JGC Correspondence Tracking System

USER MANUAL
JGC CORRESPONDENCE
TRACKING SYSTEM
(J-COTS)

Rev.04
20-Feb-2018
JGC Correspondence Tracking System

Table of Content

1. Introduction .................................................................................................................................... 1
2. How to Access J-COTS ................................................................................................................. 3
3. How to Issue Correspondence........................................................................................................ 6
3.1 How to Prepare the Correspondence..................................................................................... 6
3.2 How to Approve the Correspondence ................................................................................... 8
3.3 How to Reply the Correspondence ....................................................................................... 8
4. How to Search Correspondence ................................................................................................... 10
5. Attachment ................................................................................................................................... 11
5.1 Issue Correspondence ......................................................................................................... 11
5.2 Search Correspondence....................................................................................................... 15
5.3 Common Utility .................................................................................................................. 16
JGC Correspondence Tracking System

1 Introduction

JGC Correspondence Tracking System (J-COTS) is a web based correspondence management system
integrated with Project Management System (PMS) developed by JGC Corporation.

With this system, authorized user can create, distribute, track and check the status of all correspondence
through internet.

Concept of J-COTS

Main feature of J-COTS, as shown in figure above, are:

- User access control which is managed by J-COTS system administrator
- Prepare the correspondence (drafting)
- Approval mechanism of correspondence by an Authorized user.
- Notification issued via email and accessing J-COTS from issue notice link.
- Searching and viewing the correspondences
- Manage correspondence status (open or close).

System Requirement

When you access J-COTS through the internet, please confirm if your PC complies with the following
conditions:
- Microsoft Windows Windows7, Windows10
- Microsoft Internet Explorer 11
- Java Runtime Environment (Hereinafter "JRE") Standard Edition 1.8 update 77 (Windows7),
JRE 1.8 update 141 (Windows10)

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JGC Correspondence Tracking System

- All the pop-up blocker function on the browser shall be disabled for WEB

Basic flow for J-COTS is described in figure below:

Note:
Originator (Company A) will prepare a correspondence and the correspondence will be sent to
Approver for requesting an approval
Correspondence which is denied will be sent back to the Originator.
ATTN/CC (Company B) will receive issue notice once the correspondence is approved.
All J-COTS users who belong to the same company as the member included in ATTN or CC of the
correspondence, can view the correspondence. Member of Company B can reply the
correspondence or prepare the new one. And the same flow will be taken by company B side, send
the correspondence to Approver.
(Note: the Originator might not be in the ATTN/CC list but he/she must be the member of the
company of ATTN/CC).
Correspondence which is denied will be sent back to the Originator/Replier
ATTN/CC (Company A) will receive issue notice once the correspondence is approved.

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JGC Correspondence Tracking System

2 How to Access J-COTS

Before using J-COTS, users must have a user ID that is prepared by system administrator. There are two
ways for accessing J-COTS:
1. By accessing this URL : http://wpms.jgc.com from Internet Explorer
2. By accessing link specified from issue notice sent by email.

J-COTS will prompt login screen as shown in figure below:

Please specify user ID and password then click button OK.

For user who is accessing J-COTS from Internet Explorer (http://wpms.jgc.com), please specify Project
ID and Printer ID then click button OK.

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 JGC Correspondence Tracking System

In the case of accessing J-COTS

over internet, the value of Printer
ID shall be set to NONE.

J-COTS welcome screen will be shown like figure below:

PMS Project Control System J-COTS

Company Selection Log Out

User Access Level 1

2
View Correspondence

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JGC Correspondence Tracking System

Welcome screen J-COTS will inform users some information as follows:

- User access Level which contains of folders that can be accessed by the users managed by system
administrator. User access level is divided into several types: Project Administrator, Company
Administrator, Ordinary User with Read and Write Access and Ordinary User with Read access.
- Company selection
If one user is assigned to manage correspondence from other company, select the company and click
button Execute.
- Lists of correspondence task based on project and company information. The purpose of the list is to
monitor correspondence activities. Those lists are:
1. ACTION LIST
This list consists of all correspondences which are needed to be approved or denied.
2. ATTN/CC LIST
This list consist of correspondences that need your attention (received correspondence)
3. ERROR LIST
This list consists of error correspondences. Many type of error will be informed to the users (for
example wrong email address).
- For viewing the correspondence click View link in the list. And for deleting the list, click check box
button in front of the list that you want to delete, then click button Execute. To check all
checkboxes for each list by checking the checkbox next to DEL on title row. When the checkbox of
each list has all checks, then to remove all checks from the list by removing the check from it.
- Common Utility
The purpose of Personal Information menu is to update User personal information. In this feature,
user can change default Login Company, format of notifying email (link or attach) and set default
workflow for approver. Please refer to Attachment 5.3.
- To logout from J-COTS application, click button Exit.

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JGC Correspondence Tracking System

3 How to Issue Correspondence

Create Correspondence is a function for issuing correspondence. In this function, user can issue, save,
reply and re-issue correspondence.

J-COTS Create/Search Correspondence Create Correspondence

3.1 How to Prepare the Correspondence

For issuing correspondence, please follow the instructions below:
- Fill the required fields; Correspondence Type, Company To and Reference No. Format.

Input the Correspondence Type,

Company To and Reference No.
Format then click button Execute.

- Then click button Execute.

- To generate sequence number of your correspondence, check Get Seq. No. and click Execute

Format reference number will be created automatically.

If you uncheck the Get Seq. No. checkbox, the format of Reference No. will be shown as figure below:
The sequence number of reference number will be created once the correspondence is approved.

And if you check the Get Seq. No. checkbox, the sequence number will be automatically added into
reference number format.

- To input other fields, please refer to figure below: (Note: label field with pink color is required)

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JGC Correspondence Tracking System

1. Input Subject of correspondence

3. Check the spelling of subject and

content (body) by clicking button Spell
Check. (If necessary)

2. Input content (body) of correspondence

4. Upload Body(e-file) and Attachment by clicking button

Attach. (If necessary)

5. Input Reply by flag and set the due date (If

necessary)

6. Input Approver for this correspondence

7. Input Attention (ATTN) list by

clicking button ADD

8. Input CC list by clicking button ADD

separate each email

9. Categorized correspondence. J-COTS

specified 10 categories that can be used
by user.

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JGC Correspondence Tracking System

- After all information are filled;

Click button Save, to save the correspondence first before requesting an approval (drafting).
Click button Approve to approve the correspondence (if the originator is also an approver).
Click button Request for Approval, to request an approval from Approver. This action will notify
the approver to make action over the correspondence.

Please refer to attachment 5.1 for detail explanation of Create Correspondence item list, attach and
download e-file, select an approver and add ATTN/CC.

3.2 How to Approve the Correspondence

There are two ways to approve the correspondence:
1. By accessing link view correspondence from ACTION LIST in J-COTS welcome screen; and
2. By accessing link specified from issue notice sent by email

Approver can review the correspondence, then click button Approve.

Correspondence will be issued after the Approve button is pressed.

3.3 How to Reply the Correspondence

For replying the correspondence, please follow these instructions below:

- From Issue Notice Mail, please click the link and enter your password.
-
- From ATTN/CC list in J-COTS welcome screen, please select correspondence which is needed to
be replied, by clicking View link.

Then Viewing Correspondence window will open as shown in figure below:

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JGC Correspondence Tracking System

- There are two types for replying correspondence: reply and reply all.
Reply will send the correspondence only to sender of the correspondence
Reply All will send the correspondence to all members in ATTN and CC list of the correspondence

- Please refer to point 3.1 How to Prepare the Correspondence for preparing the replied
correspondence.

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JGC Correspondence Tracking System

4 How to Search Correspondence

Search correspondence is a feature for searching correspondences based on items specified.

J-COTS Create/Search Correspondence Search Correspondence

Search Condition

Search Result

For searching correspondence, please follow the instructions below:

- Specifying search condition
- Click button Execute
- The search result will be displayed below the search condition area
- To view correspondence, click link View in correspondence list
- There is a feature where user can download the search result by clicking button Download or select
Download from Action tool bar.
- To clear search condition, click button Reset
Please refer to Attachment 5.2 for detail explanation of Search Correspondence item list.

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JGC Correspondence Tracking System

5 Attachment

5.1 Issue Correspondence

Below is list of Create Correspondence item:

Item Name Description Input

Required
Status Status of correspondence :
Unopened Correspondence which is not opened by receiver in
ATTN.
Open Correspondence which is not replied and still in
progress.
Close Correspondence is already finished /closed
Draft Correspondence which just saved and not requested for
approval
Hold Correspondence is hold
To Be Approved Correspondence still waiting for approval
Originator Name of originator of the correspondence
Company Company code and company name of the originator
Updated Date Latest date of the correspondence when was updated
Correspondence Type Correspondence type that is specified by Project Administrator
(example : Letter, MOM, etc)
Company To Company which correspondent sent to
Reference No. Format Format of Reference No. based on company to selected. It will be
the base of the reference No. of the correspondence.
Our Ref. No. Reference No. of correspondence
Your Ref. No. Refereed Correspondence No.
Subject Subject of correspondence
Body (Text) Content of correspondence (Text)
Body (e-file) Content of correspondence (e-file)
Attachment Attachment of correspondence
Reply By Correspondence to be replied by:
Select the flag [Y/N]
Due Date Date of Correspondence to be replied by
Approver Approver for the correspondence
ATTN Attention of the Correspondence
CC Carbon Copy (CC) of the Correspondence
Category There are 10 categories available; System administrator can specify
those categories. Category and those values are predefined.

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JGC Correspondence Tracking System

For attach or download Body (e-file) and Attachment click button Attach or Download from Create
Correspondence main screen.

Follow the instruction to attach body e-file or attachment:

- Click button Attach

- Specify the e-file or attachment from selected folder
and then click button Open.

- Click OK to attach file into correspondence

- To detach e-file, select the e-file by checking
the check box then press button OK

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JGC Correspondence Tracking System

Follow the instruction to download Body (e-file) and Attachment:

Check the e-file you want to download and then click button Download.

Specified download location and then click

button Save. Message box will appear if the
downloading process is finished.

For specifying Reply by

If Reply By flag checked, please specify the due date. Default value for the date will be set
automatically. But user can change the due date by clicking button CAL and specify the date.

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JGC Correspondence Tracking System

Approver selection
Click button to choose an approver for the correspondence. Originator can also set a default approver
for every correspondence that he/she made. (Please refer to: Common Utility Personal Information)

Click button Execute to

display the approver member

click button Select after

choosing approver from the
list.

ATTN and CC selection

Click button ADD from Create Correspondence main screen.

Click button Execute to display

the ATTN or CC list from
company selected then click
button Select after choosing
member from the list.

Type
GRP: Distribution group which is
predefined.

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JGC Correspondence Tracking System

5.2 Search Correspondence

Below is the list of Search Correspondence item:

Item Name Description Input Required

View Type To indicate the first column that will be appeared
in the list
Correspondence Type Correspondence type (example : Letter, MOM, etc)
Keyword Any keyword within the correspondence
Status : After Issue o All
o Open
o Close
Choose only
o Unopened
one among
Status : Before Issue o All
eight items.
o Draft
o Denied
o To be approved
Condition1 For these three conditions and sort by, users are
Condition2 allowed to use criteria of: Originator, To, Issue
Condition3 Date, Subject, and Our Ref. No, Reply Y/N, Due
Sort by 1 Date, Hold and Status
Sort by 2

For downloading the result, click button Download from the Search Correspondence Main Screen. Then
specified location in which you will put the downloaded file. The default file name for the result is
correspondencelist.csv then click button Save.

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JGC Correspondence Tracking System

5.3 Common Utility

Below is the list of Personal Information item:

Item Name Description Input Required

Name Name of user login
Company (Privilege) ompany name.
This company indicates user privilege in viewing
correspondence which is issued by the member of
the company.
Default Login Company Default company selected in welcome screen J-
COTS
Mail Issue Notice email. Two types of notification
email:
- Link link to the correspondence is provided
for accessing correspondence.
- Attach content (text and attached e-file) of
correspondence will be attached in issue notice
email.
Default Workflow Correspondence workflow.
User can set default approver for issuing
correspondence.
- Each Correspondence Type User can set
default approver for each correspondence type.

The purpose of Personal Information menu is to update User personal information. In this feature, user
can change default Login Company, format of notifying email (link or attach) and set default workflow
for approver. Once default approver set, originator does not need to specify approver again for creating
new correspondence unless she/he needs other approval.

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JGC Correspondence Tracking System

Click button Save to save the changes, this message box will appear to indicate that the saving process is
complete.

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