RS-SQL Features

Each container in the system has quite a bit of information associated with it. This information can all be found in the Container Add and Edit dialogs.

Container Description

RS-SQL offers you the option of entering free text to describe each container. Your customers will define what descriptions are to be entered for each container.  This information can be searched on later to help you find it. There are two different ways to search upon this information - Key Word and Text Searches.

Container Grid

The RS-SQL Container grid allows you to view and manipulate container data in many different ways. It includes several grid specific menu items, as well as several grid specific buttons.

Container Query

Queries allow you to load the exact items you want onto grids. Through Query dialogs, you can determine exactly what criteria is needed to access exactly what you need to load onto your grid.

Container Short Description

A 40 character Container Short Description field has been added for easy viewing. It provides users with the option to write a short description regarding the contents of a container. This is easily viewed as a column on a grid, as opposed to a long one (255 characters).

Electronic Receipts

Electronic Receipt eliminates paper altogether and speeds proof-of-delivery. It enables your drivers to collect electronic signatures for each delivery on their route, via their handheld, speeding up business processing and improving customer service. It is only available for use with the RSMobile Scanner. The eReceipt Only printer sends an electronic receipt to the RS-SQL database, rather than a physical receipt to the printer. If the Event Notification feature is set up, the receipt can then be sent to the interested parties. The receipt does not appear in RS-SQL until you have uploaded the work order. Additionally, an eReceipt can be immediately uploaded to the RS-SQL database, rather than the driver having to return to the record center to upload the work order by using a HSDPA enabled RSMobile scanner.

Event Notification

This feature allows you to send immediate and automated email notifications to interested users, when certain events occur within RS-SQL.  For example, workorder status changes, web order submissions, fulfillments and cancellations, invoices created, etc. Various events have already been set up in the database and over time, more can be added. You can set up the notification format to provide basic or more detailed information, depending upon the user's level of interest. If you want notification sent immediately, rather than being queued, there is an Urgent Flag option. Event Notifications can be grouped together, or sent out individually.

Filefolder Edit

Each filefolder in the system can have a lot of information associated with it. This information is found in the Filefolder Add and Edit dialogs. All data entry for filefolders is done from the Filefolder Edit dialog box. Along with the structured fields, RS-SQL offers you the option of entering free text to describe each filefolder. Your customers will define what descriptions are to be entered for each file. This information can be searched on later to help you find it.

Filefolder Refile

RS-SQL allows you to scan the barcodes of filefolders that need to be returned to containers and create a report that tells you what containers they should be in. as well as where those containers are currently located. This is called a Refile List. You may print a hard copy of a Refile List that displays on paper all the filefolders by location.  You can also send the refile list to a RSMobile handheld scanner, that then directs you around the facility and validates that the files have been refiled.

Filefolder Tally

The Filefolder Tally menu option is used to tally the number of filefolders that are in containers listed in the Container grid.

Grid Formatting

Once you have loaded the information you want onto your grid, you can sort it and format the columns in any way you like.

Image Delivery

An image of a document can be scanned and stored in the database, for viewing in RSWeb.NET. You can then see, edit, delete, or print the image. The image description displays above the image.

Imaging Workorder

A Document Imaging Workorder allows you to handle a request that documents be scanned. You can only add documents to be scanned, other services and charges/credits to the Document Image Workorder. You cannot request documents to be delivered, picked up, or destroyed.

Invoicing

As you fulfill services requested by your customer, RS-SQL automatically captures each service that is performed and it appears on a customer's invoice. Pricing can be standardized or customized for customers, departments or even cost centers with the same account; flat rates or quantity price breaks can be established; and you can bill storage by the item or cubic foot. Multiple formats (from basic one-page invoices to detailed, multi-page listings) are available from a service or work order level, showing complete detail.

Item Exceptions

When RS-SQL cannot properly incorporate import data into the system, it generates exceptions. These exceptions appear in the Exceptions grid, found in the Administration program.

Materials Add

Supplies are ordered for customers through the same Workorder dialog that containers, filefolders, and tapes are. Under the Options menu, select the Supplies option. When this option is chosen, the Materials for (W/O#) grid appears on the screen. Any materials ordered on this workorder appears here.

Monitors

RS-SQL is a flexible, feature-rich information management and record tracking software tool that allows you to easily and accurately manage and monitor the activity of any storable item (boxes, filefolders, documents, tapes) thoughout your record center, from deposit to destruction, work order to invoice.

Print Outcards

Outcards are used to mark the original position of a retrieved document so that the document can be refiled correctly upon its return to the record center. The printed outcard has a detachable label on it to be applied to the TFF. Outcards can also be printed for filefolders and tapes.

Priority Service

The Enhanced Priority Services feature allows the Required by Date/Time to automatically be calculated for priority services when creating workorders.

Quantity In Cart

Quantity in Cart Clearly Displayed and Cart Link Provides Quick Navigation to the Cart Page. Consistent with many online stores, a new Cart link has been added to the top right-hand corner of the screen, right next to the Logout link. It shows the number of items in the user’s cart and provides quick navigation to the Cart page.

Quick Query

Quick Queries allow you to create a query that is used regularly, with slight variations, and access it with a few simple keystrokes. Using this option, you can easily load a grid with often-used criteria.

Reassemble

Reassemble allows the record center to put filefolders/tapes back into containers in which they were previously stored. Unlike the regular refiling of filefolders and tapes, this feature works with filefolders and tapes that may already have a status of IN. You can create a list of items to be pulled from their current container/location and placed in a container in which they were previously stored.

Route Field Length

The Length of the Route Field Has Been Increased to Create More Precise Base Routes. Because route planning is an important part of any record center operation, enhancements have been made to several areas of the software to facilitate this function. The length of the Route Field has been extended to 12 characters, allowing the use of full character zip codes for greater accuracy.

Scheduling

In servicing your customer, the ultimate goal is to create a workorder, thereby ordering services for which you can charge money. There are three ways to generate a workorder, one of which is for the system to create workorders for you through the Scheduling function.

Security Settings

Item Security Levels can be assigned to both Users and to Items to ensure that unauthorized personnel do not have access to secured items.

Tape Billing Options

Accounts can be set up through the Account option of the Administration program of RS-SQL. Using this function, you are able to fully identify your clients and customize their Accounts to suit your and their needs. For example, tape highwater storage charges the client for the highest quantity of tapes in the record center on any given day of the billing period in question. Highwater storgae charges work like this: on June 1, ABC Corp HQ has only 100 tapes on the system, but only 75 are in the facility. During the month tapes are removed and returned, and 50 tapes are added to the system. The month started with 75 tapes in the facility. The amount went up to 100 on the 10th and down to 60 by the 15th. When ABC added 50 tapes to the system and returned some others, the in-house quantity went up to 120 on the 26th, then down to 40 at the end of the month. Using Highwater Storage, the system would only note the highest quantity, and charge for 120 tapes.

Tape Delivery

You can create pre-workorders for jobs that are to be done in the future. You can also create standard workorders for delivery and pickup, accessing and receiving items, destroying containers, files and tapes, as well as selling services and supplies to your customers.

Tape Objects

The system is shipped with several standard Objects, such as tapes of various shapes and sizes. RS-SQL allows you to create sublists for Tapes, as well as for Containers and Materials.

Terms and Conditions for RSWeb.NET

A new menu option is now available that allows you to add a customized Terms and Conditions page to RSWeb.NET. When the Web user accepts the Terms and Conditions, the date accepted is added to the Web User information in RS-SQL. The next time the user logs in, they will not see the Terms and Conditions page.

Unicode

Grid Changes Now Support Unicode. Unicode is a worldwide character standard used in all the major languages written today including European, Middle-Eastern and Asian scripts. These characters can now be displayed in RS-SQL.

Workorder Customization

You can add your company logo, or any logo, to the top of your workorders. In the Workorder grid, from the Options menu, select Workorder Customization. the following dialog appears.

Workorder Grid Export

O’Neil also added the capability to export the work order grid, enabling users to take this information for import into route planning packages, or for other analysis purposes.

Workorders

In RS-SQL, a work order is the primary system used to charge your clients for products and services rendered. The information input, when the work order is created, becomes a powerful and valuable tracking tool for both you and your client. Every time an item (container, filefolder, other material) leaves your facility or special services are performed, RS-SQL tracks who requested that item/service; on what day and specific time; the individual who pulled the item, delivered it and what work order it went out on. RS-SQL provides 100% service accuracy and efficiency to your clients and ensures correct billing and charging for every service you perform.