copyright copyright © 2014 word-tech, inc. all rights...

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Copyright Copyright © 2014 Word-Tech, Inc. All rights reserved. U.S. Patent No. 8,365,080 and additional patents pending.

Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this

document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic,

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Notwithstanding the foregoing, the licensee of the software with which this document was provided may make a reasonable number of

copies of this document solely for internal use.

Trademarks Word-Tech, Inc., and DocMinder are either registered trademarks or trademarks of Word-Tech, Inc. and its affiliates in the United States

and/or other countries.

The names of actual companies and products mentioned herein may be trademarks or registered marks - in the United States and/or

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Unless otherwise noted, the example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and

events depicted herein are fictitious. No association with any real company, organization, product, domain name, e-mail address, logo,

person, place, or event is intended or should be inferred.

Intellectual property Word-Tech, Inc. may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject

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Limitation of liability The content of this document is furnished for informational use only, is subject to change without notice, and should not be construed

as a commitment by Word-Tech, Inc. Word-Tech, Inc. assumes no responsibility or liability for any errors or inaccuracies that may appear

in this manual. Neither Word-Tech, Inc. nor anyone else who has been involved in the creation, production or delivery of this

documentation shall be liable for any indirect, incidental, special, exemplary or consequential damages, including but not limited to any

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License agreement Use of this product is covered by a license agreement provided with the software product.

If you have any questions, please call Word-Tech, Inc. 913-722-3334 (in the US or Canada).

Publication Date August 2014

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HELP AND SUPPORT

For assistance and support please contact our support team:

[email protected]

Or contact your Word-Tech project manager directly.

mailto:[email protected]

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CONTENTS Starting DocMinder .................................................................................................................................................................................................................................. 5

Calendar Tab Overview ............................................................................................................................................................................................................................ 6

DocMinder Calendar Features ................................................................................................................................................................................................................. 7

Search and Filter ...................................................................................................................................................................................................................................... 8

Preview Overview .................................................................................................................................................................................................................................... 9

Preview Details....................................................................................................................................................................................................................................... 10

New DocMinder Overview ..................................................................................................................................................................................................................... 12

Creating a DocMinder ............................................................................................................................................................................................................................ 13

Recipient Email Notification ................................................................................................................................................................................................................... 14

Web-Complete Page .............................................................................................................................................................................................................................. 15

Web-Complete Page Details .................................................................................................................................................................................................................. 16

Reporting Overview ............................................................................................................................................................................................................................... 17

Reporting Details .................................................................................................................................................................................................................................... 18

Checklists ............................................................................................................................................................................................................................................... 19

Create a Checklist ................................................................................................................................................................................................................................... 20

Surveys ................................................................................................................................................................................................................................................... 21

Surveys cont. .......................................................................................................................................................................................................................................... 22

Surveys cont. .......................................................................................................................................................................................................................................... 23

Survey Reports ....................................................................................................................................................................................................................................... 24

Definitions and Terms ............................................................................................................................................................................................................................ 25

5

Starting DocMinder

When launching DocMinder you have the following options:

Right-click on a Document within Your Shared Windows Drive *all documents must come from a shared location*

Click START

ALL PROGRAMS

Select WORD-TECH folder

Click DocMinder

Right-click

OR

Double-click the DocMinder icon *If the DocMinder icon is not located – proceed with Step 2 above*

6

Calendar Tab Overview

1. File Menu 2. Reset 3. Workflow 4. Checklist 5. Survey

11. Scroll Arrows

10. Show Quarterly 9. Id and Due-Date

8. Scroll Bar

6. Calendar Template 13. Filter

12. Calendar View 12. Calendar View 12. Calendar View 7. This Month Link

7

DocMinder Calendar Features

1. File Menu: access the file menu to create DocMinders, templates, web-admin, options, and user preferences.

2. Reset: reset data within your calendar to reflect updates and/or changes. *Resets to default calendar template.

3. Workflow: button illuminates upon selecting a DocMinder that is part of a workflow. *Click to view the full workflow.

4. Checklist: button illuminates upon selecting a DocMinder that contains a checklist. *Click to view the checklist tasks.

5. Survey: button illuminates upon selecting a DocMinder that is part of a survey. *Click to view the survey results.

6. Calendar Template: click the drop-down to select a template. *Default template displays all DocMinders based on your user rights.

7. This Month: click to show present month.

8. Scroll Bar: scroll down on the week within your calendar to see all DocMinders.

9. Due-Date & DocMinder Id: displays current date as the due-date along with DocMinder ID.

10. Show Quarterly: click to enable the left-side quarterly menu (i.e., 3month calendar) or click to collapse.

11. Scroll Arrows: right and left arrows allow you to scroll through a month at a time in your calendar.

12. Calendar Views: click a button to see Month View, Weekly View or Daily View.

13. Filter: filter by individual, group, relationship, subject line, and much more.

Show Quarterly

________

________

________

________

________

8

Search and Filter

DocMinder Status: the current status of DocMinders to display.

Select Date-Range: the date range [starting] [ending] will display DocMinders that are within the selected date range.

Due-Date: display DocMinders by the assigned due-date.

Notification Date: display DocMinders by the assigned notification date.

Show Notifications select to show DocMinders and their notification dates.

Create/Save Calendar Template: create a template to display DocMinder tasks that must be tracked and reported regularly.

DocMinder Type: display DocMinders by their type (i.e., only display DocMinders that are part of a workflow).

OK Button: click to display your search results. Clear Button: click to clear your search results.

Filters: display DocMinders by one of the preset filters (i.e., Click [TO] filter and select an individual’s name from the list)

Period/Time Span: easily view DocMinders with a one-two click (i.e., display DocMinders coming due for the next [QUARTER]).

CALENDAR COLOR-CODES:

Calendar Templates DocMinder Type

Show Notifications Notification Date

DocMinder Status Filters

Select Date-Range

Due-Date

Period/Time

OK

Clear

Period/Time Span

Notification You’re assigned Complete You’re CC You’re a delegate View only

9

Preview Overview

1. Find DocMinders

18. Edit Owner/Recipients

4. Open Webpage

3. Edit

17. Copy DocMinder

14. Due-Date

8. Refresh

7. History

11. Recipients

6. Review Email

12. Reading Pane

11. Recipients 10. Recipients

13. Relationships

11. Subject

9. Another Edit

15. Color Status

16. Data Grid

2. Workflow Checklist Survey

5. Delete 1. Find DocMinders



19. Open Documents

7. History

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Preview Details

1. Find DocMinder(s): search for DocMinders by ID, subject line, comments, and much more.

2. Workflow – Checklist - Survey a. Workflow /Routing: drag-and-drop workflow for processes that require multiple individuals. b. Checklists/Tasks: create team checklists or for an individual – each task must be done to complete the DocMinder. c. Survey/Report: create surveys for your team and easily generate a survey report complete with responses, percentages, etc.

3. Edit: click edit to open and revise the selected DocMinder.

4. Open Web-Page: click to open and view the Web Complete Page (recipients view their assigned tasks to complete).

5. Delete: click delete to remove the selected DocMinder.

6. Review Email: click to view how the selected DocMinder displays to a recipient.

7. History: click to view changes, and edits to the selected DocMinder and see delivery history with the ability to resend.

8. Refresh: click to display new updates, or changes that have been made to the selected DocMinder.

9. Another Edit: Who doesn’t like extra edit buttons?! We love them so much we gave this product TWO.

10. Recipients a. TO: any individual on the TO line is responsible to complete the selected DocMinder. [*see permissions below] b. CC: any individual on the CC line may/may not be responsible to complete the selected DocMinder. [*see permissions below] c. BCC: any individual on the BCC line may/may not be responsible to complete the selected DocMinder. [*see permissions below]

11. Subject: DocMinder’s subject line is just like an email subject line.

12. Reading Pane: displays the message body the selected DocMinder in a read only pane.

13. Assigned Relationships: view assigned relationships of the selected DocMinder in a read only pane.

14. Due-Date: displays current due-date.

15. Color Status: identify tasks within your grid-view by color status.

16. Data Grid: easily displays all information about your DocMinder in a horizontal-scroll view.

17. Copy DocMinder: Click to copy the select DocMinder task – copying DocMinders makes an exact replica of the selected DocMinder.

18. Edit Owner/Recipient: click to remove, or add a recipient.

19. Open Document(s): click to open the attached documents.

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To Line TO Recipients receive DocMinder email notifications for assigned task(s); they have the ability to receive past-due notifications until the task is complete and can READ, COMPLETE, ADD COMMENTS And REJECT TASK(S).

Cc Line CC Recipients receive DocMinder email notifications for assigned task(s); they have the ability to receive past-due notifications until the task is completed and can ONLY READ AND ADD COMMENTS TASK(S).

Bcc Line BCC Recipients receive DocMinder email notifications to complete assigned task(s); they have the ability to receive past-due notifications until the task is completed and CAN ONLY READ THE ASSIGNED TASK(S).

WAITING PENDING COMPLETE CANCELLED REJECTED DRAFT

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New DocMinder Overview

File Menu

Clipboard

Subject

Cancel

TO

CC

BCC

Send

Font Paragraph

Add to Calendar

Send Past Due

Escalate Past Due

Group

Due-Date

Recurrences Notifications

Status

Decision Tree

Auto-Text

Relationships

Workflow

Surveys

Checklists

Attached Documents

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Creating a DocMinder

Click FILE NEW select NEW DOCMINDER

A new DocMinder window is opened.

1. Assign your recipient to the TO line.

Click the TO button or type their

email address.

2. Type a SUBJECT LINE.

3. Select a DUE-DATE

(ALWAYS CHECK YOUR DUE-DATE)

4. Drag-and-drop documents into the

area title ‘NO DATA TO DISPLAY’

(MUST BE FROM SHARED SOURCE)

5. Check/Un-Check your Calendar and

Past Due options:

a. Add to Calendar adds to

recipient’s email calendar.

b. Send Past Due – sends the

DocMinder every day until it is

complete.

c. Escalate Past-Due notifies you

“owner/creator” 1 day after it is

past due.

6. Type or paste in instructions for your

recipient to complete their task.

7. Click SEND

1

2

3

4

5 7

6

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Recipient Email Notification

DUE-DATE AND SUBJECT

TASK INSTRUCTIONS

WEB-COMPLETE PAGE LINK

RECIPIENT NAMES

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Web-Complete Page

REPLY–OWNER REPLY–ALL

ADD COMMENTS

SELECT STATUS SELECT STATUS SELECT STATUS

SEND ME COPY

WEB-CALENDAR

PRINT

VIEW DASHBOARD & CALENDAR

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Web-Complete Page Details

Print: click the print button to print out a copy of the DocMinder task.

Reply to Owner and Save: click reply to owner and save to send only the owner an update notice.

Reply To All And Save: click reply to all and save to send all recipients and owner an update notice.

Send Me A Copy: check the box to send an update notice to your email.

(If you are the Owner/Creator of this task and you add comments, you Must select to receive an email notice)

Web-Calendar: click web-calendar to see a version of your DocMinder calendar from the web.

Select Status: the status of your task.

Completed/Approved: you have completed/finished the task assignment.

Don’t Change Status: add comments for task updates (ex: waiting for approval) or attach files.

Rejected: the recipient has declined the task. Owner/Creator will receive a rejected notice.

Add Comments: type in your comments, select a status and click a reply button.

(Comments will show up at the bottom of the page after you click Reply to Owner or All.)

View Calendar & Dashboard: view a graphical dashboard that displays DocMinders in a pie charts and graphs.

STATUS SELECTION

ATTACH FILES

CHOOSE FILES

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Reporting Overview

DocMinder Operations Report Operations

Checklist Survey Workflow

Select Date Range

Customize Columns Create Report Template

Due-Date

PERIOD/

Report Type

DocMinder Type

Clear

Export

Display

Filters

Notification Date Period/ Time

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Reporting Details

Operations: one-click buttons to copy, delete, edit, edit owner/recipient(s), or view the recipient complete page.

Pop out Report: click pop out report to view your report in a separate window.

Hide Filters: click hide filters to view your report in a full view without the bottom portion of the reporting screen.

Workflow: button illuminates upon selecting a DocMinder that is part of a workflow. Click to view the workflow graphical interface.

Checklist: button illuminates upon selecting a DocMinder that contains a checklist. Click to view the checklist tasks.

Survey: button illuminates upon selecting a DocMinder that is part of a survey. Click to view the survey results.

Customize Columns: click on customize columns to add or remove additional reporting columns.

Create/Save Report Template: click and view report templates – create report templates easily and share with other DocMinder users.

Report Type: show DocMinders that are pending, completed, cancelled, rejected and/or waiting.

Filters: filter DocMinders by one or more selections. Click the ellipsis button to choose.

Display: displays your report with the filters and/or options you have selected.

Clear: clears your report display and returns a blank report screen.

Export: allows you to export the report data into MS-Excel, PDF, CSV or HTML formats.

Select Date Range: select a date-range to view DocMinders coming due within the selected date-range.

Due-Date and Notification Date Checkbox: check the box to view DocMinders by their due-date/notification-date within a selected date-range.

Period and Time Span: select Previous and Next option instead of a date-range.

DocMinder Type: select to view DocMinders that are only workflow, checklists, or survey.

…

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Checklists

Keep your team on the same page and save time on status meetings. Track multiple projects and performance in one location. Collaborate with

your team on managing tasks and sub-tasks with DocMinder checklists.

Done Checkbox Task Information

Recipient

OK

Assign Order

Cancel

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Create a Checklist

TYPE TASK INSTRUCTIONS HERE

CHECKLIST BUTTON

CLICK TO ASSIGN A RECIPIENT

Create a new DocMinder Checklist:




3. Assign NOTIFICATIONS

(MUST BE FROM SHARED SOURCE)

4. Check/Un-Check your Past Due options:

5. Click CHECKLISTS button from the ADDITIONAL menu.

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Surveys

Task Survey Management With DocMinder Enhances The Standard Survey Function By Automating Tasks That Involve Polling A Number Of

Recipients, Tracking Answers/Comments, And View A Survey Report With The Necessary Information.

Create a new DocMinder Survey:




3. Assign NOTIFICATIONS

4. (MUST BE FROM SHARED SOURCE)

5. Check/Un-Check your Past Due options:

6. Click SURVEY button from the ADDITIONAL menu.

SURVEY BUTTON

7. Select CREATE NEW SURVEY option.

8. Type the name of your in SURVEY NAME field.

9. Type in a question in the ENTER OPTION field.

10. Click the + button to add the first question.

11. Repeat step(s) 9 & 10 above.

12. Click SAVE.

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Surveys

Your survey will now be accessible by selecting EXISTING SURVEY option.

13. Select EXISTING SURVEY option.

14. Click the EXISTING SURVEY drop-down to choose your survey.

15. Click OK when complete.

16. Click SEND from your NEW/EDIT reminder screen.

17. Click OK when you receive the DocMinder Creation dialog box.

a. This dialog box is informing you that you have created

a survey task for two (2) DocMinders.

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Surveys

Recipients complete their SURVEY tasks from the web-complete page:

1. After receiving a SURVEY task email notification – recipients will

click the link within their email to complete their task.

2. Recipients will select their ANSWER option and/or will enter in any

supporting comments in the text-box.

3. Click ENTER.

After completing their survey task – recipients will receive a

DOCMINDER COMPLETE message from the web-complete page.

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Survey Reports

You may click on the “View Survey Report” link (located by clicking the Open Web-Page button page from DocMinder’s Preview tab) to view

number of responses, percentage (%) of responses YES/NO, recipients who have not answered as of yet, etc.

SORT ASCENDING/DESCENDING RESPONSE TYPE

% OF THOSE WHO

RESPONDED NUMBER OF

RESPONSES

RECIPIENTS

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Definitions and Terms

Auto-Text – preexisting text and/or phrases within DocMinder to save you time by avoiding typing commonly used text content.

Calendar Template – a frequent calendar view that saves filters, and/or search categories.

Cancelled – a DocMinder that has been voided and/or is invalid.

Checklist – a DocMinder that includes a list of tasks to complete “to do list”.

Color Status – each color represents a DocMinder’s status to provide a quick and easy way to identify tasks.

Completed – a DocMinder that has been completed and/or finished by the assigned recipient(s).

Copy – a copy within DocMinder refers to copying and/or producing a duplicate of a previously created DocMinder.

Creator – an individual who has the ability to create and assign DocMinder’s to other individual(s).

Date Range – a span and/or period of time you select to search for DocMinders, (i.e., Date A to Date B).

Delete – removal of a DocMinder from the system.

Draft – a DocMinder that has been composed and saved.

Due-Date – the date you require your DocMinder task to be completed.

Edit – the function to correct, revise, amend and/or change previously entered information.

Email Notification – a DocMinder email notice and/or announcement that is received by a recipient informing them of their task.

Escalate Past Due – a DocMinder that has not been completed by the due-date, and sent to another individual as a notification.

Filters – function to categorize, sort and/or separate your DocMinder information.

Individual DocMinders – one task created with many recipient(s) assigned, and sent out to each recipient one-by-one.

Notification Date – a date that has been selected to send recipient(s) an email notice about their assigned task.

Notification Pattern – a group of dates selected to send email notices to recipients before the due-date.

Owner – an individual who received email confirmation about task completion, comments added, etc.

Pending – a DocMinder that is approaching its due-date and/or a task that is expected to be completed.

Recipient – an individual that is assigned to a DocMinder task.

Recurrence Pattern – represents the pattern or frequency/cycle of repeating tasks.

Rejected – a DocMinder task that has been declined and/or refused by a recipient.

Relationships – also known as reporting tags, reporting fields and/or reporting column headers.

DocMinder – also known as a DocMinder, Task – the prompt and/or notice of a recipients assigned task.

DocMinder Status – a category and/or classification of DocMinders.

DocMinder Template - a frequent or repeated DocMinder task used to save time creating a new DocMinder.

Repeating Notifications – a notice of due-date repeated on a regular basis. (i.e., Every Monday, Every 3rd Friday, etc.)

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Reply To All – an email notice of completion and/or status change is sent to ALL INDIVIDUALS ON THE TO LINE.

Reply To Owner – an email notice of completion and/or status change is sent to the OWNER of the DocMinder only.

Report Template - a frequent and repeated report created that will retain filters, and/or search categories.

Send Past-Due – sends a PAST-DUE email notice to all recipient(s) on the TO line of a task every day until the task is complete.

Survey – a task sent out to many recipient(s) as INDIVIDUAL DOCMINDERS to inquire and/or provide analysis.

Tabs – the separate portions of DocMinder are broken up by TABS, (i.e., PREVIEW TAB, CALENDAR TAB, and REPORTING TAB).

Waiting – a task that is part of a workflow sequence – the task will remain in waiting until the previous task in the workflow is complete.

Web-Complete Page – a secure web-page, your recipients are directed to complete their assigned DocMinder tasks.

Workflow – a sequence of connected tasks assigned and carried from one person/group to the next until complete.

Workflow Template – a frequent or repeated sequence of connected tasks used that saves time designing workflows from scratch.