Transcript Document

City and County of San Francisco User Reference
Web Presentment Services
Welcome! The Anacomp web presentation, retrieval and archive service indexes, stores, and manages large numbers of documents,
allowing users to search, retrieve, and display them upon request. With the proper access privileges, you can locate and view your Alva
reports and selected payroll documents online via your City Intranet connection.
Table of Contents
1 Pre-requisites
2 Accessing Web Reports
3 The Web Login Page
4 Selecting a Document Type
5 Search Fields
6 - 7 Entering Search Values
8 Hitlist export into Excel
9 Viewing Report Pages
10 - 15 Printing, Saving, Export to Excel
16 - 17 Saving Searches
18 Using the Find Function
PG
Pre-requisites
Before you begin, you will need the following:
• Computer connected to the City Intranet
• Web browser with JavaScript enabled: Netscape Navigator v4.5 or later or
Microsoft Internet Explorer v4.0 or later
• PDF viewer v5.0 or later, such as Adobe's Web browser plug-in, Acrobat
Reader, Acrobat Exchange, or Acrobat Business Tools
Note—For Adobe product downloads, go to:
http://www.adobe.com/support/downloads/main.html
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Accessing Web Reports via the
Intranet
To begin, open your web browser and go to the Office of
the Controller’s intranet page at:
http://www.sfgov.org/wcm_controller/ControllersPolicie
s/index.html#PPSD
Single-click on the Reports on Web Login link under the
Payroll and Personnel sub-heading.
Click here to
login to Web
Reports
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The Web Login Page
Enter your assigned User ID and Password. If
you encounter problems logging in, contact
DTIS Security at 554-4040.
Enter your
assigned User ID
and Password
Help Guides, Training class materials and the
Electronic Document Retrieval System
Access Form are available via a hyperlink.
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Click Help
to open
WebHelp
Click a
report to
select
Selecting a Document Type
Alva and print reports are displayed in alphanumeric order under the “Choose document type” heading.
Use your mouse to drag the scroll bar, or to press the scroll buttons, to locate the desired report, then highlight the document type you
wish to view.
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Helpful hints
The not empty
operator will retrieve
all available data.
Search Fields
After you select a report, the system displays the search fields available to the user. Each search field is usually followed by a dropdown operator list. The default operator for PPE Date and Last Name index fields is not empty.
Helpful hints may appear after each text box to assist you in entering data in the correct format. You must enter a value for at least
one search field in order to view the report.
Remember! Employee Number and Social Security Number are no longer search fields as they are now masked.
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Entering Search Values
When you select empty or not empty as an operator,
the text boxes are not displayed. If you select an
operator (such as is) that requires a value but leave
the text box empty, you will be prompted to fill in the
field.
Enter additional
search values
Hint: View each search request as a short sentence.
When searching for John Smith for Pay Period End
12/31/2004, you would set up your search fields as:
PPE Date is 12/31/04
Last Name is Smith
In this search, is is
acceptable since Last
Name is set to not
empty.
Current period lists
the last 12 months.
.
The ”And condition” enables you to enter additional
search values for the corresponding search field.
There is no limit to the number of conditions that can
be entered for a search field. To add a new search
value, simply click on the “Add condition” button.
At the right side of the screen are three search mode
choices:
1. First Hit - Finds and displays only the first hit
that matches your search.
2. Current Period - Finds and displays all hits that
match your search for the current period. This is your
default and current period is set for one year.
3. All – Finds and displays all hits that match your
search within the last 7 years.
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Click on Help
to learn more
about search
operators
Entering Search Values cont’d
With the “starts with”, “ends with”, “contains”,
and “does not contain” operators, you can enter
wildcard characters in your search value when
you do not know the exact value or if you want to
group your results.
The % (percent sign) is the wildcard character
used to indicate zero or more characters
The _ (underscore) is the wildcard character
used to indicates a single character
The \ (backslash) negates any special meaning
of the following character (which is typically '%',
'_' or another '\').
The % (percent sign)
is a good choice in
many cases.
For example, \% causes the system to read the
% as a percent sign, not as a wildcard.
Refer to Help for more information on Operators
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Hitlist Export into Excel
Click on the “Export all rows” and a
window will pop up with Save or Open
options.
Selecting Open will display the document hitlist
entries in an Excel spreadsheet.
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Click on
01/14/2005 link to
view the report
page
Click on New
Search to return to
the Search page
Click on Show 101
to 164 link to view
more hit list entries
Viewing Report Pages
• To view a report page from the list, click the PPE Date link to the left of the search field. The page will open in a separate window.
• To view another page of hit list results from a partial list, click the Show 101 to 200 link at the bottom of the page. Once you are on the
second page in the list, you can move using the Show 1 to 100 and Show 201 to 300 links at the bottom of the lists. Your setting is 100
entries per page, a maximum of 1000 entries per query.
• To perform a new search, click the New Search link at the bottom of the page which will take you back to the query screen.
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Click the Show
Printer Friendly
icon
Printing
, Saving
, Export to Excel
Documents
To print document(s) click on the Printer Friendly icon. A window will pop up with page number selections: All, Current
page, and Pages. You can only print/save/export 1000 pages at a time.
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Printing, Saving, Export to Excel
Documents (con’t)
Click to view report pages. Adobe
Acrobat Reader opens automatically.
Click
to print
Snapshot Tool for
selective printing
After you have selected your page numbers, click OK. A new
window will pop up displaying a link to the report. Click on the
link. Adobe Acrobat Reader will automatically open to display the
pages you have selected. You can either click Save a Copy to save
the pages to your network drive or Print to print the pages.
Click
to save
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Click on Save
Click the
Download Text
icon
Printing, Saving, Export to Excel Documents (con’t)
Saving pages as text has the same procedure as Printing, Please choose the Save option. The Open option
does not work at this time.
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Type a new file
name (do not use
the default)
Click on Save
This should display
Text Document.
Printing, Saving, Export to Excel Documents (con’t)
Enter a file name to save the pages in the download dialog and press Save. The page will be save in a text
format.
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Click the Export to
XLS icon
Printing, Saving, Export to Excel Documents (con’t)
Saving pages to Excel requires a two-step process since the Microsoft Excel application is not automatically
opened by this request.
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Click this empty
cell to select the
“spreadsheet”
Printing, Saving, Export to Excel Documents (con’t)
The “spreadsheet” displayed cannot be saved or printed. To copy into Excel, first click on the upper-left cell
to select the spreadsheet contents. Use the shortcut Cntl-C to then copy the spreadsheet contents. Finally,
open Microsoft Excel and paste the contents into an empty spreadsheet.
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Enter your
search values
Type a name for
your saved search
and click Save
Saving Searches
You can save your search values for future queries. Up to ten (10) queries per user id can be saved.
To save a search:
1. Create the search you want to save by selecting the document type and entering the appropriate search values
2. Type a name in the text box under Saved Searches. The saved query name can have up to twenty (20) characters and can contain
letters and numbers. Spaces and special characters are invalid.
3. Click the Save link to the right of the box. Your saved search appears in the pull-down menu for future queries
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Access Saved Searches
by clicking on the menu
Saving Searches
To load a previously saved search, either:
1. Select a saved search from the pull-down menu or.
2. Click the Reload button. Your preset search criteria appear.
To update a previously saved search:
1. Load a previously saved search by following the steps above.
2. Change any values in the group, document type, search fields, and/or search mode.
3. Click the Update button. The search criteria in the chosen search are updated for future queries.
To Delete a saved search:
1. Load a previously saved search by following the steps above.
2. Click the Delete button. The chosen search disappears from the saved search pull-down menu.
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Matches are
highlighted in
orange
Hint: Your position
in the report will
determine if you
select Find Prior or
Find Next
Enter search
value
Find link
Using the Find Function
• Click on the Expand Find button
The Find button box appears.
• Enter the word(s) to search for in the Find edit box. Optionally, select Match case or Match whole word options.
• Press the button to Find Previous
in the document or the button to Find Next
in the document.
The viewer highlights the first occurrences of the word(s) in a different color than the other items.
To clear the highlighted items, press the
button.
To close the find button bar, press the
button.
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