Frequently Asked Questions - eDDS
QUESTION: What is the eDocument Distribution System?

ANSWER: The eDocument Distribution System is a tool that enables the user to access and view reports via the web. These reports, formerly received in printed form or viewed in RMDS are instead sent to the eDocument Distribution System and can be viewed with a web browser, Adobe Acrobat, text editor or word processor. They can also be saved, edited or printed locally. This system was formerly known as the COLD system but the name has been changed to better reflect its purpose. Offices are using this tool to provide their customers with reports via the web rather than paper. There are many benefits of this, not the least of which, is saving the cost of paper and the work involved in the manual distribution of reports.

QUESTION: What reports are available?

ANSWER: Many AIS reports are now available on the eDocument Distribution System. Central offices such as Admissions, Registrar, Student Aid store their reports on this system for easy access. In addition, the Telecommunications and Networking Services' monthly billing statements are now available on this system. Since the billing statements are copied to the eDocument Distribution System as is, the electronic files appear exactly as they did previously on paper. This electronic billing allows for faster distribution and access to monthly Telecommunications billing statements.

QUESTION: How do I find out if the reports I use are available on the eDocument Distribution System?

ANSWER: Contact the office that initiates the report for you and ask if it is available on the eDocument Distribution System.

QUESTION: How often is the eDocument Distribution System updated?

ANSWER: For nightly batch jobs, reports are sent to the eDocument Distribution System by 6:00 a.m. daily. For daytime reports, such as Alumni Selects and ISIS AIDAs, continuous updating is done between 8:00 a.m. and 5:00 p.m. daily, including weekends.

QUESTION: Who can use the eDocument Distribution System?

ANSWER: Anyone who currently uses reports being made available on the eDocument Distribution System or whose job duties require access to electronic reports can gain access to it. See 'Requesting Access' for detailed instructions.

QUESTION: How is the eDocument Distribution System different than the Imaging System?

ANSWER: Imaging technology is also being used to improve processes at Penn State by storing images of records electronically rather than in file cabinets. Additional information about this project is available at the Electronic Document Management System home page.

QUESTION: How do I print my report?

ANSWER: 1. To print from eDDS, you must choose "View as PDF" before clicking on "VIEW"

 

2. Once the report opens, you will see the menu bars below. Use the BOTTOM menu bar (closest to IBIS screen).
You will use this to print, search, move forward and move backwards in the report.
This page also shows the number of pages in this section of the report

3. Finally, click on the 'printer' icon below the "INTRAVIEWER."

Note: If you want only certain pages of the report, you must determine the page numbers that you need and then
click on the 'printer' icon and enter the page numbers that you need printed.



QUESTION: I forget my password. What should I do?

ANSWER: Simply call the AIS Support Center at 814-863-2276 with your name, phone number and question.

QUESTION: How do I get access to reports?

ANSWER: TNS Billing users may access reports here. All other users should contact their Access & Security Representative (ASR), indicating which reports you need to access.

QUESTION: I know there are more reports, but I can't see them. What should I do?

ANSWER: 1. Click on "Configure Options"
2. Click on the 'cascade options' link
3. You will see "max items" and "sort order." Max items = the number of folders that you are going to bring back on each level of the cascade. PSU is the "company" level and the actual reports are the "document" level.
4. Increase the number of the appropriate level to bring back more folders
5. Click "OK"
6. Logout and login. You should now be able to see the missing folders.
Note: For more information, see the Windows or Macintosh help page on this site.
Call the AIS Support Center at (814) 863-2276. Be prepared to provide your userID and the printer id you want as a default printer.