BDMS (aka Xtender) Training Prepared by: Edgar Coronel Date: 03/06/2012 Overview of BDMS • BDMS is an imaging and electronic document management system • The BDMS product represents the integration of Banner with EMC Documentum's Document Management products, AppXtender and AppXtender Web Access. • BDMS allows you to: • Query for specific images or documents from within a Banner form. • Limit the scope of the query based on document type, and where desirable, to Banner Form level, block level, item level, or value level. • Email the images/documents to another user for review. • Annotate the images. • Update Banner data based on the receipt of the appropriate documentation. • In addition, AppXtender and AppXtender Web Access can be used stand-alone, outside the Banner environment, as a repository for documents unrelated to Banner data. BDMS Functionality • Two BDMS toolbar icons are available on the Banner toolbar as part of the Banner General release. • The BDMS - Display Document icon allows you to either initiate document retrieval via AppXtender or AppXtender Web Access from within Banner. • The BDMS - Add Document icon enables the creation of a new document from Banner. BDMS Terminology • Annotation – A markup, typically a note or highlight applied to an image to focus attention on a particular part of the page. • Auto Index System - The Auto Index System is a look-up feature that contains examples of repeating Banner data related to a common ID. • Banner Document Management Suite (BDMS) – Combination of the AppXtender/AppXtender Web Access product with all the Banner-based software that integrates the two products into a functional model where Banner can drive AppXtender. • BDMS Application – Index-driven data storage structure where documents can be stored and retrieved. • BDMS - Display Document icon – Icon on the Banner toolbar which, when clicked, opens the AppXtender or AppXtender Web Access product so a query can be performed. • BDMS - Add Document icon - Icon on the Banner toolbar which, when clicked, opens the AppXtender or AppXtender Web Access product to allow for the creation of a new AX document from the data displayed in Banner. • Context – Actual cursor location within a Banner form where you are when you click the BDMS icon to access the AppXtender system and create a query. BDMS Terminology • Data Reference Field - A data reference field provides data that is derived from a single Key Reference field. For example, Last Name is derived from ID. • Data Source - Contains connection information that enables an application to connect to and receive data from a particular database. • Document – File or group of files stored in an application and identified by a unique set of index information. Each page of a document is a single object, such as a scanned image file or a word processing document. A document can be as small as one page, or it can contain thousands of pages. • Document Type – User-defined code that identifies each type of document that is stored and indexed in a BDMS application. • EMC Documentum – The SunGard Higher Education partner for this integrated enterprise solution. • Index – Group of fields where information relating to documents is stored. When a document is stored in an application, the index values you enter identify the document. Login • AppXtender Standalone • AppXtender Web Access Standalone • Accessing BDMS from Banner Create and Index Documents • Banner Document Management Suite (BDMS) allows you to store and organize many types of information as documents in your AppXtender (AX) system. • AX documents are organized in applications for easy retrieval in the AppXtender file system. • Each document is saved in AX with an index that is used to search for the document from an Internet Native Banner form or using direct access via AppXtender Document Manager (also known as Desktop) or AppXtender Web Access. • A variety of input methods are available for you to add documents and pages. AX allows you to add pages and page versions to documents after they have been created. • Documents may be added to the system via a scanner, or through import of a file or object. Create a New Document from within Banner Create a New Document from within Banner Scan a Document in AppXtender Web Access