Frequently asked questions about eDocs

  • What is eDocs?

    eDocs is a web-based document repository tool that provides Minnesota Department of Human Services’ stakeholders access to DHS forms and documents in multiple languages. The eDocs search engine allows clients, county workers, providers, employees and other stakeholders to easily access the most current versions of DHS documents on demand.

    DHS created the eDocs system to centralize the distribution of forms and documents. Prior to eDocs, forms had to be printed, stored, and distributed to county agencies and other partners around the state. This led to a lag in availability of forms and the problem of outdated forms and documents being in circulation. The eDocs system allows users to search for a form online and always get the most up-to-date version of the form whenever they need it. In some cases forms are fillable, meaning that a user can fill them out online and print out a clean, clear, machine-printed form that can be submitted via U.S. mail.

    eDocs is also home to many eForms that submit data electronically. This capability eliminates paper from the process, unless users need to maintain a hard copy for their records.

    Do Macintosh users have special requirements to use eDocs?

    To use eDocs, users must have both a browser and Adobe Reader software loaded on their desktop. For Mac users, the most recent version of both the browser and Reader are recommended.

    Mac users should not have more than one software version of Adobe Reader or Adobe Acrobat loaded on their computer because this can cause software conflicts when attempting to view PDF documents using any browser. Mac users may, however, have one or more additional browsers loaded on their desktop computer for use with applications other than eDocs.

    Do I need a login ID and password to use eDocs?

    No. Anyone who has Internet access and a browser can use eDocs. If you are prompted to enter a user ID and password, see the information below.

    What should I do if I get the eDocs login screen?

    You might be getting the eDocs login screen for any of the following reasons:

    The link may be out of date.

    If you get a link to a document on eDocs from a co-worker or from another document, such as a bulletin, and clicking on it brings up the eDocs login screen, the link might be out of date. Go to the eDocs search/portal page, type the document number or name in the Search box and click the Search button. The document you're looking for should come up in the search results.

    The document may no longer be in eDocs.

    In order to ensure that users are always getting the most current version of a document, they should access DHS documents using the eDocs search engine. Some users, however, have created shortcuts on their desktops to forms they use frequently. If the document is removed from eDocs and users click on an old shortcut, the eDocs login screen will pop up. To check if the document you need is in eDocs, use the eDocs search engine. To avoid this problem, use the eDocs search engine every time you need a document.

    The document you are accessing is secure.

    In order to access secure documents, you must have a login ID. For DHS staff, your login ID is your PW number and network password. For all other users, a login ID must be created. If you need a login ID, contact the eDocs HelpDesk.

    You have an old version of Adobe Reader.

    You must have Adobe Reader version 6 or newer or Acrobat Standard or Professional 6 or newer to view and print PDF files from eDocs or the DHS website. If you have an earlier version of Reader or Acrobat, you may not be able to open, view or print many of the PDF files on the DHS website correctly. More information and instructions about PDF and Adobe Reader are on the DHS public website.

    If you have a current version of Adobe Reader or Acrobat Standard or Professional as described above and you still have problems, it may be that an earlier version of Adobe Reader was loaded on your PC, and the current version of Adobe Reader was loaded over the top of the earlier version. If you use an uninstaller to remove ALL versions of Reader and then only reinstall the current version, the problem should be resolved.

    eDocs may be down.

    In rare instances, eDocs service must be interrupted for network maintenance or upgrades. In these cases, advance notice will be posted on the eDocs portal page. If you do not see a notice and suspect that eDocs might be down, contact the eDocs HelpDesk.

    If you have checked into the reasons listed above and are still getting the eDocs login screen, contact the eDocs HelpDesk. In order to troubleshoot, please take screenshots of error messages or the screen and supply your browser name and version and operating system (i.e., Windows 7, etc.).

    How do I order printed DHS documents?

    Some documents on eDocs are available to business partners and citizens pre-printed. There is an online bulk order site for these pre-printed documents. If you can’t get to the Bulk Ordering website, if you forgot your password, or if you got an incorrect order, please contact DHS Print Purchasing.

    How do I know if a document has been updated recently?

    Document managers who work with DHS’ health care program eligibility and cash and Food Support programs maintain lists of their documents that show when they have been updated. For documents in other program areas, check the version date in the upper right-hand corner of the document or write to the eDocs HelpDesk.

    For counties who use DHS forms in their document management systems, DHS sends eDocs update notices to subscribers interested in knowing when a DHS form changes in eDocs. Update notices are for forms only, not brochures or other types of publications. You can subscribe to these update notices on the DHS public website.

    Where can I find DHS bulletins?

    DHS bulletins are not in eDocs, but three years’ worth of bulletins are archived on DHS’ public website.

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