WebCIMS End-User
Quick Reference Guide
* =Required Fields
NOTE: ITA Secretariat recommends that you check your WebCIMS Inbox each day to ensure that you are aware
of any assignments you might have.
Receiving a Folder
1. Check your WebCIMS Inbox to see if you have a WebCIMS assignment. If you do, please do the following:
2. View the folder by clicking on the folder icon.
3. View the assignment by clicking on the assignment icon.
4. View the attachment (scanned incoming letter) by clicking on the attachment icon.
5. If you determine that the document belongs to your office, click Accept on the blue Navigation Bar. If the document
does not belong to your office, please contact the ITA Secretariat either via telephone at (202) 482-5101 or send an
email to ITASEC@ita.doc.gov and let us know who the assignment should go to.
NOTE: Please try to notify ITA Secretariat if you need a transfer ASAP, since we need to adhere to the original
due date; the ITA bureau who will now receive the assignment should have enough time to complete it.
Completing your Assignment
1. When your assignment is completed, go to the folder and click on your assignment icon.
2. You will now add the draft response (Word Perfect or Microsoft Word file) to the folder.
See "Adding Attachments From Existing Files" in this guide and follow the instructions.
3. Close your assignment by clicking Close on the Navigation Bar. This is very important!
Creating a Folder
1. Click New Folder on the blue Navigation Bar.
2. *From field: Click the 
icon to search for an existing correspondent. If not found, create a new correspondent.
See: Creating a New Correspondent After an Unsuccessful Search.
3. To select one correspondent, click on the 
icon to automatically assign the correspondent to the folder.
4. To select multiple correspondents, click the white box to the left of the name(s) and click Add Checked Items
either on the blue Navigation Bar or at the bottom of the Correspondent Search Results window to assign
the correspondents to the folder.
5. *To/Owner field is defaulted to the person who is logged on. To assign the folder to a different owner, click the
icon to locate staff or group.
6. Addressed To: Enter information.
7. *Choose a security Classification from the drop down box by clicking the down arrow.
8. Enter Subject information if necessary.
9. Enter text in Keyword Summary if necessary.
10. Choose a Mail Type from the drop down box by clicking the down arrow.
11. Created By will be populated by the default of who is logged in.
12. The Tracking ID is defined by your Application Administrator.
13. The Folder ID is a unique number which is computer generated.
14. Folder Types: Click the icon to search for the appropriate folder type(s).
15. *Date Sent is defaulted to today's date. This is changed by clicking on the calendar icon and selecting a new date
or by typing in the correct date.
16. *Date Received is defaulted to today's date. This is changed by clicking on the calendar icon and selecting a
new date or by typing in the correct date.
17. Date Due is defaulted to the number of days associated with the security classification. You can modify this
date by clicking on the calendar icon.
18. Date Closed is automatically populated when the folder is closed.
19. Click Create! on blue Navigation Bar.
Creating a New Correspondent in a Folder
1. To create a New Correspondent while creating a new folder, click on the 
icon to the right of the From field,
enter the details, then click Create! on the blue Navigation Bar.
2. To assign this correspondent to the folder, click Add to Folder on the blue Navigation Bar.
3. Continue with step 5 from Creating a Folder.
Creating a New Correspondent After an Unsuccessful Search
1. Click New Correspondent on the blue Navigation Bar, enter details, and then click Create!
2. To assign this correspondent to the folder, click Add to Folder on the blue Navigation Bar.
3. Continue with step 5 from Creating a Folder.
Modifying a Folder
1. Locate the folder to be modified.
2. Click the folder icon to get to the folder details screen.
3. Modify the folder content then click Save! on the blue Navigation Bar.
Closing a Folder
1. Locate the folder to be closed.
2. Click the folder icon to get to the folder details screen.
3. Click Close on the blue Navigation Bar and notice Date Closed is populated.
Re-Opening a Folder
1. Locate the folder to be re-opened.
2. Click the folder icon to get to the folder details screen.
3. Click Re-Open on the blue Navigation Bar and notice Date Closed is now blank.
Adding an Assignment (Pre-defined Workflow)
1. While in the folder details screen, click Create New Assignment from the blue Navigation Bar.
2. Assigned To: click the flashlight icon to Find a Workflow List.
3. Click the icon to automatically populate the Assigned To field with the appropriate list.
4. Classification is inherited from the folder. If authorized, security can be changed.
5. Enter Requested Activity information.
6. Enter Response Notes information.
7. Date Assigned is defaulted to today's date. This can be changed by clicking on the calendar icon and
selecting a new date or by typing in the correct date.
8. Date Closed is automatically populated when the assignment is closed.
9. Modified is automatically populated when the assignment is modified.
10. Folder Due Date is inherited.
11. Click Create! on the blue Navigation Bar.
Creating an Assignment (Ad Hoc Workflow)
1. While in the folder details screen, click Create New Assignment from the blue Navigation Bar.
2. Assigned To: click the 
icon to Find a Staff member or Group.
3. Either enter information to search or scroll through the list to locate the correct entry.
4. To select one person or group, click the icon.
5. To select multiple people or groups, click the white box to the left of the names then either click
Add Checked Items from the blue Navigation Bar or at the bottom of the screen.
6. Continue with step 4 from Adding an Assignment (Pre-defined Workflow).
Adding Attachments from Existing Files
NOTE: This is generally the type of attachment you are going to create as a WebCIMS user.
1. Click Create New Attachment from the blue Navigation Bar.
2. Attachment Type: Select from drop down list.
3. Classification is inherited from the folder. If authorized, security can be changed.
4. Enter Description information.
5. Click on the circle From an existing file.
6. Click Create! on the blue Navigation Bar.
7. Click the Browse button to locate the file and click open.
NOTE: Please make sure that the "File Type" box reads "All files" or you will not see your document listed
that you are trying to locate.
8. Click the Save File button on the Save Existing Attachment File screen.