Storeroom Functions

Print/Preview

Use this function button to preview any individual report in the storeroom repository or archive.

You can use this feature on only one report at a time. If you select more than one document, the system displays a pop-up message to remind you that you cannot select more than one.

1. Select the appropriate report sub-tab.
2. Highlight the report you want to see.
3. Click Print/Preview.

The system extracts the report to the Millennium® temporary directory (typically \Program Files\Millennium® 3\Server\Temp on the Millennium® machine). Once that is completed, it invokes the application you have installed for viewing PDF files.

4. View and/or print the document.

 

Package

Use this function button when you have determined that it is time to gather the storeroom repository documents into a package for one or more client companies.

The package process creates an entirely new package; there are no updates, additions, or deletions from a previously existing package.

1. Review all of your current filter settings to verify you are working with the desired set of companies and documents for the chosen year.
2. Put a check mark next to the company code (the CO column) in the storeroom summary for each company that you want to package.
3. Click Package.
4. The system displays a dialog that requests a directory path:

 

5. Either search for the appropriate location to store the packages by clicking ... (browse) or type the path directly in the text field.

The directory must be a network accessible shared directory to allow the Millennium® Process Server(s) write access to the folders.

6. Click OK.
7. Check System > Operations > Job Queue tab for the job’s progress log for any warnings or errors that may occur during the packaging process.

The files placed in the package sub-directories are encrypted and ready for you to burn onto a CD-ROM or DVD for delivery to your client companies.

Please review Requirements for important information regarding the creation of CD/DVD discs. The storeroom package comes with a viewer application for your client to use to access their documents.

8. Burn the CD or DVD for your customer.
9. Supply your client company with the password to unlock their documents as explained in Password Notification.

 

Password Notification

Use this function button to invoke one of three methods of informing your client company about the password for the storeroom package you have created for them. In each case, you must give the customer the case-sensitive password that is generated for that particular package and displayed in the Password column of the summary grid.

The method of notification is defined on the Contact Info subtab.

The three methods of password notification are:

1. The simplest method is a manual, direct telephone call to your client. You can give them the case-sensitive password listed in the last column of the storeroom summary grid for their package year.
2. You can notify the client company by letter. When you click Password Notification, Millennium® generates a text file containing the pertinent information.

You are prompted to supply the location of a folder to store the text files:

You can alter the default notification letter to suit your individual requirements. The letters are plain ASCII text, allowing you to import them into the word processor of your choice. You can print the letter on service bureau stationery or fax it to the client company.

3. You can also notify your client company through e-mail. The same information provided in the letter is placed in the body of an e-mail message and sent via SMTP to the address you supplied through the Contact Info subtab.

The form used for the creation of the notification letter can be found in .Notification Letter Template

Refresh

When you press Refresh, one of three dialogs appear, depending on how many companies you have selected. The dialogs contain instructions on how the application will reconstruct records in the database tables from information in the storeroom repository:

The Refresh button is used to compare the CStoreroom and SStoreroomSummary database tables against the actual storeroom repository. A job is submitted which searches the defined Storeroom path and updates the database tables. Storeroom documents can be in one of three states:

• Online

The actual document is available in the Storeroom directory tree.

• Archived

The document has been moved off to an alternate storage location.

• Missing

The document was once online but is now missing.

If new documents are found in the Storeroom directory tree, they are added to the CStoreroom table and are marked as Online.

Archive

Use this function button to move files from the storeroom repository to your defined archive folder. The system marks them as being archived in the CStoreroom database table.

Files in your archive folder are not affected by the Delete function button.

 

Delete

Use this function button to delete either individually selected documents or all documents for the selected company from the storeroom repository. Use this feature with caution. Data is deleted from the database tables and the storeroom repository. Once it is deleted, the information cannot be recovered by the Storeroom Manager functions.

Each time you use this function, the system warns you about the impending action:

Validate

Validation flags file and database conditions that could cause difficulty when you create a storeroom package. Clicking Validate can help prevent creating bad CD-ROM or DVD-ROM packages for your clients.

The status of validation is displayed in the Validated column of a report sub-page.

It is possible to create packages without validating the reports.