EMX Enterprise Administrator User Guide V1.0

Message “No Records Satisfied the Report Criteria" 

If the message

is displayed, the system is still performing correctly. You may need to change your criteria.

Volume Group Name Report

1. To select the Volume by Group Name Report, select Volume by Group Name Report in the
Report Name field.

Note:The Location Name and Min. Days Aged options are marked not available (“n/a”).

2. Click the Start Date field to select the start date of the report.

3. Select the end date of the report from the End Date field. The default is the day before today,
which is the last day available for reports.

4. Click Submit.

The report opens in Excel with a csv file name.

5. Save the report with a new file name as an Excel workbook.

The columns in your report are:
• Group
• Start Date
The earliest date covered by the report. This is the date you selected.

• End Date
The last date covered by the report. This is the date you selected.

• Dept Id
Identifier for a department or cost center

• Number of mails received
Count of mails assigned to each mail group for the range of dates

• % of total mail
No. of Mails for each group divided by the total system mail times 100%

• No of mails processed same day
% of mail for group
The number of mails for the group divided by the total mails processed the same day, times 100%

• No of mails processed next day
• % of mail for group
[The number of mails processed the same day plus the number of mails processed the 2nd day by
that group] divided by [the number of total mails on those two days] times 100%.

• No of mails not processed in first 2 days received
[The sum of the number of mails processed the same day plus the number of mails processed the
2nd day] is subtracted from [the number of total mails for that group]

Reconciliation Report

1. To select the Reconciliation Report, click Reconciliation Report in the Report Name field.
2. Select the location from the Location Name field:

• − All

           Or

•  A location from the list of individual locations

3. Click the Start Date field to select the start date of the report.
4. Select the end date of the report from the End Date field. The default is the day before today,
which is the last day available for reports.

Note:The Min. Days Aged option is marked not available (“n/a”).

5. Click Submit.
The report opens in Excel with a csv file name.

6. Save the report with a new file name as an Excel workbook.
The columns in your report are:

• Location
The location you selected. This can be every location if you selected ALL, or only the one location
that you selected.

• Start Date
The earliest date covered by the report. This is the date you selected.

• End Date
The last date covered by the report. This is the date you selected.

• Total Mail Processed
• Automated delivery via company email
• Automated delivery via End User UI
• Assigned to company email via Research Mail
• Assigned to End User UI via Research Mail
• Unassigned in Research Mail
• Error Queue
This quantity represents the number of mails that did not have enough information or content to be delivered at all.
• Unaccounted Mail

This is the number of processed mails that does not equal the number of mails:

• Delivered through company email.
• Delivered through the End User UI.
• Delivered through Research Mail.
  And
• Are not in the Error Queue.

This value is always expected to be zero, and, if not, analysis is required to determine the reason
why and to identify the missing tracking id(s).

Unaccounted mail could occur if there is an out of space condition, for example.

Exception Requests by User Report

1. To select the Exception Requests by User Report, click Exception Requests by User Report.
2. Select the location from the Location Name field:

• All
  Or
• From the List of individual locations

3. Click the Start Date field to select the start date of the report.
4. Select the end date of the report from the End Date field. The default is the day before today
and is the last available date for the report.

Note: The Min. Days Aged option is marked not available (“n/a”).

5. Click Submit.
6. Select one of these:

• Open

You have to save it with your own file name on your computer. This is an opportunity to save it as
an Excel workbook.

• Save

The report is saved as an Excel workbook.

The columns in your report are:

• Location
The location you selected. This can be every location if you selected ALL, or only the one location
that you selected.

• Start Date
The earliest date covered by the report. This is the date you selected.

• End Date
The last date covered by the report. This is the date you selected.

• Request Type
The type of exception request, for example:

− Rescan Requested for Content
− Wrong Addressee
− Physical Copy Requested

• Employee Id
The ID of the employee making the request.

• Dept. Id
ID, if any, identifying the employee’s department

• Requestor’s email address
The email address of the employee making the exception request

• Number of requests
The number of exception requests by employee and type

EMX Enterprise Users Report

1. To select the EMX Enterprise users Report, click EMX Enterprise users Report in the Report
Name field.
2. Click the Start Date field to select the start date of the report.

Note:

The default for the Start Date is 91 calendar days earlier than today (today’s date minus 91 calendar days).

3. Select the end date of the report from the End Date field. The default is the day before today
and is the last day available for reports.

Note:

The Location Name and Min. Days Aged options are marked not available (“n/a”).

4. Click Submit.

A file save browser window appears with the name of a zipped file, for example: EMX-Enterprise-
Users-Summary_20170707113032961.zip. The name of the file is < EMX-Enterprise-Users-Summary >_<identifier>.zip where the identifier comprises these fields:

•  Positions 1-8: Processing date, in format YYYYMMDD
•  Positions 9-17: Sequential processing number 000001-999999

5. Save the zip file in a location that you choose.
6. Extract the zip file. There are two csv files, for example:

• EMX-Enterprise-Users-Detail-20170707112519276.csv
• EMX-Enterprise-Users-Summary-20170707112519259.csv

The file names have the format:

o < EMX-Enterprise-Users-Detail>
o <EMX-Enterprise-Users-Summary>-<identifier>

Where the identifier comprises these fields:

o Positions 1-8: Processing date, in format YYYYMMDD
o Positions 9-17: Sequential processing number 000001-999999

The example shows that the identifiers can be different for the two files in the zip.

7. Save the csv files to Excel format.

Columns in the Reports

EMX-Enterprise-Users-Detail Report

The columns in your report are:

• FullName
Employee’s full name

• Employee Id
The employee’s company assigned SID

• Dept. Id
ID, if any, identifying the employee’s department

• Last Action Description
The employee’s last mail action, for example:

o Content Read
o Research Mail Content read
o Initiated to company email

• Last Action Date/Time
• TrackingId

o For explanation of the fields in the Tracking ID, see Note on Tracking ID, page .

EMX-Enterprise-Users-Summary Report
The columns in your report are:

• Run Date
The date the report was executed.

• Start Date
The earliest date covered by the report.

• End Date
The last date covered by the report. This is the date you selected. The default is the day before
today, which is the last day available for reports.

• Unique user id’s receiving mail via company email
A count of the unique user id’s receiving mail via company email

• Unique user id’s logging into EMX enterprise
A count of the unique of the user Id’s logging into EMX Enterprise

• Total unique user id’s
Total of the entries in the previous two columns

EMX Seat Audit Report

1. To select the Aged Digital Mail Detail Report, click Aged Digital Mail Detail Report in the Report Name field.

Note:

This Location Name, Start Date and Min.Days Aged options are marked not
available (“n/a“)

2. Select the end date of the report from the End Date field. The default is today’s date. The last
available date is the day before today.

3. Click Submit.

A message announcing EMX-Seat-Audit-Report-<identifier>.csv appears where the <identifier> is as described as above, page .

4. Select

• Open

You have to save it with your own file name on your computer. This is an opportunity to save it as
an Excel workbook.

• Save

The report is saved as an Excel workbook.

The columns in your report are:

• Run Date
The date the report was executed.

• Start Date
The earliest date covered by the report.

• End Date
The last date covered by the report. This is the date you selected. The default is the day before
today, which is the last day available for reports.

• Unique user id’s receiving mail via company email
Number of unique user id’s receiving mail via company email

• Unique user id’s logging into EMX enterprise
Number of unique user Id’s logging into EMX Enterprise

• Total unique user id’s
Total of the entries in the previous two columns

Layout of the Report Name

The name of the csv report file is EMX-Seat-Audit-Report-<identifier>.csv

The <identifier> field consists of:
• Positions 1-8: Processing date, in format YYYYMMDD
• Positions 9-17: Sequential processing number 000001-999999

How To Clear Selected Users

In the Search Panel, click Reset. The Search Panel is cleared, but the Document List displays the previous selection of documents.

1. Select users as in To Search Mails for a User, page and To Search for Multiple Users, page .
Use only the checkboxes to select users.

2. Select the mails, as in To Forward and Export Multiple Documents, page .

To forward the audits, click Forward.
To export the audits, click Export.
To print the audits, click Print.

To Open a Document’s Audit Trail Report

The Audit Trail Report displays these data:

• Date and time
• Action – what was done with the document, for example, Content Read By Consumer
• Initiator – who performed the action
• Recipient – who received the document

All the initiators and recipients of the mail are listed.

1. To display the actions performed with a selected document, click Audit.
2. Select the mail document:

• Click its row.
       OR
•  Select its checkbox .

3. Click Audit
4. The audit trail is displayed in the Details Display.

These data are displayed in the Document Display Area.

To Forward the Audit Trail

1. Click  . The Forward Document window appears:

2. Type the recipient’s name, or part of a name. The recipient’s email appears.
3. Click Send. The “Message Forwarded” message appears.

To Export the Audit Trail

This option requires using the checkbox to select the mail document. See To Display Document
Contents, page .
1. Click  .The Export Document Information window appears.

2. Select one of these choices:

• Document and Audit Trail (CSV)

This option creates a PDF copy of the document and a csv version of the audit trail in a zipped file.
a) Save the zip file to a computer location that you choose.
b) Extract the zip file to a computer location that you choose
c) Convert the csv, which has the audit trail, to Excel.
The audit trail has the same column layout as in the Audit trail only option.

• Audit trail only

This option creates a csv with the same information as in the Audit display.

a) Save as an Excel file.

        Or
b) Document Only (PDF)

This option creates a PDF copy of the electronic version of the document.

To select multiple individual documents for forwarding and exporting:

1. In the Document List, select the checkboxes for the desired individual mails.
To select all documents in the Document List, click the check box at the head of the Name column. All of the other checkboxes are now selected.

The remaining procedures are the same as for separate mails.

To Display Document Contents

1. Select one mail document:

• Click on any row.
         OR
• Select the checkbox of any record

2. Click on Document button

The document appears in the Details Display.

To Forward a Selected Document

1. Click The Forward Document window appears:

2. Type the recipient’s name, or part of a name. The recipient’s email appears.
3. Click Send.
If the forwarding succeeds, the “Message Forwarded” message appears.

To Export a Selected Document

Note: This option requires using the checkbox to select the mail document. See To Display Document Contents, page .

1. Click .The Export Document Information window appears.

2. Select one of these choices:

a) Document and Audit Trail (CSV)

     This option creates a PDF copy of the document and a CSV version of the audit trail in a zipped file.

• Save the zip file to a computer location that you choose.
• Extract the zip file to a computer location that you choose
• Convert the csv, which has the audit trail, to Excel.

The audit trail has the same column layout as in the Audit trail only option

b) Audit trail only

This option creates a csv with the same information as in the Audit display.

• Save as an Excel file.

     c) Document only (PDF)

This option creates a PDF copy of the electronic version of the document.

To Print a Document

1. Export the document.
2. Print the document from a PDF viewer.

1. In the ID field type the user’s:
    − Email
Type the first few characters of their name.
    − SID
    − Group
Type the first few characters of the Group ID.

2. In the Date Range field:

a. Select the Start Date in the left field.
b. Select the End Date in the right field.

3. Click Search.
A list of mails appears in the Document List.
To reset the search parameters to null values, click Reset. The Search Panel is cleared, but the
Document List displays the previous selection.

To Search For Multiple Users

1. Type the first few characters of their name.
Identify each user by email ID or employee SID. For the email ID, type the first few characters of
their name. EMX Enterprise autocompletes the email address.
For the employee SID, type the whole SID.
For multiple users, separate users by commas.
2. A window opens under the ID field. Select the name from there.
3. In the Date Range fields:
a. Select the Start Date in the left field.
b. Select the End Date in the right field.
4. Click Search.
A list of mails appears in the Document List.
Follow the same procedure for multiple groups.
To reset the search parameters to null values, click Reset.
The remaining procedures are the same as for a single user.

Note:

The employee SID field must be blank when you search for a Tracking ID.

1. In the Tracking ID field enter the Tracking ID.
Type at least the location code and the entire date to obtain the required mails.

Note:

If a full Tracking ID is not entered, the result set may comprise every mail
received for that date.

2. Click Search.
The selected mail is listed in the Search Results Panel in the Document List.

If multiple mails are listed, scroll through the list to display dates and corresponding counts of the
mail documents.

To Display More Mail Documents

• Scroll vertically, if the scroll bar is present.
• Select … and move the slider bar down.
To check for more documents, click Load More… . If there are more documents, they will be listed in the Document List area.

Logout

The Logout button is available as long as the user is logged in.
To log out of EMX Enterprise, click Logout.
After logout, the Login request appears.

Logging into Producer Admin 

The Digital Mail Administrator needs to receive access to the Administrator interface to use it. If
they do not have access, they should contact their system administrator.
To start using EMX Enterprise, the user needs to login:
1. Enter the EMX Enterprise Administrator URL in the Internet Explorer browser.

The Login request appears:

2. Enter the login credentials.
3. Click Login.

The workspace is displayed, and the Logout button appears.

Report Tab

    Figure 1. Reports Window

The Administrator User Interface uses EMX Enterprise Core Reporting and enables you to view statistics on the performance of your system. The Reports Tab opens a window that enables access
to six (6) reports:

• Aged Digital Mail Detail Report – autogenerated report to a group specified by your firm:
This report provides information about “aged” mail, which is digital mail that has been delivered to
an End User Email UI but remains unopened for longer than a variable user provided number of
days. You can specify the number of days for the aging criterion.
This report is sent to a group address that you specify.

Note:

When a mail has been delivered via attachment, it is treated as 'opened' because the company email system does not provide information as to when or if a mail is opened.
In addition, the mail document pdf is attached to the company email to make it available
to the recipient until they delete the email.

• EMX Seat Audit Report

This report provides a count of the employees receiving mail via their company email or End User
Email UI, and the number of employees that log into EMX Enterprise up to the last date specified
for the report.

• EMX Enterprise Users Report

For the date range you specify, this report is delivered in two parts:

− EMX Enterprise Users Detail Report

This report lists each user and their mail activity, for example:

o Content Read
o Research Mail Content read
o Initiated to company email

It also lists their last action with date, time, and the Tracking ID of their last mail.
o EMX Enterprise Summary Report
o This report provides a count of the user IDs that received mail via company email or
their company’s End User UI

o It also provides a count of the user IDs that logged into EMX Enterprise.

• Exception Requests by User Report
This report provides data on digital mail exception processing to identify patterns that may require
fine tuning of daily mail operations or identify potential issues, for example:

− Rescan requested for content
− Wrong addressee
− Physical copy requested for the mail

• Reconciliation Report – autogenerated report to a group specified by your firm:

This report provides the following count of mail documents:
− Total mail processed
− Automated delivery via company email
− Automated delivery via End User UI
− Assigned to company email via Research Mail
− Assigned to End User UI via Research Mail
− Unassigned in Research Mail
− Error Queue
− Unaccounted Mail

• Volume by Group Name Report

This report provides statistical data for mail received and processed by individual groups in the
company.
These are a basic set of user-initiated reports that allow customers to have a window into their
digital mail processing environment and comprise data required to ensure that all mail has been
successfully processed and delivered daily. The daily mail volume data facilitates properly staffing
and identifying required work effort.
The user submitted reports are delivered in csv format to the report requestor's desktop, where
they convert the csv files to Excel.

Search Tab

Selecting the Search Tab opens the Search Window.

    Figure 1. Search Window

Through this window, EMX Enterprise allows you to search through the mail by user ID – including email addresses, group ID, and by Tracking ID – which identifies individual mail documents. The documents are physical mail converted into electronic documents and processed by EMX Enterprise, which creates audit trail records of the mail documents.

You can display the documents that you find, forward them to other users, and export them as
PDF files.

EMX Enterprise enables you to:

• Display audit trail records of the mails.
• Print audit records of the mails.
• Export audit records of individual mail documents to Excel by way of CSV files.
• Export audit records of multiple mail documents to Excel by way of CSV files.

EMX Enterprise also lets you audit the use of the mail by employees.

The selected mail documents appear in the Document list within the Search Results Panel.
You can further select to view a selected document or its audit trail in the Details Display.
In the Details Display, you can further select to forward a document or print it.

You can export an audit trail to a csv file on your desk top.

Administrator User Interface

The Administrator User Interface (UI) serves primarily to assist mail administration employees to
monitor the workload of the EMX Enterprise system.

The Administrator User Interface uses EMX Enterprise Core Reporting, which provides:
• The data required to ensure that all mail has been successfully processed and delivered daily.
• Information about ‘aged’ mail, which is digital mail that has been delivered to an end user UI
but remains unopened for longer than a variable user provided number of days. You can specify
the number of days for the aging criterion.
• Daily mail volume data to properly staff and identify required work effort.
• Data on digital mail exception processing to identify patterns that may require fine tuning of
daily mail operations or identify potential issues. Exceptions consist of:

− Readdressed mail
− Retrieved mail
− Rescanned mail

• The number of employees that have received digital mail via email and/or accessed the EMX
Enterprise Research Mail, End User or Search Query UIs.

It has two tabs:

• Search Tab, page
• Reports Tab, page

Figure 1. Administrator Window