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Envision Web Portal Help Manual

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The Envision Web application is a faster, smarter client web interface for customers to use when accessing, updating or viewing their inventory.  Search features in the Envision Web application provide an easy way to search for inventory and request delivery/pickup as well as other services. 

Quick Search and Basic Search Functions

After logging into the Envision Web application, customers can access the Search menu option right on the Home page.

From the Search bar, type in a search value to find results based on the selected Reference information in the drop down, or use the All option to search across all available reference fields.  Press the Search button to return the results. Searching across All reference fields is the default search option. Reference field value matches are highlighted in yellow.

Inventory searches can be performed across all customer accounts that the logged in user has access to, or restricted to a single customer account’s inventory by using the dropdown menu at the top right corner of the page, below the user’s name.

Wild card searches are also supported.  Use the % character to indicate a wildcard search.  The default search behavior is the search for matches that begin with the value entered (VALUE%). Using wildcard searches also allow for a search for inventory that ends with the value entered (%VALUE) or contains the value entered (%VALUE%).

Wildcard searches are supported when searching individual reference fields or when searching All reference fields.

PLEASE NOTE: Wildcard searches across All reference fields may result in a longer search time when compared with searches against a single reference field.  Also, wildcard searches for matches containing longer text values may take longer than wildcard searches for matches containing shorter text values.

The menu at the left of the results screen can be used to apply filters to the results to select inventory from a combination of inventory status (in/out), customers, departments, item types, etc. 

Select which filters to apply or remove by clicking on the box at the left to check or uncheck the filter, respectively.

Action Buttons

Use the action menu to select the appropriate action for the appropriate record in the search results.

PLEASE NOTE: Permissions granted to the web user, the settings for the item type in inventory, as well as the inventory status will determine which actions are available in the action menu for any record in the search results.

Request from Offsite – Click on this option to add the item to the shopping cart as a request for delivery.

Send Offsite – Click on this option to add the item to the shopping cart as a request for pickup.

Remove Item – Click on this option to add the item to the shopping cart as a request for removal (or destruction) from inventory. Items for removal can use a standard work order type but items for destruction require a destruction work order type to be selected.

Edit Item – Press this button to edit the available reference fields, notes and/or dates for the item in inventory, as needed.  The Edit Item screen will be displayed.

Press the Save button to update the item’s reference field data and any other relevant information available to be edited for this item.  The Edit Item screen will be closed after saving.  Press the Close button at any time to discard any changes made to the item and return to the search results without changing any information.

Add Item to Parent – Press this button to add new child items to the existing parent item in inventory. The Add item screen will be displayed.

PLEASE NOTE: Parent items are individual storage containers. Child items are individual items such as files that are stored in an individual parent item.

Enter in the appropriate reference field and other relevant information for the new child item, as needed.  Items added to the parent item in the current web session will be listed at the bottom of the Add Item screen. Press the Save button to add the new child item to the parent.  The new item will be added to the list at the bottom after saving. Data entered into the available reference fields will be retained for any new adds.  Press the Close button to return to the search results when finished adding new items to the parent.

PLEASE NOTE: Items added to the parent in this manner will create Add lines on the web order.  Items added to the system using the Add Item to Parent will not be requested for delivery.

Request Non-Indexed Contents – Press this button add new child items to the existing parent item in inventory (add files to a box) while at the same time, requesting these new items for delivery.  The Add item screen will be displayed.

Enter in the appropriate reference field and other relevant information for the new child item, as needed.  Items added to the parent item in the current web session will be listed at the bottom of the Add Item screen. Additionally, any child items already indexed in Parent items will be listed at the bottom of the screen when it opens. Press the Save button to add the new child item to the parent.  The new item will be added to the list at the bottom after saving. Data entered into the available reference fields will be retained for any new adds.  Press the Close button to return to the search results when finished adding new items to the parent.

PLEASE NOTE: Items added to the parent in this manner will create Add lines on the web order as well as requesting them to be delivered to the customer.

Item History Report – Press this button to view the item history report for the selected item. The report can be printed, previewed and/or exported to multiple formats.  Press the Item History Report button to select a format.

Select PDF, Image, Word, Excel or HTML format to print/preview/export the Item History report and press the Save button to display the report.

Performing an Advanced Search

Use the Search > Advanced Search menu options bar to perform more advanced searches based on the criteria provided using an intuitive, user-friendly interface to build a result set.

Use the Advanced Inventory Search fields at the left to define the general search parameters including the customer account for which inventory will be searched, the department to which inventory belongs, the item type, storage code, and inventory status.

Select the appropriate parameters from the dropdown lists provided. Then enter the search values into the available reference fields using the section at the right of the Advanced Search screen.  Select the operator for each reference field (Equals, Greater Than, Less than, Is Blank, Between, Contains, In List or Ends With) to query inventory for the appropriate results.  Leave any reference field search value(s) blank if not needed for the current search.

Once done select Search to append to previous results or New Search to return a new list of results.

The same features and functionality detailed in the Quick Search section also applies to the Advanced Search results.

Adding Items

Use the Add menu option to easily add items to the system.  New parent items are added to the system in this way (Boxes).  Note: child items (Files) are added using the Add Item to Parent button or the Request Non-Indexed Contents button on the search results screen, detailed in the previous sections.  New items can be added to inventory quickly and easily using the Add menu option in Total Recall Envision Web application.

Once the Add Item screen is open select the Department (if applicable) and enter in the appropriate barcode number (if you utilize preprinted labels, if not enter your box number in the appropriate field) and reference field information for each new item to be added to inventory.

Retain Data entered on Add – Use this option to retain any data entry values entered on the Add Item screen after the Save button is pressed to add new item to the web order.

Press the Save button to add a new Add line to the web order and save the reference field data for the newly added item into inventory.

Press the Close button to exit the Add Item screen and return to the View Order screen to see all items added to the current web order, including any other add, delivery and/or pickup requests that have been added to the current web order.

Pickup Requests

Use the Pick Up Request menu option to easily schedule non-itemized pickup requests with the records center.  The Pick Up Items screen will appear.

Select the type of item that will be picked up and the quantity.   Use the Comment’s field to enter any relevant notes for this pickup request, if needed.

Press the Save button to add a new non-itemized pickup line to the web order.

Press the Close button to exit the Pick Up Items screen and return to the shopping cart.

Miscellaneous Service / Material Requests

Use the Service / Material menu option to easily request standard 1.2 cubic foot boxes to be delivered to your site.

Select the quantity of boxes to be delivered and the billing department, if applicable. Use the Comment’s field to enter any relevant notes for this request, if needed.

Press the Save button to add a new service/ material request line to the web order.

Press the Close button to exit the Service / Material screen and return to the shopping cart.

Submitting a Web Order

After all items have been added to the web order, view the shopping cart by clicking the Items on Order option at the top of the screen, under the logged in user name at the right.

PLEASE NOTE: If the Add menu option has been used, closing the Add Item screen will also display the shopping cart automatically.

The shopping cart will display all web order line items that have not been submitted to the records center yet, including all previous delivery, pickup, add and any other service requests.

The menu at the left can be used to apply filters to the shopping cart lines using a combination of line status (Add, Retrieve, Refile, etc.), customers, departments, item types, etc.

Remove – Click on this option to remove the single item from the shopping cart at this time.

The Edit, Add Item to Parent, Non-Indexed Contents and Item Report features in the shopping cart all function the same way as the same features in the search results, detailed previously.

Use the Remove All button to remove all listed items from the shopping cart, if needed.

Once the shopping cart has been reviewed and all line items are confirmed for action, use the Send Order button at the right to submit the web order to the records center. The complete send order screen will appear.

Select or set the appropriate delivery/pickup address, additional order information, the delivery priority/work order type to determine the service date and any comments relevant for this order that the records center should be made aware of.

Press the Send button to submit the web order at this time.

If necessary to send the web order at a later date, press the Cancel button instead to cancel the send order request and return to the shopping cart.  No order will be sent at this time.

The web order confirmation screen will be displayed with the summary of the submitted order, which can be printed or exported to PDF, Image, Word, Excel or HTML format.

The Administrators Menu

After logging into the Total Recall Envision Web application, administrators can perform searches for items in inventory and submit web orders, just like any other web user.  Administrators will also have access to the Admin menu.

Delivery Site Setup

Use the Admin > Delivery Site Setup menu option to access the Delivery Site Setup screen.  The Delivery Site Setup screen is used to manage delivery site addresses.

The Delivery Site Setup section at the left is used to select existing Sites.

Customer – Use the customer dropdown menu if you have access to more than one account to select which customer account’s sites will be managed at this time.  Changing the customer selection will affect the Department and Delivery Site dropdown lists, below.

Department – Use the department dropdown list to filter the existing Delivery Sites by the department assignment.  By default, All departments are selected, which will list all customer Sites in the Delivery Site dropdown menu, below.  Setting specific department here will affect the Delivery Site dropdown menu.

Delivery Site – Use the delivery site dropdown menu to select the existing delivery site for the customer and department selected, above.

The Delivery Site Information section provides address and contact information for the Site selected.

Press the Edit button to update the Site’s information including the description, the default department assigned, contact name and physical address information.  While in Edit mode, use the Save button to update the Site information or use the Cancel button to discard all changes.

To add a new Delivery Site to the list, press the Add button at the top.  Set the new site’s description, the default department assigned, contact name and physical address information, as needed.  While in Add mode, use the Save button to add the new Delivery Site to the customer account or use the Cancelbutton to discard all changes.

Approving / Denying Orders

When the Customer account is configured so that web orders require approval, administrator users can use the Admin > Approval Review menu option to display the Review Order screen.

The Review Order screen is very similar to the standard shopping cart.  The section at the left can be used to filter the results by requested action (Retrieve, Refile, Add, Remove), Customer, FBU, department and Item Type.  Results can also be filtered by the requesting web user (Requested By).

Line items in the Review Orders screen, can also contain relevant messages from the requestors to justify the re-submittal of previously declined requests. The administrator user can approve or decline individual items or all items, as needed.

Approve Item – Press the Approve Item button to approve a single line item at a time.


Decline Item – Press the Decline Item button to decline a single line item at a time. When requests are declined, relevant notes can be recorded, if needed.

Press the Save button to decline the request.

To approve or decline all items in the Review Order screen, use the Global Actions menu at the right.

Once orders are approved, the requesting web user can log back into the web application and submit the web order to the records center for action.

If a request is declined, the requesting web user will see which requests have been declined by logging back into the web application and viewing the shopping cart.  At this point, the item can be re-submitted for approval.  Notes can also be included when re-submitting a request.

Editing Users

Administrative users can use the Admin > Edit Users menu option to access the Edit Users screen.  The Edit Users screen lists all of the eligible web users assigned to the account.

The Edit Users section at the left provides a list of users that already exist in the account.  Select a web user from the list to view that web user’s details including First Name, Last Name, Email address and which department(s) the web user has access to.

PLEASE NOTE: Administrator Users will only be able to manage existing users that either belong in the same Web User Group or users who belong to an Authorized Contact Group in a subordinate level to the administrator user’s Authorized Contact Group.  Access to Departments and/or Delivery Sites can only be managed for other users for those Departments and Delivery Sites to which the administrator user already has access.

The General User Settings at the right indicate the settings for the selected web user.

Print – Press the Print button to view the Authorized Users report in PDF, Image, Microsoft Word, or Microsoft Excel format.

Select PDF, Image, Word, Excel or HTML format to print/preview/export the Item History report and press the Save button to view the report.

Adding Users

Add – Press the Add button to add a new authorized web user to the list of web users.  After pressing the Add button, the General User Setting section will be cleared and new information can be added for the new web user.

Select the appropriate Customer account(s) to which the new web user should have access to and press the Save button to add the new web user.

PLEASE NOTE – The Customer list will only show those Customer accounts to which the administrator user has access.

Editing New Users

Edit – Press the Edit button to edit the selected web user’s account settings.  After pressing the Edit button, the General User Setting section for the selected web user will become accessible and new information can be updated for the web user.  Use the Web User Group dropdown menu to select the appropriate permissions for the web user.  Press the Save button at the top when finished.

PLEASE NOTE: Administrator Users will only be able to assign another web user to an Authorized Contact Group at an equal or subordinate level to the administrator user’s Authorized Contact Group.

While in Edit or Add mode, the Authorized Contact can be granted access to multiple departments, all departments and/or items with no department.

To assign an Authorized Contact to multiple departments, simply select the departments listed in the grid.  If the customer has the Yes. Has access to all departments option selected, then no grid is displayed.

Removing Users

Remove – Press the Remove button at the top of the Edit User screen to delete the selected web user from the system.  The confirmation screen will appear to confirm the remove request.

Press Yes to confirm and delete the web user from the system.  Press No to discard the remove request and retain the web user in the system.

Credit Card Payments

For users who have access to pay with a card over our PCI compliant web portal, select Reports>Invoice Report and fill out all appropriate reference data and press Search. This will return any matching results for invoices that have been marked as closed in CIIM’s software, making them available to pay on the web. Simply press Pay this Invoice and you will be redirected to a payment screen where you can enter your billing information. There is an option to save your information for future payments if you would like. Once the payment has processed you will be notified that the transaction has been approved.

View and Print Scheduled Service Calendar

After logging into the Total Recall Envision Web application, users can view and Print Scheduled Service calendars. Select Reports > General Reports > *Calendar of Scheduled Service Dates*.

Once the *Calendar of Scheduled Service Dates* report is selected you will need to enter your customer number, which is shown in the drop down box in the top right corner of the screen. Once only your 4 digit customer number replaces the EnterCustomerHere text you then press the print icon and the report will open on another browser tab.

For further questions please contact CIIM for assistance by dialing 509-586-6090.