Tips and Tricks: Getting More Out of Fortis. Cali Lang Senior Product Specialist

Transcription

1 Tips and Tricks: Getting More Out of Fortis Cali Lang Senior Product Specialist

2 Retrieval (Queries) Agenda Document Viewer Document Editing For the Database Admin Keyboard Shortcuts

3 Retrieval (Queries)

4 Query Types Static vs Variable Preference: Allow multiple values in a variable Query Equal To vs Contains Wildcards ( * and? ) can be used to trick an Equal To Query Simple (one criterion) vs Complex (multiple criteria) Preference: Show advanced Query features AND vs OR For Complex Queries, together with ( ) Single Document Type vs Multiple Document Types Preference: Search all Document Type tabs at once Query vs Browse i.e. Saved search vs Ad hoc search Preferences: Browse: Match whole field and Match all values entered Index Field Search vs Full Text Search These can be combined Date Math

5 Query Tools Result Layout, Controlled with Define Query menu Remove, Add, or Insert fields in display Reorder fields by removing and inserting OR Highlight column heading, hold SHIFT, drag column to new position Sort data Left-most sorted field is primary sort order Can not sort on Multi-value fields Related Documents With a document open, access one or more associated documents Access related documents from menu, with keyboard shortcut, or with optional Document Links Searchable Annotations Search by Type Search by Text Additional Preferences Count, and optionally limit, number of documents returned QuickFind Run Queries from one or more desktop shortcuts

6 Full Text Query Tips Get the most out of Full Text searches by using special characters. SYMBOL MEANING % Fuzzy each % in the search value represents one letter in the result term that can be different from the search term ~ Stemming placed at the end of the search term, it tells Fortis to find various grammatical variations of the search term # Phonic placed at the beginning of the search term, it tells Fortis to find words that sound like the search term & W/# Synonym placed at the end of the search term, it tells Fortis to find words with meanings similar to the search term Positional AND - placed between two search terms, it tells Fortis to find documents that contain both search values within # words of each other * Wildcard (zero to many characters)? Wildcard (one and only one character) AND Placed between two search terms, it tells Fortis to find documents that contain both search values OR Placed between two search terms, it tells Fortis to find documents that contain one or the other search term, or both ( ) Parenthesis - placed around search terms to group them

7 Date Math Search Relative to Today Today has a system Date Equal to Today Date_Entered Date Less Than/Greater Than Today +/- # Static: Date_Due +7 Variable: Date_Due + ^ Invoices due after how many days? Greater than means later than or after Less than means earlier than or before Insert Today Variable into Query Value with [Date] Button Accessed in the Value dialog box Calculates Days Only

8 QuickFind Run Any Kind of Query from a Desktop Shortcut One Query per desktop shortcut Create multiple desktop shortcuts so multiple Queries are available OR, Multiple Queries accessible from a single desktop shortcut Prompt For Logon or Provide Logon Credentials Best practice on a user s desktop is to prompt for logon Best practice on a public machine is to provide guest user credentials LDAP (single sign-on) is supported View License Consumed While QuickFind is Open License made available as soon as a user exits QuickFind With License Management, if a Fortis license is already is use, QuickFind does not consume an additional license Save Untold Training Time It took you longer to read this slide than it will take to show a user how to search for documents with QuickFind! Create a QuickFind Profile Only Once They are stored on the network so once created can be made into shortcuts on multiple desktops

9 Document Viewer

10 Viewing Tips Select Multiple Documents to View Contiguous list: select the first document, hold SHIFT, and click the last Non-contiguous list: select the first document, hold CTRL, select others In a Query Results List, CTRL+A selects all the documents, as does Edit > Select All ; Edit > Deselect All deselects any selected documents Close One of Many Documents View > Close Document Move Buttons to Top of Document Viewer General Preferences, Interface tab, Window style in upper right, select Document Viewer Window, then select the Top radio button Rearrange Data and Document Panes Left vs Right Horizontal vs Vertical Use Keyboard Shortcuts Default keyboard shortcuts for navigating the Document Viewer are available via General Preferences, View tab, [Shortcuts] button Keyboard shortcuts can be customized from the same location

11 Document Editing

12 Editing Tips Insert/Replace Pages From Scanner From In Basket Blank (considered a B/W) Image from Text (opposite of OCR!) Burst From first page through to, and including, current page All Pages Delete record OR Retain record and insert a placeholder page To In Basket or database Folder and Document Type Annotations May be searchable Create custom stamps Perpetual annotation Hold SHIFT then click the desired annotation button and it stays on through repeated annotations

13 Hints for the Database Admin

14 DBA Tips Disable Folder Drag-and-Drop Prevents a user, regardless of permissions, from dragging a Folder into another Folder Document Type Field Order for Efficient Data Entry Required, Optional, Subsequent, Properties, System From form order, Subsequent, Properties, System Name In Baskets for a Job not a Person This allows for staff changes without people having to relearn a process Consider preceding the job title with a department so In Basket lists display sorted into related groups Name Queries for What They Search and How They Search e.g. AR Invoices by Invoice Number e.g. AR Invoices (for a Query that searches on most/all fields) Name Templates for What They Do e.g. AR Invoice OCR Name Scripts for What They Affect and Where They Go AR Inv to InB

15 Keyboard Shortcuts

16 SHORTCUT FUNCTION Keyboard Shortcuts SHORTCUT FUNCTION ALT+A Select all records CTRL+V Paste page ALT+F3 Find CTRL+X Cut page ALT+F4 Close Application F1 Help ALT+LETTER Access menus and commands F2 Next Full Text hit CTRL+B Burst F3 Find next CTRL+C Copy page F4 Find previous CTRL+D Open selected records F5 Refresh (In Basket content or Query) CTRL+E Previous version SHIFT+END Last page CTRL+F4 Close current Fortis window SHIFT+F2 Previous Full Text hit CTRL+F6 Next window (tiled or cascaded) SHIFT+F4 Tile windows vertically CTRL+G Go to page? SHIFT+F5 Cascade windows CTRL+P Print document(s) SHIFT+HOME First page CTRL+R Related documents SHIFT+LEFT ARROW Previous document CTRL+S Save SHIFT+PAGEDN Next page CTRL+T Go to document? SHIFT+PAGEUP Previous page CTRL+U Pin-up (for multiple In Baskets or Doc Viewers) SHIFT+RIGHT ARROW Next document

17 Questions? Type any Questions into the GoToMeeting dialog box. An with answers will be sent to all registrants within the next few business days.