EMX Enterprise End User Guide V1.0

These special actions can be requested on a document:
• Delivery of physical Original to receive the original paper document.
• Rescan Document to receive an electronic version of a rescanned original paper document
when the previous scan was defective.
• Wrong Addressee to send the document back because you received it in error.

NOTE

The system rejects a special request for a document that had previously been submitted for a special request.

To request special actions on a document:
1. Select the desired document in the Inbox or Sent mail folder.
2. Select Request. The Request Document message appears:

3.Select one of these actions:
— To receive the original paper mail, select Delivery of physical Original.
— When the scanned image is not readable, select Rescan Document.
— When the mail does not belong to you, select Wrong Addressee.
4. Select Submit.

To print documents:
1. In the Document Reader Tool Bar, click  , the Acrobat PDF printer icon.
2. Select the printer options.
3. Click OK.

To move documents from the Trash folder:
1. Select the Trash folder.
2. Select the Document to move.
3. Select Move to Inbox.
The selected document disappears from the Trash folder.

NOTE

The document is listed in the Inbox, but, since the document was already read, the Inbox document count stays the same.

The Move to Inbox button is replaced with the Trash button.

To move documents to the Trash folder:
1. Select an Inbox or Sent folder.
2. Select the Document to move to the trash folder.
3. From the Menu Bar, select Trash.

NOTE

When the Trash folder is displayed in the Content Selection Panel, the Move to Inbox button replaces the Trash button.

Documents can be forwarded only to EMX user accounts.To forward a document:

To forward a document:

1. Select the Document to forward.

2. From the Menu Bar, select Forward. The Forward Document window appears.

3. Enter the recipient’s email address.
    To forward to multiple recipients, enter multiple email addresses separated by commas.
4. Select Send. The document is forwarded to the recipient.

NOTE

You may prefer to keep the document in the EMX system in order to maintain the document audit trail.
Another reason to keep the document in the EMX system may be to retain the ability to use secure forwarding and sharing of documents with other enterprise employees.

Documents can be emailed to any firm employee email account. To email a document:

1. Select the Document to email.

2. From the Menu Bar, select Email.
The Email Document window appears.

3. Enter the recipient(s) email address(es).
To send the document to your own email account, select Email Self. You do not need to
enter the email address.

NOTE

You may want to do this to be able to:
• Send the email to a recipient outside the company through your company email account.
• Retain the document longer than the EMX retention period.                                           

To email to multiple recipients, enter multiple email addresses separated by commas.
4. Click Send.
The “Email Sent” message appears.

The workspace is where you view and manage your digital documents.

5.1 Title Bar

The Title Bar heralds the application name Eco-Mail Document Management and displays a welcome message with the user’s name.

5.2 Mailboxes

Individuals in the company can have access to a mailbox in EMX in addition to their company
email inbox. Since digital mail groups have been defined in EMX, you can have multiple group
mailboxes in addition to your individual mailbox.

5.3 Mailbox Folder Selector Panel

This table describes the controls available in this panel:

Mailbox Selector - Icon that lets you select from a list of mailboxes. One mailbox in EMX is your own.The other mailboxes, if any, belong to groups where you are a member

Refresh Button - Refresh Button. If the Document List or Document Counter does not
appear to update when you process or move a document, click the Refresh button
to refresh the browser display. Newly arrived unread documents, if any, are
displayed, and the document counter is updated.

Your name appears at the top and points to your individual mailbox folders in EMX. From here you
can select the mailbox of a mail group if you belong to one. Each mail group has its own mailbox
that contains mail only for that group.

The Mail Folder Selector Panel lets you select the mail folders you work with.

Each mailbox has three folders:

• Inbox

All digital mail addressed to you or your group are delivered to your Inbox folder(s). The Mailbox Selector enables selecting the Inbox that you want to display. The following are the
categories of mail in this folder:
— First class, a category of mail as defined by the US Postal Service.
— Standard class, a category of mail as defined by the US Postal Service.

Next to the Inbox folder is a count of unread documents. As soon as a document is read, the document count for that folder is reduced by one. The count can be zero even if the folder is “full.”

• Sent

Whenever you forward a document or email a document, a copy of that document is stored in
the Sent Folder. The following are categories of sent mail:
— Forward, a category of mail sent to another user’s EMX inbox
— Request, a category of mail sent by special request
— Email, a category of mail sent via attachment to another user’s company email inbox
There is an option for you to send email to yourself.

• Trash

The Trash Folder provides a mechanism for removing documents from your Inbox or Sent
folders.
You cannot empty the Trash Folder. The documents remain in the Trash until the retention
period expires. Upon expiration, EMX automatically removes the document from the system.
Prior to expiration, you can move documents in the Trash back to the Inbox and forward to
other EMX users or send to their company email accounts.

5.4 Document Selection Panel

This panel helps you select the document to open:

Figure 2. Document Selector Panel

This table describes the controls and indicators available in this panel:

Msgs Total - Count of Unread Documents. This counter displays the total number of available
unread documents in your or your group’s mailbox folder.

Folder Selection - The Folder Selector allows you to switch the Document List so that it displays the contents of a different mailbox folder.

Sort by Selector - The Sort by Selector allows you to sort the mail:

• Sort by Date: Sorts documents with newest date first
• Sort by Type: Sorts documents by mail type, with First Class mail displaying firs
• Sort by Group: Sorts by recipient Document Group. Currently, Mail Class is the
only Document Group.

(Mail Icon Closed) - Envelope shape indicates if the document has been read or not. If closed, indicates the document has not been read.

(Mail Icon Open) - If open, indicates that the document has been read.

Document List - The Document List displays the Document Type, Document Delivery Date, and
Tracking ID of each document in the currently selected document folder.

Tracking ID - See Tracking ID, page 12, for a detailed description.

Document Delivery Date - See Document Delivery Date, page 13, for a detailed description.

Search Text Field - This field lets you insert search criteria when you look for a particular document(s). The search criteria consist of the full or partial Tracking ID.

 (Search Button)- This button lets you search for document(s) that meet the criteria set in the Search Text Field.

Document Reorder - By default, documents are displayed in order by date, with the most recent date first and older documents later. Click the Document Reorder button to change the Document List so that documents with the oldest date appear first, and newer documents further down.

 (Load More)- lets you load more mail, if available, into the Document Selection Panel.

Tracking ID

EMX tracks digital mail through the use of a Tracking ID.
Every piece of mail has a unique 21-character id printed directly or physically on the back of every envelope before or as it is scanned into Portable Document Format (PDF), the digital form used in EMX. This tracking id appears on the second page of document contents in the Document Viewer since the tracking id is the determining factor for processing a unit of mail. It is also used to identify the physical mail in storage, and to retrieve it upon request. The alphanumeric code represents the Tracking ID and is used to identify every document in the Document List.

The Tracking ID comprises:
• Positions 1-3 Represent the firm’s mail processing location, for example, SAT, OKC or NYC
• Positions 4-11 Processing date, in format YYYYMMDD
• Positions 12-15 Unique four-character retention identifier
• Positions 16-21 Sequential processing number 000001-999999 which helps Mail Services to store and retrieve physical mail.

Document Delivery Date

The Document Delivery Date is the date when the digitized form of the mail is first available to
EMX for processing. Nearly all of the time this should be the date the firm received it from USPS.
The Document Delivery Date follows the document through all processing actions, including moving the document to the Trash, routing the document to an individual or mail group, and processing requests to rescan, retrieve original physical mail, and reroute to the correct addressee. The date format is MON DD hh:mm (Month Day hour:minute).

5.5 Document View Panel

The main work is in the Document View Panel where you examine each document that you select.
The contents of a selected document are shown in the panel:

The controls in the Document View Panel are based on Acrobat Reader. Acrobat controls can
appear different in Internet Explorer. Figure 3 is from an EMX session in Firefox:

Figure 3. Controls in the Document View Panel

This table explains most of the controls:

 - Selecting this object opens a panel of thumb nail views of pages in a selected mail
item in the Document Viewer. This enables you to skip to particular pages in the
mail item you want to examine. Selecting this a second time closes the panel.

 - Text search tool in the Document Viewer

 - Indicates the mail item page that is open for viewing in the Document Viewer

 - In the Document Viewer, three tools for controlling the image size of the viewed item:

“+” increases image size when clicked.
“–“decreases image size when clicked.
Clicking 100% opens a list of options for specific image sizes.

 - In the Document Viewer, provides a list of selections for specific image sizes

 - In the Document Viewer, lets you print the selected document.

 - Lets you open the selected document in a PDF reader

 - Lets you open the selected mail item in a separate browser window, which you can
view at any size that your monitor supports

 - Clicking this button provides these Acrobat Reader options:

5.6 Menu Bar

Figure 5. Menu Bar

 - Email Button: This button initiates the process to send a document via company
email to an Active Directory individual or group.

 - Forward Button: This button initiates the process to send a document to another EMX user.

- Trash Button: This button moves a document to Trash. For items in Trash, it is
replaced by the Move to Inbox button.

 - Request Button: This button presents three (3) possible actions for the document being viewed. They are:

• Delivery of physical original
• Rescan document
And
• Wrong Addressee

 - Move to Inbox Button. This button appears when the Trash folder is opened and allows you to move a document from the Trash folder to the Inbox.

4.1 Login

You need to receive access to the EMX End User UI to use it. If you do not have access, contact
your digital mail administrator.

To start using EMX, you need to login.
1. Enter the EMX End User URL in the Internet browser.

The Login prompt appears:

2. Enter the Single Sign-On credentials.
3. Click Login.

The workspace is displayed and the Logout Button becomes visible.

4.2 Logout

To sign out of EMX:

1. From the Title Bar, select Logout.

Internet browsers  - Internet Explorer 11 (11.0.9600). The EMX User Interface is designed for optimal performance in these browsers.

• The user must have Single Sign-On login credentials
• The user be entitled to EMX and the End User Interface.
• A secure URL for EMX

Company E-mail - Refers to sending or receiving a document through the user’s existing enterprise email system, such as Outlook.

Digital Document - A digital document is a scanned piece of US mail and comprises

                               1. The front of the envelope

                               2. The back of the envelope with its unique 21-character Tracking ID or data
                                   matrix barcode

                               3. All contents that were contained in the envelope

Digital Mail - Electronic content created by scanning US mail.

EMX - Enterprise Digital Mail System created to deliver inbound mail (First Class and
Standard Class) in an electronic form to recipients within a firm

EMX End User UI - Web-based interface for end users to access and view digital mail delivered by the EMX

First Class Mail - A category of physical mail as defined by the United States Postal Service (USPS) including bills, statements of account, personal and business correspondence

Intended Recipient - Person or Group to whom the physical mail was addressed

PDF - Invented by Adobe Systems and perfected over 20 years, Portable Document Format
(PDF) is now an open standard for electronic document exchange maintained
by the International Organization for Standardization (ISO).

Retention Period - Digital mail is available through the EMX End User interface for a specified length of time, which is the retention period. This retention period applies even to a
document that is placed subsequently in trash. The retention period starts on the
Document Delivery Date.

Digital mail that has been read and is older than the retention period is physically
deleted from the digital mail repository. Unread first class mail remains available.

NOTE:

• After the retention period:
— Documents that have been read and are in an end user’s
Inbox are deleted.
— Documents that are in Trash are deleted.
• For unread first class mail, the owner and their manager will be notified of
documents approaching the end of the retention period to ensure
compliance of the firm.
• The number of days in the retention period can be revised upon request by a
business unit to reflect a change in policy.

Scanned Document - Document scanned into a PDF by Mail Room Services using a document scanning machine

Standard Mail - A category of physical mail as defined by the USPS including advertisements, circulars, magazines, catalogs, flyers, bulletins and newsletters.

UI - User Interface

URL- A Uniform Resource Locator, an Internet address

USPS - United States Postal Service

Routing of Digital Documents

There are two methods of routing digital document employed by EMX. They are:

If a metadata file is available, EMX automatically routes to the selected recipient’s delivery preference as set by their business unit:
• Email attachment

OR

• their EMX End User mailbox
If a metadata file is not available, a mail administration employee routes the document in accordance with the recipient’s delivery preference as set by that person’s business unit.

The benefits of digitizing and delivering mail through the EMX include:

• Enabling enterprises to process mail faster and more efficiently through centralized scanning
and delivery
• Reduces delivery time virtually to zero regardless of employee locations
• Enabling employees to view their mail through a secure web-based EMX portal from any computer,
or via their email account, rather than waiting for delivery of physical mail at their desk
• Enabling secure forwarding and sharing of documents with other enterprise employees
• Centralizing scanning of documents for efficient digital manipulation
• Automating document tracking, retention, and destruction processes
• Maintaining regulatory compliance audit trails of all actions performed on each piece of mail
• Increasing confidentiality and privacy of physical mail while reducing accidental exposure of
unsecured documents sitting unattended on desks
• Decreasing environmental physical contamination risk