PaperWise Boot Camp Training

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2 Introduction to PaperWise... 2 Primary Components... 2 Document Management System vs. Library Steps of Document Management... 4 Administration... 8 Integration... 8 PaperWise Suite... 9 Configuration Directory Structure Network Permissions Creating the Database Managing Licenses Volumes Users / Groups Active Directory Synchronization File Cabinets ImageWise Basics Select Scanner Scanner Configuration Screen Regions Document Preparation Front-End vs. Back-End Scanning Scanning Documents Rescanning Pages Submitting Documents Send To / Print to PaperWise Query Basics Query User Interface Finding Documents Working with Documents Printing & Faxing Documents ing Documents Notes Bookmarks Query Tab View Document Versioning PaperWise Utilities Workbench PaperWise Dashboard Glossary of Terms

3 The PaperWise document management system is a tool to improve communication within an organization by providing a means to capture, store, organize, retrieve, deliver, update and dispose of documents. PaperWise employs a flexible and scalable architecture based on Microsoft technology. This allows the system to adapt to the individual needs of organizations, whether they consist of a few users or several hundred. The primary components of the PaperWise system are the documents being stored in the system, the SQL Server database and the data repository. Virtually any type of document can be saved in the PaperWise document management system for retrieval at a later time. In addition to scanned images, you can also save electronic files such as Word documents, messages, Power Point presentations and even sound files (i.e. MP3 and Wave files). PaperWise uses Microsoft SQL Server for its database engine. The database saves the index information for all documents stored in PaperWise in tables referred to as file cabinets. The database also controls security and manages workflow in the PaperWise system. The data repository actually stores the documents in containers called volumes. The documents are stored within the volume in a compressed, encrypted format to ensure that disk space is used efficiently and the documents are secure. 2

4 Library Document Management System Documents Books, Magazines, Cassettes, CDs Scanned images, Word documents, Excel documents, s, etc. Storage location Volumes (a folder on the server or a table Shelves in a database) Index Card file SQL Server database The library stores documents in a physical location, usually on shelves. While this provides some organization to the documents it s still difficult and time consuming to find an individual book just by searching through the shelves. Vol 1 Vol 2 PaperWise stores documents in a physical location on the file server. Depending on the configuration preferences of the administrator they are either stored in a folder on a network share (magnetic volume) or in a table in a SQL Server database (database volume). The location selected is referred to as a volume. Similar to the library, even if a user could search through all the documents in a volume to find a document it would be inefficient and time consuming. The library uses an indexing system to help patrons and staff locate specific documents. The card file indexes documents by the author, title of the document and the topic. An individual can use any of these criteria to locate the book they want. SQL PaperWise uses index fields created by the system administrator to identify stored documents. The index fields are maintained in a file cabinet, which is a table within the SQL Server database. The administrator can create as many fields as necessary to help users find documents in the system. The database allows the user to quickly identify and locate documents based on the values entered into the index fields. Usually, file cabinets are created for departments or business processes within an organization, for instance Accounting, Human Resources, Claims, etc. Typically each file cabinet will have a different set of index fields. 3

5 There are 4 steps in managing documents electronically. Capture documents The first step is to capture documents into the system. Hard copy documents can be acquired by scanning. Electronic documents such as Word or Excel files, s and so forth can be acquired using the PaperWise print driver or the Send To PaperWise menu option. Index documents Indexing documents is the process of entering values into the index fields created by the system administrator and submitting them to be saved in the database. These values can be entered at the time the document is captured, or entered later in the process. Retrieve documents PaperWise allows users to search for and retrieve documents using the values that have been entered in the index fields during indexing. After they are retrieved documents can be printed, faxed, ed or exported for use in the business process. Archive / Dispose of documents Most documents within an organization have a life cycle, whether its tax documents that must be kept for 7 years or driver logs that can be disposed of after 6 months. Once documents have expired the organization may want them disposed of so they no longer take up storage space. Some documents may not be ready for disposal, but need to be moved to a different media for long-term storage. PaperWise can automate the management of these stages in the document s life-cycle. 4

6 PaperWise provides three applications for capturing documents. Each application provides functionality to capture documents using a different method. ImageWise ImageWise provides an interface to a scanner. It allows the user to capture an electronic image of a paper document. In order to use ImageWise a supported scanner must be connected to the workstation with the scanner drivers properly installed. Once the electronic image is captured the user has the option of entering values in the index fields before submitting the document to be saved in the PaperWise system. Print to PaperWise This is a printer that is installed on the workstation with the PaperWise client. Users can use the Print to PaperWise printer the same way they would use a normal printer, except the document is captured as an image in PaperWise rather than being sent to a printer. When a document is printed to PaperWise the Send To application opens displaying the captured image. It also displays the index fields available for the user to populate. When the Current, Selected or All command buttons are clicked the document is saved into PaperWise and the index values that were entered are stored in the file cabinet. Send To PaperWise Documents may be saved in PaperWise in their original document format using the PaperWise Send To application. Clicking on File Send To PaperWise in most applications, or right-clicking on a file and selecting Send To PaperWise in Windows Explorer will launch the PaperWise Send To application and capture the document. If the document is not an image format it will not display in the Send To viewer window, but it will allow the user to enter index information and the document will be saved in PaperWise. When documents sent to PaperWise using the Send To application are retrieved for viewing PaperWise will launch the software application associated with that file type on the PC and retrieve the document. 5

7 Indexing is the process of associating values to a document that can be used to find the document later. Indexing is a critical step in the document management process. Entering inaccurate information in the index fields makes finding documents difficult, although not impossible. Certain index fields, called Internal Fields, are automatically populated when a document is captured and submitted to PaperWise. Custom fields that are defined by the system administrator when the file cabinet is created may also be populated. Custom fields may be populated at the time the document is captured, or they can be left blank and populated at a later time. The values entered into the index fields are stored in the file cabinet along with pointer information that tells PaperWise where the actual document is located. Each document is represented by a record in the database containing the index values associated with that document. The database can then be searched for records that contain specific values. Indexing usually represents the bottleneck in the document management process. Several technologies are available to help automate this process. Some of these include using barcodes, zonal OCR (Optical Character Recognition), and a process called screen scraping. Screen scraping copies information that has already been entered into another program, usually an accounting or management system, and pastes it into the index fields in PaperWise. This provides a quick and accurate process to populate index values. It is also effective since it insures that the index information used in PaperWise matches the values entered in the management system. 6

8 Users search for documents in PaperWise using an application called Query. Query presents an interface that allows the user to enter information into one or more index fields. When the search is executed Query looks for records in the file cabinet that contain the value entered in the index field(s). A list of matching records is returned in Query. When the user selects a record from the list Query displays the document referenced by that record in the viewer window. After they have been retrieved documents may be viewed, ed, printed or faxed from Query. 7

9 PaperWise is administered through a MMC (Microsoft Management Console) plug-in called PaperWise Management Console which usually is run on the server. The interface should be familiar to administrators who have worked with Microsoft applications, substantially reducing the learning curve. Using PWMC administrators can create databases and file cabinets. They can also add and delete users and groups and set security permissions for documents in the PaperWise system. Some administrative tasks can be delegated to users and can be executed through Client Management Console. The Client Management Console runs on the user s workstation allowing the user to perform administrative tasks without accessing the file server. PaperWise has a very accessible architecture which makes integration with 3 rd party applications, such as management systems, possible. Most functions of the core PaperWise applications are exposed through the object model and can be accessed programmatically. PaperWise supports VB Script, Java Script, Perl Script as well as its own PaperWise Scripting Language. Administrators or IT personnel who have experience with Visual Basic or any of the supported scripting interfaces can automate most tasks within PaperWise. Scripts can also be used to copy data from other applications or databases and use it to populate index fields in PaperWise. 8

10 PaperWise is a suite of products comprised of the core applications, ImageWise, SendTo and Query, and several other components that can be added to the core products to provide a custom solution that addresses the business needs of the organization. InfoWise is a printing utility that utilizes advanced query statements to compile documents stored in the PaperWise database. Collating brings related documents together in a logical group, eliminating the need to manually search for, retrieve, and arrange the documents. Multiple query statements can be used to collate documents of different types or from different file cabinets. This utility is used heavily for rendition billing to collate invoices with supporting documents. InfoWise also supports XML definition files that can customize the output, for instance sending some documents via , others via fax and still others to the printer. The PaperWise Dashboard allows the creation of objects that monitor the PaperWise database. Dashboard has a couple of common uses. One is to provide a visual gauge to monitor the status of a group of documents. Another use provides a hidden object that keys events when a document queue reaches a specific level (minimum, maximum or as specified). The event could key the sending of an message, the display of a message on your computer screen, the starting of another application or a PaperWise Script. The Workflow Toolbar makes it easier to follow specific workflow processes by providing a customized toolbar that can be used to run PaperWise and Visual Basic scripts as well as other executable files. Buttons can be created on the Workflow Toolbar to link to frequently used web pages. Buttons can be created manually or you can drop icons from the Windows Desktop onto the toolbar. The Toolbar can be docked to either the right or left side of the Windows Desktop or it can float. DisplayWise integrates PaperWise with other software applications using a process known as screen scraping to reduce the need for data entry duplication. The scripting language available through DisplayWise provides a means of automating tasks in PaperWise applications as well as many Windows-based client applications including Microsoft programs such as Word, Excel, Outlook and others. 9

11 FaxWise communicates with a netowork fax server - a computer or device on the network that captures incoming faxes and sends outgoing faxes, eliminating the need for standalone fax machines. FaxWise integrates with some of the more popular fax servers to pickup incoming faxes, convert them into an image format, and store them in the PaperWise system. FaxWise can also be configured to populate index fields with default values. Once FaxWise is configured, no other user action is necessary, however, the FaxWise icon will appear in the system tray. Double-click the icon to edit configuration settings. Multifunction peripherals, or MFPs, are stand-alone devices that scan, print and fax documents. Generally they are configured to allow the user to input an identification code which tells the MFP where to save the scanned documents. MFPWise runs as a Windows service and monitors folders on the PC or server. When a file is placed in one of the folders being monitored, MFPWise tries to import the file into PaperWise as a document. If the file is not a standard image format MFPWise will generate an error. Like FaxWise, MFPWise can be configured to populate index fields with default values. For organizations that use Microsoft Exchange for their , ExchangeWise can be configured to monitor specific inboxes on the Exchange Server. When messages are received in the inbox ExchangeWise imports the message and any attachments. This application runs as a service on the Exchange Server. PaperWise Workbench is a tool that allows users to combine, manipulate, and reassemble graphic documents from different sources to create new documents. 10

12 The PaperWise document management system is configured and maintained using a Microsoft Management Console plug-in called PaperWise Management Console. This provides a familiar look and feel for administrators who have dealt with Microsoft SQL Server. The main components in configuring the document management system are volumes, users, groups and file cabinets. This module covers the basic configuration of each of these components in detail. Advanced features are discussed in the Advanced Administration workshop. The PaperWise server install program will create a PaperWise Suite V6 folder under Program Folders and copy the program files to that location. In order to keep the data and integration files organized and provide for future expansions there is a recommended folder structure that has proved optimal in most installations. Determine which server and partition will host the PaperWise database and documents. Select a location that has sufficient space to accommodate the amount of data necessary to meet the organizations objectives. On that partition create a folder called PWDATA. This will be the root folder for the PaperWise structure. The remaining structure should look like this: PWDATA PWVolumes PWDB Integration Install DataWise <File Cab folder> <database>.mdf <database>.ldf <PW Ver> Reg SourceFiles Scripts Vol1 Vol2 Vol3 Scripts Toolbars Backup 11

13 This folder is the root container for all the documents. Create subfolders for each file cabinet with the actual volume folders beneath it. The location of the database files defaults to the Microsoft SQL Server folder which is usually on the system partition under Program Files. The database should be located in the PWDB folder. This folder should be created on the data partition of the file server in order to allow sufficient space for the database to grow as records are added to the system. Files used for integration typically fall into two categories, script files (DisplayWise scripts and VB Scripts) and toolbar files. Storing the scripts in this folder on the network will make administration easier as the script will only need to be edited once rather than making a change on each workstation. In the Install folder create two subfolders. One named for the version of PaperWise you are installing. Copy the install files into this folder so they will be easily accessible as you re installing workstations. Name the other folder Reg. Once you have configured the first workstation export any registry settings that you want to use on other workstations to this folder so they will be accessible as you are configuring other workstations. DataWise is the PaperWise application for processing text-based reports from your management system (sometimes referred to as COLD data). These reports should be downloaded to the DataWise\Sourcefiles folder. Once the files are processed they should be moved to the Backup folder for a period before they are purged. Perl scripts created in DataWise to process the data files should be stored in the Scripts subfolder. Organizations that are not using DataWise don t need this folder. Users must have read / write access to the PWVolumes folder and its subfolders. This allows users to capture documents into the volume folders as well as view documents from those folders. PaperWise uses an internal SQL Server account to access the database file so users don t need any network permissions to the PWDB folder. Users need read access to the Integration folder and its subfolders in order to access toolbars and run scripts. The Install folder is just there for convenience in setting up workstations. Users should be given read access to this folder initially. Once their workstation is installed and configured they don t need access. The only users who will need access to the DataWise folder are those who will execute the scripts to process the data. Typically this process will be automated. If the automated process runs on the server there is no need to grant users access to this folder. 12

14 The database is the heart of the Paperwise Document Management System. Before documents can be added to the system a database must be created which will store and manage all the index information used to identify the documents. The database is also used to manage security. As noted above the database files should be located in the PWDB folder on the file server. The database is created from within the PaperWise Management Console. 1. Right-click on the server node 2. Select Database Create Database 3. In the Create Database window enter the name of the database (usually this will be PaperWise or the name of your organization) 4. In the Database Path and Log File Path fields enter the path to the \PWData\PWDB folder 5. Click OK 6. When prompted to overwrite the database and server cache answer Yes While it s not necessary to apply the licenses in order to use the PaperWise Management Console to configure your system, you can t access any of the client applications such as ImageWise or Query until the licenses are applied. Use the Licenses node in the Management Console to apply and allocate licenses. To apply licenses to a new database, or update licenses on an existing: 1. Right-click on the Licenses node in Management Console 2. Select New License 3. Enter the Activation Key (this will be provided to you by PaperWise) and click Next If you can access the internet from your server proceed to step 4, otherwise skip to step choose Retrieve license information electronically from PaperWise and click Next 5. Enter the contact name and organization name and click Next 13

15 If you don t have an internet connection on your server you will need to obtain a license file from Paperwise to apply the licenses to your database. Once you have obtained the license file: 6. Select Specify file containing license information after entering the Activation Key and click Next 7. Browse to the location where the license file is saved and click Next 8. The number of licenses purchased for each PaperWise component will be displayed in the list box 9. Click Finish After the licenses have been applied the License node is used to allocate licenses and monitor session usage. Concurrent licensing allows users to install PaperWise on as many computers as they want, but it limits times the application may be open in any one instance. If concurrent licenses are not allocated they behave as pre-6.3 versions. If any concurrent licenses are allocated for an application only the users or group members to whom the licenses have been allocated will be able to access that application and only the number of licenses that have been allocated will be available. The program will allow you to allocate more concurrent licenses than you have available. In such a case the licenses will be used on a first come first served basis. The number of licenses allocated to a group is the maximum number of concurrent sessions the members of that group can use. If a person is a member of two groups, both of which have licenses allocated for a particular application, when the user runs that application the license will be taken from the first group listed in the Allocations tab. Named user licensing allows the administrator to allocate licenses for a PaperWise application to specific users. Different users may be assigned different licenses depending on their job functions. You can have a mix of concurrent and named user licenses. Named user licenses are reserved for a specific user and cannot be used by another user unless they are re-allocated. If a user is allocated a named user license and is also a member of a group that has been allocated concurrent licenses for the same application, when the user runs that application it should use the named user license. 14

16 In Sessions under the License node the administrator can check the properties of a session. This will tell them the application being used, the user, when the session started, how long the session has been open and the type of license being consumed. An active session can be terminated by right-clicking on the session and choosing Delete. 15

17 Volumes define the physical location of the documents entered into PaperWise. The volume is a means of linking a folder on a network share or optical drive, or a table in a SQL Server database, to a file cabinet. PaperWise will then store documents saved to the file cabinet in that volume. It is possible, and in fact preferable when using magnetic volumes, to have more than one volume assigned to a file cabinet. This minimizes the risk of users trying to capture documents into a volume that is locked by another user. PaperWise provides the flexibility of defining three types of volumes Magnetic, Database & Optical. Magnetic A magnetic volume simply points to a folder that has been created on a network share, NAS, or SAN. Documents written to a magnetic volume are saved into a container called a TCK file. The TCK files contain several documents clustered together and compressed in a single file with a proprietary header (similar to a.zip file). The TCK container optimizes use of disk space and also provides an additional layer of security by preventing users who may stumble upon the volume location from viewing the documents contained in the TCK file. When the TCK file reaches approximately 25MB the program closes the file, creates a new TCK file and begins writing documents into the new file. Having the TCK files closed after they reach 25 MB makes data backups more efficient. Once the TCK file is closed it no longer is backed up during incremental backups. A full backup will still backup the closed TCK files so you keep a current copy. Pros Expanding the document storage area for a file cabinet is relatively easy. File cabinet object storage can span multiple servers or devices. Documents are backed up with the server backup system. Cons Users must be authenticated on the server where the volume resides. Users must have read / write access to the folder the volume points to. 16

18 Database A database volume is literally a table in a database on the SQL Server. The documents are stored within the database as binary records. The database volume can be in the same SQL Server database that is being used for the index information; however, unless the system is quite small it is recommended that a separate database file be created for the volume tables. Optical Pros Since the data is accessed using the SQL Server account the user does not have to be authenticated on the server where the volume resides. Cons The database will grow very rapidly due to the size of the document files being stored in it. Expanding the document storage space may require purchasing additional SQL Server licenses. Backing up document files requires creating SQL Server backup jobs. Optical volumes point to a volume on an optical device. Typically the optical volume represents one side of a platter. Optical volumes are rarely used due to the low cost of hard drives. Pros Storage space is easily expanded by removing older platters and replacing them with new ones. Cons Read and write access is slow. 17

19 Prerequisites Since volumes point to a physical location, whether it s a folder or a database table, the folder structure or database should be created before the volume is defined. To define a separate SQL Server database to store documents right-click on the server object in PaperWise Management Console, then choose Database Create Database for Volumes. Defining Volume Properties 1. Right-click on the Volumes node 2. Select New Volumes from the pop-up menu 3. Enter the volume properties 4. Click OK Volume Name The volume name is simply the name that PaperWise recognizes for assigning the volume to a file cabinet. Incorporate the file cabinet name, or an abbreviation of the name, into the volume name in order to easily identify which cabinet the volume should be assigned to. Description The description is an optional setting. It is only there for the administrator s reference. Vol Type This is where you specify whether the volume is: Database A database table. Magnetic A folder on a network share. Optical A volume on an optical platter. 18

20 Location The location input box will change depending on the volume type selected. If Database is selected specify the SQL Server database the documents will be stored in. PaperWise will assign a GUID (Globally Unique Identifier) as the table name. For magnetic and optical volumes click on the ellipses button ( ) and browse to the folder where the documents will be stored. If the folder doesn t exist click the Make New Folder button. You can also type in the path. If the folder doesn t exist the PaperWise Management Console will ask if you want it created. Use the UNC path to avoid having to map a specific drive for each user. When a volume is created PaperWise assigns a Volume ID which is a unique number that PaperWise uses to identify the volume. Once created the Volume Type cannot be changed. If the Location is changed after documents have been added to the volume users will receive an error when they try to retrieve documents that were saved to the old location. When the file cabinet is created volumes that have been defined can be assigned to the file cabinet using the Volumes tab. See Volumes under File Cabinets later in this section. File cabinets can have multiple volumes assigned to them. When multiple volumes are assigned to a file cabinet PaperWise will balance the amount of data being written to each volume. However, a volume can only be assigned to one file cabinet. This prevents having confidential data and nonconfidential data stored in the same container. If the drive where your volumes reside starts to fill up and you want PaperWise to quit saving documents to volumes on that drive you can just remove them from the volumes list in the File Cabinet Properties. Then create new volumes on another drive that has space and add the new volumes to the volumes list. PaperWise will continue to retrieve documents from the old volumes even though they don t appear on the list, but it will only save documents into the volumes that remain on the volumes list. 19

21 User accounts are used in PaperWise to maintain the security of the documents saved in the system. When a user executes a PaperWise program they are prompted for a username and password. Based on the account they use to log in they are allowed to access documents based on the permissions and security restrictions the administrator has set. 1. Right-click on the Users (or Groups) node 2. Select New Users from the pop-up menu 3. Enter the User Properties 4. Click Apply Real Name This is the name that will appear in User List fields. This field can be modified after the account is created. Username Usernames can be up to 20 characters and may contain spaces. This is the name users will enter to log in to PaperWise. This is also the name that will appear when adding users to a group. Once the account is created the username cannot be changed through the PaperWise Management Console interface. Refer to Changing Usernames in the Advanced Administration course for instructions on changing the username on an account. User type Normal User Use this type for most users in your system. IT Administrator Users defined as IT Administrator have full access to ALL file cabinets in the database. They also have full access to the License Manager module which enables them to add or remove licenses and terminate active sessions. Inactive This option provides backwards compatibility for systems that had user accounts flagged as inactive in version

22 User Status Active This is the normal status for a user who currently has access to and is using the PaperWise software. Inactive This allows the administrator to disable an account without removing it. This would be used to disable the account of a terminated employee or to temporarily disable the account of a user who is leaving for an extended time. Windows Account (Optional) Enter a Windows user account name to associate with this PaperWise user. If Use Windows Login is checked on the PaperWise Login window the user will be logged into PaperWise as the user who is associated with the current Windows user ID. This alleviates the need for users to enter a username and password every time they execute a PaperWise application while still maintaining a moderate level of security. Allow full-text searching for this user. If Full-text Searching has been configured for the file cabinet this check box will enable the full-text searching feature for this user. Full-text searching is a separately licensed module of the PaperWise document management system. Full-text searching licenses are allocated per user account rather than by concurrent user. Allow OCR export for this user. This check box makes the OCR Export features in Query available for this user. If all the licenses have been assigned to other accounts a message box indicating that there are not sufficient licenses will display when this box is checked. OCR Export is a separately licensed module of the PaperWise document management system. The OCR Export licenses are allocated per user account rather than by concurrent user. Password options Change Password Allows the administrator to create a new password for the selected user. The next time the user logs in, only the new password will be accepted. Reset Password Blanks the user's password. The next time the user logs in with their old password they will be prompted that it is no longer valid and asked to create a new password. Expire Password Expires the user's password immediately regardless of existing policy. The next time the user logs in using their old password they will be prompted that the password has expired and they must create a new password. 21

23 Groups help to simplify the administration of PaperWise. Even if there is only one user that will access a file cabinet a group should be created and the user assigned to it. Rights to the file cabinet are assigned to the group rather than the user. If other users need to be granted permission to the file cabinet later they can just be added to the group. 1. Right-click on the Groups node. 2. Select New Groups from the pop-up menu 3. Enter the group properties 4. Click OK Group Properties Group names can be up to 50 characters long. The description is optional, but can be used to provide additional information about the group for others who may be maintaining the system. The address of the group is used by the PaperWise Workflow Suite to send notification messages to the group. Users can be added to groups using either the User or the Group properties. From the User Properties dialog: 1. Select the Groups tab 2. Choose the Add button 3. Enter an asterisk (*) or a portion of the group name 4. Click Search. 5. Select the group from the list box 6. Click OK 7. Click OK on the User Properties dialog From the Group Properties dialog: 1. Select the Users tab 2. Click the Add button 3. Search for the users to be added. (Leaving the search entry box blank and clicking Search will list all PaperWise users.) 4. Select the user or users from the results list to add to the group 5. Click OK 6. Click OK on the Group Properties dialog 22

24 The Active Directory Synchronizer (ADS) is a back end process that updates PaperWise users and groups from information stored in the Windows Active Directory database. As with other polling processes, ADS can be configured to poll continuously or poll for bulk information at specific times. ADS alleviates the need for administrators to maintain accounts in both Active Directory and PaperWise. ADS polls Active Directory for Users and Groups. Administrators can set the polling interval to hourly, daily, or weekly intervals. ADS connects to the directory and loops through all the users checking for users who are members of the PaperWise group at the specified interval. In Active Directory create an Organizational Unit called PaperWise. Within the organizational unit create a group called PaperWise. This group should be a Local Domain group or a Universal group so that you can assign other groups as members. Add Active Directory user and group accounts that you want added in PaperWise to the PaperWise group. Any groups that are added to the PaperWise Active Directory group will be added as groups in PaperWise Management Console by the ADS process. PaperWise does not support nested groups so any groups that are nested within another group in the Windows Active Directory will appear as a first level group in PaperWise Management Console. To configure the Active Directory Synchronizer: 1. Open the PaperWise Management Console and click on PaperWise ADSync Service. 2. In the pane to the right, right-click on the ADSync icon and select Properties. 23

25 3. In the Connection Info tab, enter the user name and password for the account you want ADS to use to access the SQL Server database. We recommend creating a PaperWise user account named ADSync for the service to use. Enter the name of the server the database resides on and the name of the database you want the user and group accounts assigned to. 4. Click Test Connection to insure the connection is properly configured. 5. Click the Configuration tab, and set the Polling Information. (This determines how often the AD Synchronizer service checks your Active Directory for changes.) 6. Place a checkmark in Link existing PaperWise accounts to Windows' accounts if you want to link your exiting PaperWise accounts to the Windows accounts and continue polling. (If you don't want it running full time, leave it unchecked.) 7. Enter the Lightweight Directory Access Protocol (LDAP) string used to connect to directory services for synchronization and click OK. 24

26 File cabinets are tables within the database. They store the index information that is associated with documents captured in PaperWise. Typically file cabinets are associated with business functions, such as Human Resources or Accounts Receivable, that generate data the organization wants to store and manage. Each file cabinet contains a set of index fields. Data may be segregated into different file cabinets based on organizational needs. Cabinets may be created based on the need for different index fields or on security requirements. For instance, data in the Human Resources department would need to be organized using different indexing information than data in the Accounts Receivable department thus requiring different file cabinets. However, within the Human Resources department security requirements may necessitate the creation of two file cabinets, one for general personnel data and one for compensation data. These types of considerations should be addressed prior to creating the file cabinet by spending time considering the business processes and the objectives of implementing the document management system. To create a new file cabinet: 1. Right-click on the File Cabinet node 2. Select New File Cabinet from the pop-up menu 3. Enter the file cabinet properties 4. Click Apply When the Apply button is clicked the table is created in the database and the remainder of the tabs become available. File Cabinet Tab Name Give the file cabinet a name. This is the name that will appear in the pull-down list when users select a file cabinet. Description (Optional) This is for the administrator s use. Index Name The file cabinet is a table in the SQL Server database. When the file cabinet is created the table is assigned a GUID (Global Unique Identifier) as the table name. PaperWise displays this GUID in the Index Name field. 25

27 Send To check box Checking this box allows users to submit documents to this file cabinet using the PaperWise Send To application and the Print to PaperWise print driver. Use Stronger Encryption check box If this box is checked PaperWise will encrypt documents using AES encryption as detailed in the FIPS-197 specification published by the National Institute of Standards and Technology. AES encryption is the industry standard used for e-commerce over the internet, Allow full-text searching check box If the Microsoft SQL Server full-text indexing feature has been installed and full-text indexing has been configured for the database in PaperWise, checking this box will enable the use of full-text searching for documents in this file cabinet. Field Definition Tab The index fields play a critical role in the document management system. These fields hold the keywords that are associated with and identify each document. Users who need to find a document can look it up by searching on any one, or a combination of values in these fields. The business needs and environment of the organization should be carefully considered before creating the index fields that will be used in the file cabinet. When you click on the Field Definition tab in the File Cabinet Properties window the list box displays the name and description of the fields currently defined for that file cabinet. Adding / Editing fields Click on the Add button to add a new field. To edit an existing field select the field in the list and click on the Edit button. This will open the Field Definition window. Data Type Text & Numbers This type will be used for most fields. It allows the user to input data that consists of both text and / or numbers. Numbers Only The field will only accept numeric values. Any leading zeros entered will be stripped from the value saved in the database. Date Only accepts numeric values entered in mm/dd/yyyy format. The field will display a calendar control to the right of the field to assist the user in entering a value. Yes / No This field will display a pull-down list allowing the user to enter either Yes or No. 26

28 List The administrator can build a list of valid entries for this field. The field will display a pull-down list with the valid entries. Only entries in the list will be accepted. To add items to the list: 1. Click on the ellipsis ( ) button to the right of the Default Value field. 2. The field list items will display. Click Add. 3. Enter the new item. 4. Click OK. Currency Only accepts numeric values and formats them as currency. User List The administrator can select from the users and groups that have been created in PaperWise. The list will display in a pull-down in the PaperWise applications. PaperWise v5 Date Version 6 of PaperWise uses a standard SQL Server date format for date fields. Previous versions of PaperWise stored date fields in a slightly different format. You may need to use this style of date to retain compatibility for custom applications written specifically for version 5. Display Name Enter the label users will see for this field in the PaperWise applications. Description (Optional) Text entered in the description field will display as a tool tip when the mouse is hovered over the display name of the field in the PaperWise applications. Default Value New documents will automatically have this value entered in the field as they are captured in ImageWise and Send To. Input Mask The input mask provides a method of formatting and restricting the data that is entered in the field. The table on the following page lists valid mask characters with a description of each. The Text and Numbers data type is the only one that supports the use of masks. 27

29 Mask Description: Character: # Digit placeholder. Character must be numeric (0-9) and entry is required.. Decimal placeholder. The actual character used is the one specified as the decimal placeholder in your international settings. This character is treated as a literal for masking purposes., Thousands separator. The actual character used is the one specified as the thousands separator in your international settings. This character is treated as a literal for masking purposes. : Time separator. The actual character used is the one specified as the time separator in your international settings. This character is treated as a literal for masking purposes / Date separator. The actual character used is the one specified as the date separator in your international settings. This character is treated as a literal for masking purposes. \ Treat the next character in the mask string as a literal. This allows you to include the '#', '&', 'A', and '?' characters in the mask. This character is treated as a literal for masking purposes. & Character placeholder. Valid values for this placeholder are ANSI characters in the following ranges: and (Keyboard and foreign symbol characters.) > Convert all the characters that follow to uppercase. < Convert all the characters that follow to lowercase. A Alphanumeric character placeholder. For example: a - z, A - Z, or 0-9. Character entry is required. a Alphanumeric character placeholder. For example: a - z, A - Z, or 0-9. Character entry is not required. 9 Digit placeholder. Character must be numeric (0-9) but entry is not required. - Optional minus sign to indicate negative numbers. Must appear at the beginning of the mask string. C Character or space placeholder. Character entry is not required. This operates exactly like the '&' placeholder, and ensures compatibility with Microsoft Access.? Letter placeholder. For example: a - z or A - Z. Character entry is not required. All other symbols are displayed as literals; that is, they appear as themselves. 28

30 Max Length This defines the maximum number of characters that can be entered in this field. When the record is saved in the database, PaperWise will allocate this amount of space in the record, regardless of the actual number of characters entered. If the Max Length field is not populated PaperWise will allocate 141 bytes of data for the field in every record. Leaving this field blank may cause the database to grow more rapidly than it needs to. Visibility Visibility settings effect which PaperWise applications will display this field. Scan If this box is left unchecked the field will not display in ImageWise. Index If this box is left unchecked the field will not display in Send To. Retrieve If this box is left unchecked the field will not display in Query. Advanced After a field has been created and saved the Advanced button becomes available in the Visibility group. The field can be hidden or locked for specific users or groups using this option. If a field is hidden for a specific user or group using the Advanced Visibility settings that field will be invisible to them in ALL PaperWise applications. Attributes Required Input If this box is checked the field must be populated before a document can be scanned. Doc Type Field This tells PaperWise to examine the value in this field to determine which overlay to display. See Overlays in Advanced Administration for more information. Right Justify Aligns the data on the right side of the field. Show Distinct Values A field that has this attribute will display a list of all the distinct values currently in that field of the file cabinet that match what the user has entered. As the user enters more characters the list will become shorter. This feature helps to ensure consistency in the way data is entered into a field. 29

31 Deleting Fields A field definition can only be deleted in PaperWise Management Console up to the time the OK button is clicked on the File Cabinet Properties window or the Search Fields button is clicked. After that the field can only be deleted using SQL Server Management Studio and should only be done with the help of a PaperWise support technician. Search Keys What are search keys? Search keys are fields in your File Cabinet that are indexed. This allows the database to perform searches more efficiently and improves performance. The database maintains separate indexes for each search key. Therefore, every time a document is captured each of the indexes must be updated. Creating too many search keys may cause slightly degraded performance when capturing documents. Adding search keys (after all the fields have been defined) 1. Click on the Search Keys button on the Field Definition tab. 2. Click Add. 3. Choose a field to be included in the Search Key from the pull-down list. 4. Click Add. The first field added to a search key is the primary field for that index. Continue adding fields to the search key to match the combination that users are most likely to use when searching for documents. When all fields for the search key combination have been added click Create. If fields have been added or modified all changes will be saved when you click on the Search Key button. Deleting search keys 1. Highlight the search key in the File Cabinet Search Keys window. 2. Click Delete. 30

32 Volumes Tab Remember that volumes are used by PaperWise to specify the location where the documents saved in PaperWise will be stored. The volumes are created through the Volumes node in the PaperWise Management Console, however, they must be assigned to a file cabinet before PaperWise can begin storing documents in them. When you open the Volumes tab in the File Cabinet Properties window the list box will display the volumes currently assigned to that file cabinet. These are the locations any new documents added to the system will be saved to. Adding volumes to the file cabinet The volumes should have already been created in the Management Console. If not, refer to Volumes earlier in this course. 1. On the File Cabinet Properties window click the Volumes tab. The volumes that have been assigned to the file cabinet are listed. 2. Choose Add 3. Enter the volume name or an asterisk (*) and click Search. Volumes that have not yet been assigned to a file cabinet will be display in the list box. 4. Select the desired volume(s) from the list box and choose OK. The volume you selected will be added to the volumes list for the file cabinet. Click OK to save the configuration. PaperWise will start saving documents to the new location. Removing volumes from a file cabinet You can remove a volume from the file cabinet by selecting the volume from the list and clicking Remove. Removing a volume from the file cabinet does not affect the documents currently stored in that volume, it merely prevents PaperWise from adding more documents to the volume. 31

33 Rights Tab When the Rights Tab is opened the list box displays all the users and groups who have been given rights to this file cabinet. Users cannot access the file cabinet until they have been granted permissions. The one exception is a user who is an IT Administrator. IT Administrators have access to all file cabinets in the database. To simplify administration of rights create groups and assign rights to the group. As user s change responsibilities and new users are added to the system they will inherit the rights of the group they are assigned to. Adding rights for a user or group To give a user or group rights to a file cabinet click the Add button. This opens the Assign Rights window. Check the boxes for the rights you want the user or group to have and click OK. Image Rights Modify index information Users can check out documents and change the index information associated to that document. Delete images and index information Users can delete images from the file cabinet. Delete rights should only be granted on a limited basis. Note Rights View notes Allows users to view notes that have been attached to a document. Without this right the notes button and menu option in Query will be unavailable to the user. Create notes Users can create notes and attach them to documents. Modify notes Allows users to modify notes that have been created by other users. When a note is modified the creation date and user id of the originator of the note will remain listed on the note even though the content of the note has changed. However, a history of the changes and who made them can be accessed through the document history if Application Logging has been enabled by the system administrator. Delete notes Users can delete notes that have been attached to a document. 32

34 Annotation Rights Annotations are marks such as highlights, redactions and stamps that can be added to documents. View annotations This right allows users to view the annotations that have been added to a document by other users. If a user doesn t have View Annotation rights the Annotation Options menu item will be disabled, the annotation button will be invisible on the Viewer Toolbar and the annotation icons will be invisible on the Picklist. Annotate images Users can add and remove annotation marks to documents. Special Rights User has limited administrative rights to file cabinet Checking this option allows the user to use Client Management Console to perform certain administrative tasks for the file cabinet. User s who are given limited administrative rights can: Create and modify fields. Create query restrictions and modify existing query restrictions. Create and edit overlays. 33

35 When ImageWise is run the first time the Select Scanner window is displayed. The names of installed scanner drivers appear in the list box. This allows the user to select the desired scanner from the list of installed scanners. If the list box is blank, check to make sure the scanner drivers have been properly installed ImageWise supports twain, isis and Kofax scanner drivers, although twain drivers are the most commonly used. To configure ImageWise for a specific type of driver add one of the following startup parameters to the command line: Twain drivers -t ISIS drivers -i Kofax drivers -k After a scanner is selected ImageWise will remember that and check for that scanner driver on subsequent sessions. If the scanner driver is unavailable ImageWise will prompt the user to select a scanner again. If you re certain that the scanner driver has been properly installed, but the scanner still doesn t show in the Select Scanner list try adding the appropriate startup option on the command line in the ImageWise icon. Before using a new scanner there are a couple of preference settings that may need to be adjusted. Select Preferences from the Edit menu, then click on the Scan Options tab. In the Scanning group there is a checkbox to Show the scanner s user interface while scanning. If this scanner s settings dialog box pops up when you click the Scan button you can disable it by clearing this checkbox. There may be situations where you will want to access the scanner s user interface when scanning. In some cases the scanner s user interface settings may not save on the workstation. In these cases you should enable this feature. If the scanner has an automatic document feeder (most production scanners do) you should make sure the Enable Automatic Document Feeder checkbox is checked. If this setting is not checked you may get an error when you try to scan. 34

36 The ImageWise window is comprised of different regions. It has a menu bar at the top, the ImageWise toolbar right beneath the menu and a Status bar at the bottom. In between there are two areas called panes. On the left side of the window is the Index Pane and to the right of that is the Viewer Pane. Scan When you press the scan button it starts the scanner and feeds your document through. Once the document has gone through the scanner an electronic image of the page will display in the Viewer Pane. Redo Delete Rescans the page and replaces the page currently displayed in the Viewer window. You must click Redo before submitting the document. Use this option if the image quality is unacceptable. Deletes the current page (the page displayed in the Viewer) of the document you are scanning. 35

37 Multi-Page Mode (toggles with Single Page mode) Allows you to group multiple pages together in a single document. Index information only needs to be entered once for the document. The document displays as a single line item in the Picklist. You use the page navigation buttons at the bottom of the viewer window to view individual pages. Single Page Mode (toggles with Multi-Page mode) Scans each page as a separate document. Each page must have index information entered individually. Each page is submitted as it is scanned. When retrieved each page will display on a separate line in the Picklist. Simplex (toggles with Duplex) Scans only 1 side of the page. To scan both sides the page must be manually turned and fed into the scanner. Pages scan faster. Duplex (toggles with Simplex) Scans both sides of the page in a single pass. Scanning is slightly slower. You can set ImageWise to delete blank pages using the Advanced tab. Choose File Cabinet A file cabinet represents a method of storing documents that have the same index fields. The file cabinet is actually a table that has been created in a database to store index values. A file cabinet must be selected before the user can begin scanning documents. File cabinets are usually created for departmental use. For instance Human Resources, Accounting, and Shipping could all be examples of file cabinets. In order to find a document the user must search the file cabinet in which the document was saved. 36

38 Index Tab Index fields The index tab displays the index fields for the selected file cabinet. In order to associate index values to the document at the time the document is captured, the values must be entered into the index fields before the document is submitted. You can enter values into some or all of the index fields when you capture the document. Some fields may have values entered automatically if your system administrator has configured them that way. Command Buttons Submit Permanently links the index values to the document and adds the document to PaperWise. After clicking Submit the index fields are cleared and reset to their default values and the document is cleared from the viewer window. This is your indication that PaperWise is ready to scan another document. Cancel Discards the current document and clears the index fields and viewer window. Image Tab Settings in the Image tab let you adjust the resolution, size and quality of the image that s captured. Adjustments to these settings must be made before scanning the document. Paper Size Image Type The Image Type setting determines if the image is captured in black & white, grayscale or color. This setting affects the size and detail of scanned images. Black / White This creates the smallest file size. It is most appropriate for scanning documents that are primarily text. Grayscale Captures a greater level of detail than black & white images. This is a good setting when scanning pictures, but you don t need color. Color Color images create the largest file size. Use color when you want to preserve the color of the original document. This tells the scanner when to expect the end of the page. Most modern scanners will automatically detect the page size when the sheet goes through the scanner. However, some scanner models may require that you set the paper size to avoid omitting data from larger size documents. 37

39 Scan Quality This setting specifies the number of dots per inch (dpi) used to reproduce the image. Higher quality settings will usually result in sharper images, but will also create larger files. The number of dots per inch is calculated both horizontally and vertically so setting the resolution to 200 dpi means there will be 40,000 dots for a square inch of data. Increasing the resolution to 400 dpi will have 160,000 dots in a square inch of data. So doubling the resolution will quadruple the file size. ImageWise negotiates the best dpi level for each of the four Scan Quality settings based on the scanner capabilities. The resolution is displayed when you click on the slide tool. Contrast & Brightness These controls allow you to adjust image contrast and brightness prior to scanning. Certain types of documents, such as colored paper or carbon copies, may require adjustments in order to get a good quality image. The Viewer Pane displays documents as they are scanned. The Viewer Toolbar is located at the top of the Viewer Pane. It has several buttons that allow you to magnify or rotate the image and add annotation marks. The Viewer Pane and Viewer Toolbar are common to all the PaperWise core applications. Rotate Right / Left These buttons rotate the image in the viewer 90 degrees to the right or left each time they are clicked. If the image is rotated before it is submitted it will be saved in PaperWise in the rotated format. Annotation Tools This button on the Viewer Toolbar toggles the annotation toolbar on & off. Select a tool from the annotation toolbar to mark your document. Annotations do not modify the original document. It s as if you laid a transparency over the document and made marks on the transparency. Documents can be viewed and printed with or without annotations being visible. When annotations are added in ImageWise they remain with the document as annotations in PaperWise. When the document is retrieved in Query the annotations are saved with the document and can be viewed by other users. An annotation icon will appear on the document record in the Picklist. Although the annotations are saved with the document they remain as annotation marks and can be modified or removed unless they are merged with the document when it is submitted. Refer to Annotations in the Query section for a more complete discussion of available annotation tools. 38

40 Annotation Options Annotation Options is available under the Viewer Actions menu. This is where you go to hide annotation marks or make them visible by selecting or de-selecting Show Annotations. You can also choose to print the annotations or make them a permanent part of the document. Show Annotations When this option is checked the annotation marks will be visible on the document in the Viewer. You can hide the annotations by unchecking this option. The annotations will still be associated with the document, they will just be invisible. Print with Annotations When this option is checked annotation marks will be included when the document is printed or faxed. Merge Annotations on Submit Choosing this option will make the annotations a permanent part of the document when it is submitted. The annotations are converted to the same format as the underlying image, meaning if the document was scanned as black & white the annotations will be converted to black and white also. Because the annotations are merged into the document it is as if they were part of the original image and they cannot be removed. Page Navigation Control Located in the bottom right corner of the Viewer Pane the page navigation control lets you scroll through the pages of a multi-page document. You can also jump to a specific page by entering the page number in the page display window and clicking on the Go To button. 39

41 There is usually some preparation that needs to take place before documents are scanned. Most of the preparation is just common sense, but should be accounted for in the process. Staples and paperclips must be removed. Depending on how documents are to be processed after scanning there may be some sorting that should be done prior to scanning. If barcodes are being used then barcode labels or coversheets must be added. Documents that are going to be scanned in color should not be scanned as multi-page documents. Front-end scanning basically means that paper documents are scanned at their entry point (or front end) in the organization. This is usually the mail room or a receptionist desk. In this configuration there is frequently an index included called Route To which is a drop-down list of people who may be responsible for documents being entered into this particular file cabinet. The person doing the scanning usually doesn t populate any index fields except the Route To field. They select the person who is responsible for the documents being scanned in, then scan the document. There are several advantages of doing front-end scanning: Since documents are scanned as soon as they come into the organization the paper is only handled once. This minimizes the risk of lost or misfiled documents. As soon as documents are scanned they can be made available for processing. This eliminates much of the wasted time while everyone waits for all the mail to be sorted and distributed. Once documents are submitted into PaperWise they are available to anyone in the organization who has rights to access them. This can eliminate much of the time wasted in linear processing. You can use PaperWise Dashboard to monitor workflow progress of documents in the system. In back-end scanning systems the paper is moved through the organization as usual for processing then scanned after the processing is completed. Usually at the end of the process a barcode coverpage is printed with key index values embedded within the barcode. This coverpage is placed on top of the hardcopy documents to be taken to the scanner. The main advantages to back-end scanning are: It minimizes the change that employees realize as a result of implementing the new system. Using barcode coverpages eliminates the need to manually populate index values. Organizations should realize productivity gains in retrieval and management of documents regardless of whether they choose to use front-end or back-end scanning. 40

42 ImageWise is used on a workstation that has a scanner connected to it. Scanning is not simply a matter of loading the documents into the scanner and clicking on the Scan button. Make sure you have the correct file cabinet selected. Determine whether the documents will be scanned as single-page or multi-page documents and click the appropriate toggle button. Determine if you want to scan in simplex or duplex mode and select the appropriate toggle button. Use the Image Type setting on the Image tab to specify black & white, grayscale or color images. Remember that color images usually should not be scanned in multi-page mode due to the size of the resulting file. Enter any index values that should be entered when the document is scanned. Load the document on the scanner. Click the Scan button. If you re scanning in multi-page mode you can check the quality of the images in the current document before submitting it. If a page is unacceptable you can use the Redo button to replace that page. Navigate to the problem page so it is displayed in the Viewer. Make adjustments to the scanner settings on the Image Tab if necessary. Load the hardcopy of the problem page on the scanner and click Redo. If all the pages of the document are unacceptable, it may be easier to click on the Cancel button to discard all the pages of the scanned document without saving. Then make necessary adjustments, load the entire document on the scanner and click the Scan button. 41

43 If you re scanning in single-page mode the documents will be automatically submitted as they are scanned. When you scan in multi-page mode you must click on the Submit button after the final page of the document is scanned to add the document to PaperWise; however, this gives you the opportunity to inspect the quality of the scanned images and rescan any that are unacceptable before submitting the document. Once the document is submitted into PaperWise it cannot be modified. However, modifications that are made prior to submitting (such as rotating a document so it displays in the correct orientation, or adding annotations to be merged with the document) will be saved with the document. 42

44 The PaperWise suite includes an application called Send To which allows users to either send electronic documents into PaperWise in their native format or use the PaperWise print driver to save the document in PaperWise as an image. The Send To application allows you to manage diverse types of documents using the PaperWise system. It maintains the file s original format and opens it in its native application or an application the user selects. Because the document is saved in its native format it can be opened to make revisions. How do I use Send To? 1. Click on the PaperWise icon on the toolbar of most Microsoft Office applications. 2. Select File Send To PaperWise from most Windows compatible applications. 3. Right-click on a file in Windows Explorer then choose Send To PaperWise. When selecting multiple files to send to PaperWise, each file will be treated as a separate document. Non-image files may not display in the viewer. In those cases you will see this dialog in the viewer window. When PaperWise is installed on the workstation it also installs the PaperWise printer driver. It appears in the printer list with other installed printers as Print to PaperWise. The PaperWise printer provides an alternative to printing a hardcopy of an electronic document then scanning it. Print to PaperWise converts the document to an image file for storage in PaperWise. It allows you to input documents from virtually any application into PaperWise. How do I use Print to PaperWise? Print documents as you normally would, but choose Print to PaperWise as the printer. The Send To application will open, but you will see an image of the document you printed in the viewer window. You may populate the index fields before submitting the document, or leave them blank and enter the index information later. 43

45 Indexes are used to file and later retrieve documents saved in PaperWise. The values entered in the index fields are linked to the current image when the document is submitted. As with ImageWise you can rotate the image or add annotations prior to submitting the document to Paperwise. Command Buttons The command buttons in Send To are a little different than ImageWise. Since you have the option of sending more than one document to PaperWise at a time the Send To application gives you the option of associating the index values to the document currently displayed in the Viewer Pane or to all the documents in the current batch. The Status Bar at the bottom of the Send To window displays the number of documents in the current batch. Command buttons assign index values to: Current the document being viewed All all the documents in the batch Skip discards the document Skipping a document does NOT save the document to be indexed later. The document is actually discarded and will need to be sent to PaperWise again. 44

46 The first step in using Query effectively is to understand what the different areas of the Query window do. This section will acquaint you with the Query window screen regions. The file cabinet selection control provides a drop-down list that displays all the file cabinets you have been given permission to access. PaperWise uses file cabinets as a method of organizing documents that are saved into the system. When a document is captured into PaperWise a file cabinet must be selected. Likewise, in order to retrieve a document you must select the file cabinet that document was saved into before performing the search. When a file cabinet is selected the Search Pane updates to display the index fields associated with that cabinet. You enter values into the fields of the Search tab to search for documents in the PaperWise system. When you click on the Search button at the bottom of the Search Pane it switches to the Index tab. The Index tab displays all of the values that have been associated with the document that is currently selected. You can hide the Search Pane to provide additional space to display documents. Just click on the Hide button on the Query toolbar. Clicking on Show will redisplay the Search Pane. 45

47 Several commonly used features of Query are available by clicking a button on the Query Toolbar. Using the toolbar you can do things such as jump to the first or last page of the document, add notes to the document or check the document out to edit the index values. When you execute a search Query displays a list of all the documents in the file cabinet that matched your search criteria. Each line in the Picklist represents a document of one or more pages. The Picklist displays the values that have been entered into the index fields for the document. When you click on a document to select it the document is displayed in the Viewer Pane. Picklist Sorting and Grouping options provide a convenient way to view your search results and help you find the document(s) you are searching for more quickly. Resizing the Picklist Move the mouse pointer over the lower separator bar of the picklist until you get a double arrow. Click and drag the separator bar up or down until the Picklist is the desired size. To hide the Picklist drag the separator bar above the column headings. 46

48 Sorting Picklist Results A quick method of sorting your search results is to click on the column headings in the Picklist after executing a search. Clicking on a column heading will sort the results in the Picklist by the values in that column in ascending order. If you click on the column heading a second time, it will re-sort in descending order (similar to Windows Explorer). Arranging Columns You can also reposition the columns to make it easier to identify the documents you are looking for. Click on a column heading and drag it to the new position, then release the mouse. If you want the columns arranged in the same order each time you run Query, choose Preferences from the Edit menu. Click on the General tab and mark the check box that says: Save Column Layout as changes are made. Then click the Apply button to save your changes. Resizing Columns To adjust the column width move the mouse pointer over the right edge of the column heading. The pointer will change to a double-arrow. Click and drag the edge of the column heading until the column is the desired width. Dragging the right edge of the column heading over the left edge will make the column disappear. The Viewer Pane displays the document you have selected in the Picklist. The Viewer includes a Quality Control link that lets you alter the contrast and brightness of the image you are viewing to improve its readability. There are also Page Navigation buttons in the lower right corner of the Viewer Pane. Use these buttons to view different pages in a multi-page document. If the document you have selected is not a standard image format, you may see an image indicating that the document should be opened in its native application or an application that you choose. 47

49 Viewer Toolbar In addition to the Query Toolbar, the Viewer Pane has its own toolbar to provide the user with convenient access to most of the Viewer functions, such as zoom, thumbnails and annotations. Export Image Rubberband Zoom Hand Pan Annotation Enlarge Image Enlarge to Actual Size Fit to Width Rotate Right 90º Invert Image View Image Information Select Application to Open Print Displayed Document Magnify Image OCR Tool Thumbnails Reduce Image Fit to Window Fit to Height Rotated Left 90º Set Anchor Location Open with Default Application Rubber band Zoom Click and drag a boundary around an area of the document. When you release the mouse button the area inside the boundary will be enlarged. Magnify Image When you click and hold the left mouse button the mouse pointer is converted to a virtual magnifying glass. As you drag your mouse pointer around your document, the section that the pointer is over will appear magnified. Hand Pan This tool provides an alternative to using the horizontal and vertical scroll bars when an image is magnified. With the Hand Pan tool selected you can click and drag your mouse on the document to reposition the image within the Viewer. OCR When the OCR tool is selected you can drag a boundary around a portion of the image. When you release the mouse button the computer will convert the information inside the boundary to text which can be edited and pasted into other applications. Annotation Opens and closes the annotation toolbar. When this tool is enabled the document is automatically checked out. Refer to the Annotations section for more information on annotating documents in PaperWise. 48

50 Thumbnails This button toggles the thumbnail view on and off. When the thumbnail view is enabled the viewer displays reduced images of each page of the document on the left side of the Viewer. Right-clicking on a thumbnail will enlarge the thumbnail slightly. Clicking on a thumbnail image will jump to that page in the document. Zoom In/Out Click on the zoom button to enlarge or reduce the image in increments. Actual Size View your document at 100% magnification. Fit to Viewer Window Reduces or enlarges the image to display entirely within the Viewer. When using the zoom buttons to reduce or enlarge a document right-clicking on the image in the Viewer will resize it to fit the viewer window. Fit to Width Reduces or enlarges the image so the entire width of it fits within the viewer window. Fit to Height Reduces or enlarges the image so the entire height of it fits within the viewer window. Rotate Left/Right The document rotates 90 degrees each time the button is pressed. Anchor Allows you to specify the region of the document that will be displayed by default when the document is viewed. If you need to view the invoice number on multiple documents for indexing or searching purposes, you could anchor to that region of the document. That position would be maintained for each document retrieved, even if zoom levels are used. View Image Information Opens a window that displays the resolution, bit depth and size of the document. Open With Default Application Opens the document in the application that Windows has associated with that file type. Select Application to Open With Allows you to select the application you would like to use to open the document. 49

51 When viewing an image in Query you can make adjustments to the contrast, brightness and gamma settings to enhance the view of the image. These changes are not permanent, they only affect the image while it is displayed in the viewer, Once you view another document the settings will revert to the defaults. To change the settings click on the Quality Controls link in the bottom left corner of the Viewer Pane. Then use the slider controls on the Quality Controls window to make adjustments. You will see the results as you are making the changes. As with ImageWise, the Viewer Pane in Query displays page navigation buttons that let you scroll through the pages of a multi-page document. The double arrow buttons will jump to the first or last page in the document.you can jump to a specific page by entering the page number in the page display window and clicking on the Go To button. 50

52 Query is the search and view component of the PaperWise system. It's the primary user interface for finding and working with documents in PaperWise. When documents are saved in PaperWise information is entered into the index fields to catalog or file the document. Users can then search for documents using the information in any of these fields. To find a document: 1. Select the file cabinet the document is saved in. 2. Enter index values associated with that document into the index fields in the Search tab. 3. Click on the Search button. 4. Scroll through the retrieved documents in the Picklist to find the document you need. 5. Select the document you re looking for in the Picklist to display it in the Viewer Pane. To clear the results of your search and execute a new search click on the Reset button. This will clear all the values entered in the index fields on the Search tab. It will also clear all the documents from the Picklist and the Viewer Pane and set the focus back to the Search tab so you can enter new search criteria. You can use an asterisk (*) as a wildcard character if you re not certain of the spelling of a value or if you want to retrieve all the documents that match a pattern. For instance, if you were looking for a document for PaperWise and weren t sure if it was entered as one word or two words you could enter Paper*wise in the Company Name field. The asterisk will tell the program to match any value that matches the pattern with zero or more characters inserted for the asterisk. If you wanted to find all the documents for all companies that started with P you could enter P* in the Company Name field. Again, since the program will match any value that follows the pattern with zero or more characters inserted for the asterisk, any company whose name begins with P will be a match. Integration with System Applications It is common to integrate PaperWise with other system applications such as accounting programs or management systems. This alleviates having to enter data into two different programs. It also provides a quick method of finding documents related to a particular record in the management system. For instance, if a user is looking at employment data for an employee in their management system and needs to look at the Employment Verification certificate for that employee, using the integration she/he can simply press a hotkey sequence which will read the social security number from the management system, paste that into Query and retrieve all the documents for that employee. The user then selects the Employment Verification from the Picklist and they have that document available to view, or print. The hotkey sequence used to initiate a search and the information used to find the documents will vary depending on the individual configuration within the organization. 51

53 Once a document is retrieved there are a number of things you can do with the document. Keep in mind that once a document is saved in PaperWise the original document cannot be modified. However, you can enlarge or reduce the document, modify the contrast and brightness settings and rotate the document to make it more readable. You can also add annotation marks to the document. Most of these functions are available from the Viewer Toolbar. When a document is selected in the Picklist the index values associated with that document are displayed in the Index tab of the Search Pane. Index values are locked preventing index fields from being modified. This is indicated by padlock icons in the background of the index fields. In order to change any of the index values you must first check-out the document. Do this by clicking on the Chk Out button. When a document is checked out the padlock icons in the background of the index fields will disappear and a blue padlock will appear next to the document in the Picklist. Checking out the document prevents any other user from checking it out and making changes to the index fields at the same time you have it checked out. Other users can still look at the document, they just can t check it out. You can check out several documents at once by selecting multiple documents in the Picklist then clicking on the Chk Out button. To select multiple documents hold down the Ctrl key while you click on the document in the Picklist, or if the documents are contiguous, click on the first document then hold down the Shift key while you click on the last document. This will select all the documents in between. Once you have made the desired changes check the document back in either by clicking on the Chk In button or the Current (or Selected) button. Clicking the Current button applies the changes to the document in the Viewer Pane regardless of which documents are selected in the Picklist. Clicking on the Selected button applies the changes to all the documents that are selected in the Picklist. Current and Selected command buttons are grayed out until the document is checked out. Integration with System Applications When you re working with another system application that has been integrated with PaperWise updating index values to keep them synchronized with the other application can be automated using scripts. The script is typically linked to a hotkey sequence or a toolbar button. Using our HR example again the user finds an employee record in the HR system, which has been integrated with PaperWise. They execute a hotkey to retrieve all the documents related to that employee. They would make the necessary changes in the HR system, then execute a different hotkey sequence which will check out the documents, copy the index information from the HR system to Query, apply those values to all the documents that have been retrieved and check the documents back in. In this way, the index values in Query stay updated to match what s in the HR system. 52

54 Highlight Redact Sticky Notes Annotations are marks and/or text put on a page to bring attention to important areas or to add information that may make the document more useful. Annotations do not change the original document. It s as if you laid a clear transparency over a page and marked on the transparency. When viewed with the transparency, you see all the markings on the document. When the transparency is removed, the original document is still intact. Turning annotation tools on and off The annotation tools are activated by either selecting Toggle Annotation Toolbar from the Viewer Actions menu or by clicking the Annotation button on the Viewer Toolbar. Clicking the button again will hide the annotation toolbar. 53

55 Annotation tools Several of the annotation tools have properties that can be edited by options such as color, size and fill. Those tools have a symbol to the right of the button to open the properties dialog. If a color other than the default is selected, the current color selection is displayed in the lower right corner of the button. To change the properties of an existing annotation: 1. Right-click on the annotation and choose Edit from the pop-up menu. 2. Select the properties you want to change. 3. Click OK. Highlight Highlights the area you select in the current color. The text remains visible. Using a highlight color that is the same color as the text will hide the text. Redact Fills the area you select with the current color. This option hides the text behind the redact area. Using white as the redact color will make that area of the page appear blank. Stamp The stamp tool lets you put graphic images on your document. It will accept.bmp,.jpg, and.gif file formats. You can use the stamp much the same way you might use a rubber stamp with paper documents. Create bitmap files with the information you want to stamp on documents. Some examples might include INVOICED, PAID, CONFIDENTIAL, etc. If you want the stamp to have a transparent background, use the selection tool and right-click on the stamp. Choose Edit from the popup menu and check the Transparent checkbox. Open the properties dialog for this tool to select the stamp you want to use. Choose Manage Stamps to add and delete stamps. You could create digital signatures to be applied using the stamp annotation tool. You can use the scripting capabilities of PaperWise to secure the signatures and require verification from the person applying it. Sticky Notes Sticky notes let you create a pale yellow area on the document on which you can add text. The Properties dialog lets you modify the font and color of the text. 54

56 Text The text tool lets you add text on the document with a transparent background. You can use the properties settings to change the font style, size, and color. Text annotations can be used to fill in data on generic forms prior to printing or ing the form. Once the form is filled in you can use the Burn & Resubmit feature to keep a permanent copy. Other Tools There are several other annotation tools available on the annotation toolbar. Some let you draw lines or arrows on the image. Others allow you to cut, copy and paste selected annotation to the annotation clipboard. If you have annotations that overlap each other, there are tools that let you select which annotation will appear in the foreground. Play with the annotation tools to become familiar with their functionality and determine how they might best be used in your organization. Keeping the Tool Alive Once a tool is used, control returns to the selection tool by default. If you want to use the same annotation tool to mark several areas on a page, click the symbol to the right of the button to open the properties dialog Select Create another item with this tool. The tool will remain active until you select another annotation tool. Show Annotations When viewing documents, you can choose to view them with or without the annotations visible. By default, annotations are visible when viewing documents. To turn this feature on or off: 1. Choose Annotation Options from the Viewer Actions menu. 2. Click on Show Annotations. If there is a check mark next to this option, the annotations will be visible in the viewer window. 55

57 Printing & ing With / Without Annotations Although the annotations don t alter the original image, PaperWise gives you the option of including the annotations when you print, fax, or documents. This can be helpful if the copy you are sending needs to have certain areas highlighted. If the document contains sensitive information you don t want the recipient to see you can use the redact tool to hide that information and include the annotation on the copy you send. To include annotations when you print, fax, or documents: 1. Choose Annotation Options from the Viewer Actions menu. 2. Click on Print With Annotations Burn & Resubmit If you have a situation where it is necessary to keep a copy of a document with annotations permanently saved, use the Burn & Resubmit option found under the Viewer Actions Annotation Options menu. This will create a copy of the original document with the annotations permanently included so they cannot be turned on or off. To do this: 1. Add annotations to the document. 2. Check-in the document and answer Yes to the prompt Store annotation changes with original images. 3. Click on Viewer Actions Annotation Options Burn & Resubmit This will create a second copy of the document with the annotations included as part of the document. You can then modify the index information to one of the documents, if desired. When a document is burned and resubmitted, the annotations on the new document will take on the color properties of the original. If your original image is black & white, the annotation marks on the new document will be converted to black & white rather than color. 56

58 Documents in PaperWise can be printed or faxed from Query. You can print a single document or select multiple documents from the Picklist and send all of them to the printer. If you re printing a single document the print dialog box allows you to specify which pages you want to print. To print documents in Query: 1. Select the document(s) you want to print in the Picklist. 2. Click the Print button on the Viewer Toolbar (you can also right-click on the selected document in the Picklist or choose Print from the File menu). 3. Select the printer. 4. Specify the page range you want to print if printing a single document. 5. Click Print. Follow the same steps to fax a document. Most fax programs are installed as a printer on your workstation. When you get to the step of selecting a printer choose the fax printer. After you click Print you should be prompted with the fax window that will allow you to enter the address and fax number. Ask your system administrator or refer to your fax documentation for more specifics on how your fax system works. In Query you can select one or more documents from the Picklist and them as attachments. Query gives you the option of ing documents in their native format or as PDF files. 1. Select the item(s) you want from the Picklist. 2. Right-click and choose Selected Documents. 3. The window will open listing the documents you selected to Leave checkmarks in the boxes next to the documents you want attached to the Click . The filename that is listed is the name given to the file by PaperWise if it s an image, or the actual filename given when the document was saved. In the window you can click in the Filename cell to edit the name of the attached file. If you don t want to attach the entire document you can click in the Pages cell and modify which pages of the document are attached. If you change the name, be careful that you don t change the three letter extension. If that is changed the recipient may not be able to open the file. 57

59 Use the checkboxes in the Settings group at the bottom of the window to specify what additional information will be included with the document. Export Index Information When this box is checked the index field names and values that are associated to that document will be included in the body of the resulting message. This information also appears in the Description column of the window. If you don t want this information entered into the body of the message, clear the check from this box. Include annotation If this box is not checked any annotation marks that have been made on the document in Paperwise will be omitted from the attachment and the recipient will only see the original document. When you include annotations in an ed document the annotations take on the characteristics of the underlying document. In other words, if the document that has been annotated is saved in black & white, the annotations will be converted to black & white on the ed copy. The result is that light colored annotations cannot be seen and dark colored annotations appear black. This may cause text that has been highlighted in a dark color to be unreadable on the ed copy. Close when done This option will allow the user to specify whether the window remains open or closes after processing the . When Export as PDF is selected the documents in the file list will be examined and each Status message will be set. In the case of a document that can not be converted to PDF (for instance non-image files such as Word or Excel documents) the status message Will Not Convert will be displayed. If the user has selected Single Document then Query will export a PDF combining as many of the documents as possible and the documents that cannot be converted will be exported separately in their native formats. When the Format is set to Single Document the user will be prompted for the filename of the attachment when they click OK. If Multiple Documents is selected in the format the user can rename the attached file by clicking in the Filename cell of the table and modifying the filename. The correct extension will be appended to the file upon export. The window defaults to the color selection of the document as it was saved in PaperWise. This means if the document was saved into PaperWise as a color document the window will default to Color. 58

60 If you a document that was saved into Paperwise in black & white format you can have PaperWise convert the attachment to a color format by selecting the Color option. This would allow you to maintain the color annotations on the attached file. The window includes a View button which allows the user to view the selected document in the PaperWise Viewer. You can attach a bookmarked section of a document to an message either in its native format or as a PDF file. Refer to Sending a Bookmarked Section by for more information. 59

61 PaperWise allows you to attach notes to your documents. The notes can be read by all users who have been given access to view notes by the system administrator. 1. Select the document in the Picklist you want to attach a note to. 2. Click the Notes button on the Query Toolbar. 3. Click Clear to clear the text from the Editing Window. 4. Enter text for your note. 5. Click Create. The creation date and time, and the username of the person who created the note are displayed in the Notes List (upper window) along with a portion of the note. Additionally a note icon will appear next to that document in the Picklist. To read a note that has been previously attached to a document: 1. Select a document with a note attached from the Picklist. 2. Click on the Notes button on the toolbar. 3. Select the note in the upper portion of the Notes list box. The full text of the note will be displayed in the lower portion of the window. If you ve been given rights by the system administrator you can edit a previously entered note. To modify a note: 1. Click on the note you want to edit in the Notes List Window. 2. Make the desired changes to the text in the Editing Window. 3. Click Update to resave the note with changes. When modifying an existing note the username of the creator and the creation date and time are not changed. 1. Click on the note you want to delete in the Notes List Window. 2. Click Delete. If you have not been given rights to delete notes by the system administrator the Delete button will be invisible in the Notes window. 60

62 Use the Bookmark feature under Favorites to specify a page or range of pages for quick reference. This feature is particularly useful for referencing various sections in a large document such as an insurance policy or a contract. To create a bookmark: 1. Determine which page or pages of the document you want to reference. 2. Click on Favorites Bookmarks Add Bookmark. 3. The Enter Description dialog will open. 4. Enter a description of the bookmarked section. 5. Enter the page numbers of the first and last pages in the referenced section. Once a section of the document is bookmarked you can jump directly to the first page of the bookmarked section by clicking on Favorites Bookmarks and selecting the description of the desired section. 61

63 To change the description of a bookmark or modify the page range that is referenced: 1. Click on Favorites Bookmarks Show Bookmarks. 2. Select the description of the bookmark you want to edit. 3. Click Edit. 4. The Add/Edit Bookmark dialog will open. 5. Make the desired changes. 6. Click OK. 7. Click Close. 1. Click on Favorites Bookmarks Show Bookmarks. 2. Select the description of the bookmark you want to edit. 3. Click Delete. 4. Click Close. You can send a bookmarked section of a document as an attachment to an message. 1. Click File Send Bookmarked Section by Select the bookmarked section you want to attach to the message. 3. An Outlook message will open with the selected section attached. 4. Enter the address information. 5. Click Send. To attach the bookmarked section as a PDF file choose Bookmarked Section by as PDF in Step 1 above. 62

64 Enabling Allow Creation of Multiple Tabs lets you to have multiple sessions open in Query. Each session appears as a tab on the left side of the Query interface. You can have different documents open to view simultaneously. You can also direct each session to a different file cabinet if desired. The default tab will always be named Main. 1. Choose Preferences from the Edit menu. 2. Select the General tab. 3. Check Allow creation of multiple tabs. Once this option is enabled a column will be displayed on the left side of the Query window for the tabs. A Window menu will also be added to the menu bar. 63

65 Uncheck the Allow creation of multiple tabs checkbox in Preferences to disable this feature. After disabling the multiple tabs view only the Main tab view will remain open in Query. 1. Right-click on the tab column of Query and select Add Tab. 2. Enter the name of the tab. 3. Click OK. A new instance of Query will open in the Query workspace with the default file cabinet selected. You can choose a different file cabinet to search or just execute a new search in the selected file cabinet. Due to the memory requirements for opening multiple query tabs you can only have nine (9) tabs open simultaneously. 1. Click on the tab to make it the active tab. 2. Right-click on the tab column and select Remove Tab. Note: You cannot remove the Main tab. 64

66 Using the Preferences options you can configure the appearance of the tabs. Select Show tab captions vertically instead of horizontally to rotate the tabs 90 degrees. This view allows longer tab names to be displayed. Checking Align tabs at the bottom of the window instead of the top will place the tabs at the bottom of the tab column. 1. When using the tab interface you can easily copy or move documents from one file cabinet to another. 2. Open the file cabinet you want to copy from. 3. Open the destination file cabinet in another tab. 4. Go to the source file cabinet and select the document you want to copy. 5. Click and hold down the mouse button on the selected document in the Picklist and drag the mouse pointer to the tab of the destination file cabinet. The destination file cabinet will come to the front. 6. Without releasing the mouse button, drag it back over to the Picklist of the destination file cabinet and release the mouse button to drop the document. 7. Select Copy Document or Move Document. Copy Document will leave the document in the source file cabinet and put a copy of the document in the destination file cabinet. Move Document will put a copy of the document in the destination file cabinet and delete it from the source file cabinet. If there are any index fields with the same name in both file cabinets the index information will be copied over to the destination file cabinet also. Cancel will terminate the operation and leave both file cabinets unchanged. 65

67 The document versioning feature allows you to maintain copies of all the revisions of a particular document in PaperWise. All the versions are linked together, but only the most recent copy of the document will appear in the results pane when you execute a search. All the previous copies of the document can be accessed and viewed through the revision history. 1. Right-click on the document and choose Revise Current Document. 2. Select Yes to confirm that you want to revise the document. 3. The document will be opened in the application associated with that document type. Note: PaperWise will make a copy of the file in the My PaperWise Documents folder under My Documents. It will append some information to the filename and enclose it in square brackets []. (i.e. MyWordDoc.doc[pwv ].doc). The information within the square brackets tells PaperWise that the document has been checked out for revision. Notice the filename that PaperWise has given to this copy of the document. 4. Make your revisions. 5. Click on the Send to PaperWise button on the toolbar or choose File > Send To > PaperWise. 6. Answer Yes to confirm that you want to update the document. 7. Enter a comment to describe the changes that you made to the document. 66

68 You will be returned to Query and a revision icon will appear in the Picklist for that document. If the document you re checking out to revise is a scanned document (or one that was captured using the Print to PaperWise print driver) the process is slightly different. When the document is checked out, by default it will be opened in the PaperWise Workbench. Within the Workbench pages can be resorted or removed and pages from other documents can be added. After the revisions are complete: 1. Click on File > Send To > PaperWise 2. The Export Options window will appear (select pages to export and color options) 3. The Send To PaperWise window will appear, select Revision Check in (not New Document) 4. Choose Yes to confirm that you want to update the document. 5. Enter a comment describing the revision and click OK. 6. The document will be checked back in with the revisions and a revision icon will appear on the document record in the Picklist. 67

69 If the document is checked out so that revisions can be made on another computer (i.e. You want to copy the document to your laptop and make revisions while you re away from the office) or if the application the document was created in does not support the Send To function you can use a manual process to keep document revisions linked together in PaperWise. 1. Right-click on the document and choose Revise Current Document. 2. Select Yes to confirm that you want to revise the document. 3. The document will open in its native application. PaperWise will create a copy of the document in your My PaperWise Documents folder. 4. Save the document to a disk or a shared folder on the network. 5. Exit the native application. In Query the document will display a red padlock icon indicating that it has been checked out for revising. This will prevent other users from checking out the document to revise it. After the revisions have been made to the document: 6. Save the revised document to the My PaperWise Documents folder. 7. Open Query and retrieve the original document that is checked out for revisions. 68

70 8. Right-click on the document in the Picklist and choose Update Document Revision. 9. Select the revised document that you saved to the My PaperWise Documents folder. 10. Click Open. If the filename is different than the name PaperWise gave the document when it was checked out you will receive a prompt indicating that the document you are importing may not match the document you are replacing. 11. Answer Yes to confirm that you want to replace the document. 12. Enter a comment describing the changes you made to the document. 13. Click OK. The original document you checked out will now be in the Revision History. When the document is retrieved the revised document will appear in the Picklist. 69

71 If you check out a document for revisions and decide that you want to check the document back in without making any revisions, right-click on the document in PaperWise and choose Cancel Document Revsion. This will check the document back in so that other users on the system can check it out for revisions. Only the person who checked the document out for revising or an IT Administrator can cancel revisions. 1. Right-click on the document in the Picklist. 2. Choose Show Revision History from the pop-up menu. 3. The Revisions for Document window will open listing all the revisions with the date of the revision, the user who made the revision and the comments that were entered. 4. Select a revision and click the View button. The document will open in the default application for that file type. If the document is an image it will open in Workbench. 70

72 Workbench is a tool that allows you to combine, manipulate, and reassemble documents from different sources to create a new document. Layout Workbench is made up of multiple work areas, or panes, and is highly customizable. The layout refers to the arrangement of the different window panes in the Workbench. The Source Document List, Source Pages, Panning Window, Viewer, and Working Document panes can be rearranged suit your needs. The Workspace option under the View menu contains several predefined layouts. Additionally, if Customize View is enabled, the Window panes can be moved to new locations to suit your preferences. Clicking the thumbtack on the title bar of the pane will auto-hide the pane. You can also uncheck the pane description in the View menu to hide the pane. All of the panes on the Workbench are floatable. When you select the Floating option the pane can be moved around freely on the desktop. File Explorer The File Explorer pane allows you to quickly browse your computer for documents and images that you can add to the current workspace. Once you navigate to a file you want to add to the workspace, simply drag and drop it to the current Document List, Viewer Window, or Working Document panes. 71

73 Document List The Document List pane contains the source documents that have been added to the workspace. Clicking on a document in this pane will display the pages of that document in the Selected Pages pane. You can drag these documents to the Working Document pane to add the entire source document to the working document. Selected Pages The Selected Pages pane displays the pages in the currently selected source document. You can drag individual pages from this pane and drop them into the Working Document pane to add the pages to the working document. Working Document The Working Document pane displays the pages in your working document. You can select a page to display it in the Viewer window. You can also drag and drop pages to rearrange their order. If there is a scroll bar displayed, there are more pages than can be shown in the pane at one time. Use the scroll bar to navigate to the additional pages. Workspace The Workspace is defined as the document files and pages that are in the Workbench at any given time. You can add documents to the Workbench and annotate some working document pages, then save the entire workspace. This allows you to not only stop and then resume work on a document, but also to create a set of common workspaces that you use over and over again. Saving the Workspace To save the Workspace: 1. Choose Save from the File menu. 2. Use the Save in field to browse to the folder where you want the workspace file saved. 3. Enter a name for the workspace (Workbench will attach a.pws extension to the name). 4. Click OK. If you want to modify a workspace and save it without overwriting the original, use the Save As option on the File menu and give the modified workspace a different name. 72

74 Toolbars The Workbench includes several toolbars that you may display. The toolbars are customizable so you can design your own with only the tools you use the most. Highlighting Toolbars from the View menu will display a list of available toolbars. Check the toolbars you want displayed. Unchecking a toolbar will hide it on the Workbench. You can use the Customize option to add or remove buttons from the default toolbars. This option can also be used to create custom toolbars for the functions that you use most. Custom toolbars can be anchored to different areas of the workspace or they can float, allowing you to move them around the screen freely. To modify a toolbar, open the Customize dialog box. Create a new toolbar. 1. Click the New button on the Customize dialog box. 2. Enter a toolbar name. 3. Specify a default docking location for the toolbar. 4. Click OK. 5. Add buttons to the toolbar (see below). Add buttons. Remove buttons. 1. Select the Commands tab. 2. Choose a category from the Categories list box. 3. Choose the command you want to add from the Commands list box. 4. Drag the command to the location on the toolbar where you want it to appear. 1. Click on the button you want to remove from the toolbar. 2. Drag it off the toolbar. Adding Documents to the Workbench Before you can create a new document, you'll need to add some existing ones to the Workbench. You can add source documents in handful of different ways. 73

75 Using the File Explorer The File Explorer allows you to browse your computer for documents and images to add to the Workbench. Once you find the document you want to import, drag and drop it into either the Document List or Working Document pane. Use the Add Documents Button and Menu Item You can add source documents to the Workbench using Add Documents button on the standard toolbar or the Add Documents item on the File menu. Drag and Drop Files from Windows You can drag files from Windows Explorer and drop them into the Workbench Document List and Working Document panes. This allows you to drag items from Windows Explorer. Transfer Documents from Query You can send documents directly from Query into the Workbench. To do this, select the documents in the Query Picklist, then choose File Send Current Document to Workbench. You can also right-click and select Send to PaperWise Workbench. If the documents sent to Workbench from Query have been indexed, the thumbnail will have an i icon in the lower right corner. Clicking on the icon will display the index information for that document. 74

76 Stacking Documents Stacking documents in Workbench is the process of adding multiple documents to the Document List pane. You can then take individual pages from the stacked documents and re-assemble them in the Working Document pane to create a new document. As documents are added to the Document List pane the pages of that document are displayed in the Selected Pages pane. Individual pages can then be dragged onto the Working Document pane or onto the Working Document Viewer. Once pages are in the Working Document pane, they can be rearranged into any order by dragging and dropping them to the new location. They can then be saved to create a new document. Saving Documents After you have re-assembled a document or created a new document it can be saved by selecting Save Document from the File menu. The resulting document can be saved in a number of different graphic formats including TIFF, JPEG and PDF. When saving annotated documents, annotation markings can be saved with the document or burned into the document so they become part of the original. Export Annotations saves the marks as annotations so they can be edited or removed in Workbench or Query. Burn-in Annotations makes the marks part of the original document so they cannot be altered. Removing Documents To remove a document from Workbench simply right-click on the document in the Document List pane and choose Remove Document. You can also select the document then choose Remove Selected from the Edit menu. 75

77 Send Options PaperWise Once a new document has been created you can send it to PaperWise using the Send To option on the File menu. This will allow you to enter index information so you can easily find the document. If your new document contains parts of a document that was sent from Query, the index information from that original document will automatically be populated in the Send To application. If your new document contains parts of more than one document sent from Query you will be prompted for which index values to use. You can your document directly from the Workbench in a variety of file formats including PDF. To a document from the Workbench, click the as PDF button on the PDF toolbar or click File Send To Mail Recipient. Your default client will open with the document attached. Annotations The PaperWise Workbench comes with a set of annotation tools comparable to those found in other PaperWise applications. The default annotation toolbar does not display all the available annotation tools, but additional tools can be added using the Customize dialog. To add buttons on the annotation toolbar: 1. Click the arrow at the bottom of the toolbar. 2. Choose Add or Remove Buttons. 3. Choose Customize to open the Customize dialog. 4. Click on the Commands tab. 5. Select Annotation in the Categories list. 6. Drag the tool you want to add and drop it on the toolbar. 76

78 Form Fill The Workbench includes a form tool that detects form field boundaries and creates a text input box on a form. This allows you to fill out electronic copies of forms as part of the document assembly process. After recognizing the fields on a form, you can save the form field positions as a template that you can reload and use on copies of the form. The templates are saved independently of the Workspace so you are not restricted to a specific Workspace when you want to reuse a form template. Templates are a great time saver. How to Detect and Fill a Form Select the form fill tool from the Annotation toolbar or choose Form Fill from the Tools menu. Click within the box on the form in which you want to type. The boundaries of the field are automatically detected and a text input box is created on screen. How to Create a Form Template 1. Use the Form Fill tool to recognize one or more fields on a form. 2. Select Form Fill from the Tools menu then choose Create New Template. 3. The following window will appear. Enter a name for the template then click OK. How to Use a Form Template 4. Load the page on which you want to apply the template. 5. Click Form Fill from the Tools menu and select your template. The template is applied to the form. You can now fill out the form using the form field tool. 77

79 The PaperWise Dashboard allows you to create objects that monitor the PaperWise database. Dashboard has a couple of common uses. One is to provide a visual gauge to monitor the status of a group of documents. It also provides a hidden object that triggers events when a document queue reaches a specific level (minimum, maximum or as specified). The event could send an message, display a popup message on your computer screen, start another application, or run a PaperWise Script. Before creating a dashboard object you'll need to determine exactly what information you want the object to monitor, what values you want to use for minimum and maximum values, what notifications you want, if any and whether you want a script to be executed. Dashboard Configuration The Dashboard Configuration Wizard steps you through the process of entering the data necessary for the dashboard object. The first step is to enter the SQL login information you want Dashboard to use to access the PaperWise database and specify the filing cabinet that contains the data. Next you are prompted for a description and the values you want PaperWise to use in determining critical levels. The Execution Interval lets you specify how often Dashboard will poll the database for updated information. Setting this interval too low will cause unnecessary traffic on your network. 78

80 Display The Dashboard Wizard then prompts you to select the display options. Dashboard provides a choice of three gauges to graphically represent the workload it is monitoring. An auto gauge An LED Bar A Thermometer Query Information In Query Information, you use the Query Builder Wizard to create search expressions for the information you want to monitor in the database. Click the Set button under Main Query. This will start the Query Builder Wizard, which will allow you to create a query to select the data you want represented by your gauge. After you create your Main Query, you will be returned to the Query Information screen so that you can create a query to set the maximum value for your object. This is in substitution for using the Maximum Value set earlier in the wizard and is completely optional. 79

81 Notification The final step is to configure the notification options. While notifications are optional, this is a powerful feature of the Dashboard program. Dashboard will provide notifications that workload levels are reaching specified levels. These notifications can come in the form of an message delivered to responsible individuals or a popup message on the user s workstation. The notification function can also run a script which may shift the workload in order to avoid bottlenecks. Saving the Configuration When you have completed the Dashboard configuration, you are prompted to save the dashboard object. The configuration settings are saved into an XML file. 80

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