INVU - Document Management System

Learn about INVU, our document management portal.

Introduction to INVU

Launching the applicaiton

INVU is our electronic document management system.  It is the system that holds all of our client documents, reports and reference information.

You should use INVU to retrieve and store client documents and information.

Launch INVU from the applications menu.

If you get asked to put in your user credentials then your username is your first initial followed by your surname, for example: Andrew Smith's username is ASmith.

Add "PPM\" to the start of your username, for example: ppm\ASmith

Your password is your network password.

Viewing documents

There are two main parts to the INVU application.

INTRAY - this is where documents are temporarily stored in your own personal document area before they are permanently filed in the document store.

EXPLORE - this is where documents are permanently stored and filed.

We will start by looking at the EXPLORE option.

Explore

We store data into two main data groups or sets:

  1. Member Information - these are all of the individual files for each one of our scheme members.  You should avoid opening the folder in explore mode as it will return many thousands of documents.
     
  2. Scheme Information - this is where annual documents or scheme event type process documents are stored.  This covers things like treasury, renewals, payroll and accounts documents.  Under scheme information there are more document groupings or subsets.
    1. Scheme years (06-07 / 07-08) - annual type event information is stored here against the relevant year.
    2. Scheme control - this folder contains all of the key reference information for a scheme such as it's Rules, booklets, guides and other important reference documents.

Open document

To open a document double click it.

By default all documents open in READ ONLY mode.

This opens your document to view and print in a new window.

By right clicking on a document, you can also complete other actions, such as:

  • sending it by email;
  • downloading a local copy; or 
  • checking the document out (this puts it in edit mode).

Edit a document

By default, all documents in INVU open READY ONLY.  This means that you can only view the document and you cannot make any changes to it.

To edit a document anywhere within INVU you need to check it out.

Find the document you want to edit and right click on it.  From the menu item select EDIT.

You can then start working on your document as you would in any other application.  

When you have finished editing your document you need to check it back into the INVU document store.  Do this by closing the application using the CLOSE button.  You can save as normal if you are working on the document as you go along.

Documents that are checked out will show as red documents.  To check them back in right click on the document and select 'Check in'.

You will be checking the document back in as a new draft so add a note saying what you have updated.

A new version of your document will then appear, this will be shown as version 2.

The next time you search for this document you will only see the latest version.  If you need to see old versions of a document for any reason then you can do this by right clicking and selecting 'show all versions'. 

Adding documents to INVU

There are two ways you can add documents to INVU.  

  1. Add documents to your INTRAY - these will not be publically shared and will be held in your intray until you add them to the main document store.
  2. File and Save - this adds documents directly into the main document store.  These will be shared and available publically to all users.

If you are writing a document within an application then you can add it into INVU by using the ADD IN toolbar.

In most cases you should use 'File and Save' to add documents.

The file and save application will load.

You will need to start by selecting which folder the document needs to be added to.

Add in the other indexing information based on the file type.

Your document will now be fully saved within the document library.

Dragging documents from your desktop

You can drag documents from your desktop directly into your INVU intray.

To do this go to your intray and then drag the document off your desktop into the intray section of INVU.

Remember, the document will not be filed into the document store yet.  You will need to find it in your intray and then start the File and Save procedure.

Searching for documents

You can also search for documents 

There are two types of search available:

  1. Metadata; and
  2. Content.

Metadata uses all of the standard indexing information such as document name, NI number, member surname etc. to find a document.  This metadata is entered when a document is uploaded to the document store.  This is the quickest and most common type of search.

Content searches withing the documents for the string you have entered.  This is a far more complex and lengthy search and should be used with caution.

You can use connecting statements within your search such as AND / OR.  For example if you want to search for a person's forename and surname then you would do this by writing "Andrew AND Smith" in the search box.

Documents

  • Documents open by default in edit mode
  • Documents in your intray can be viewed by everyone
  • You can add documents to INVU through the add ins menu on your applications
  • Documents in INVU are not version tracked
  • You can drag documents directly from desktop into INVU
  • I should store documents locally until they are ready to go into INVU
  • All client documents should be added to INVU
  • INVU stores both member and scheme information
  • Only documents in the file store can be viewed by all users

Which of these is the quickest search method

  • Metadata
  • Content