(Archived) Import Record

1.  Launch the IC-Meridian Office Client by double-clicking the icon on your desktop or by clicking Start > Programs > InnoCielo Meridian > IC-Meridian Office Client.

If this is your first time opening the application, you may be prompted to select a Vault to Open.  If prompted, select the University Operations vault.

To import a record into the Meridian vault, simply drag and drop the file from the record's current location.  Step 2 describes importing scanned records (typically in PDF format) from the scanner network folder and step 3 describes importing existing electronic records (in native format, such as MS Word, MS Excel, etc.).

2. Import Scanned Records with Konica/Minolta Office Copier:

Insert document face up into loading tray on top of the copier.

Hit the Fax/Scan button to pull up the screen that shows names of people in the office and their email addresses.  Touch the screen to select the appropriate email recipient. More than one can be selected. Press Start.

The document will appear in the selected Outlook in box as indicated to the right.  Click and drag the attached document from within the email or to your desktop and then drag into Meridian as a New Document to initiate the Document Properties Wizard. 

Backup Option if Konica/Minolta Copier is down

Import Scanned Records with Fujitsu Scanner:  From your workspace, navigate to the appropriate scanner network folder:  1) Fujitsu Network Folder, Fujitsu on Meridian EDM (ecs-meridian.austin.utexas.edu)

Arrange the scanner network folder window and the Meridian window so that both are visible at once.

Locate your document in the scanner folder, select it and drag and drop it anywhere in the Meridian University Operations vault as a New Document.

Proceed to step 4.

4.  Select the appropriate Document Type.

External is used for any incoming or outgoing record.

Internal is used for a record that is generated within the office and is not distributed outside of the office.

5.  The new Document Wizard opens and the first tab indicates the Document Type selected previously (in this example, the External Document Type Wizard is displayed).

Required fields are indicated in bold, red text.  The required fields in the Wizard vary depending on which document type is selected.

6.  Fill in the fields in the Wizard.  The person performing the Mail Receiver / Mail Logger role will use the TBD / Inbox classification to route the new mail to the appropriate Recipient.  There is a Record Series entry for each of the primary users of the system in order to receive mail.

Tips:

Do not begin Subject field with a date. The Subject field and Title field are linked.  The Title field has limited characters and is the one that shows up in Meridian.

For Document Date, use the date the document was first signed or the date typed at the top of a memo or correspondence if document does not have signatures.  If there is no date on the document, use the date the document was received in the VPUO office.
 
To fast track this step, refer to My Defaults in the Help section.

Refer to the Wizard & Document Properties help file for descriptions of the properties listed in the Wizard.

7.  Click Finish to complete the import.