using the single sign-on function.
First, ensure you are logged in to Banner.
For access to Banner, go to https://.
Once you have opened this page, you will see a tile for Student Record Management.
Click on the tile and login in via single sign on.
Sign is as normal with your Imperial username and password.
This will take you to the Homepage.
Navigate to the Student Enquiry form for the student for the Student you need to retrieve documents for:
Click on RETRIEVE to access relevant documents for the student.
This will open the BDM software called ApplicationXtender.
4.How to add a document
a)Login to add a document
There are two ways to login to BDM to add a document to the system:
1.From within Banner, click on the Add button in the top right of the page.
2.From within Banner, click on Tools and then Add Documents. The only option that will be
available to you is to Import a file.
All the above methods will open the ApplicationXtender view.
Once in the ApplicationXtender view, if you have logged in from a Banner page which had the CID populated you will see this in the ID field on the right-hand side.
b)Import a document
To add a page or a document, click on the + sign under Page on the top left-hand side.
Browse to find the file you want to upload and click on Upload.
Please note that documents can currently only be imported. The scanning functionality has not been activated.
Once the document has been uploaded, it will be visible on the screen if it has been uploaded as a PDF.
Please note that if a file is uploaded as a PDF this will be visible directly onscreen. Word documents would need to be downloaded to open. To save a file to PDF, click on Save As in the document and change the format to PDF.
If you upload a document that has more than one page, you will be able to see the number of Pages on the header
c)Index a document
To save the document to BDM, you need to index it first.
To do this, complete the information on the right-hand side of the page.
Firstly, ensure that the ID is completed with the CID number.
Once this is populated, the system will automatically complete the PIDM (unique user number), Last Name, First Name and Date of birth for you.
You will need to select the Document Type and Document Category from the drop-down lists.
Leave the Term Code, VPDI_CODE and Disposition Date blank.
Add in a Description which must be unique if you are adding multiple documents to same CID and Document Type. For example, if you are adding multiple Student Correspondence documents for the same student, ensure the Description field text is different in each instance. If you try to save the document with the same CID, Document Type and Description you will get this error:
The Activity Date will timestamp the Index with the time and date automatically.
5.How to retrieve a document
a)Login to retrieve a document
There are two ways to login to BDM to retrieve a document from the system:
From within Banner, click on the Retrieve button in the top right of the page.
From within Banner, click on Tools and then Retrieve Documents.
All the above methods will open the ApplicationXtender view in the Query Results page.
If you logged in from a Banner page which had the CID populated, you will see all the documents you have access to relating to this student in the resulting Query Results page.
Tick the relevant document and a menu will appear:
Click on Open to open the document.
Alternatively, you can double click on the document from the Query Results page to Open it.
6.Other Document Options
a)Searching a document
To search the text for a specific word or sentence, please use the Text Search field at the top of the page on
the right-hand side. This should work for PDF documents as well.
b)Indexing
If you need to amend the Index of a document to change information such as document type, comments or
description, click on the Modify button below the Index.
Make the required changes and click on Save.
c)Email a Document
You can email a link to a document by clicking on the Email button from within the document.
The Mail Document screen will appear. Complete it with the Subject and the message you want to send.
You can then choose how to send the document. If you send as a Hyperlink the recipient will receive a link to
the document. If you chose use PDF format, it will email a PDF to them.
Once you have completed the Mail Document screen, click on the email button.
The system will ask you to open the .msg item.
Click on Open.
This will Open an email in Outlook.
Add in the recipient’s email and any further comments.
Send as usual.
d)Exporting documents
To export a document, click on the Export document button from within the document itself.
Choose which pages to export or choose All Pages.
Tick the Use PDF Format box.
You will get a message saying to do you want to open or Save the document.
Click on Save As and save down as required. Please ensure you are adhering to GDPR regulations in terms of where you save to.
e)Printing Documents
To print a document, click on the Print document button from within the document itself.
Choose the pages to print and click on Print.
This will open the document in a separate browser tab.
Hover over the bottom of the document until the Print button appears.
Click on Print and Print as normal.
11 © Imperial College London 2019
7.
Running a query
To perform a Search from scratch, navigate to the database that you require by clicking on the name of it
from the Homepage.
The following screen will appear.
Click on the relevant button in this instance the New Query button.
The Search Fields will come up.
Add the relevant information such as CID or Document Type and click on Run.
If no documents are returned, ensure that you are in the correct Database. For example, to retrieve a
document from the Admissions process you will need to ensure you are in the B-S-ADMIN database.。