Document Manager. User Guide. For Version 2.7 Enterprise Edition

Transcription

1 Document Manager User Guide For Version 2.7 Enterprise Edition 11 July 2013

2 Trademarks Document Manager and Document Manager Administration are trademarks of Document Logistix Ltd. TokOpen, TokAdmin, TokImport and TokExRef are registered trademarks of Document Logistix Ltd. All other trademarks acknowledged. Copyright Statement Copyright 1999 to 2013 by Document Logistix Ltd. All rights reserved. Document Manager User Guide (Enterprise Edition), No part of this document may be reproduced, copied or transmitted in any form or by any means without the written permission of Document Logistix Ltd. Document Logistix Ltd believes that the information in this document is accurate at the date of release but accepts no responsibility for any loss arising from omissions or inaccuracies contained herein. Information within this document is subject to change without notice. For more information on this or other Document Logistix products, please contact Document Logistix Ltd. Contact Details Document Logistix Ltd UK Main Address: 8 Copperhouse Court Caldecotte Milton Keynes MK7 8NL United Kingdom Telephone Main Lines: (United Kingdom) (+44) (0) Telephone Support Lines: (United Kingdom) (+44) (0) Information: info@document-logistix.com Support: support@document-logistix.com Fax: (United Kingdom) (+44) (0) Web: Document Logistix LLC USA Main Address: 3616 Far West Boulevard Suite Austin TX USA Telephone Main Lines: (USA) Information: us.sales@document-logistix.com Support: support@document-logistix.com Fax: (United States) (+1) (512) i

3 DM2.7EE-UG Software Release This guide describes version 2.7 Enterprise Edition of Document Manager software. As the software evolves, this guide may not reflect exact screen layout changes, but core functionality remains the same. Change Record This table lists the changes in the Document Manager features since the previous version: Software Version Software Release Date Feature Changes Document Manager 2.6 EE 01-May-2010 AD Manager added Enhanced Full Text Search OCR Assisted Indexing Enhanced Screen Scrape Integration Document Logistix Print Driver (print and store from any application) Microsoft Office Add-In Document Logistix Filing Assistant (monitors a folder for new files and saves them) Windows 7 Support Sending s from Document Manager using Microsoft Outlook adds signatures to s Speed improvements in searching and displaying result lists Speed improvements in WAN configuration Document Manager 2.6 EE 21-May-2010 Support for Kofax Express 2 added Document Manager 2.6 EE 31-Oct-2010 Sub-domain functionality added Integration with Document Logistix Update Service added Document Manager 2.6 EE 28-Feb-2011 Allow Multiple Logins permission added Windows 7 Integration added Old Style Image Selector setting added Automatic Smoothing and Sharpen Images settings added Copy Part of Image to Clipboard feature added Document Manager 2.6 EE 09-Mar-2011 Document Logistix rebranding New Document Preview feature. Document Manager 2.6 EE 27-Oct-2011 New Mono OCR image settings on the User Settings Integration tab. ii

4 DM2.7EE-UG Software Version Document Manager 2.7 EE Software Release Date 29-Jun-2012 Feature Changes New tabbed format for Document Manager display. File tab replaces logo menu. Increased Workspace functionality. Ability to filter document and folder lists added. Search within Search Results feature added. Number of document index fields increased to unlimited. Encryption methods Triple DES and AES added. Document types can force New Version on Check-In. Customisable splash screen. Edit multiple document indexes at once. Support for PNG image type when saving colour images. XML Import feature added. iii

5 Contents Contents 1 PREFACE About this Guide Intended Audience Related Documents Conventions Definitions SUPPORT CALL ESCALATION OVERVIEW AND CORE CONCEPTS An Overview of Document Manager Document Manager Licenses The Document Manager Hierarchy Databases Drawers Folders Sub-Folders Documents Storage Location Document Types Indexing Searching Saved Searches Document Preview Security Login Access Control Permissions References Auditing Screen Scrape Read-Only Documents Version Control iv

6 Contents 3.18 Check Out/In Workflow Web Access to Document Manager Documents COM API Document Retention TYPES OF USERS STARTING DOCUMENT MANAGER Document Manager Views Changing Document Manager Views Tool Tabs Ribbon Groups Controls/Buttons Lists and Columns Pop-Up Menus The Tool Tabs Main Tab Drawer Tab Folder Tab Document Tab View Tab Application Menu Quick Access Toolbar Customise Quick Access Show Below the Ribbon Show Above the Ribbon Minimizing the Ribbon Options Styles Large Icons Context-Sensitive Help and Keyboard Operation About The Status Bar Windows 7 Integration v

7 Contents 6 ACCESS CONTROL AND PERMISSIONS Access and Permission Levels Types of Permissions Access Rights Access and Permissions at Different Levels Group Access Rights and Permissions Folder Permissions Document Permissions GROUPS Group Administrator DRAWERS Drawer Permissions INDEX FIELDS Indexing Documents and Folders Common Fields in Drawers Searching Across Drawers Screen Scraping Across Drawers FOLDERS Creating New Folders Creating Folders Using the Pop-Up Menu Creating Folders by Searching Filtering Folder Lists Folder Properties Modifying Folder Properties Viewing Folder Properties Access From Sub-Folders Modify Sub-Folders Delete Sub-Folders Deleting Folders Finding a Parent Folder DOCUMENTS Understanding Document Types Document Encryption vi

8 Contents 11.3 Creating a New Document Read-Only Documents Importing Documents Using the Import Button and Pop-Up Option Dragging and Dropping from Windows Explorer Assisted Indexing/OCR On-the-Fly Using the Send To Feature Importing Documents via XML Previewing Documents Displaying the Preview Pane Customising the Document Preview Feature Closing the Document Preview Filtering Document Lists Opening Documents Viewing PDFs or Application Documents in Image Viewer Editing Document Indexes Access From Check Out/Check In Documents Opening a Checked-Out Document Checking In a Document Undo Check Out Version Control Creating a Minor Version Creating a Major Version Setting Image and Application Documents as the Same Version Viewing the Latest Version Only Finding All Versions Workspaces Workspaces Dialog Box Exporting Documents Exporting Images from Document Manager Exporting Images Using Advanced Options Exporting Application Documents Export Files with Indexes vii

9 Contents Document References Create Document References Find All References ing Documents ing a Document File ing a Zipped Document ing a Document Reference Opening a Document Reference in an Web Reference Deleting Documents Additional Document Utilities Drag-and-Drop to a New Location Appending an Image Document Copy/Paste Cut/Paste Move Document Printing Faxing COM API SEARCHING Folder Search Saved Folder Shortcut Document Search Filtering Folder and Document Lists Content Searches (Full Text Search) Performing a Content Search Viewing Text Search Hits Reprocess Quick Searches Prompt Search Results Paging Through Search Results Saving Search Results as Data Running the Search Again and Editing Search Criteria viii

10 Contents Searching Within Search Results Saved Searches Frequently Used Searches Tab All Available Searches Tab USER-CONFIGURABLE SETTINGS Drawers Tab Integration Tab Capture Tab Printing Tab Check-Out Tab THE SCANNING MODULE Thumbnails Scanning Module Application Menu Scanning Module Quick Access Toolbar Show Below the Ribbon Show Above the Ribbon Minimizing the Ribbon Scan Tab About Scanners Preparation Scanning for the First Time Profiles Add New Profile Rename Profile Remove Selected Profile Scanning Documents Sheet Feeder Scanning Scanning Using Disk Import Rescanning a Page Deleting a Page Inserting a Page Saving Scanned Documents Closing the Scanning Module without Saving a Batch Saving Scanned Documents for Indexing Later ix

11 Contents Indexing Held Batches THE IMAGE VIEWER Thumbnails Setting the Thumbnail Size Image Viewer Application Menu Image Viewer Quick Access Toolbar Show Below the Ribbon Show Above the Ribbon Minimizing the Ribbon Tools in the Image Viewer Customising the Tabs Shortcut Keys The Home Tab Tools Adding Pages/Appending an Image Document Printing a Document from Image Viewer ing a Document from Image Viewer Exporting a Document from Image Viewer Modifying the Image Document Index Fields View Audits Saving Audit Records The Annotation Tab Tools Annotation Attributes Annotation Actions Sticky Notes Image Stamps AUDITING Viewing Audit Records Saving Audit Records APPENDIX A: MENU DEFINITIONS A.1 Drawer Tab and Pop-Up Menu A.2 Folder Tab and Pop-Up Menu A.3 Document Tab and Pop-Up Menu A.4 Scanning Module Tab and Pop-Up Menu A.5 Image Viewer Pop-Up Menus x

12 Contents A.5.1 Thumbnails A.5.2 Image APPENDIX B: BULK EXPORT/IMPORT B.1 Exporting Documents with an IPT File B.1.1 Using Folder and Document Searches to Export Documents B.1.2 Using Export with Indexes for Documents, Drawers or Storage Location Contents B.1.3 Explanation of the Different Files Exported with IPT Files B.2 Importing Documents Using External Media Import B.2.1 What to do if the Required Drawer does not Exist B.2.2 Recommended Best Practice for Managing the Import Log File APPENDIX C: MICROSOFT OFFICE ADD-IN C.1 Using the Office Add-In C.1.1 Saving to Document Manager C.1.2 Opening Documents from Office C.1.3 Attaching Copies of Document Manager Documents to s C.1.4 Attaching Document Manager References to s C.2 Office Add-In Settings APPENDIX D: UPDATE SERVICE D.1 Checking for Updates D.1.1 Installing Available Updates APPENDIX E: ADDITIONAL MODULES E.1 Document Manager Web E.2 Document Logistix Batch Scan E.3 Document Logistix Mail Archive Service E.4 Document Logistix Alerter E.5 Document Logistix Import Service E.6 Document Logistix Print E.7 Filing Assistant E.8 Office Add-in APPENDIX F: INSTALLING SCANNER DRIVERS F.1 Installing TWAIN Scanner Drivers F.2 Installing Kofax Scanner Drivers APPENDIX G: KOFAX EXPRESS IMPORT INDEX xi

13 Preface 1 Preface This section provides an introduction to this guide. 1.1 About this Guide This guide describes Document Manager Enterprise Edition document management system. 1.2 Intended Audience This guide is intended for end-users of Document Manager Enterprise Edition. 1.3 Related Documents For more information on using Document Manager, refer to the following: Document Manager Quick Start Guide For information on installing and configuring Document Manager, refer to: Document Manager Installation Guide To find information on setting up and administrating Document Manager, refer to: Document Manager Administration Guide In addition to the above, there are a number of guides on major features in Document Manager. See the following for more information: Screen Scrape Guide Screen Scraping is used to automate searching in Document Manager based on information displayed in an external application. Workflow and Approvals Guide these are features that assist in the processing of documents within an organisation. Retention Policy Module Admin and User Guide a guide to the Retention feature, which enables organisations to implement policies to determine how long documents are kept. If you want to find out more about document management policies in general, you can read the following document: Guide to Document Management 1

14 Preface 1.4 Conventions Throughout this manual, a number of conventions are used. The list below details these conventions: On-screen items, including buttons, tabs, menu items, field names and dialog box names are shown in bold, for example, click the Save button. Keys or key combinations that you have to press on the keyboard are shown in upper case and in angled brackets, for example: <CTRL> + <X>. User input (information that you have to enter), object names and references to completed fields are in single quotation marks, for example, enter the value %PROMPT. Cross-references are in italics; for example, see 1.4 Conventions on page 2 for more information. Variables are displayed in italics in angled brackets, for example, select Delete <annotation type> (in this instance, <annotation type> should be replace by the name of the selected annotation). Additional information is provided using icons to draw attention to them: NOTE: Notes are used to give supplemental or important information about the subject matter. WARNING: Warnings are used to provide important pieces of information. TIP: Tips are used to suggest shortcuts or things to do to make using Document Manager products easier Definitions The following terms are used in this guide: Document Manager: The Document Logistix Document Manager program. Ribbon: The ribbons display the tabs containing buttons (for example, the Main tab), which enable access to the Document Manager features. Document Manager Administration Module: The Document Manager Administration Module enables system administrators to configure Document Manager. See the Document Manager Administration Guide for more information. Scanning Module: The Document Scanning Module enables users to scan documents and add them to Document Manager. Image Viewer: The Document Manager Image Viewer allows users to work with images and add annotations, if required. 2

15 Preface Document Manager Workspace: The Document Manager Workspace is a temporary location for files that enables actions to be performed on multiple items. Document Manager Explorer: The Explorer displays drawers, folders and documents in an explorer view to enable easy navigation. Application Documents: Refers to documents within Document Manager that are associated with a PC application, for example a Microsoft Office Word document. These documents will open in their associated application on a user s computer. Image Documents: Refers to documents in Document Manager that are saved in image file formats. These documents will open in the Document Manager Image Viewer. Pop-up Menus: A context-sensitive pop-up menu is displayed when you right-click on an object in Document Manager, containing commonly-used options. Additional Document Logistix products are available to further enhance the document management process. For more information about them, please refer to our Website, or speak to an authorised reseller. 3

16 Support Call Escalation 2 Support Call Escalation For questions or assistance with Document Manager software, the first point of contact is the local System Administrator. If the local System Administrator is unable to resolve the problem, the second level support contact can be displayed in the application by clicking the blue question mark in the upper right corner. If this contact is not able to resolve the problem, contact Document Logistix via one of the contact methods listed in Contact Details on page i. A Document Logistix System Engineer will be assigned responsibility for the call. If the support issue is not being serviced adequately, contact the Document Logistix Support Service directly on (+44) (UK) or (+1) (USA), or by any of the other methods listed on page i. Prior to calling for assistance, please have the following information available. Failure to supply the information could result in a poorer quality of support service and additional costs incurred. Contact details Application version Operating System version Any affected hardware Description of the problem Severity of the problem (impact on the business) 4

17 Overview and Core Concepts 3 Overview and Core Concepts Document Manager enables the central management of company documents while allowing users to quickly access the documents they require. Document Manager can also be used to enforce the company s document management policy. 3.1 An Overview of Document Manager A typical business process for using Document Manager is as follows: 1. Hard-copy papers get scanned into the Document Manager system. 2. Once scanned, a document is indexed and saved to a folder in the required drawer. 3. Users can then search in Document Manager to find and work on folders and documents. As well as being scanned into Document Manager, documents can be imported and then indexed, and, providing the relevant document types and templates have been set up, they can also be created from Document Manager. See section 11 Documents on page 64 for more on working with documents. All aspects of Document Manager are set up by the local System Administrator, who uses the administration software tool called Document Manager Administration. See the Document Manager Administration Guide for more information. The Document Manager features and core concepts are described below to provide an understanding of Document Manager. NOTE: Please note that examples may not reflect the sample database structure but are designed to communicate the way certain features work within the application. 3.2 Document Manager Licenses There are two license models for Document Manager: Named User You can only log in on one workstation at any given moment. If a user tries to log in to Document Manager at two different workstations, the user will be asked if he or she wants to delete the existing session. Concurrent User This allows a number of concurrent users to log in and an unlimited number of users to be defined. Unlike Named User licensing, concurrency allows a user to log in to more than one session; however, the total concurrent sessions cannot exceed the number of licensed concurrent users. Most companies purchase this license option. In order to log in to more than one session, a user must be granted the Allow Multiple Logins permission in the Administration Module. Refer to the Document Manager Administration Guide for more on user permissions. 5

18 Overview and Core Concepts Certain features of Document Manager have license requirements (such as Workflow). Speak to your System Administrator about your requirements prior to contacting your reseller. If you are not sure what kind of user license you have, see your Document Manager System Administrator. 3.3 The Document Manager Hierarchy Document Manager s design for document management is a structural hierarchy of databases, drawers, folders and documents Databases Consider an organisation that has offices in London, New York and Paris. Each is an organisation in its own right, whose staff mostly require access to their own documents, but they may also require access to documents at the other offices. In this scenario, a Document Manager database would be created for each office. Staff at the London office would access the London database, but also have access to New York and Paris when required. There is no limit to the number of databases defined in Document Manager subject to licensing and provided the required space is available on the server Drawers The Document Manager drawers operate just like a filing cabinet containing folders with categories for the different types of documents a department might need. Whether Personnel, Finance, or Sales, each department will have their own preferred way of indexing and finding the documents they require. Similarly in Document Manager, each drawer can have a different, user-defined indexing structure that best suits its users. More information on drawers can be found in 8 Drawers on page Folders Continuing with the filing cabinet analogy, folders in Document Manager are similar to the suspension (hanging) files found within filing cabinet drawers. They are used to group documents based on some common criteria, such as invoices in a supplier s folder. In a paper-based environment, these hanging files are normally indexed by one criterion, typically Supplier Name. In the Document Manager environment, it is possible, and easy, to have many criteria for the folders (indexes). These folder indexes are typically set up by the local System Administrator. More information on folders can be found in 10 Folders on page Sub-Folders A sub-folder is a folder created within a parent folder, to group either documents or more sub-folders together logically. A sub-folder can have a description (for example, Literature ) and will inherit all the folder attributes from its parent (for example, a Product index field). Sub-folders 6

19 Overview and Core Concepts can aid in the logical grouping of documents when a folder would otherwise have hundreds or thousands of documents; however, they can also cause confusion if not managed consistently throughout an organisation. More information can be found in 10.4 Sub-Folders on page Documents The last item in the filing cabinet analogy is the document. Documents are the papers stored in folders inside filing cabinets. Examples of documents are Invoices, Letters, Purchase Orders, Proof of Delivery, and so on. In Document Manager, a document can be virtually any digital file: electronic application files, scanned (digital) images, s with attachments, media clips, pictures (for example,.jpg files), and so on. Just like folders, documents can have many index fields associated with them to make them easier to find. These document indexes are typically set up by the local System Administrator. More information on documents can be found in 11 Documents on page Storage Location Unlike Microsoft Windows, the documents displayed in a folder are not typically held in the same place. The folder view is a logical view that groups documents related by common indexes. Document Manager manages the location of these files and their file names in a manner decided by the System Administrator and the Company s Document Policy. Typically, physical storage locations will differ for different document types as the nature of the documents may vary. However, whether dealing with scanned images of invoices saved to optical media, or live Word Processor files saved to hard disk, all can be displayed logically to the user in the one Document Manager folder. 3.5 Document Types Document Manager supports many types of documents; essentially a document is any electronic file that can be opened by an application. Your System Administrator is responsible for defining the document types that you work with. A folder contains a group of related documents within the drawer they are stored in. Each document is associated with their respective Document Type. These document types can determine where that document is physically stored on the Document Manager storage server. For more information on document types, refer to 11.1 Understanding Document Types on page 64. When referring to documents in Document Manager, this guide uses the terms application documents and image documents. Application documents are documents associated with an application, for example a text file that opens in Notepad, and image documents refers to documents stored in image file formats, for example, those that have been scanned into the system. 7

20 Overview and Core Concepts 3.6 Indexing In order for the Search and Retrieval aspect of Document Manager to work, users are required to index every folder and every document that gets added into Document Manager. When indexing, determine what information will be helpful in retrieving documents. Not only can index fields be data already in use (for example, information written or typed on a suspension file or folder label), additional fields can be added to folders or documents (for example, vendor or invoice number) to facilitate more efficient folder and document searches. Entering values into the index fields in Document Manager assists in the accurate searching and retrieval of documents. Consider the example shown in Figure 1 below of a scanned invoice being entered into Document Manager. The index information for an invoice that a company would want to know could be the Invoice Number, the Invoice Date, VAT (TAX ID) Number, Company Name and the Total Amount. Figure 1: Example Invoice When the invoice is scanned, enter the pertinent information into the system in the index fields: Figure 2: Document Index Fields 8

21 Overview and Core Concepts The index fields are colour-coded based on the following key: Yellow indicates a required user-defined field; this cannot be left blank. Index fields are defined in the Document Manager Administration Module. Green indicates an optional, user-defined field, which can be left blank. White indicates a System Default Field, such as Doc Description. More information on indexing can be found in 9 Index Fields on page 52. The result of indexing these documents is to allow searching in Document Manager for all documents: Figure 3: Search for Document Dialog Box You can search on any of the fields displayed. A blue field indicates a common field, used to search across all drawers. These only display when you select Any in the Drawer drop-down list. You can click the right arrow ( ) to expand the screen to filter the index fields shown in the search results. 9

22 Overview and Core Concepts 3.7 Searching Two types of search can be run in Document Manager: a Folder Search and a Document Search (see Figure 4 below). Depending on what drawer is selected, the index fields change because they reflect the folder or document fields used in that particular drawer. Figure 4: Folder and Document Search Dialog Boxes If Full-Text Searching is enabled, searches can also be performed on the content of a document, for example, searching for a document that contains the words first aid. See the Document Manager Administration Guide for more on enabling Full-Text Searching. 10

23 Overview and Core Concepts 3.8 Saved Searches Searches can be saved with a logical name. For example, a search can be performed for all documents in the Accounts Payable drawer with a Document Type of Invoice and a Status of Received. The search results can be saved as a saved search called Invoices to be processed. To run the saved search, select it from the Saved Searches button on the Main tab. Another way to execute the search is to use the shortcut key associated with that saved search. The user can elect to have certain saved searches automatically run when they log in to Document Manager or at specified times. For more information on Saved Searches, refer to 12.7 Saved Searches on page Document Preview The Document Preview feature in Document Manager enables users to quickly preview documents, which is useful when searching for specific documents to open or edit. Both image documents and application documents (for example Word files) can be previewed. NOTE: To preview application documents, the Application Document Preview license option is required. Image documents and PDF documents do not require an additional license option. This feature enables you to annotate application documents and also to export and them as image files (see 15 The Image Viewer on page 169 for more on annotations and using the Image Viewer tools). If an application document is large, it may take some time to generate an image preview and the exported file size is also likely to be large. To use the Document Preview feature, click the Toggle Document Preview icon in the lower right corner of the Document Manager window. See 11.6 Previewing Documents on page 80 for more information Security Security within Microsoft Windows is usually configured by the Network Administrator, who typically creates shared folders on the network with access rights to groups of users. Document Manager adds to the Network Security by allowing all files stored on the network to be encrypted (license dependent). When documents are opened within Document Manager, the files are decrypted for use Login A Document Manager user must be authenticated by logging in with a user name and password. It is possible that a user account may be disabled due to an incorrect password. The System Administrator also has the ability to log an active session out of Document Manager at any time. 11

24 Overview and Core Concepts Passwords can be tightly controlled. System Administrators can require users to enter passwords that are case-sensitive. They can also require users to change their own passwords, and at predetermined intervals. If your organisation uses Active Directory, the Active Directory user credentials can be used to log in to Document Manager. If Active Directory is integrated with Document Manager, single sign-on can also be used, which enables users to bypass the login dialog box. To use Active Directory Integration and Single Sign-On, an additional license option is required. Contact Document Logistix or your reseller for more information. See the Document Manager Administration Guide for more information about integrating Active Directory with Document Manager Access Control The ability of users and groups to see drawers, folders and documents in Document Manager depends on the access granted to them. In order for a user or group to see a document, they must be able to access the folder in which the document is filed, as well as the drawer storing the folder. The System Administrator configures which users and groups can access each drawer in the Document Manager Administration Module. The System Administrator can also determine which users and groups can apply folder-level and document-level access restrictions within the drawer. If users have been given access to the drawer by the System Administrator, and those users have been granted the Modify Access permission, they can determine who else can see the folders and documents within the drawer. More information on Access Control can be found in 6 Access Control and Permissions on page Permissions Whereas Access Control is about where a user or group is allowed to go in Document Manager, permissions focus on what a user or group can do. Permissions are linked to Access Control in that if a user cannot see a certain drawer, folder or document in Document Manager, it means that the user does not have access to and will not be able to perform any actions in that drawer, folder or document. Permissions can be set for users or groups at the system-wide (database) level, and also for drawers, folders, documents and annotations. Consider a permission as the right to do something, for example, to delete a document. In order to have this right at any specific level in the Document Manager hierarchy of drawers, folders and documents, it is necessary to have the Delete permission set in the Administration Module. If a user does not have the Delete (Document) permission within a folder, the user cannot delete any documents within that folder. However, a user may be able to delete documents from a different folder IF they have the Delete (Document) permission at the database, drawer and folder levels. More information on permissions can be found in 6 Access Control and Permissions on page

25 Overview and Core Concepts 3.12 References In Document Manager, it is possible to have the same document referenced in more than one folder, or even in more than one drawer. This can be achieved by dragging the document from one folder to another and then selecting Reference on the pop-up menu when prompted. When the document is edited in one location, the changes in content will be reflected in the other. The index fields for each reference document can be entirely different, but the content of the referenced document remains the same. It is possible to locate all references to a document using a feature in Document Manager called Find References. When this is selected, Document Manager will list all the other references to the document. References have an important role to play in the deletion and moving of documents. When deleting or moving a document, it is also possible to delete or move the document s reference. The storage of the document can be changed if the document is moved to another drawer, and the document can also be deleted if it is the last reference. When deleting a Document Manager document, if that document is a reference, only the reference is deleted. If it is the last reference of that document, a warning message will indicate that the last copy of that document is being deleted. For more information, refer to Document References on page Auditing This is one of the most important security features of Document Manager. Every time a user does anything to a document or folder in Document Manager, an internal audit record is created within the Document Manager database. The date, time, user identity, workstation name and action taken are recorded. With the correct permissions, it is possible to view the Audit records for a particular document or folder. The Audit log displays a list of every transaction that has happened to the document or folder since it was created, including the transaction that the audit log is being viewed. The System Administrator also has the ability to view Audit Records on a per-user basis to determine what documents a particular user has been looking at. Additionally, the System Administrator can import a copy of the Audit records into Document Manager to enforce the legal admissibility of the audit records by making sure that documents can never be modified or deleted. By default, all audit logs are read-only. 13

26 Overview and Core Concepts 3.14 Screen Scrape Screen Scrape is a term used to describe Document Manager s ability to read the contents of another application or system window and automate a search based on them. The search is initiated by a user pressing a predefined key or combination known as a hotkey typically a combination of <ALT>, <CTRL>, < SHIFT> and one of the <function> keys. Document Manager then looks at the active program, and if it is recognized, reads the required fields and performs the folder or document search. The search results tab or window displays all folders or documents that relate to the active program s window contents. Screen scraping can be configured by the user or the System Administrator, and normally takes just minutes because no programming is involved. DOS Programs, Spreadsheets, Terminal Sessions and most Windows-based applications are suitable for performing screen scrapes. For more information on screen scraping, refer to the Screen Scrape Guide Read-Only Documents Read-only documents are documents that have been marked (either automatically or explicitly by a Document Manager user) to prevent further modification. To determine if a document is read-only, look at its Status index field in the document list, or view its properties from the Document tab. A document flagged as read-only can still be opened (subject to access rights) with the associated application, but Document Manager opens a temporary copy of the document, thereby preventing any changes being made to the original. Each document type can have a default status assigned to it by the System Administrator (Read-Only or Read-Write). In most cases, documents will be read-write. Audit Logs are always read-only documents. In order for a user to change a document status to read-only, the permission Set Read-Only is granted by the System Administrator. The same applies to changing a document status from read-only back to read-write. Read-only documents cannot be deleted or moved from one folder to another. A multi-page image document cannot have pages added or deleted if it is read-only. Copying a read-only document by reference causes the new reference to also be read-only. Copying a read-only document by making a new copy or creating a new version of the document will create a read-write document, thereby allowing changes to be made to the new document. For more information on read-only documents, refer to Read-Only Documents on page

27 Overview and Core Concepts 3.16 Version Control Document Manager provides version control, allowing a document to be saved as a major version or a minor version. Major document versions are numbered sequentially starting at 1. Minor document versions are numbered by decimal point, for example, 3.1, 3.2, etc. If a document version is not to be changed, the Read-Only setting can be used to prevent further changes, thereby forcing a new version to be created if changes are desired. A search can be run to list all the versions of a document in existence. For more information on Version Control, refer to Version Control on page Document Manager integrates with MAPI-compliant mail systems to allow documents to be ed from Document Manager. Users can the actual document file or a Document Manager reference to the file. A reference is similar to a link and much smaller in file size than the actual document, however, it requires the recipient to be a Document Manager user. A Web link (URL) to the document can be ed if Document Manager Web is installed. More information on ing documents can be found in ing Documents on page Check Out/In The Check Out/Check In feature ensures that only one version of a document is maintained, which is useful if users work away from the office (and the Document Manager system) from time to time. If a user wants to work on a file away from the office, they can Check Out a document. When a document is checked out, a copy of the document is saved on the user s local disk, which he or she can work on later. Any other Document Manager user wishing to open the document while it is checked out will be informed that it is checked out and be given the option to open a read-only copy. When the user has finished working on the document, he or she can Check In the document, thus updating Document Manager with the document changes. Options are also given to check in as a new version, and to cancel the check-out. System Administrators can set the requirement that all application documents must be checked out before they are edited. More information on checking documents out and in can be found in Check Out/Check In Documents on page Workflow Document Manager Workflow is a feature that assists in the processing of documents within an organisation. Workflow can automate daily tasks that involve the progression of documents through different stages of a business process and from person to person. 15

28 Overview and Core Concepts In Document Manager Workflow, a series of steps are defined for a Workflow Process. Examples of steps are an invoice being scanned and invoice approval. For a Workflow Step to be performed on a document, certain conditions must be met, which are defined by the System Administrator. The conditions can be based on document types or index fields, such as document value or status. The completion of Workflow Steps can also be restricted to specific users. When a Workflow Step is completed, it can be set to trigger automatic actions, for instance, sending notification s or applying an annotation. See the Workflow and Approvals Guide for more information on Workflow. NOTE: To use the Document Manager Workflow feature, you need a Workflow license. Contact Document Logistix or your reseller for more information Web Access to Document Manager Documents Document Manager is a Web server application that can enable access to Document Manager database(s) for both internal and external networks using standard Web browser technology. It is possible to restrict access at drawer, folder and document levels. Drawers can be published to an intranet or the Internet using the Web Publishing tab in the Document Manager Administration Module. This is set by the System Administrator. See the Document Manager Administration Guide for more information. At folder and document level, access can be controlled by the administrator or a user that has a Modify Access permission (set in the Administration Module). Folder and document level access is set using the Access From index field in the Modify Folder Properties and Modify Document Properties dialog boxes: DM Only: The folder or document can only be accessed from the Document Manager Desktop Client. DM and Internal Web: The folder or document can be accessed from the Document Manager Desktop Client and via an internal intranet using Document Manager Web. DM and World Wide Web: The folder or document can be accessed from the Document Manager Desktop Client and from the Internet using Document Manager Web. DM and Web Access: The folder or document can be accessed from the Document Manager Desktop Client and also from Document Manager Web via both an internal intranet and the Internet When creating a new folder or document, if the Access From field is left empty, it will inherit the setting from the parent folder or drawer. Using these options, it is possible to enable a drawer to be accessible via the Web, but restrict access to certain folders or documents within it to Document Manager only. 16

29 Overview and Core Concepts 3.21 COM API Document Manager is an OLE Server application; the Document Manager functionality can be utilised directly from other programs that support OLE and scripting. This makes Document Manager an ideal candidate for system integration projects. For further details about the COM API, refer to the Document Manager Administration Guide Document Retention The Document Retention feature in Document Manager enables an organisation to specify Retention Policies for their documents. A Document Retention Policy is a set of guidelines designed by an organisation to specify how long their documents need to be kept, as required by law and to protect business interests. Typical types of information to be considered in a Retention Policy include Invoices, Contracts and other Financial Records, s, Letters, Business-Activity-Related documents, Personnel records, and so on. See the Retention Policy Module Admin and User Guide for more information on setting up and implementing Document Retention Policies. NOTE: To use the Document Retention feature, you need a license with the feature enabled. There are three types of Retention License: Basic, Moderate and Complex. Contact Document Logistix or your reseller for more information. 17

30 Types of Users 4 Types of Users A user is a person in the Document Manager system that has a username, password and specific access rights and permissions. There are two types of users in Document Manager: View or Full Users. The functions of View and Full Users are listed in Table 1 below: Item Description Functions a View User has for Document Manager and Document Manager Web (if licensed and configured) include: All standard search and retrieval functions View Users Open, View, Print and documents Full-Text Searching View Encrypted Files Perform Screen Scrape and Web Scrape searches All View User actions are audited, but View Users cannot view the audits themselves. The functions a Full User can perform for the Document Manager Desktop Client and Document Manager Web (if licensed and configured) include: All View User functions and options Check Out/Check In Full User Version Control Ad-Hoc/Desktop Scanning Advanced Annotations NOTE: The functions a Full User can perform are subject to the permissions assigned to the user by the System Administrator. Table 1: Functions Available to View and Full Users A Named User (a user assigned a Named User license) cannot log in on more than one workstation simultaneously. If a user attempts to log in to Document Manager twice at two different workstations, the user will be asked if he or she wants to delete the existing session. The System Administrator has the ability to log a user out of Document Manager at any time. If you cannot log in to Document Manager, contact the local System Administrator. 18

31 Starting Document Manager 5 Starting Document Manager Document Manager has been designed to conform to Microsoft Windows user interface standards and to be intuitive for those familiar with other Microsoft Windows applications. In the example shown in the image below, Document Manager is connecting to a single database, provided as part of the Document Manager installation. It is possible to create multiple databases, in which case, a drop-down selection of the available databases will be presented. To launch Document Manager: 1. Double-click the Document Manager icon ( ) on the Desktop; or click Start, then depending on your operating system, select All Programs or Programs, and select Document Logistix and then Document Manager. The Login dialog box displays: NOTE: If there is more than one database available, the Database field will display. Select the required database from the Database drop-down list. The System Administrator may set a specific database as the default. If your organisation uses Active Directory, the Realm drop-down list displays and contains the Active Directory domains selected by the administrator in the Active Directory Manager. NOTE: If you are unable to log in to Document Manager, you may not have the correct permissions. If you cannot log in, see your system administrator. 2. When starting Document Manager for the first time, enter the user name and password defined by the System Administrator, and click OK. The Document Manager Login Successful dialog box displays: 19

32 Starting Document Manager The purpose of the Document Manager Login Successful dialog box is to indicate the last time the account was logged in to Document Manager. Confirm that the date and time shown are correct. The dialog box can be disabled for each user by clicking on the File tab located in the upper left corner of the application, selecting User Settings, and then clearing Show welcome message when logging in on the General tab. If last login date and time is not correct, it is possible that the password has been compromised. If this is the case, IMMEDIATELY inform the local System Administrator. If you are not using Active Directory user credentials, it is also recommended that you immediately change the password. To do this, click the File tab and select Change Password from the menu (this option is not available if you are an Active Directory user). 3. In the Document Manager Login Successful dialog box, click OK. It may be that the local System Administrator has set the user account to require a password change (in the Administration Module). If so, the Enter New Password dialog box displays. 4. When asked for confirmation of the new password, type it in and click OK. The Document Manager application displays (see image below). If the drawers do not display, click the Explore Drawers button on the Main tab: 20

33 Starting Document Manager The main Document Manager Application screen is displayed with available functions on ribbon tabs, a Quick Access Toolbar (located in the upper left corner next to the icon) and the Application menu accessed from the File tab heading. In the above example, there are three tabs available (File, Main, and View) but others will display as different areas of the application are active (for instance when a folder is highlighted, a Folder tab will appear). On each tab, there is a ribbon that contains groups of controls, or buttons. The tab changes dynamically to display the available action buttons for the drawer, folder or document, reflecting what the user has highlighted. Additionally, available functions can be accessed by right-clicking on an item such as a drawer, folder or document. (See 5.7 Pop-Up Menus on page 25.) All aspects of the Document Manager user interface are covered in the following sections. Icons are used to represent application-based documents; the actual icons used are determined by the application, for example, Microsoft Office Word, Microsoft Office Excel, etc. 5.1 Document Manager Views Initially, the Document Manager view is displayed in a tabbed format. This means that when you change view, for example to open a folder or Workspace, the contents are displayed on a new tab: 21

34 Starting Document Manager Several tabs can be open at one time: To move between tabs, simply click on the tab heading. You can customise the Document Manager appearance to display content in a tabbed view or you can choose to display in windows Changing Document Manager Views To change Document Manager from a tabbed view to windows: Click the View tab and clear the Tabbed View checkbox. Content is displayed in a window: To display the content in separate windows, click the icon in the top right of the screen. If you want to return to viewing the content in tabs, select the Tabbed View checkbox again. Refer to View Tab on page 32 for a description of the other options on the View tab. 22

35 Starting Document Manager 5.2 Tool Tabs There are two main tabs (Main and View) in the initial screen (see Figure 5 below) containing tools used in Document Manager. As the user navigates to other areas, additional tabs display the functions available. For instance, an additional tab displays when a user changes to a drawer, folder or document, depending on which is active. If a user highlights a document, the Document tab becomes available. Use the mouse pointer to click on a tab heading to move between the tabs. Figure 5: Tabs Highlighted in the Document Manager Window 5.3 Ribbon On every tab, there is a ribbon of functions available (see Figure 6 below). When the main window is resized, the groups of buttons collapse and become smaller. Figure 6: Ribbon 23

36 Starting Document Manager 5.4 Groups On each ribbon, groups contain controls and buttons (for example, Search on the Main tab): Figure 7: Ribbon Groups 5.5 Controls/Buttons In each group, there are one or more controls, or buttons. A button will be highlighted when the mouse pointer hovers over the button or a user clicks on it (see Figure 8 below). Also, a tooltip displays when the mouse pointer hovers over a button. Figure 8: Button Highlight and Tooltip 24

37 Starting Document Manager Some buttons have a down arrow drop-down menu to make a selection from: underneath the button s text this indicates there is a Figure 9: Drop-Down Menu Sometimes buttons and other controls are disabled or not available, which may be due to the user s permissions. If the item is greyed out, selecting or clicking it will not work. 5.6 Lists and Columns Documents and folders are displayed in lists with columns for each of the index fields and for some additional information, for example, the date and time created. You can change the order of the columns displayed by clicking on the column name and dragging it to a new location. The width of columns can be adjusted by clicking and dragging the dividing lines between column headings. Once the columns have been set, lock the positions by clicking the lock icon in the lower right corner of the screen ( ). Use the scroll bars to scroll up, down, left or right to view the information displayed. To change the sort order on a list of items, click on the column header (such as Customer Name ) to display information in ascending to descending order. Lists can be filtered to reduce the number of items shown. See 12.3 Filtering Folder and Document Lists on page 127 for more on filtering lists. 5.7 Pop-Up Menus To see the available functions for an object, right-click on it to display the pop-up menu. This applies to drawers, folders, documents, and so on. The items in the pop-up menu indicate what can be done with the object, for example, right-clicking on a document displays Open, Print, , and so on. You can also right-click in the right pane of the Document Manager explorer to display the pop-up menu. If permission to perform one of the menu options has not been granted (for example, Delete), it will either appear disabled (greyed out) in the pop-up menu or not appear at all. For a full listing of all of Document Manager s pop-up menu items and descriptions, refer to Appendix A: Menu Definitions on page

38 Starting Document Manager 5.8 The Tool Tabs There are four main tabs that contain the tools used within Document Manager Main Tab When opened, Document Manager displays the Main tab (see Figure 10 below). If the mouse pointer hovers over or clicks on a button, the button is highlighted and a tooltip displays. Figure 10: Main Tab See Table 2 for a description of the buttons on the Main tab: Group Button Description Explorer Explore Drawers Displays the list of drawers. Search Search Folders Search Documents Opens the Search for Folder dialog box. Opens the Search for Document dialog box. Scan Scan Starts the Document Scanning Module. Searches Saved Searches Opens the Saved Searches dialog box. Workspace Workspace Opens the Workspaces dialog box. Click the down arrow under the button to select from a list of saved workspaces. Other Help Exit Opens the Document Manager User Guide PDF file. Exits Document Manager. Table 2: Main Tab Buttons 26

39 Starting Document Manager Drawer Tab Once a drawer is selected in Document Manager, the middle tab changes to display the Drawer ribbon (see Figure 11 below). When the mouse pointer hovers over or clicks on a button, the button is highlighted and a tooltip displays. Figure 11: Drawer Tab See Table 3 for a description of the buttons on the Drawer tab: Group Button Description Folder New Folder Creates a new folder in the selected drawer. Search Search Folders Search Documents Opens the Search for Folder dialog box. Opens the Search for Document dialog box Properties Properties Opens the View Drawer dialog box and displays the selected drawer s properties. Table 3: Drawer Tab Buttons For more information about drawers, refer to 8 Drawers on page Folder Tab When you have clicked on a folder in Document Manager, the middle tab changes to display the Folder ribbon (see Figure 12 below). When the mouse pointer hovers over or clicks on a button, the button is highlighted and a tooltip displays. Figure 12: Folder Tab 27

40 Starting Document Manager See Table 4 for a description of the buttons in the Folder tab: Group Button Description Open Opens the selected folder. Folder New Sub-Folder Delete Creates a new sub-folder. Deletes the selected folder or sub-folder. Users are asked to confirm deletion. Parent Folder This button is only available when you select a sub-folder. Click to view the contents of the sub-folder s parent folder. New Creates a new document. Import Imports a document from a hard drive or off the network. Document Properties Paste View Index Edit Index Click the down arrow to select an option: Document Pastes a full copy of the document into the selected folder or sub-folder. Document Reference Pastes the document s reference into the selected folder or sub-folder. Views the index fields of the folder or sub-folder. Users cannot make changes in this dialog box (to do this, see Edit Index below). Click to modify the index fields of a folder or sub-folder. Audit Trail Click to view the audit log of the selected folder or sub-folder. Table 4: Folder Tab Buttons For more information about folders, refer to section 10 Folders on page Document Tab Once a document is selected, the middle tab changes to display the Document ribbon (see Figure 13 below). When the mouse pointer hovers over or clicks on a button, the button is highlighted and a tooltip displays. Figure 13: Document Tab 28

41 Starting Document Manager The buttons that are displayed on the Document tab depend on your licensed features, the type of document selected (image or application document) and, if an application document is selected, whether it is checked out or not. See Table 5 for a description of the buttons in the Document tab: Group Button Description New Creates a new document. Opens the selected document. Application documents will open in the related application; image documents will open in the Document Manager Image Viewer. Open/View Open Multiple If application documents are required to be checked out for the drawer, and the selected document is not checked out by you, the option changes to View because a read-only copy of the document will open. If the Application Document Preview feature is in use and you have selected multiple image documents, you can click this button to open the documents in Image Viewer at the same time. Prints the selected document. Print NOTE: If the Application Document Preview license feature is enabled and a redaction annotation has been added to an application document, the document cannot be printed in its original format unless the user has the Hide Redaction or Super Administrator permissions. If a user does not have these permissions, only the image generated for the document can be printed, with the redaction applied. Document When one of these options is selected, the system automatically opens and the name of the document is placed in the subject field of the . For Image Documents, the available options are: Native Document If an image is stored in Document Manager in an image format other than TIF or PDF (for example PNG or JPG), you can use this option to the image in its native format. Document as TIF Attaches the document as a TIF image to the . The recipient can view the TIF file using an appropriate image-viewing tool. Document as PDF Attaches the image document to the as a PDF. Any annotations in the image document are removed from the document (except redactions) and the recipient will only view the document in its original state. For more information on annotations, see 15.6 The Annotation Tab Tools on page 187. Reference Attaches a link to the document in the , significantly reducing network overhead. (The recipient must be a Document Manager user.) Zipped TIF Compresses the TIF file(s) prior to ing. If the image is already compressed, this will not make the files smaller. Zipped PDF Compresses the PDF file(s) prior to ing. If the image is already compressed, this will not make the files smaller. Advanced Options Enables users to a selection of pages, to save as a different format and to compress the ed image document. If selected, the Pages dialog box is displayed. 29

42 Starting Document Manager Group Button Description For Application Documents, the options are: Document Attaches the application document to the in its native format. (continued) Reference Attaches a link to the application document in the , significantly reducing network overhead. (The recipient must be a Document Manager user.) Zipped Attaches a compressed version of the document to the . NOTE: If the Application Document Preview feature is enabled and a redaction has been added to an application document, the document cannot be ed in its original format unless the user has the Hide Redaction or Super Administrator permissions. Document (continued) Export Cut Exporting saves a copy of a document to a selected location outside of Document Manager. Different options are available for application documents and image documents. For Image Documents, the options are: Export Native Document If an image is stored in Document Manager in an image format other than TIF or PDF (for example PNG or JPG), you can use this option to export the image in its native format. Document as TIF Converts the document to a TIF file and exports to the selected location. Document as PDF Converts the document to a PDF file and exports to the selected location. Advanced Options Enables users to export a selection of pages, to save as a different format and to compress the export image document. If selected, the Export Pages dialog box is displayed. For Application Documents, the following is displayed: Document Exports a copy of a document without its index fields to the selected location. NOTE: If the Application Document Preview feature is enabled and a redaction has been added to an application document, the document cannot be exported in its original format unless the user has the Hide Redaction or Super Administrator permissions. Cuts the selected document, ready for pasting in another location. Copy Copies the selected document. Editing Paste Delete Select a paste option: Document Pastes the document or a copy into the selected folder or sub-folder. Document Reference Pastes the document s reference into the selected folder or sub-folder. Deletes the selected document. For more information, refer to Deleting Documents on page

43 Starting Document Manager Group Button Description Select the item(s) for which you want to search: Find Find View Index All References Searches for all references to the selected document. All Versions Searches for all versions of the selected document. Parent Folder Searches for the parent folder of the selected document. Views the index fields of the document. You cannot make changes in the properties with this selection (see Edit Index below). Edit Index Select to modify the index fields of a document. Properties Edit Multiple Indexes If you select multiple documents that reside in the same drawer, you can click this button to change index field values for all of the documents at the same time. The Modify Multiple Document Properties dialog box displays. If you leave an index field blank in the Modify Multiple Document Properties dialog box, no changes will be made to that index; it will NOT erase existing index information. Audit Trail Views the audit log of the selected document. Check Out/ Check In Checks the selected document out for editing. When the user is finished, he/she checks the document back in. Available for application documents only. Refer to Check Out/Check In Documents on page 91 for more information. Undo Check Out Select to undo a document check out. Available for application documents only. Refer to Undo Check Out on page 93 for more information. Index (Batch) If you select image documents that reside in the Batches drawer, this button is available. Click the button to start the process to index the documents. The Select Images for Document dialog box displays. See Saving Scanned Documents on page 163 for more on saving documents to Document Manager. Actions View Meta Data This option is only available if the Search Service is installed and only applies to image documents. Click to view the meta data generated by the Optical Character Recognition (OCR) process for the selected document. The meta data displays in a text file. Whether a specific document has been read by OCR is dependent on the OCR settings defined by the System Administrator in the Search Service configuration. View Text Search Hits If you have run a content search for documents, click this button to view the matching content for the selected document. The text hits open in an HTML file, typically in your Internet browser. Mark For Reprocess This option is only available if the Search Service is installed. Click to mark the selected document(s) to be re-indexed, and/or re-read using OCR, by the indexer service. 31

44 Starting Document Manager Group Button Description This option is only available if the Search Service is installed. Actions (continued) View FTS Indexes Send to Workspace Click to view an HTML document containing the indexes that the search service holds for the selected document. If you select more than one document and click this button, multiple files will open. Sends the selected document(s) to a new Workspace, or a saved Workspace that is currently open, so actions can be performed on multiple items, i.e. , print, and export. Table 5: Document Tab Buttons For more information about documents, refer to section 11 Documents on page View Tab Click on View to display the View tab and its available functions. When the mouse pointer hovers over or clicks on a button, the button is highlighted and a tooltip displays. See Figure 14 for the View tab options: Figure 14: View Tab See Table 6 for a description of the buttons on the View tab: Group Button Description Click on the drop-down arrow to select a view option: Large Icons Displays large icons for documents and folders in the Document Manager views. View Options Small Icons Displays small icons for Document Manager documents and folders. View List Displays a single line for each folder or document with no column data. Details Displays columns for folders and documents, including index values. Split Horizontal Refresh Toggles the view so that the databases, drawers and folders display at the top of the screen (horizontally) and the document view is displayed on the bottom of the screen. Refreshes the Document Manager display. There is also a Refresh button at the bottom of the main window, above the Status Bar. 32

45 Starting Document Manager Group Button Description Window Window Options Switch Windows Status Bar Select an option to control the display of the Document Manager windows: Cascade Layers the windows on top of each other so that all their title bars are showing, allowing easy selection of each. Tile Horizontal Divides the Document Manager desktop area vertically between the windows, with each window taking the full width of the desktop, but sharing the height. Tile Vertical Divides the Document Manager desktop horizontally between the windows, with each window taking the full height of the desktop, but sharing the width. Close Document Windows Closes all windows that are either single folder views or search results, but leaves the Document Manager explorer window open. Clear Desktop Closes all windows in the Document Manager desktop area. Close Image Windows Closes all Image Viewer windows. Allows a user to switch between open windows. This checkbox controls whether or not the Status Bar is displayed at the bottom of the main Document Manager window: Select the checkbox to show the Status Bar. The Status Bar displays the user name, licensee name and connection status. Clear the checkbox to hide the Status Bar. Show/ Hide Tabbed View Controls the appearance of the Document Manager display: Select to display Document Manager lists in a tabbed view, which can be navigated by clicking the tab headings. Clear the checkbox to display Document Manager lists in windows. Dock Preview This option controls whether or not the Document Preview Pane is displayed in a separate window: Select to display the preview pane in the same tab or window as document lists. Clear to display previews in a separate window. The window can be moved or resized independently of the main Document Manager window. Table 6: View Tab Buttons 33

46 Starting Document Manager 5.9 Application Menu To access the Application menu: 1. Click the File tab: 2. The Application menu displays: See Table 7 below for a description of the items in the Application menu. If you have not been given the permission to access an item, it will not display in the menu. Item Explore Drawers Search Folders Search Documents Scan Saved Searches Workspace Description Displays the list of drawers. Opens the Search for Folder dialog box. Opens the Search for Document dialog box Starts the Scanning Module. Opens the Saved Searches dialog box. Opens the Workspaces dialog box. 34

47 Starting Document Manager Item Screen Scraping Change Password User Settings Export with Indexes Index Batches XML Import Express Import Logout/Disconnect Recent Documents Recent Folders Exit Description Accesses the Hotkey / Screen Scrape Definitions dialog box. Change your Document Manager login password. Select to access the User Settings dialog box. Select to export specific documents with their index information. Select to index a scanned batch of images and save them into Document Manager. Select to import a document or documents with index information held in an XML file. The Import Documents via XML dialog box displays. See 11.5 Importing Documents via XML on page 78 for more information. Select to import document from Kofax Express. The Express Import dialog box displays. See Appendix G: Kofax Express Import on page 236 for more information. Select to log out of Document Manager. This is not a full exit of Document Manager; the main Document Manager window remains open so that you do not have to restart the program. Displays recently-viewed documents for easy access. Displays recently-opened folders. Select to exit Document Manager. Table 7: Application Menu Options 5.10 Quick Access Toolbar The Quick Access Toolbar, located to the right of the Document Manager logo ( ), is for accessing the most commonly-clicked buttons (see Figure 15 below). With one click, you can access the following features: Explore Drawers: Displays the list of drawers. Search Folders: Opens the Search for Folder dialog box. Search Documents: Opens the Search for Document dialog box. Scan: Starts the Document Scanning Module. Saved Searches: Opens the Saved Searches dialog box. Figure 15 shows the options on the Quick Access Toolbar: Figure 15: Quick Access Toolbar 35

48 Starting Document Manager A user can change the items in the Quick Access Toolbar to have their favourite buttons displayed. This is done using the Customise Quick Access feature Customise Quick Access To customise the Quick Access Toolbar: 1. Click on the drop-down button to the right of the Quick Access Toolbar. A list displays: 2. Select Customise Quick Access. The Customise dialog box displays: To add an item to the toolbar, select it from the list on the left and click Add. The item displays in the list on the right. To remove an item, select it in the list on the right and click Remove. In the Customise dialog box, the File group of buttons contains functions used often in Document Manager, such as Saved Searches, Workspace, Scan, Search for Folders, Search for Documents, and so on. The Window group of buttons contains functions seen in other windows applications, such as the ability to Tile open windows horizontally or vertically, cascade windows, clear the document window, and so on. Scroll down in the list on the left to view the Window functions. The View group of buttons contains functions to display folders or documents as large or small icons, display document and folder lists as detailed or in list format, and so on. 36

49 Starting Document Manager Ordering the Position of Icons The icons can be repositioned by using the Move Up and Move Down buttons. The closer to the top of the list an item is the further to the left it will appear on the Quick Access Toolbar. Add External Button An external application can be added to run from Document Manager by clicking on this button. To run an external application: 1. In the Customise dialog box, click Add External. The Select Program or Document to Open dialog box displays. 2. Choose the required program and click Open. 3. The program icon displays in the Customise dialog and in the Document Manager Toolbar. 4. Click OK Show Below the Ribbon The location of the Quick Access Toolbar can be changed to display below the ribbon. To display the Quick Access Toolbar below the ribbon: 1. On the Quick Access Toolbar, click on the drop-down button and select Show Below the Ribbon from the menu displayed. 2. The Quick Access Toolbar moves to display below the ribbon: Show Above the Ribbon To return the Quick Access Toolbar to display above the ribbon: 1. On the Quick Access Toolbar, click the drop-down ( ). Select Show Above the Ribbon. 2. The Quick Access Toolbar displays above the ribbon. 37

50 Starting Document Manager Minimizing the Ribbon To minimize the ribbon: 1. On the Quick Access Toolbar, click the drop-down ( ) and select Minimize the Ribbon. 2. The ribbon disappears from view: NOTE: Clicking on any of the tabs makes the ribbon appear temporarily. Clearing Minimize the Ribbon makes the ribbon display fully Options The Options menu in the top right corner of the main Document Manager window enables users to further customise the Document Manager display Styles There is an option to display Document Manager in a choice of different colours. Simply choose the preferred colour and Document Manager will display in that colour. Click Options, select Styles, and then select the desired colour. Document Manager then displays in the chosen colour Large Icons This option controls the size of icons in the ribbon. Click Options and select Large Icons: Selecting the Large Icons option displays large icons for all buttons in all tabs. Clearing the Large Icons option displays all icons as small icons. 38

51 Starting Document Manager 5.12 Context-Sensitive Help and Keyboard Operation All Document Manager buttons are context-sensitive, displaying a tooltip that details their function when a mouse pointer is hovered over the button. Either single-click the mouse, or press the <ALT> and <underlined character> key combination, to launch the function related to that button or menu option. Figure 16 shows the Document Manager toolbar with just the <ALT> key pressed: Figure 16: Main Tab with <ALT> Key Pressed Figure 17 below shows the Main toolbar with the <ALT> and <M> keys pressed. As an example, pressing <ALT>, then <M> and <O> displays the Search for Folder dialog box. Figure 17: Main Tab with <ALT> and <M> Keys Pressed The pop-up menus are context-sensitive to the active tab or window. In the active tab/window, right-click to display the available options. Right-clicking on a drawer, folder or document also displays the appropriate menu. This also applies to annotations and thumbnails in Image Viewer. 39

52 Starting Document Manager 5.13 About Clicking on the About icon (in the top right corner of the main Document Manager window) lists information about the current version of Document Manager. To access information about your computer, click System Info in the lower right corner of the dialog box: Figure 18: About Screen 5.14 The Status Bar The Status Bar is located at the bottom of the main Document Manager window and relays information about the current Document Manager status. Table 8 describes the status bar: Item Description <Database Name> Displays the name of the Document Manager database the logged-in user is connected to. <User Name> <Licensee Name> Displays the name of the user logged in to Document Manager. Displays the name of the Document Manager licensee, usually your organisation name. Table 8: Status Bar Items 40

53 Starting Document Manager 5.15 Windows 7 Integration If your computer is running the Windows 7 operating system, Document Manager can integrate with the Windows desktop to provide some useful features. This integration is controlled by the Enable integration with Windows 7 system setting in the Administration Module. Opening Recent Files Windows 7 Integration enables you to launch recent documents from Recent Documents lists. Open these from the Start menu and also by right-clicking the Document Manager taskbar icon. To open a recent document from the Start menu: Click the Start button Recent Documents list:, point to Document Manager and select the document from the If your organisation is not using single sign-on, you will need to log in. Enter your user name and password and click OK. The selected document opens in Document Manager. To open a recent document from the Document Manager taskbar icon: Right-click on the taskbar icon and select the document from the Recent Documents list: If your organisation is not using single sign-on, you will need to log in. The selected document will then open in Document Manager. 41

54 Starting Document Manager Launching Other Document Manager Applications If running Windows 7, users can also launch other Document Manager applications from the Tasks jump lists, such as the Administration Module. See Appendix E: Additional Modules on page 232 for more information on the additional applications that can integrate with Document Manager. To launch a Document Manager application from the Start menu: Click Start > Document Manager and select the required application from the Tasks list: The selected application will launch. If not using single sign-on, you need to log in. To launch a Document Manager application from the taskbar icon: Right-click on the taskbar icon and select the required application from the Tasks list: The selected application will launch. If not using single sign-on, you need to log in. 42

55 Starting Document Manager Taskbar Icon The Document Manager icon on the Windows taskbar displays an overlay icon to indicate when an information message is shown in Document Manager and will also indicate when Document Manager is processing a request. Figure 19 shows an example of an overlay icon: Figure 19: Overlay Icon Figure 20 shows different stages of the progress indicator: 1 2 Figure 20: Progress Indicators Pinning a Recent Document to the List You can also pin a recent document to the list displayed, so that it is always available from the Recent Documents jump list on the taskbar or Start menu. To pin a recent document to the list displayed: Click the pin icon ( ) next to the document name: The document will remain in the jump list, even when the list is updated with newly-opened documents. 43

56 Access Control and Permissions 6 Access Control and Permissions Access control and permissions determine what actions can be performed in Document Manager and in which locations. Access rights define where a user is allowed to go within Document Manager. Permissions determine what a user or group can do within the system, for example, to documents or folders. Access rights and permissions are set by the local System Administrator using the Administration Module. Access can be granted at all levels within Document Manager. Permissions can be set for users or groups at the system-wide (Database) level, and also for drawers, folders, documents and annotations. 6.1 Access and Permission Levels How permissions work in Document Manager is determined by the Document Manager hierarchy. Basically, access to an object (access control), and the permissions that apply within that object, are inherited from the parent object (i.e. the drawer containing the folder, or the folder containing the document, etc.), until specifically changed for that object. In Document Manager, there are five levels of access and permissions. At the Database level (Level 1), a user can be granted full access rights to go anywhere and full permissions to do anything within Document Manager. At the Drawer level (Level 2), certain access rights and permissions can be taken away. At the Folder level (Level 3), more rights are typically taken away, and the same happens with Documents (Level 4). Annotations within image documents are Level 5, and these also have access rights and permissions applied to them. 6.2 Types of Permissions Two types of permissions can be set at any of the top three levels (Database, Drawers and Folders): these are document permissions and folder permissions. Document permissions can also be set for individual documents (at the Document level). Examples of document and folder permissions include Create, Delete and Modify. As well as document and folder permissions, there are additional permission types such as administer, miscellaneous and annotation, which can be set system-wide (at the Database level) for users and groups in the Administration Module. For annotations, permissions are also granted for individual annotations on the relevant image documents. Document and folder permissions can be set at the Database level for users, groups and drawers in the Administration Module, and also for individual folders and documents in the Document Manager client. 44

57 Access Control and Permissions 6.3 Access Rights Users and groups will only see the drawers, folders and documents to which they have been granted access. For example, if a user does not have access to the Personnel drawer, the folder and documents in that drawer will not be seen by that user. If a user does have access to the Personnel drawer, but is only allowed to see the John Smith folder, that is the only folder that would be displayed to that user in the Personnel drawer. By default, the system group Public is given access to new drawers, folders and documents when they are created. This enables all users to navigate through drawers and folders. If access is to be restricted, the Public group should be removed and only authorised users granted access. If users have been given the system-wide Modify Access permission, they can determine who can access objects, such as the folders and documents within a particular drawer. However, permissions that have been taken away at a different level may still prevent a user from performing an action. As an example, the Sales Group does not have the Delete permission in the Accounts Payable drawer. When another user grants a member of the Sales Group the Delete permission for a specific folder or document in the Accounts Payable drawer, the Delete permission is not granted. The Sales Group needs to have the Delete permission at the drawer level in order for other users to grant group members the Delete permission at the folder and document level. 6.4 Access and Permissions at Different Levels The default setting applied to users and groups is FULL access to go anywhere within the system. This enables users to access all drawers and folders in the system and list the documents they contain; however, to begin with, a user cannot perform any actions on folders and documents they need to be granted permissions in the Administration Module. Typically, the administrator initially grants all document and folder permissions to users at the Database level. Then, with each level down through the Document Manager structure, additional access rights and permissions can be taken away, resulting in more control of a user s actions. This means that if a user has a permission set at the default (Database) level but not in a specific folder (because it has been taken away), the user will only be able to use that permission at the Database and Drawer level (and not for that specific folder). Permissions count downwards through the levels (from the Database to Drawers, Folders, and Documents). If a permission is taken away for an object (the database, a drawer or a folder) at a particular level, the permission does not apply at lower levels contained within the specific object, even if it is explicitly set for a lower-level object. For example, if a user has the Delete document permission at the Database and Drawer levels, but does not have the Delete document permission for a particular folder, the user cannot then delete documents in that folder, even if the Delete permission has been granted to the user for specific documents. 45

58 Access Control and Permissions 6.5 Group Access Rights and Permissions Users can also inherit access rights and permissions as part of a group. Once a group is created, users can be added to the group and permissions applied to the group. Groups are configured in the Administration Module. Groups can also be given access to, and be assigned permissions for, specific drawers, folders and documents in the Document Manager client. Because groups can be added to other groups, care should be taken when using groups to assign permissions. Access rights and permissions for users and the groups to which they belong are added together to give overall access rights and permissions. Looking at users and groups for a specific drawer, if User1 does not have any permissions set for the drawer but belongs to Group1 (which has delete rights) AND belongs to Group2 (which does not have delete rights); the overall permissions in the drawer for User1 would be to have delete rights. 6.6 Folder Permissions Permissions can be set whenever a user creates a new folder. They can also be set when modifying a folder. These permissions can apply to the folder and to all documents within the folder. To set permissions for a new folder: 1. Select a drawer and click New Folder on the Drawer tab. 2. Click the Access Permissions button in the Create New Folder dialog box to display the Access Control Permission Filters dialog box: 3. Choose the user or group who will have access to the folder from the Select User/Group to Add drop-down list. 46

59 Access Control and Permissions 4. Click the green plus button. The user/group displays in the Users/Groups with Access list. To remove a user or group, select the user or group in the Users/Groups with Access list and click the red minus button. Click Yes to confirm their removal. 5. Repeat for all the users and groups you want to have access to this folder. NOTE: Public refers to all users configured for this Document Manager database. If Public should not be authorised to see the folder or document, remove it from the Users/Groups with Access list. 6. Each user or group with access granted can have different permissions assigned. To do this, select the user/group in the Users/Groups with Access list and select the relevant boxes on the Folder tab to the right. Permissions for documents in this folder can be set by selecting items on the Document tab. See Table 9 below for Folder tab access descriptions. 7. When you have finished setting access and permissions for the folder, click OK. Table 9 below describes the Folder tab permissions (for Document tab permissions, refer to Table 10 starting on page 48): Item Delete Modify Modify Access View Audit Description The selected user or group can delete the folder and its contents. The selected user or group can modify the folder index and data fields. The selected user or group can modify or alter the access rights to folders for others. The selected user or group can view the Audit records for the folder. Table 9: Folder Permissions 6.7 Document Permissions Permissions can be set whenever a user creates a new document. They can also be set when modifying a document. These permissions apply to individual documents. To set permissions for a new document: 1. Select a folder and click New on the Folder tab. 47

60 Access Control and Permissions 2. Click the Access Permissions button in the Create New Document dialog box to display the Access Control Permission Filters dialog box: 3. To set permissions, select the user or group who will have access to the document from the Select User/Group to Add drop-down list. 4. Click the green plus sign. The user/group displays in the Users/Groups with Access list. To remove a user or group, select the user/group in the Users/Groups with Access list and click the red minus sign. Click Yes to confirm their removal. 5. Repeat for all users and groups who require access to this document. NOTE: Public refers to all users configured for this Document Manager database. If you do not want Public to see the document, remove it from the Users/Groups with Access list. The list cannot be empty; otherwise no-one can see the document. 6. Each user or group with access can have different permissions assigned. To do this, select the user or group in the Users/Groups with Access list and select the relevant boxes on the Document tab to the right. See Table 10 below for the document permissions. 7. When you have finished setting access control permissions for the document, click OK. Table 10 details the Document permissions: Item Description Allow External Reference (Folder-Level Permission) NOTE: This permission applies at the folder level. The selected user or group can create a reference within the Document Manager database to a document stored at an external URL. IMPORTANT: This is not typically selected and is not recommended. 48

61 Access Control and Permissions Item Check Out Copy Copy Reference Create (Folder-Level Permission) Delete Description The selected user or group can check out and check in a document. The selected user or group can copy existing documents by creating a new physical file. The selected user or group can copy a document by creating a reference to it. Multiple references can refer to the same document (the original file). NOTE: This permission applies at the folder level. The selected user or group can create documents (including using the Scan feature). The selected user or group can delete existing documents. The selected user or group can send documents via . Export Modify Modify Access Move Open Open MetaData NOTE: If the document is an application document, for example, a Microsoft Word file, the document can still be ed from the relevant application because Document Manager has no control over this. The selected user or group can export documents to a location outside Document Manager. The selected user or group can modify document index fields. The selected user or group can modify the access permissions for others accessing documents. The selected user or group can move documents to another folder. The selected user or group can open documents. The selected user or group can open a document s Metadata (text read by Optical Character Recognition (OCR)). The selected user or group can print documents. Print NOTE: If the document is an application document, for example, a Microsoft Word file, the document can still be printed from the relevant application as Document Manager has no control over this. The selected user or group can set documents as read-only. Set Read-Only Set Read-Write Undo Any Check Out View View Audit NOTE: Serious consideration should be given when granting Read permissions, in particular the Set Read-Write permission. Once a read-only document is switched to read-write, it can be deleted (except by a user without appropriate permissions). The selected user or group can set read-only documents as read-write. The selected user or group can force an Undo of another user s checked-out document. The selected user or group can view image-based documents or open a read-only copy of an application document (users cannot make changes to the document). The selected user or group can view the audit records for the document. Table 10: Document Permissions 49

62 Groups 7 Groups Groups are a collection of users with common permissions and access rights. For example, the users of the Personnel department may be assigned to a group called Personnel. Certain access rights and permissions are defined for the Personnel group by the local System Administrator. Generally, an individual user has limited access rights and permissions, but when the user is part of a group, the access rights and permissions increase. It is possible for the local System Administrator to add groups to other groups. For example, the US Sales, US Support and US Development groups can all belong to a group called US Staff. Permissions are inherited by all groups that belong to the parent group; that is, the US Sales, US Support and US Development groups would inherit the permissions of the US Staff group. Groups within another group have a parent-child relationship. There cannot be an Accounts Payable group that is part of a Personnel group, with the Personnel group a part of the Accounts Payable group. If unsure of the groups to which you are assigned, contact the local System Administrator. 7.1 Group Administrator A specific user can be defined as an Administrator for a particular group. For example, the manager of the Personnel group can be assigned to administer the Personnel Group. Your System Administrator sets the Group Administrator for a particular group in the Document Manager Administration Module. A Group Administrator can reset locked out members of that group and change passwords for members of the group. The Group Administrator cannot add new members to the group and cannot modify user access permissions. Refer to the Document Manager Administration Guide for more information or see your System Administrator. 50

63 Drawers 8 Drawers The paper-based method of document management is the filing cabinet, typically storing multiple folders inside each drawer. Each folder typically has different kinds of documents in it, such as expense forms, purchase orders, invoices, and letters. In Document Manager, the setup is the same. Drawers are the highest level of organisation within a Document Manager database, with folders at the second level and documents third. A department might get its own drawer with many different folders in it. Within each folder there can be lots of different types of documents, each represented by their own Document Type (such as an expense form). The key to successfully finding documents is to perform a search based on the index field criteria defined at the drawer, folder and document levels. Whether Personnel, Finance, or Sales, each department will have their own preferred way of indexing and finding the documents they work with. The System Administrator meets with the company s department managers and determines the indexing structure of the drawers, folders and documents used within the departments. To determine what the indexes are for a drawer, right-click on the Drawer icon in the Document Manager Explorer window and select Properties from the pop-up menu. For a full list describing the Drawer tab and pop-up menu items, refer to A.1 Drawer Tab and Pop- Up Menu on page Drawer Permissions A user or group may be able to see a drawer name but may not have the permission to access that drawer. This means the user or group would not be able to undertake any functions within the drawer. In order for a user to perform a specific action, users or groups MUST have permissions at both the User Account level and at the Drawer level. For example, if a user has the permission to open a document at the User Account level, but does not have the permission to open a document at the specific drawer level, then that user will not be able to open a document from the specified drawer. 51

64 Index Fields 9 Index Fields Index fields in Document Manager allow users to search for folders and specific documents. Entering values into the index fields assists in accurate searching and efficient retrieval of documents. 9.1 Indexing Documents and Folders In order for search and retrieval to work in Document Manager, it is required that every folder and document created or imported is indexed. It is important to enter detailed, relevant information into index fields to make it as easy as possible to find documents in Document Manager. Consider an invoice being scanned into Document Manager. The aspects of the invoice that a company typically wants to know are Invoice Number, Invoice Date, Company Name, Due Date and Total Amount. When the invoice is scanned, enter pertinent information into the system. The result of indexing is to allow searching in Document Manager for all documents across all drawers. Index fields for folders and documents are colour-coded based on the following key: Yellow indicates a required field: this cannot be left empty. Green indicates an optional user-defined field, which can be left empty. Blue indicates a common field, used to search across all drawers. White indicates a System Default field, such as Date Created. Red indicates a Workflow field that cannot normally be edited except during a workflow process. Users can manually enter information into index fields or a field can be set up so that users select from drop-down lists. These lists are created as domains (and can include sub-domains ), and are set up and linked to index fields by the System Administrator in the Administration Module. The example in Figure 21 shows a selection being made for an index field from a drop-down list: Figure 21: Index Fields 52

65 Index Fields 9.2 Common Fields in Drawers In Document Manager, two or more drawers may share the same index fields ( Common Fields ). This feature is useful in cross-drawer searches. For example, a Finance department can have a drawer for 2004 invoices and a drawer for 2005 invoices. It is possible to have the field invoice number used in both drawers. The user can search for invoice numbers across the 2004 and 2005 drawers at the same time using the blue common field in the search criteria dialog box Searching Across Drawers To search for an item across multiple drawers: 1. In either the Search for Folder or Search for Document dialog boxes, select Any from the Drawer drop-down list. The index fields in the search dialog box change to display the folder or document index fields that are common across the drawers. 2. Enter the search criteria and click OK. 3. The results display in the Search Results tab or window (depending on how you have configured your Document Manager display). For more information on searching, refer to section 12 Searching on page Screen Scraping Across Drawers An optional feature is the ability to search across all drawers using common fields with information scraped from an external application. Screen scraping across drawers saves time in that a user does not have to re-enter search criteria again and again for different drawers. For more information on screen scraping, refer to the Screen Scrape Guide. 53

66 Folders 10 Folders A folder is used to organise related documents. Folders in a file system (such as displayed in Windows Explorer) typically only have a name or description to identify them. In Document Manager, several index fields can be defined for a folder to enable more accurate and detailed identification and facilitate more precise and efficient searching. Typically, a System Administrator defines these fields (in the Administration Module). Most folder-related (and document-related) actions can be performed by the pop-up menu, which is displayed by right-clicking on an item. If the desired action is not available in the pop-up menu, this may indicate the correct permission to perform the action has not been granted. It is possible to work with more than one folder at a time by selecting multiple folders. To do this, select the first folder or to be worked on, then hold down the <CTRL> key and select the other required folders before right-clicking to display the pop-up menu. Alternatively, click the first folder in a list, then hold down the <SHIFT> key and click on the last folder to select the whole list, and then right-click on the list to display the pop-up menu. For a description of the Folder tab and pop-up menu items, refer to A.2 Folder Tab and Pop-Up Menu on page Creating New Folders To create a new folder: 1. Highlight the required drawer and on the Drawer tab, click the New Folder button in the Folder group. The Create New Folder dialog box displays: 54

67 Folders 2. Enter the information in the relevant fields (the above example displays a folder index field setup based on a Human Resources drawer). The index fields are colour-coded based on the following key: Yellow indicates a required field: this cannot be left empty. Green indicates an optional user-defined field, which can be left empty. White indicates a system field, and can be left empty. 3. The Access From field determines whether the folder can be accessed from Document Manager and/or the Internet and intranet. Leaving this blank means the folder inherits the Access From setting from the parent drawer. This list describes the Access From options: DM Only: The folder can only be opened from the Document Manager Desktop Client. DM and Internal Web: The folder can also be accessed from the Document Manager Desktop Client and via an internal intranet using Document Manager Web. DM and World Wide Web: The folder can be opened from the Document Manager Desktop Client and from the Internet using Document Manager Web. DM and Web Access: The folder can be accessed from the Document Manager Desktop Client and via both intranet and Internet using Document Manager Web. NOTE: The Access From field also can also be set at the document level. 4. Now set the folder permissions for the required users or groups, including permissions for documents at the folder level. Click the Access Permissions button. The Access Control Permission Filters dialog box displays: 5. From the Select User/Group to Add drop-down list, select a user or group. Groups are shown below users in the list. 6. Click the plus button. The selected user/group displays in Users/Groups with Access. 55

68 Folders To remove a user or group, select the user or group in the Users/Groups with Access list and click the red minus button. Click Yes to confirm their removal. 7. Repeat for all the users and groups you want to have access to this folder. NOTE: Public refers to all users configured for this Document Manager database. If access is to be restricted and Public should not be able to see the folder or document, remove it from the Users/Groups with Access list. 8. The selected user or group displays in the Users/Groups with Access list. Each user or group with access granted can have different permissions assigned. To do this, select the user or group in the Users/Groups with Access list and select the relevant boxes on the Document tab to the right. This list describes the Document permissions: Check Out: The selected user or group can check out a document from this folder for editing, and also check the document back in to Document Manager. Copy: The user or group can copy existing documents from this folder (to create a new file). Copy Reference: The user or group can make a copy of a document located in this folder (to insert a reference to it). Multiple references refer to the same document (the original file). Create: The user or group can create documents in this folder. Delete: The user or group can delete existing documents in this folder. The user or group can send documents from this folder via . Export: The user or group can export documents from this folder to a location outside Document Manager. Modify: The user or group can modify the index fields of a document in this folder. Modify Access: The user or group can modify the user permissions for other Document Manager users for when they access documents in this folder. Move: The user or group can move documents to another folder or drawer. Open: The user or group can open documents in this folder. Open MetaData: The user or group can open the Metadata (text read by OCR) for a document in this folder. Print: The user or group can print documents in this folder. Set Read-Only: The user or group can set documents in this folder as read-only. NOTE: Serious consideration should be given when granting Read permissions, especially Set Read-Write. Once a read-only document is switched to read-write, it can be deleted (except by a user without appropriate permissions). 56

69 Folders Set Read-Write: The user or group can change a read-only document in this folder to read-write. Undo Any Check Out: The user or group can force an Undo of another user s checked-out document in this folder. View: The user or group can view image-based documents or open a read-only copy of an application document in this folder (users cannot change the original). View Audit: The user or group can view the audit records for documents in this folder. 9. Click the Folder tab and set the folder permissions by selecting the permission checkboxes. Make sure the required user or group is selected prior to assigning or taking away access permissions. This list describes the folder permissions: Delete: The selected user or group can delete the folder and its contents. Modify: The user or group can modify the folder s index fields. Modify Access: The user or group can modify access to the folder for others. View Audit: The user or group can view the Audit records for the folder. 10. When finished, click OK to close the Access Control Permission Filters dialog box, and then click OK to close the Create New Folder dialog box. The new folder displays. Document Manager will not permit two folders in the same drawer with the same index fields. If another folder exists with the same index fields, a message displays and the new folder will not be created. You can also create folders when searching for a folder that does not exist. If the folder is not found, you will then be prompted to create a new folder. For more on how to do this, refer to Creating Folders by Searching below Creating Folders Using the Pop-Up Menu To create a new folder: 1. Right-click on a drawer and click New Folder in the pop-up menu (or right-click on the white space in the right pane). The Create New Folder dialog box displays. NOTE: The Drawer drop-down list is disabled because the drawer the folder is being created in has been already been specified. 2. Enter the information in the index fields. Yellow fields indicate required fields and green fields indicate optional fields. 3. Set the Access Permissions for the folder (for more information, refer to 6.6 Folder Permissions on page 46). The default setting is Public. 4. When finished, click OK. The new folder displays. 57

70 Folders Creating Folders by Searching To create a folder by searching: 1. Click Search Folders on the Main tab to run a search in the Search for Folder dialog box. If conducting a search for a specific folder and it is not found, Document Manager asks whether to create a new folder: Document Manager will create folders based on the search criteria entered. (For more information about searching, see 12 Searching on page 118.) 2. Click Yes, and then index the new folder and set Access Permissions. 3. Click OK when finished to create the folder Filtering Folder Lists When a list of folders is displayed in Document Manager, you can click the Filter List icon ( ) in the lower right corner of the screen to reduce the number of folders shown or to find a specific folder. When the Filter List icon is clicked, the Filter Folder List dialog box is displayed. See 12.3 Filtering Folder and Document Lists on page 127 for more information Folder Properties You can view or edit the properties of a folder, which includes the index fields for the folder. When modifying folder properties, you can also specify how the folder can be accessed Modifying Folder Properties To edit the properties of a folder: 1. Right-click on the folder and select Edit Index from the pop-up menu. Alternatively, select the folder and click the Edit Index button in the Properties group of the Main tab. 58

71 Folders 2. The Modify Folder Properties dialog box displays: 3. Make the required changes in the index fields or Access Permissions (sufficient permission is required). 4. If you need to transfer the access permissions of the parent folder to all sub-folders inside it, select the Update sub-folder with same Permissions checkbox. 5. When finished, click OK Viewing Folder Properties If there is insufficient permission to modify folder properties, an option to view folder properties is available. When viewing a folder, no changes are allowed to the folder s properties. To view the properties of a folder: 1. Right-click the preferred folder and select View Index from the pop-up menu (or select the folder and click the View Index button on the Folder tab). 59

72 Folders 2. The Folder Properties dialog box displays (see image below). NOTE: The Ok button is disabled because the dialog box is in read-only mode. 3. When finished, click Cancel Access From The Access From field at the bottom of the Create New Folder or Folder Properties dialog box determines whether the folder can be accessed from Document Manager, or via the Internet or a corporate Intranet using the Document Manager Web module. Leaving this option blank will cause the folder to inherit the Access From setting from the parent drawer. Table 11 describes the field options: Item DM Only DM and Internal Web DM and World Wide Web DM and Web Access Description The folder can only be opened from within the Document Manager Desktop Client. The folder can be opened from the Document Manager Desktop Client and via an internal Intranet using Document Manager Web. The folder can be opened from the Document Manager Desktop Client and via the Internet using Document Manager Web. The folder can be accessed from the Document Manager Desktop Client and via both an internal intranet and the Internet using Document Manager Web. Table 11: Access From Drop-Down Options 60

73 Folders NOTE: The Access From field can also be set at the document level. To enable Web access to documents, Document Manager Web must be licensed and configured. See your System Administrator for more information Sub-Folders A sub-folder is a folder created within a parent folder, and is used to group either documents or more sub-folders logically together. A sub-folder can have a description (for example, Literature ) and will inherit all the folder attributes from its parent (for example, a Product index field). Sub-folders can aid in the logical grouping of documents when a folder would otherwise have too many documents; however, they can possibly add to confusion if not managed consistently throughout an organisation. To create a sub-folder: 1. Right-click on the required parent folder and select New Sub-Folder from the pop-up menu. 2. The Create New Sub Folder dialog box displays: 3. Sub-folders do not display index fields other than the system fields because the folder index fields are automatically inherited from the parent folder. Enter a descriptive name and set the Access Permissions. 4. When finished, click OK. 61

74 Folders Modify Sub-Folders There are two ways to modify a sub-folder: Right-click on the sub-folder and select Edit Index from the pop-up menu. The Modify Sub-Folder Properties dialog box displays. Enter your required changes and click OK. Select the sub-folder and then click the Edit Index button in the Properties group. The Modify Sub-Folder dialog box displays. Enter your changes and click OK. To update the sub-folder with the parent s folder s permissions, select the Update sub-folders with same Permissions checkbox Delete Sub-Folders When deleting sub-folders, all the documents within the sub-folder are also deleted. There are three ways to delete a sub-folder: Select the sub-folder and press the <DELETE> key. Click Yes to confirm deletion. Right-click on the sub-folder and select Delete from the pop-up menu. Confirm deletion. Select the sub-folder and click the Delete button on the Folder tab. Confirm deletion Deleting Folders When deleting parent folders, all the sub-folders and documents within the folder are also deleted. To delete a folder: 1. Select the required folder and press the <DELETE> key or right-click to display the pop-up menu and select Delete. 2. Confirm deletion by clicking Yes: If any of the documents to be deleted is the last reference (a document can be referenced from more than one folder), a warning message is displayed. Accept the deletion by clicking Yes. If deleting multiple documents, click Yes To All to confirm deletion for this and all other documents in the same folder. Cancel the document deletion by clicking No and, if applicable, cancel for this and all other documents by clicking No To All, or Cancel the entire delete operation. 62

75 Folders 10.6 Finding a Parent Folder When a document search is performed, the search results can list many documents from different folders. It can be useful to locate the folder the document is held in (referred to as the Parent folder) in order to access related documents (for example, the Proof of Delivery and Purchase Order documents for an Invoice). To find a parent folder: 1. In the search results list, right-click on the document and select Find > Parent Folder from the pop-up menu. 2. The contents of the parent folder display in a new tab or window. 63

76 Documents 11 Documents In the Document Manager system, any of the following can be a document: Application files (Microsoft Office PowerPoint, Word, Excel, and so on). Digital images (JPG, TIF, PDF, etc.) of invoices, purchase orders, contracts, and so on. s and attachments Web pages Multimedia clips (MP3, WMA, and so on). Transaction files Typical documents that are dealt with in Document Manager are application files, digital images and s. Application documents can be created from within Document Manager, providing Document Types and templates have been set up in the Administration Module. Application documents can also be created outside of Document Manager and then imported. Image documents can be created as a result of scanning pages into Document Manager (using the Scanning Module), or they can be imported. See 14 The Scanning Module on page 151 for more on scanning documents. You can view saved image documents in the Document Manager Image Viewer and add annotations to the images (see 15 The Image Viewer on page 169 for more information). If your organisation uses the Application Document Preview license feature, application documents can also have annotations added to them and be ed or exported as images (with annotations). See 11.6 Previewing Documents on page 80 for more information. For a full list describing the Document tab and pop-up menu items, refer to A.3 Document Tab and Pop-Up Menu on page Understanding Document Types In Document Manager, there are four main categories of Document Types: Image Document Indicates the document type is an image or scanned document. Application Document Indicates the document type is an application document (such as a Word document). External Reference to URL Defines the document type as a Web or intranet page located using a URL address. E.R.M./COLD Documents Used to define a type of ERM (Enterprise Report Manager) document that will have been captured and stored in the Document Manager database via the Enterprise Report Manager module. ERM documents are created from the spool file output from other systems. 64

77 Documents In addition to the Document Types configured by the local System Administrator, Document Manager designates these additional default document types: Audit Text file used for storing Audit records. ImageStamp Image stamps created and used in the Image Viewer. Document Types can be used for conducting document searches. Document Types are essentially a category for the document. For example, an expense spreadsheet or scanned invoice can be defined and used as search criteria. There can be many different document types, for example, a Purchase Order can be an image, a fax, an message and a Word document type. There can also be different document types with different descriptions such as defining a Word document type to be a bulletin, letter, user guide and holiday form. If using Excel, document types could include an expense report spreadsheet, a budget spreadsheet, and an accounts summary. The screenshot shown in Figure 22 is of a sample Document Type drop-down list: Figure 22: DocType Drop-Down List Notice that the relevant icon next to the document type name indicates the application used for that document type. The document types available to the user may be restricted depending on the settings applied by the System Administrator. Different types of documents need to be stored according to different rules. For example, many finance-based documents must be stored for a minimum of 7 years. Other documents, such as contracts, must be stored within a specific environment, and thus are enforceable in their admissible weight in a court of law. These factors (and many others) dictate that different document types must be managed and stored according to different rules and codes of practice. Document Manager provides this flexibility by allowing the local System Administrator to independently decide the media and the physical storage location of each document type. When creating (or importing) a new document, use the DocType drop-down list to indicate the document s type. It is possible that, when selecting a certain document type, the Read Only field becomes selected by default. This means the System Administrator has set that particular document type to always be a read-only document. Document Manager takes care of where the file is physically held, so the problems of different users deciding on different indexing criteria, file name conventions, and where they save things, are avoided. 65

78 Documents 11.2 Document Encryption Document Manager Enterprise Edition includes an option to enable document encryption a separate Encryption license option is required to use this feature. When the encryption feature is enabled and a document is stored in or saved to Document Manager, the document is encrypted. The encryption essentially strengthens security and removes the inherent risks of storing files on a network. The document can only be viewed via Document Manager; therefore, even if the document file was located through an unauthorised route, it could not be viewed. Encryption can be set for each document type in the Administration Module. If Document Manager Encryption is used for application documents (such as Word) and users need to be able to edit documents, Document Manager s Checkout feature MUST be purchased. Application documents opened directly from Document Manager are read-only and require checking out for editing (if the user is authorised). If encryption is used, when a document is checked out and opened, it is decrypted. If you do not have the Checkout feature and encryption is used, documents cannot be edited once they have been stored in Document Manager. For more information on checking documents in and out, refer to Check Out/Check In Documents on page Creating a New Document Application documents can be created from Document Manager, provided valid document types exist in the database. Document types are defined by the System Administrator in the Administration Module. See the Document Manager Administration Guide for more information. Image documents cannot be created in Document Manager; however, they can be imported or scanned into the system. To create an application document: 1. Use one of the following methods: Right-click on the folder or sub-folder in which you want to create the document and select New from the pop-up menu. Select the folder or sub-folder in which you want to create the document and click the New button in the Document group on the Folder tab. Right-click in the white space of the folder pane to display the pop-up menu and select New. Right-click on an existing document, and select New > Document. 66

79 Documents The Create New Document dialog box displays: 2. Enter the Access Permissions for the new document. If no access permissions are entered, the document inherits the parent folder permission settings. 3. From the DocType drop-down list, select the document type for the new document. Only application document types are available when creating a new document. Image document types are only available when importing or scanning documents. If there is a plus (+) button displayed next to the DocType drop-down list, it means the user is allowed to select from the full list of document types (by clicking the plus button). If there is a minus (-) button displayed, only the document types specified for the selected drawer (set in the Administration Module) display in the DocType list. If the document types for the drawer are forced, there will be no plus/minus button. 4. If the document is to be created as a read-only document, the Read Only box must be selected. If new application documents are created as read-only, documents can be edited at the time of creation. However, once saved, the document cannot be edited (this field may be selected by default an indication that the System Administrator has set the document type to always be read-only). For more on read-only documents, see the next section, Read-Only Documents. 5. Enter a description for the document in the Doc Description field. 6. Enter the information in the index fields. Index fields are colour-coded: Yellow indicates a required field; this cannot be left empty. Green indicates an optional user-defined field, which can be left empty. Red indicates a Workflow field that cannot normally be completed or edited except during a workflow process. 67

80 Documents 7. The Access From field determines whether the document can be accessed from the Document Manager desktop client and/or the Internet and intranet (using Document Manager Web). Leaving this option blank means the document inherits the Access From properties from its parent folder. This list describes the Access From options: DM only: Documents can only be opened from the Document Manager Desktop Client. DM and Internal Web: The document can also be accessed from the Document Manager Desktop Client and via an internal intranet using Document Manager Web. DM and World Wide Web: The document can be opened from the Document Manager Desktop Client and from the Internet using Document Manager Web. DM and Web Access: The document can be accessed from the Document Manager Desktop Client and via both intranet and Internet using Document Manager Web. NOTE: The Access From settings also can also be applied at the folder level. 8. When you have finished setting the document properties, click OK. Document Manager will open the new document of the type selected in the DocType field (for example Microsoft Word). If the document type has a template assigned to it, the template will open; otherwise a blank document will be opened (the document type templates are set by the System Administrator). 9. When you have finished with the document, save the document and close it. There is no need to specify where to save the file (as in Windows Explorer) Read-Only Documents Document Manager enforces the read-only property on a document to prevent changes. Read-only documents are documents that have been marked (either automatically or explicitly by a Document Manager user) to prohibit further modification. To determine if a document is read-only, look at the Properties column in the Folder View: Figure 23: Documents with Read-Only Property A read-only document can still be opened (subject to access rights) with the associated application, but Document Manager opens a temporary copy of the document, thereby preventing any changes being made to the original. This protects the master document in Document Manager. For example, Audit Logs are always read-only documents. Each document type can have a default status (Read-Only or Read-Write) assigned to it by the System Administrator. In most cases, documents will be read-write to allow edits. 68

81 Documents In order to set or modify the read-only property of a document, permission must be granted by the System Administrator to Set Read-Only. The same logic applies to changing a document status from read-only back to read-write (see 6 Access Control and Permissions on page 44). If there is no permission to set or clear the read-only property, the Read Only field will be disabled. There are two ways the Read-Only property can be set: At the time the document is created By modifying the document index fields Read-only documents cannot be deleted. A multi-page image document cannot have pages added to it or deleted from it if it is read-only. When a read-only document is referenced from another drawer or folder, the referenced copy will also be read-only. Notification If you want to be notified when opening a read-only document, do the following: 1. Click the File tab and select User Settings. The User Settings dialog box displays. 2. Select the Warn me when opening Read Only application documents checkbox. 3. Click OK Importing Documents Documents can be imported from outside Document Manager, if there is a Document Manager document type that supports the document file extension (such as.doc for Word documents). Document types are defined by the System Administrator in the Administration Module. See the Document Manager Administration Guide for more information. As well as ad-hoc document imports, there are two methods of performing bulk imports where index fields are populated and folders created automatically. Refer to Appendix B: Bulk Export/Import on page 216 for more information. There are four ways of importing documents: Using the Import button on the Folder tab Using the Import option from the folder pop-up menu Dragging and dropping a file from Windows Explorer Using the Send To feature from Windows Explorer NOTE: If using any of the methods above to import a PDF document, users can choose to import as an application PDF or an image document type. If importing an image, users can also import it as an image PDF document type. These options will be available providing the appropriate PDF and image document types have been set up in the Administration Module. 69

82 Documents Additionally, you can save documents, and attachments, directly from Microsoft Office 2003, Office 2007 and Office 2010 applications, providing that the Microsoft Office Add-in for Document Manager has been installed. If the add-in has been installed, Save To DM options will display in the relevant Office applications. For more information, refer to Appendix C: Microsoft Office Add-In on page Using the Import Button and Pop-Up Option To import a document or image into a folder: 1. Right-click on the required folder and select Import from the pop-up menu (or select the folder and click the Import button on the Folder tab). 2. A Windows file selection window will be displayed: This file selection window has some useful preview features, particularly if selecting image documents. The Views or button enables a thumbnail preview of images to be displayed by selecting Large Icons or Extra Large Icons. 3. Select the document to be imported. When selecting image documents, you can select multiple images by holding down the <CTRL> key while selecting. The images will be concatenated to create one image document. When selecting application documents (for example, Word documents), only select one at a time. 4. Once the desired documents have been selected, click Open to import the document into Document Manager. Figure 24: View Options 70

83 Documents Importing Images If the selected file is an image (including PDF), the document indexing window will be displayed with a preview of the image: Figure 25: Import Document Dialog Box for Image Document The document indexes can now be entered either manually or, if appropriate, using the OCR on-the-fly feature. Yellow fields are mandatory and must be completed at this time. The Doc Description field defaults to the file name that was selected. The image preview can be manipulated to select the correct page and zoom in, where necessary, to make the information clearly readable. The following options are available for the image preview: Zoom In (make the image larger). Zoom Out (make the image smaller). Rotate the Image 90 degrees at a time. Show the full height of the image. Show the full width of the image. Show the full image (width and height). Show the previous page. Show the next page. 71

84 Documents Importing Application Documents For application documents, the process is the same as image documents (see the Importing Images section on page 71 above) except there is no image preview window: Figure 26: Import Document Dialog Box for Application Document Indexing Imported Documents The document type must be selected from the DocType drop-down list. If the drawer has restricted document types (set in the Administration Module), the list of document types displayed will be restricted to those set for the drawer. If the restriction is not enforced, a small button will be shown next to the list, which, when clicked, will display the full list of available document types. The list of document types will be limited to those suitable for the file selected, for example, if a spreadsheet file is selected, the document type list will only display spreadsheet document types. Selecting the Read Only checkbox ensures the document is flagged as read-only when created, thereby preventing its deletion or modification. The External document reference checkbox should only be selected if a document file is to be referenced from its current location rather than imported into Document Manager. This is not recommended because if the file was moved or deleted outside of Document Manager, the document would not be accessible from Document Manager. Click Ok to finish indexing the document. 72

85 Documents Dragging and Dropping from Windows Explorer Another method of importing is to drag a document from its location in Windows Explorer and drop it into an existing Document Manager folder. To do this, ensure both the file to be imported and the Document Manager folder are visible at the same time. To drag and drop a document from Windows Explorer: 1. In Windows Explorer, select and drag the document to the required Document Manager folder. As the document is dragged, the mouse pointer changes to a Drag/Drop pointer: This pointer indicates that the document can be dropped into the Document Manager folder. Releasing the mouse button completed the drag-and-drop action. This pointer indicates that the document cannot be dropped at that location. Releasing the mouse at this point cancels the drag-and-drop action. When you finish the drag-and-drop action, the Confirm Copy Files dialog box displays to confirm you want to copy the file(s): 2. Click Yes to import the file(s). The Import Document dialog box displays. If importing an image document, a preview of the image is displayed on the right side of the dialog box: 3. Enter the relevant index fields for the document, select the document type from the DocType drop-down list and set any specific Access Permissions. 4. When you have finished, click OK. The document is saved to the selected Document Manager folder. 73

86 Documents Creating a Multi-Page Image Document Using Drag-and-Drop You can use the drag-and-drop feature to create a single image document with multiple pages in Document Manager. To create a multi-page image document using drag-and-drop: 1. Using <CTRL> or <SHIFT, select the required image files in Windows Explorer. 2. Drag the files to the required Document Manager folder. 3. In the Confirm Copy Files dialog box, select the Copy all image files to one document checkbox: 4. Click Yes to import the files as one document. 5. Complete the required index fields and settings in the Import Document dialog box, and then click OK to create the document Assisted Indexing/OCR On-the-Fly To speed up the process of indexing documents, Document Manager provides an Assisted Indexing feature. This uses OCR technology to read a highlighted section of an image and automatically fill document index fields with the data read. The information to be used for indexing should be printed in a clean typeface. 74

87 Documents To use the Assisted Indexing feature: 1. Either scan some documents via the Scanning Module or use one of the other import methods. When you get to the stage of indexing documents, the Import Document dialog box is displayed with an image preview on the right: You can click on and drag the dialog box borders to resize, or zoom into the image to see more detail. 2. Click in the first index field that you want to add information to. In the example above, this is the Invoice Number field. 3. Click and hold your mouse button, then drag it over an area of text that you want to use in the first index field. The mouse pointer changes to a cross-hair ( ): 75

88 Documents 4. Release the mouse button and the data will appear in the first index field: If there are multiple index fields, the next field is automatically selected for you. 5. Repeat this process for all index fields that you want to, or are required to fill. To move between the index fields, click in the required field. 6. When finished, click OK. The image document is saved into the selected Document Manager folder. The OCR may not be 100% successful for all font styles and will depend on the quality of the original image; therefore, it is important to check that the text has been read correctly Using the Send To Feature To save a file as a Document Manager document from Windows Explorer: 1. Right-click on the file in the Windows Explorer, point to Send To and then select Document Manager in the sub-menu. The Save Document to Document Manager dialog box displays (see image below). Select the folder where the document is to be saved. If the required folder is not listed, you can browse or search for it. 2. Save Document to Document Manager initially lists Open Folders in the Save in field. These are any existing folders that are currently open in Document Manager. To select one of these folders, click on it in the list under Name and then click OK. If seeking a different folder, click the Show Drawers icon to display all the drawers in the database, or select a drawer in the drop-down list. Double-click on the selected drawer or folder to open it and continue double-clicking to find the desired folder or sub-folder. 76

89 Documents If an image is being imported, the right pane of the dialog box displays a preview a useful reminder of the document content when trying to find a location to store the document: 3. Once the required folder has been selected, click OK. The Import Document dialog box displays, enabling you to index the new document. The relevant index fields can be completed while referring to the image preview. 4. Enter the relevant index fields for the document, select the document type from the DocType drop-down list and set any specific Access Permissions. 5. When finished, click OK. Table 12 describes the Save Document to Document Manager dialog box options: Item Save in Description The Save in drop-down list allows the selection of database, drawer, or an open folder. Selecting a drawer displays a list of all the top-level folders in that drawer. Confirm the Selection When the required folder has been selected, click to save the document into Document Manager. Cancel the Selection Cancels the saving of the document into Document Manager. Move to parent Moves up one level from the currently selected folder in the Document Manager hierarchy. Show Drawers Displays a list of all the drawers available in the database. Show Open Views Displays a list of all folders currently open in Document Manager. Search for Folders in a Drawer Opens the Search for Folder dialog box to search for a specific folder (by its index fields). 77

90 Documents Item Description Create a new folder If a drawer is selected, click to create a new top-level folder. If a top-level folder is selected, a new sub-folder is created. Show Details Displays the list of folders with their index fields in separate columns. Show List Displays the list of folders as a single column list. Select to control whether documents display in the selected folder: Show Documents Select to see the documents currently stored in the selected folder. Clear to hide any other documents stored in the selected folder. Table 12: Save Document Dialog Box Options 11.5 Importing Documents via XML There is an option in Document Manager to import documents with associated index information held in XML files. This enables you to quickly import documents without having to manually enter index information. The XML file for a document must reside in the same directory as the document. If you want to import documents with individual index data for each document, you need to create one XML file per document. TIP: If importing one document per XML file, it is recommended that you give the XML file the same name as the file to be imported. This makes it easier to see which XML file corresponds to which import file when viewing the import directory (for example, in Windows Explorer). Typically, an external third-party application creates the XML files, or the file is generated by Sorting Office, however, they can also be manually created. If you want to see the format for the XML files that contain associated index data, refer to the Document Import Service Configuration Guide. This guide also contains an example XML file. Documents exported with index data using the Export with Indexes option can also be reimported into Document Manager using the XML Import option. See Export Files with Indexes on page 105 for more information on exporting with index data. 78

91 Documents To import documents with associated XML files: 1. Click the File tab heading and select XML Import: The Import Documents via XML dialog box displays: 79

92 Documents 2. Enter your required settings in the dialog box and click Process to begin the import. See Table 13 below for a description of the Import Documents via XML dialog box. 3. Click OK to close the Import Documents via XML dialog box. Table 13 describes the options in the Import Documents via XML dialog box: Item Import Single File Import batch of files Delete files after successful import Select a file to import Select a directory to import Description Select this option to only import one file. If selected, choose the file in Select a file to import. Select to import a number of files held in a specific folder. Choose the folder in Select a directory to import. Select this checkbox to delete the files from their existing location once they have been successfully imported into Document Manager. If you selected Import Single File above, enter the path to the file or click the browse button (...) to select it. If you selected Import batch of files above, enter the path to the directory containing the batch or click the browse button (...) to select it. This area shows the status of the import process and whether it was successful: Details Process Filename: This column shows the name of the XML files to be imported. Target: Displays the name of the drawer into which the file or files are to be imported. Status: Displays the progress of the import, and, if the import failed, details of the errors. Click this button to begin the import process, according to the settings defined in this dialog box. Table 13: Import Documents via XML Dialog Box Options 11.6 Previewing Documents When looking for a document or documents to open or edit, Document Manager includes a feature that enables you to preview documents before opening. In order to preview application documents (for example Word files), the Application Document Preview license option is required. Image documents and PDF documents do not require an additional license option. If you preview a large application document, the Document Preview feature may take some time to render the preview images. When using the Document Preview feature, you can quickly and easily apply annotations to documents, or use other Image Viewer tools, from the Preview and Annotations tabs. Refer to 15.5 The Home Tab Tools on page 176 and 15.6 The Annotation Tab Tools on page 187 for a description of these tools. 80

93 Documents If the Application Document Preview feature is enabled, you can also open application documents in Image Viewer. To do this, select the checkbox Double-Click will use Document Manager viewer for Application documents in User Settings (see 13 User-Configurable Settings on page 143 for more information). A preview must first be generated by Document Manager before you can open application documents in Image Viewer Displaying the Preview Pane To preview documents: 1. Navigate to the required location in the Document Manager Explorer and select a document. 2. Click the Toggle Document Preview icon in the lower right corner of the main Document Manager window: The selected document is displayed in the preview pane, with thumbnails displayed to the left of the previewed image and the Preview and Annotations menu tabs above: When there is more than one page in the document, or if multiple documents are previewed, you can click on a thumbnail to view that page in the preview. Scroll through the thumbnails if your required page is not displayed. 81

94 Documents If you want to view the previews vertically, click the Vertical Split Preview icon ( ): To view previews horizontally, click the Horizontal Split Preview icon ( ). If you want to preview all of the documents in the selected folder at the same time, select the Document Preview shows all document in the list checkbox in User Settings. Refer to 13 User-Configurable Settings on page 143 for more on user settings. If there are several documents in the folder, Document Manager may take some time to generate the preview images. Once the preview has been generated, you can use the Image Viewer tools on the document by clicking the Preview or Annotations tabs. Annotations can be added to application documents using the Annotations tab. You can also right-click on the previewed document to display a pop-up menu that contains various actions you can perform on an image, such as zooming in or out. See 15.4 Tools in the Image Viewer on page 174 for more on using the Image Viewer tools Customising the Document Preview Feature You can customise the Document Preview feature in order to have a larger area to view documents and you can preview several documents at once. The borders and dividing lines of the preview pane can be resized to increase the viewing area, thumbnail sizes can be changed, the menu tabs can be hidden or displayed, and you can also choose to view only the image preview or only thumbnails. To change the size of the preview pane: 1. Click the Toggle Document Preview icon to ensure the Document Preview pane is displayed. 82

95 Documents 2. Move your mouse pointer over the pane border until a double-headed arrow ( ) is displayed: 3. Click and hold on the border and start to drag it to a new position. A line is displayed to indicate the new location of the border: 83

96 Documents 4. Release your mouse button when you are happy with the new position. The mouse pointer changes back to an arrow and the preview area is resized: You can also move the line between the thumbnail pane and image pane to increase or decrease the area for the image previews. To change the size of the image or thumbnail areas: 1. Move your mouse pointer over the border between the image and thumbnail pane until a double-headed arrow ( ) is displayed: 84

97 Documents 2. Click and hold on the border and start to drag it to the new position, then release your mouse button. The panes will be resized. Additionally, you can control whether the tabs in the Document Preview pane are permanently displayed, or only displayed temporarily when a selection is made from them. To hide/display the preview tabs: 1. If the tabs are not displayed, double-click on either of the tab names, for example, Preview: 2. The tabs are then displayed: If you want to hide the tabs again, double-click on one of the tab names again. The options on the tabs are then only displayed temporarily when you click on a tab name. 85

98 Documents If you want to maximise the area for viewing documents, you can hide thumbnails to show the image only. To hide thumbnails: Click the Preview tab and select the Full Page View button ( ) in the Display group: The thumbnails pane is hidden and the image displayed in the full preview area: Click the Show Page and Thumbnails button ( pane again. ) to display both the image and thumbnail You can also hide the image so that only thumbnail previews are displayed, which is useful if you want to preview multiple documents at the same time. 86

99 Documents To display thumbnails only: On the Preview tab, click the Thumbnail View button ( ) in the Display group. The thumbnail pane displays all the pages of the selected document. If you have selected the checkbox Document Preview shows all document in the list in User Settings, thumbnails are shown for all the documents in the selected folder: To display both the image and thumbnail pane again, click Show Page and Thumbnails ( ). You can change the size of thumbnails displayed to maximise the number of documents and pages shown, or to increase the document detail displayed. To change the size of the thumbnails displayed: 1. Right-click in the thumbnail pane and select Set Custom Thumbnail Size: 87

100 Documents 2. In the Set Thumbnail Size dialog box, move the mouse pointer over the lower right corner of the thumbnail image. The pointer changes to a diagonal double-headed arrow ( ): 3. Drag the thumbnail image to your required size and click OK. The thumbnails are then displayed in the new size: 88

101 Documents Closing the Document Preview To close the Document Preview: Click the Toggle Document Preview icon again Filtering Document Lists When a list of documents is displayed in Document Manager, you can click the Filter List icon ( ) in the lower right corner of the screen to reduce the number of documents shown or to find a specific document. When the Filter List icon is clicked, the Filter Document List dialog box is displayed. See 12.3 Filtering Folder and Document Lists on page 127 for more information Opening Documents There are three ways to open a document: Right-click on the document and select Open from the pop-up menu. Select the document and click Open on the Document tab. Double-click on the document. If opening an image, the document opens in the Document Manager Image Viewer. For more information about the Image Viewer, refer to 15 The Image Viewer on page 169. If the appropriate settings are selected on the General tab in User Settings, images can be automatically smoothed or sharpened when opened in Image Viewer. See 13 User-Configurable Settings on page 143 for more information. When opening an application document from Document Manager in its original format, the document is opened in the appropriate application (for example, Microsoft Word for.docx files). If the Checkout license feature is enabled and check-outs are enforced for a drawer, a copy of the document will be opened unless you first check it out. See Check Out/Check In Documents on page 91 for more on checking documents out and in again. NOTES: If your organisation uses the Application Document Preview license feature and the setting Double-Click will use Document Manager viewer for Application documents is selected in User Settings, application documents are rendered as images and opened in the Image Viewer. Documents cannot be edited in the Image Viewer, although annotations can be added to application documents and saved. See 15 The Image Viewer on page 169 and 13 User-Configurable Settings on page 143 for more information. If a redaction has been added to an application document, the document cannot be opened in its native format unless the user has the Hide Redaction permission or is a Super Administrator. 89

102 Documents Viewing PDFs or Application Documents in Image Viewer When using Document Manager, PDF documents can be opened using an associated application (for example, Adobe Reader ). There is an option on the General tab in the User Settings dialog box to open PDFs in the Image Viewer (see 13 User-Configurable Settings on page 143). If the Application Document Preview license feature is enabled, there is an option in User Settings to open application documents in Image Viewer. See 13 User-Configurable Settings on page 143 for how to do this. Opening a PDF or application document in the Image Viewer allows a user to add annotations to the document (if the user is authorised). NOTE: Annotations (except sticky notes) are burned into PDF and application documents when exported as images from Document Manager, or if they are exported as PDF documents from the Image Viewer. For more on the Image Viewer, refer to 15 The Image Viewer on page Editing Document Indexes Editing a document s indexes changes its properties in Document Manager this does not change the document content. To change the content of an application document, it must be opened in the application used to create the document. To edit a document s properties: 1. Right-click on the document and select Edit Index from the pop-up menu (or select the document and click the Edit Index button on the Document tab). 2. The Modify Document Properties dialog box displays: The index fields, Access Permissions and DocType fields can now be changed. 3. Make your changes and click OK. 90

103 Documents Access From The Access From field at the bottom of the Create New Document or Modify Document Properties dialog box determines whether a document can be accessed from Document Manager and via the Internet or a corporate Intranet using the Document Manager Web module. Leaving this option blank will cause the document to inherit the Access From setting from its parent folder. Table 14 describes the options: Item DM Only DM and Internal Web DM and World Wide Web DM and Web Access Description The document can only be opened from within the Document Manager Desktop Client. The document can be opened from the Document Manager Desktop Client and via an internal Intranet using Document Manager Web. The document can be opened from the Document Manager Desktop Client and via the Internet using Document Manager Web. The document can be accessed from the Document Manager Desktop Client and via both an internal intranet and the Internet using Document Manager Web. Table 14: Access From Drop-Down Options NOTE: The Access From field can also be set at the folder level. To enable Web access to documents, Document Manager Web must be licensed and configured. See your System Administrator for more information Check Out/Check In Documents The Check Out/Check In feature is a facility for taking application documents out of Document Manager ( check out ) to be edited and then returned to Document Manager ( check in ). This feature is much like a library system, which allows only one person at a time to have full editing ability of a document. While the document is checked out, other Document Manager users who access the document are informed it is checked out and given the option to open a read-only copy. Once the user has finished working on the document, he or she can check in the document, and update the Document Manager database with the changed document. The option is also given to check in as a new version, or to cancel the check out. It may be company policy to require all documents to be checked out prior to editing. If this is the case, the System Administrator specifies the appropriate setting in the Administration Module. 91

104 Documents The Check Out/Check In feature only works for application documents, for example, Microsoft Word documents. Image documents cannot be checked out. If the document is read-only, the option to check the document out is unavailable. NOTE: It is not possible to check out externally referenced documents because these documents are not wholly controlled by and stored in the Document Manager database. To check out a document: 1. Right-click on the document and select Check Out from the pop-up menu. 2. The Select location for the Checked-out document dialog box displays. Specify where the document will be checked out to (this defaults to the last location used). Manually enter the path or click the browse button ( ) to navigate to the location: 3. Click OK. 4. When the document is checked out, the Properties column for the document refreshes to display Checked Out. There will also be a small red tick mark through the document icon Opening a Checked-Out Document When a user tries to open a document that has been checked out, a warning message details who has the document checked out and states that the user can only open a read-only version (see Figure 27 below). The document will open as normal; however, the user will not be able to make any changes. Figure 27: Opening Checked Out Document Message NOTE: If your organisation uses the Application Document Preview feature and the setting Double-Click will use Document Manager viewer for Application documents is selected in User Settings, application documents are rendered as images and opened in the Image Viewer. Documents cannot be edited in the Image Viewer and checked-out documents cannot have annotations applied. 92

105 Documents Checking In a Document When a user has finished working on a checked-out document, it can be checked back in to Document Manager. To check in a document: 1. Right-click on the checked-out document in Document Manager and select Check In from the pop-up menu. 2. A message displays and asks whether to delete the local copy of the document once it has been checked back in. Choose Yes or No: A prompt displays to confirm whether to check in the document as a new version: 3. Choose Yes (Major), Yes (Minor), or No. (For more information on version control, refer to Version Control on page 94.) The document s Properties column will no longer display Checked Out and the small red tick mark through the document icon disappears. The document is now checked in Undo Check Out If the System Administrator has granted a user the Undo Any Check Out permission, the user will be able to undo another user s document check-out. This restores the document contents as if no edits had been made. A document s check-out might be undone if: A document has been checked out and changes made to it, but the changes made were not accepted. The person who checked out the document is unable to check it back in (for example, they are on sick leave). Undoing a check-out will allow immediate access to the document. The danger of undoing another person s document check-out is the user who checked the document out will no longer be able to check it back in. The only course of action that the user can take is to import it into Document Manager as a new document. This might disrupt that person s versioning of the document, which may or may not be important. Before undoing another user s document check-out, let that user know, if possible. 93

106 Documents To undo a check-out: 1. Right-click on the document in Document Manager and select Undo Check Out from the pop-up menu. A prompt displays to confirm whether to delete the copy from the check-out directory: 2. Choose Yes or No. The document s Properties column no longer displays Checked Out and the small red tick mark through the document icon disappears. The document is now checked in Version Control Document Manager provides a Version Control system that allows documents to be sequentially stamped with a number when saved as a new version. This allows you to track the different versions of a document and review its changes. It is possible to disable the Version Control feature within the Document Manager Administration Module, if required. Speak to the local System Administrator for more information. NOTE: When creating a new version of a read-only document, the new version is set to read-write to allow changes. Once the necessary changes have been made, users with sufficient permission can set the document to read-only again. This prevents further changes from being made. Document Manager keeps a record of version numbers even if a version is deleted. This applies to both major and minor versions. For example, suppose there are three versions of a document (Versions 1, 2 and 3) and Version 3 is deleted. When a new version is created from Version 2, it will become Version Creating a Minor Version To create a new minor version of an image or application document: Right-click on the document and select New > Minor Version (or select the document, click the New drop-down arrow and select Minor Version on the Document tab). Document Manager automatically makes a copy of the selected document and increases the Version Number by one decimal point (for example, version 1.1). Document Manager 94

107 Documents refreshes with a new document version displayed in the Document Manager list view. Depending on a system setting in the Administration Module, the old version can be set to read-only, it can be left as read-write, or users can be prompted to choose Creating a Major Version To create a new major version of a document: Right-click on the document and select New > Major Version. Document Manager makes a copy of the selected document and increases the Version Number by a whole number (for example, version 3). Document Manager displays a new document version in the Document Manager list view. Depending on a setting in the Administration Module, the old version can be set to read-only, it can be left as read-write, or users can be prompted to choose Setting Image and Application Documents as the Same Version Document Manager has a feature whereby an image document can be dragged onto an application document and associated as the same version. This is to allow an application document to be printed, signed and scanned; then linked back to the original document so that is shares the same version number. To update an image document so that it has the same version number as an application document: 1. Drag the image document onto the application document. 2. When the pop-up menu displays, select Same Version. The image document updates to reflect the same version number as the application document Viewing the Latest Version Only If there are many different versions of documents, it can be difficult to determine which document is the latest version. There is an option to display only the latest version of documents. To view only the latest version of documents: 1. Click the File tab and select User Settings. The User Settings dialog displays. 2. Select the Only show the latest document version checkbox. 3. Click OK. Document Manager refreshes to display only the latest document versions. If Document Manager does not automatically refresh, click the Refresh button located at the bottom of the main window. 95

108 Documents Finding All Versions Use this option when multiple versions of a document have been created and there is a need to compare the different versions, review the Date Created for each, or simply to locate them if they are in several different folders. To find all versions of a document: Right-click on the document, point to Find and select All Versions from the pop-up menu. A search results tab or window displays and lists each of the document versions. For documents that have been linked as the Same Version, using the Find > All Versions option on either the image or application document will list both items in the search results Workspaces A workspace is like a temporary folder that users can open and add documents to for bulk ing, printing, workflow, and so on. A user can open a Workspace folder and then go to various drawers, collecting documents and copying them into the Workspace. Once the documents have all been collected, actions can be performed on multiple items, such as printing, ing, performing workflow, and so on. You can save a workspace so that you can work on the documents it contains at a later time. Workspaces can be saved even if you close Document Manager and log in again. To add documents to a new Workspace: 1. In the Document Manager Explorer, locate the required document (or conduct a search). 2. Right-click on the document and select Send To Workspace > NEW. If you have the Document Manager Explorer and Workspace displayed in separate windows or tabs that you can view at the same time, you can also drag-and-drop documents into the Workspace. 96

109 Documents The document is sent to the Workspace. If using the tabbed view, a new tab opens with the title Workspace (NEW) : If using windows, a new Workspace (NEW) window will open: The location of the document in Document Manager does not change; however, any changes made to the document in the Workspace will be saved. 3. Repeat steps 1-2 for additional documents. 4. When ready, go to the Workspace tab or window. Select the required documents, then right-click on the documents and select the preferred action from the pop-up menu. 97

110 Documents To save a Workspace: 1. Click to close the Workspace. A message is displayed asking if you want to save the Workspace. 2. Click Yes to save. 3. In the Save Workspace dialog box, enter the name of the Workspace. If required, you can select Allow other users to see this Workspace to enable others to view the Workspace and work on the documents it contains. 4. Click OK to save the Workspace. A message confirms the Workspace was saved. Click OK. To open a saved Workspace: On the Main tab, click the arrow under the Workspaces button ( ) and select the name of the Workspace you require. Depending on the view you are using, the Workspace opens in a new tab or window and lists the documents added to it with their index fields displayed in columns. To add documents to an existing Workspace: 1. Click the arrow under the Workspaces button on the Main tab and select the name of the required Workspace to open it. 2. Navigate to the required document in the Document Manager Explorer. 3. Either select the document, click Send To Workspace on the Document tab and select the name of the existing Workspace, or right-click on the document, point to Send To Workspace and select the Workspace name. The document is added to the Workspace. If the Document Manager Explorer and Workspace are displayed in separate windows or tabs viewed at the same time, you can also drag-and-drop documents into the Workspace. Table 15 describes the right-click options in the Workspace: Item Open/View Description Opens the selected document in a new window. If the document is an application document, it opens using the relevant application associated with the document type. If application documents are required to be checked out for the drawer, and the selected document is not checked out by you, the option changes to View because a read-only copy of the document will open. You can also double-click on the document to open it. Prints the selected document(s). Print NOTE: If the Application Document Preview license feature is enabled and a redaction annotation has been added to an application document, the document cannot be printed in its original format unless the user has the Hide Redaction or Super Administrator permissions. If a user does not have these permissions, only the image generated for the document can be printed, with the redaction applied. 98

111 Documents Item Description If one of these options is selected, the system is automatically opened and the name of the document is placed in the subject field of the . Image Documents: Native Document If an image is stored in Document Manager in an image format other than TIF or PDF (for example PNG or JPG), you can use this option to the image in its native format. If you select this option, the document is attached to an ready for sending. Document as TIF Attaches the document as a TIF image to the . The recipient can view the TIF file using an appropriate image-viewing tool. Document as PDF Attaches the image document in the as a PDF. Any annotations in the image document are removed (except redactions) and the recipient can only view the document in its original state. For more on annotations, see 15.6 The Annotation Tab Tools on page 187. Reference Attaches a link to the document in the . In order for the link to work, the recipient must be a Document Manager user. Zipped TIF Compresses the TIF file(s) prior to ing. If the image is already compressed, this will not make the files smaller. Zipped PDF Compresses the PDF file(s) prior to ing. If the image is already compressed, this will not make the files smaller. Advanced Options Enables users to a selection of pages, to save as a different format and to compress the ed image document. If selected, the Pages dialog box is displayed. Application Documents: Document Attaches the application document to the in its native format. Reference Attaches a link to the document in the . In order for the link to work, the recipient must be a Document Manager user. Zipped Attaches a compressed version of the document to the . NOTE: If the Application Document Preview feature is enabled and a redaction has been added to an application document, the document cannot be ed in its original format unless the user has the Hide Redaction or Super Administrator permissions. Select an option for the relevant document type. Application Documents: Document Exports a copy of the document (without its index fields) to the selected location. NOTE: If the Application Document Preview feature is enabled and a redaction has been added to an application document, the document cannot be exported in its original format unless the user has the Hide Redaction or Super Administrator permissions. Export Image Documents: Export Native Document If an image is stored in Document Manager in an image format other than TIF or PDF (for example PNG or JPG), you can use this option to export the image in its native format. Document as TIF Exports a copy of the document(s) as a TIF file to the selected location. Document as PDF Exports a copy of the document(s) as a PDF file to the selected location. Advanced Options Enables users to export a selection of pages, to save as a different format and to compress the export image document. If selected, the Export Pages dialog box is displayed. 99

112 Documents Item Remove from Workspace Description Removes the selected document(s) from the Workspace. Select a search option: Find View Index Edit Index Audit Trail Check Out All References Searches for all references to the selected document. All Versions Searches for all versions of the selected document. Parent Folder Searches for the parent folder of the selected document. Views the index fields of the document. You cannot make changes in the properties using this option (see Edit Index below). Select to modify the index fields of the selected document. Opens the audit record for the selected document(s). Checks the selected application document(s) out for editing. Refer to Check Out/Check In Documents on page 91 for more information. Image documents cannot be checked out. This option is only available if the Search Service is installed and only applies to image documents. View Meta Data Mark For Reprocess View FTS Indexes Click to view the meta data generated by the Optical Character Recognition (OCR) process for the selected document. The meta data displays in a text file. NOTE: Whether a specific document has been read by OCR is dependent on the OCR settings defined by the System Administrator in the Search Service configuration. This option is only available if the Search Service is installed. Click to mark the selected document(s) to be re-read using OCR and/or re-indexed by the indexer service. This option is only available if the Search Service is installed. Click to view an HTML document containing the indexes that the Search Service holds for the selected document. If you select more than one document and click this button, multiple files open. Table 15: Workspace Right-Click Options Workspaces Dialog Box You can also delete Workspaces, open a Workspace and make Workspaces available to all users in the Workspaces dialog box. 100

113 Documents To open the Workspaces dialog box: Click the Workspaces button on the Main tab. The Workspaces dialog box displays: You can perform the following in Workspaces: To delete a Workspace, select it in the list and click Delete. Click Yes to confirm you want to delete. The Workspace will be removed from the list. To open a Workspace, select it and click Open Workspace. The Workspace opens in a new tab or window, depending on the Document Manager view in use. Click OK to close the Workspaces dialog box and view the Workspace. To make a Workspace available to all other Document Manager users, select it in the list and click Make Global. Click Yes to confirm you want to make it available globally. Click OK to close the Workspaces dialog box Exporting Documents Documents can be exported from Document Manager and saved elsewhere. If your organisation has purchased the Application Document Preview license feature, you can export application documents as images (and include any annotations that have been added to the document) Exporting Images from Document Manager Document Manager provides the ability to export image documents in JPG, PDF or TIF file format. You can export as PDF, TIF or in native format directly from the Document tab. Annotations in an image document are saved when exporting, with the exception of sticky notes (for more information on annotations, refer to 15.6 The Annotation Tab Tools on page 187). This allows compliance with the Data Protection Act and the Freedom of Information Act. 101

114 Documents To export an image document as a TIF or PDF: 1. Select the document you want to export, click the Export drop-down arrow and select Document As TIF or Document As PDF. NOTE: There is an option to export colour TIF files as monochrome (black and white) PDF documents. To do this: a. Click the File tab and choose User Settings. b. Select the Create Monochrome PDFs when converting Image documents to PDF checkbox. Click OK to save the change. c. Right-click on the colour TIF file and select Export > Document As PDF. 2. The Select destination folder for exported document dialog box displays. Manually enter the folder location or use the browse button ( ) to select the location: 3. Click OK. The document is saved in the designated location in the selected format. If an image is stored in Document Manager in an image format other than TIF or PDF (for example PNG or JPG), you can export the image in its native format. To export an image in its native format: 1. Select the image document you want to export, click the Export drop-down arrow and select Export Native Document. 2. The Select destination folder for exported document dialog box displays. Manually enter the folder location or use the browse button ( ) to select the location. 3. Click OK. The document is saved in the designated location in its native format. NOTE: If exporting in JPG or PNG format, multiple pages in a single file are not supported. If you export a multi-page image in one of these formats, the pages will be exported as separate single-page image files Exporting Images Using Advanced Options As well as exporting in TIF or PDF format, images can be exported as JPGs or PNGs using the advanced options feature. Images can also be compressed and, if the document has multiple pages, specific pages can be exported. 102

115 Documents To export an image document using advanced options: 1. Select the required document, then click Export and select Advanced Options on the Document tab. 2. The Select destination folder for exported document dialog box displays. Manually enter the folder location or use the browse button ( ) to select the location. 3. Click OK. The Export Pages dialog box displays: 4. Select which pages you want to export: All Pages: Select to export all pages in the image. Current Page: Select to export the current page. The page number is shown in brackets. Pages From: Select to export a range of pages and enter the start and end pages in the adjacent boxes. Page Selection: Select to export specific pages and enter the page number or numbers in the box. For multiple pages, enter a list of page numbers separated by commas (,). 5. Using the Save Format options, choose the format for the image to be exported. NOTE: If exporting in JPG or PNG format, multiple pages in a single file are not supported. If you export a multi-page image in one of these formats, the pages will be exported as separate single-page image files. 6. If you want to compress the exported file, select Zip Document Pages. The file is saved as a ZIP file. 7. Click the OK button to export the image. 8. If exporting in JPG format, the Save Document Image dialog box displays. Select a location and name for the file(s), and then click Save. The document is saved to the new location. If you are exporting multiple pages without saving as a ZIP file, the pages are saved in separate files. 103

116 Documents Exporting Application Documents When exported, application documents will be given the same file extension as their normal application type, for example,.docx for Word 2007/2010 documents. PDF documents can be exported as images or in their native format. If the Application Document Preview license feature is enabled, you can export application documents as images (and include any annotations added to the document). If using this feature, application documents can be exported as PDFs, TIFs and JPGs, or they can be exported in their native format. To export an application document: 1. Select the required document, then click Export and select Document on the Document tab. 2. The Select destination folder for exported document dialog box displays. Manually enter the folder location or use the browse button ( ) to select the location. 3. Click OK to export the document to the selected location. NOTE: Application documents will always be given the same file extension as their normal application type, for example,.doc for Word documents. If your organisation has enabled the Application Document Preview feature, you can export an application document as an image. To export an application document as an image: 1. Select the required document, click Export on the Document tab and select Document As Tif (or right-click on the document, select Export and then Document As Tif). The Select destination folder for exported document dialog box displays: Alternatively, if the document preview pane is displayed, you can select the Preview tab and click the Export button. The Export Pages dialog box will display (see 11.6 Previewing Documents on page 80 and Exporting a Document from Image Viewer on page 183 for more information). 2. Enter the path for the export directory in the text box or click the browse button to select a location. 3. Click OK to export the document. 104

117 Documents If the setting Double-Click will use Document Manager viewer for Application documents is selected in User Settings, application documents are opened in Image Viewer. They can then be exported as TIFs, PDFs or JPGs by clicking the Export button in Image Viewer (see Exporting a Document from Image Viewer on page 183). IMPORTANT: When an application document has a redaction applied to it, users can only export the document as an image, unless the user has the Hide Redaction or Super Administrator permissions. Users without these permissions will also not be able to open the document in its original format. See Table 33 on page 190 in 15.6 The Annotation Tab Tools for how to apply a redaction Export Files with Indexes For users with the appropriate permissions, Document Manager allows the export of documents with all index data for transfer to another Document Manager database. To export documents with index data: 1. Click the File tab and select Export with Indexes. 2. The Specify Documents to Export dialog box displays. Conduct a search to find the documents to export and then click OK. 3. The Export Documents dialog box displays. Select the Export with Indexes for importing into another Document Manager database option: See Table 17 on page 108 below for a description of the Export Documents dialog box. 105

118 Documents 4. To view the list of files being exported, click the View button. The Documents selected for Migration dialog box displays: 5. To return to the Export Documents dialog box, click the Export button. 6. When you have finished viewing the documents, click Start. The files are then exported to the selected destination. 7. In the Export Complete dialog box, click OK. The files are now ready for importing into another Document Manager database (see image below). The System Administrator will need all of these files. 106

119 Documents Refer to Table 16 for descriptions of the files: Item <number>.tif Bin.dat Bin.inf Export.inf Description Image files. Contains the storage location number (Document Manager has its own unique numbering system). Lists the media name and how many files were exported. Drawer structure information. <filename>.ipt CSV file containing all the folder and document indexes. You can use Notepad to view this file. Table 16: Exported Files Table 17 below describes the options in the Export Documents dialog box: Item Description Select the export type: Type of Export Export with Indexes for importing into another Document Manager database: Select this option to export files to a location ready to be imported into another Document Manager system. Export for publishing to standalone viewer for use on CD/DVD: Select to export in a standalone format that enables documents to be viewed from a CD/DVD. Enter the location on the hard drive to export files to or click the browse button (...) to navigate to and select the required folder. Export to Description Unique No. If storing the files on CD/DVD using the standalone CD Viewer, once you have exported the files to this location, you can proceed with burning the files onto CD/DVD, as per the instructions for the PC. Enter a description for the export. This field is only active when the Export with Indexes for importing into another Document Manager database option is selected. Document Manager can assign a unique number to the export job. To have Document Manager assign a number, click Next. Alternatively, manually enter the number. This field is only active when the Export with Indexes for importing into another Document Manager database option is selected. Select the type of export you want to perform: Export as IPT: Select to export the documents with associated index data held in a Document Manager import file (IPT file). Export Style Export as XML: Select to export the documents with index information held in an XML file. The XML files are numbered sequentially to match the exported documents, for example, This option can be used for reimporting into Document Manager using the XML Import option. See 11.5 Importing Documents via XML on page 78 for more. Name of Index file (.ipt): If you selected Export as IPT above, enter an individual name for the index file. Each drawer must have its own unique index file name. Previous exports will display in the drop-down list. This field is only active when the Export with Indexes for importing into another Document Manager database option is selected. 107

120 Documents Item Description Enter the maximum size in megabytes (MB) for each directory that will hold the exported files. When this size is reached, a new directory will be created. Maximum Directory Size (MB) You can select the type of media to the right of the field to select a typical size for the media. Choose from CD, DVD or DL DVD (double-layer DVD). If storing the files on media, this size should be no more than the maximum size of the media you are exporting to (for example, 650MB for CD, 4300MB for DVD). All document are same doctype Zip XML Output Create multiple folders if max. directory size exceeded Stop on missing files or pages Ignore Redactions on image documents Save ERM documents as images Saves images as TIF/ Saves images as PDF No. of Docs Space Used (MB) Skipped Docs. Missing Files Start Criteria View Select this checkbox if all the documents are of the same document type. This will accelerate the export, which could be useful if exporting a large number of documents. If you tick this box, select the required document type from the drop-down list to the right. Select this checkbox to compress the exported XML files into a.zip file. If the files being exported exceed the maximum directory size setting, this option creates a new directory to continue the export. It is recommended that this option is selected. If Document Manager cannot find a document to export, Document Manager will not ask if it should continue to export without the missing document. Selecting this option will force Document Manager to stop and prompt the user. Normally, only the System Administrator can see this field. Users typically cannot see this field and redactions are automatically burned into image documents when exported. To have redactions turned off when exporting documents, see the local System Administrator. Enterprise Report Manager (ERM) is a Document Logistix product that integrates with Document Manager. If the documents to be exported have been created with ERM, select this option to save them as images. Select an option to save images as TIF or as PDF. Saving images as PDF files take up slightly more disk space than TIF files. Lists the number of documents selected for exporting. Lists the amount of file space used by the export (in megabytes). Lists the number of documents that were skipped due to errors. Lists the number of files that Document Manager has read as missing. When you have set your preferences, click Start to export files to the hard drive in readiness for burning onto a CD/DVD. Displays the Document Search dialog box. This button is activated only when the user accessed the Export Documents dialog box using the Export with Indexes option from the Document Manager Application File menu. Displays the search results. Table 17: Export Documents Dialog Box Options 108

121 Documents Document References A document reference is a link to a document residing in a different location in Document Manager. The document reference displays in the same way as a regular document; however, changes that are made in either location will automatically reflect in the other. The document and reference display the same document ID, because only one actual document (the original) is stored in Document Manager. Document references are useful to ensure that users accessing a specific document anywhere in Document Manager retrieve the most current version of the document Create Document References There are two main ways to create a document reference: Drag-and-drop a document from one location to another. Copy-and-paste a document reference to a new location. If you insert the document reference into a new drawer, you will be required to index the document. Drag-and-Drop To create a document reference using drag-and-drop: 1. Click and hold the selected document and then drag it to the new folder location. During the drag-and-drop procedure, the mouse pointer changes to reflect the document type. 2. When you drop the document into the new folder, select Reference from the pop-up menu displayed. The document reference is added to the new folder. Copy-and-Paste To create a document reference using copy and paste: 1. Right-click on the selected document and select Copy from the pop-up menu. 2. In the new location, right-click, and select Paste > Document Reference. The document reference is added to the new folder Find All References It is possible to have document references in multiple folders. When documents have been referenced in other folders, you may need to locate them. To find all references to a document: Right-click on the document and select Find > All References on the pop-up menu. The search results display a full list of document references for the selected document. 109

122 Documents ing Documents Document Manager supports systems that are MAPI compliant; this includes Microsoft Outlook, Microsoft Exchange and Lotus Notes 4.5 and later. NOTE: To be able to send s, the System Administrator must specify the relevant details on the tab in the Administration Module System Settings. When installing Document Manager, you can also install the Microsoft Office Add-in. The add-in integrates with Microsoft Office 2003, 2007 and 2010 applications (Word, Excel, PowerPoint and Outlook). For more on installing the Office-Add-In, refer to the Document Manager Installation Guide. For more on using the add-in, see Appendix C: Microsoft Office Add-In on page 224. For an image document, Document Manager has five options when ing documents: Document as TIF Document as PDF Reference Zipped TIF Zipped PDF For an application document, Document Manager has four options: Document Reference Zipped Web Reference (only displays if your organisation is using Document Manager Web Basic) NOTES: If the Application Document Preview license feature is enabled, you can application documents as images. See for 11.6 Previewing Documents on page 80 more information. Application documents with redactions cannot be ed in their original format unless the user has the Hide Redaction or Super Administrator permissions. If the user does not have these, only the image generated for the document can be ed with the redaction added. Once the type of file to be sent has been selected, Document Manager uses the application normally used for sending messages. From this point on, the sending of the message is the responsibility of the mail application and Document Manager has no more control. The user interface and required actions will vary according to the application used. If you have set up an signature in Microsoft Outlook, s sent from Document Manager will use that signature. NOTE: When sending an image file as a PDF, all annotations on the image document are built into the PDF file (except sticky notes). 110

123 Documents ing a Document File When ing a document, Document Manager will attach the document file to the . Image Documents In the case of a multi-page image document, a single.tif or.pdf file (depending on the format selected) will be attached containing all the pages. Image files can also be ed from within the Image Viewer and allows a range of pages to be selected. If ing natively in JPG or PNG format, multiple pages in a single file are not supported and will be ed as separate single-page files. To an image document: 1. Right-click on the required image document, point to and then select the required format (when you choose to send as a PDF, Document Manager automatically converts the image file to PDF format). 2. Document Manager opens the program on your computer (if not already opened) and attaches the file to a new . The Subject field will be automatically filled with the document name. 3. Finish the and Send. Application Documents The recipient of the Document File will not need Document Manager to open the attached document, but they will need an application compatible with the file, for example Microsoft Word for.doc files or an image-viewing tool for.tif files. TIP: If your organisation uses the Application Document Preview license feature and the recipient does not have access to the application associated with the document being sent, you can the document as an image. See for 11.6 Previewing Documents on page 80 more on using the Document Preview feature. To an application document: 1. Right-click on the required application document and select > Document. 2. Document Manager opens the program (if not already opened) and attaches the file to a new . The Subject field will be automatically filled with the document name. 3. Finish the and Send ing a Zipped Document ing zipped documents allows documents to be compressed for ing. This is useful when sending multiple documents or a large application document and reduces the size of attachments. This reduces network traffic and has less overhead for the system. 111

124 Documents Zipped Image Documents To a zipped image document: 1. Right-click on the required document, select and then select Zipped TIF or Zipped PDF. 2. Document Manager opens the system (if not already opened) and attaches the compressed file to a new . If Zipped PDF was chosen, Document Manager automatically converts the image into PDF format and zips it. The Subject field will be automatically filled with the document name. 3. Finish the and Send. Zipped Application Documents To a zipped application document: 1. Select the document and on the Document tab, click the drop-down arrow and select Zipped. This compresses the document into a zip file. 2. Document Manager opens the system (if not already opened) and attaches the compressed file to a new . The Subject field will be automatically filled with the document name. 3. Finish the and Send ing a Document Reference A reference is a link to a document residing in Document Manager. It requires less storage space if you a reference instead of the actual document. The benefits of mailing a reference are it minimises the overhead on storage (of storing local copies on users PCs) and keeps network traffic low. The recipient can then refer to the document within Document Manager. To a document reference: 1. Right-click on the required image or application document and select > Reference. 2. Document Manager opens the system (if not already opened) and attaches the reference to a new in.wkx format. The Subject field will be automatically filled with the document name. 3. Finish the and click Send. The recipient must have access to Document Manager in order to view the attachment. 112

125 Documents Opening a Document Reference in an To open a document reference from an 1. In the , double-click on the attached.wkx file. 2. The Opening Mail Attachment dialog box displays: 3. Click the Open button. 4. If you have not already logged into Document Manager, the login dialog box displays. Log in to Document Manager. 5. Document Manager conducts a search for the document and displays it in search results. NOTE: Use the Find > Parent Folder function if the document location is not known Web Reference You can also send a Web Reference to a document by . This reference enables users to access the document through the Document Manager Web application. To a Web reference: Right-click on the required document, select and then select Web Reference. The URL will be embedded in the . NOTE: This option requires Document Manager Web to be licensed and configured Deleting Documents If the System Administrator has granted permission to delete documents, deleting is a simple operation. Depending on the setting the Administrator selected, when documents are deleted, they are sent to the Deleted drawer that can only be accessed by Administrators. This can be a valuable tool to recover a deleted document. To retrieve a deleted document, see the System Administrator. 113

126 Documents To delete a document: 1. Right-click on the document and select Delete from the pop-up menu (or select the document and press the <DELETE> key). 2. The Confirm document Delete dialog box displays: 3. Click Yes. If the Deleted drawer is not enabled, Document Manager checks if the document is the last reference to the file. If it is, the Confirm Delete Last Document Reference dialog box displays: 4. Deleting a final reference will cause Document Manager to delete the file and reference to it. (An exception to this is if the Deleted drawer is in use.) Click Yes. TIP: It is possible to delete more than one document at a time by selecting multiple documents (for example, using the <CTRL> key) Additional Document Utilities Drag-and-Drop to a New Location Before dragging-and-dropping, ensure that both the document and target folder are visible. To drag-and-drop documents: 1. Click and hold to select the document(s). Multiple documents can be selected using <CTRL> or <SHIFT>, if required. 2. Drag the document(s) to the destination folder and then drop it. A menu appears giving you four options to select from. 114

127 Documents Refer to Table 18 for the drag-and-drop menu options: Item Reference Copy Move Cancel Description Select this option to create a link to the document. Any changes made to the document in either location will automatically update the other location. However, the index fields for each location can be different. Select to create a copy of the document. The copied document can be edited and maintained separately from the master document. Select to move the document to the selected location. It is not possible to move a checked-out document or read-only document. Select to terminate the operation. Table 18: Drag-and-Drop Menu Options If the new location is in a different drawer, the document will need to be indexed Appending an Image Document To manually add one image document to another: Drag-and-drop the image document onto another document and select Append. The document refreshes and the new number of pages displays in the Pages index fields. For instructions on how to add pages to an image document from within Image Viewer, refer to Adding Pages/Appending an Image Document on page Copy/Paste It may be difficult to drag-and-drop a document because the source and destination folders cannot be seen at the same time. In this case, you can use the Copy/Paste function. The Copy/Paste option leaves the original document in its folder and creates a copy in the newly-selected folder. Once pasted, each document can be opened and maintained separately. To copy and paste documents: 1. Right-click on the required document and select Copy from the pop-up menu. Multiple documents can be selected, if required. 2. Find the new location in which you want to place the copied document. Right-click on the folder or in the folder s white space and select Paste. 3. Select one of the options displayed: Document Pastes a copy of the document. Document Reference Pastes a reference to the document. 115

128 Documents If the new location is in a different drawer, the document will need to be indexed. If the fields from the new drawer have the same field name, type, and format as the originating drawer, Document Manager will insert the field values for you Cut/Paste A document can be moved using the Cut/Paste feature as an alternative to using drag-and-drop. To cut and paste a document: 1. Right-click on the document and select Cut from the pop-up menu. Multiple documents can be selected, if required. 2. Find the location into which you want to place the document. Right-click on the folder or in the folder s white space, select Paste and then select Document. If the new location is in a different drawer, the document will need to be indexed. If the fields from the new drawer have the same field name, type, and format as the originating drawer, Document Manager will insert the field values for you. NOTE: If the document types in a drawer are restricted to specific types (as defined in the Administration Module), Document Manager will display a message and prevent documents of a different type from being copied, moved or imported into that drawer Move Document The Move option moves the document from one location to another. To move a document: 1. Click and hold on the document to select it (multiple documents can be selected, if required). 2. Drag the document to the destination folder and then drop it. Select Move from the pop-up menu. The document is moved to its new location Printing Document Manager supports any printer or fax device that is supported by the Windows Operating System and is capable of printing graphical images. Image documents are printed directly by Document Manager but application documents require a compatible application capable of printing. For example, Document Manager requires the Microsoft Word application in order to print.docx documents. Document Manager uses Operating System methods to automatically start the printing of an application document in much the same way as if printed from Windows Explorer using right-click and Print. If the application does not support the print method, the document must be opened and then printed in the application. 116

129 Documents To print a document: 1. Right-click on the document and select Print from the pop-up menu (or select the document and click Print on the Document tab). 2. The Print dialog box displays. Click Preferences to set preferences for the selected printer. 3. Click Print to print the document to the selected printer. If an application document was selected, Document Manager may briefly open the necessary application before printing the document(s). NOTES: If the Application Document Preview license feature is enabled, you can view and print application documents as images (with any annotations that have been added). See for 11.6 Previewing Documents on page 80 more on using the Document Preview feature. Application documents with a redaction applied cannot be printed in their original format unless the user who is printing has the Hide Redaction or Super Administrator permissions. If the user does not have these permissions, only the image generated for the document can be printed, with the redaction applied Faxing If you have suitable fax software that has a Printer Driver interface for sending faxes (such as Castelle FaxPress), Document Manager can send documents to the installed fax print driver, which enables you to send faxes from Document Manager COM API When you have a COM API running in Document Manager, an Action button will automatically be added to the Document Manager Document Tab. There will also be an additional button at the bottom of the Document pop-up menu. The sub-menu from the Action button or pop-up option depends on the associated DLL. See your System Administrator for more information. 117

130 Searching 12 Searching Use the Document Manager search features is an efficient way of locating folders and documents quickly. You can search for specific information regardless of what drawer it is stored in. There are three types of searches within Document Manager: Folder Search Searches for folders with data in index fields matching the search criteria entered. Document Search Searches for documents with data that meets search criteria in folder and document index fields. Full-Text Search Searches through the content of documents (license required). Frequently-used searches can be saved as a Saved Search to allow them to be re-executed without entering the search criteria again. Additionally, Saved Searches can be set to auto-run when a user logs in to Document Manager or on a periodic basis over a specified number of minutes (refer to 12.7 Saved Searches on page 138) Folder Search To initiate a Folder Search: 1. Click the Search Folders button in the Search group on the Main tab (or right-click the drawer and select Search Folders from the pop-up menu). The Search for Folder dialog box displays: 118

131 Searching 2. Enter your search criteria and click OK to initiate the search. See Table 19 below for a description of the options in the Search for Folder dialog box. NOTE: You do not have to complete every field in the search dialog box. The search results display in a tab or window: See Table 20 on page 122 for a description of the options in the search results. Table 19 describes the options in the Search for Folder dialog box: Item Description Select from the drop-down list of available drawers. The Drawer field will default to the currently (or most recently) selected drawer. Drawer Changing the drawer will change the list of index fields available to search on. These index fields are set for specific drawers by the System Administrator. NOTE: The Any drawer option allows searching across all drawers in Document Manager. Fields displayed in blue are Common Fields. For more information on Common Fields, refer to 9 Index Fields on page 52. Permission Search in search results The Permission drop-down list can be used to locate folders that have specific access restrictions, for example, folders that have access restricted to a group or user. Searching by Permission only works if the user running the search has permission to access the folder. For this reason, it is recommended that searching by Permission is only done by users with Global Access (set by the System Administrator). This checkbox enables you to search within your search results to limit the number of matching folders. It is only available if you select the Search Results tab/window before clicking Search on the Main tab. To search within search results, select this checkbox and enter your search criteria before clicking OK to run the search. 119

132 Searching Item Description There are three white index fields that always display in the Search for Folder dialog box: Date Created The date a folder was created in Document Manager. Sub Folder Name The name of a sub-folder. Field Access From Used to locate folders that have a specific publishing setting. The options are: DM Only Can only be accessed from the Document Manager Desktop Client. DM and Internal Web The folder can be accessed from the Document Manager Desktop Client and from an internal Intranet using Document Manager Web. DM and World Wide Web The folder can be accessed from the Document Manager Desktop Client and from the Internet using Document Manager Web. DM and Web Access The folder can be accessed from the Desktop Client and from both intranet and Internet using Document Manager Web. Specify the filters for the search criteria by clicking in the Filter field for the field you want to search on. A drop-down list of applicable filters displays (if this field is left blank and a Value entered, it defaults to the Equal To filter). See below for the filter options: Contains Does Not Contain Equal To Not Equal To Applies to text field types, e.g. Contains A. Applies to text field types, e.g. Does Not Contain A. Applies to all field types, e.g. Equal To Paid. Applies to all field types, e.g. Not Equal To Paid. Less Than Applies to all field types, e.g. Less Than 100. Less Or Equal To Applies to all field types, e.g. Less Or Equal To 100. Greater Than Applies to all field types, e.g. Greater Than 100. Filter Greater Or Equal To Applies to all field types, e.g. Greater Or Equal To 100. Starts With Ends With Between Empty Not Empty Applies to text field types, e.g. Starts With A. Applies to text field types, e.g. Ends With A. Applies to text, date and numeric field types, e.g. Between 4 and 8. When Between is selected, the associated Value field splits into two data entry fields to allow the lower and upper values to be entered. Applies to all field types. Empty indicates the field in Document Manager should not contain any index information. Applies to all field types. Not Empty indicates the field in Document Manager should contain index information, i.e. it should not be empty. 120

133 Searching Item Description Specify search criteria in the Value field for the Field Name to be used in the search. Either manually enter the information or select from a drop-down list (depending on how the System Administrator set up Document Manager). Where date fields are searched, the values entered can either be absolute dates or relative dates. Some examples are: [Greater Than] 1st May 2001 [Greater Than] 5d Value In the example above, 5d is used to indicate that the value in the date field must be more than 5 days since the current date. The format of relative dates is a number followed by: d for Days w for Weeks m for Months y for Years Relative dates are useful for saved searches where you want the date searched to be relevant to the time the search is run. Enter the value %PROMPT in any field to prompt a user to enter the value to be searched, when the search is run. This value is not case-sensitive, ( %prompt will work as well). For more information on %PROMPT, refer to Prompt on page 134. Show in Search Results When first displayed, you need to click the right arrow button to display this option. The Show in Search Results list allows certain fields to be hidden from the list of folders that match the search criteria. For example, there may be some folder indexes that are not relevant to the search. In order to simplify the Search Results list, these can be removed. To remove an item from the Search Results list, clear the relevant checkbox from the Show in Search Results list. Table 19: Search for Folder Dialog Box Description Table 20 describes the options available in the search results window/tab: Item Title bar Refresh Save Edit Export Description Lists the drawer name followed by the search criteria entered. Click Refresh to run the search again and update the list of folders accordingly. Folder and document views are not automatically updated if another user adds, modifies or deletes a folder or document. As a result it is necessary to refresh the view to update it. The <F5> key on the keyboard is the shortcut for Refresh. Click to save the search criteria as a Saved Search. For more information, refer to 12.7 Saved Searches on page 138. Click to redisplay the search dialog box and change the search criteria. Click Ok to run the search again. When a folder is opened from the search results, click this button to export the documents it contains and their index information (see Export Files with Indexes on page 105). 121

134 Searching Item Description Status bar Navigate UP one folder Save list of documents to file View All Fields Lock position and size of columns This button only appears when inside a sub-folder. Click to move up one level of folders. Saves the list of folders and/or documents to a text file. For more information, refer to Saving Search Results as Data on page 136. If any columns in a list of folders or documents have been hidden (by dragging the separators between column headings), click this icon to display the columns again. Locks the position and the sizing of the columns in folder and/or document lists. Lists how many folders were found that match the search criteria. Table 20: Search Results Tab/Window Options If a single folder was found as the result of a Folder Search, the folder can be automatically opened to display the documents it contains, depending on a user setting. To do this, click the File tab, select User Settings and select the checkbox Automatically open folder if a single folder is found during Folder search on the General tab. The resulting view will be a single folder view. NOTE: To see the parent folder of a sub-folder, select the sub-folder and on the Folder tab, click Parent Folder. The parent folder displays in a new tab or window. If the search did not return any folders, a prompt will be displayed to ask whether to create a new folder. If required, click Yes and index the new folder. You can also drag a document from a document list onto a folder in the Folder Search Results, enabling you to Copy or Move a document to the selected folder, or add a document Reference Saved Folder Shortcut Folders can be saved as shortcuts. This is useful for quickly displaying folders that are accessed repeatedly. Like saved searches, they can be assigned their own shortcuts, set to auto-run and exported to a data file. To create a folder shortcut: 1. Double-click on a folder so that it displays in its own tab or window: 2. Click on the Save button (located in the lower right corner of the dialog box). 122

135 Searching 3. The Save Search As dialog box displays. Enter the name of the saved folder or use the default name. Click OK. 4. Close the Search Results. 5. On the Main tab, click on the Saved Searches button. The Saved Searches / Folder Shortcut dialog box displays. If required, select the new shortcut and assign a keyboard shortcut to it using the Shortcut drop-down list. When finished, click Close. 6. Test the new shortcut; the folder will display in a new tab or window Document Search A Document Search is similar to a Folder Search. However, there are additional searching capabilities in a Document Search: Search for documents that meet search criteria in folder and document index fields. The ability to search through the document s content (Full-Text Search). To initiate a Document Search: 1. Click the Search Documents button on the Main tab (or right-click on the required drawer and select Search Documents). 2. The Search for Document dialog box displays (see image below). In the example below, the Accounts Payable drawer was selected when the document search was started: 123

136 Searching 3. Enter search criteria for the fields you want to search on and click OK to start the search. Refer to Table 21 below for a description of the Search for Document dialog box. 4. The search results open in a tab or window (see image below). If there are a high number of documents, you can use the Document Preview to help identify the required document(s) or search again within the search results to reduce the number of items. See 11.6 Previewing Documents on page 80 and Searching Within Search Results on page 137 for more information. Documents can be opened directly from the search results. Right-click on a document and use the Find options to locate All References to the document, All Versions of the document or the Parent Folder containing the document. The results display in a new tab or window. You can also drag a document from a Document Manager list onto another document in the Search Results, for example, to Append an image document to an existing image. See Table 20 on page 122 for a description of the options in the search results. Table 21 for all field descriptions in the Search for Document dialog box: Item Description Select from the drop-down list of available drawers. The Drawer field will default to the currently (or most recently) selected drawer. Drawer Changing the drawer will change the list of index fields available to search on. These index fields are set for specific drawers by the System Administrator. NOTE: The Any option in this drop-down list allows searching across all drawers in Document Manager. Blue Fields are Common Fields. For more information, see 9 Index Fields on page 52. Permission The Permission drop-down list can be used to locate folders that have specific access restrictions, for example, folders that have access restricted to a group or user. Searching by Permission only works if the user running the search has permission to access the folder. For this reason, it is recommended that searching by Permission is only done by users with Global Access (set by the System Administrator). Search in search results This checkbox enables you to search within your search results to limit the number of matching items. It is only available if you select the Search Results tab/window before clicking Search on the Main tab. To search within search results, select this checkbox and enter your search criteria before clicking OK to run the search. 124

137 Searching Item DocType Content Description Search for a document by a specific Document Type. Search the content of a document. Enter the text for which you want to search within a document. There are several white index fields that always display in the Search for Document dialog box: Doc Description Search for a document by the description entered by users. Date Created Search by the date a document was created in Document Manager. Annotation Text Search on the text inside a text annotation or sticky note. Sub Folder Name Find documents in a specific sub-folder. Document Id If known, a document can be searched by its unique ID number (all documents in Document Manager are assigned a document ID). Checked Out To Useful for finding documents checked out by a specific user. Field Properties Useful for finding read-only or checked-out documents. Access From Used to locate documents that have a specific publishing setting. The options are: DM Only The document can only be accessed from the Document Manager Desktop Client. DM and Internal Web The document can be accessed from the Document Manager Desktop Client and via an internal Intranet using Document Manager Web. DM and World Wide Web The document can be accessed from the Document Manager Desktop Client and via the Internet using Document Manager Web. DM and Web Access The document can be accessed from the Document Manager Desktop Client and via both an internal intranet and the Internet using Document Manager Web. Specify the filters for the search criteria by clicking in the Filter field for the field you want to search on. A drop-down list of applicable filters displays (if this field is left blank and a Value entered, it defaults to the Equal To filter). See below for the filter options: Contains Applies to text field types, e.g. Contains A. Filter Does Not Contain Applies to text field types, e.g. Does Not Contain A. Equal To Applies to all field types, e.g. Equal To Paid. Not Equal To Applies to all field types, e.g. Not Equal To Paid. Less Than Applies to all field types, e.g. Less Than 100. Less Or Equal To Applies to all field types, e.g. Less Or Equal To

138 Searching Item Description Greater Than Applies to all field types, e.g. Greater Than 100. Greater Or Equal To Applies to all field types, e.g. Greater Or Equal To 100. Starts With Ends With Applies to text field types, e.g. Starts With A. Applies to text field types, e.g. Ends With A. Filter (continued) Between Empty Not Empty Applies to text, date and numeric field types, e.g. Between 4 and 8. When Between is selected, the associated Value field splits into two data entry fields to allow the lower and upper values to be entered. Applies to all field types. Empty indicates the field in Document Manager should not contain any index information. Applies to all field types. Not Empty indicates the field in Document Manager should contain index information, i.e. it should not be empty. Specify search criteria in the Value field for the Field Name to be searched. Either manually enter the information, or select from a drop-down list (depending on how the System Administrator set up Document Manager). Where date fields are searched, the values entered can either be absolute dates or relative dates. Some examples are: [Greater Than] 1st May 2001 [Greater Than] 5d Value In the example above, 5d is used to indicate that the value in the date field must be more than 5 days since the current date. The format of relative dates is the number followed by: d for Days w for Weeks m for Months y for Years Relative dates are useful for saved searches where you want the date searched to be relevant to the time the search is run. Enter the value %PROMPT in any field to prompt the user to enter the value to be searched, when the search is run. This value is not case-sensitive ( %prompt will work as well). For more information on %PROMPT, refer to Prompt on page 134. Show in Search Results When first displayed, you need to click the right arrow button to display this option. The Show in Search Results list allows certain fields to be hidden from the list of documents that match the search criteria. For example, there may be some indexes that are not relevant to the search. In order to simplify the Search Results list, these can be removed. To remove an item from the Search Results list, clear the relevant checkbox from the Show in Search Results list. Table 21: Search for Document Dialog Box Options 126

139 Searching 12.3 Filtering Folder and Document Lists When folders or documents are listed in Document Manager, use the filter feature to reduce the number of items shown or to find a specific item. Filters work in a similar way to searches. To filter a folder list: 1. In the Document Manager Explorer, click on the drawer you want to search for folders. 2. Click Filter List icon ( ) in the lower right corner of the screen: The Filter Folder List dialog box displays and shows the index fields displayed for the folders the selected drawer contains: 3. Enter the criteria you want to use to filter the list in the required index field or fields, and click OK. For example, you could narrow the results by filtering on a Supplier index field: The matching results are shown in the list and the filter icon changes to display a cross ( can click this icon to remove the filter applied and reset the folder list. ). You 127

140 Searching To filter a document list: 1. In the Document Manager Explorer, click on the folder you want to search for documents. 2. Click the Filter List icon ( ) in the lower right corner of the screen. The Filter Document List dialog box displays the index fields displayed for the documents in the selected drawer: 3. Enter the criteria you want to use to filter the list in the required index fields and click OK. For example, you could search for a specific Invoice Date by selecting the Equal to Filter and entering the date in the Value field: 128

141 Searching The matching results are shown in the list and the filter icon changes to display a cross ( ): You can click the Remove Filter icon ( ) to remove the filter applied and reset the document list Content Searches (Full Text Search) In order to perform a content search of a document (i.e. a search for text contained within the body of a document), the Document Logistix Search Service needs to be installed and running. If the Search Service is not installed or not running, the content option in the Search for Document dialog box is disabled as shown: If this is the case, contact your System Administrator. They will need to install or start the Search Service. Refer to the Document Manager Installation Guide for the steps to install the Search Service and the minimum requirements. See the Document Manager Administration Guide for how to configure the service. When the service is running, the content option in the Search for Document dialog box becomes enabled: You can then search document contents. 129

142 Searching Performing a Content Search Document Manager supports wildcards when searching content. Some of the common wildcard searches the content search service supports are: Enter literal text you are looking for, for example, Invoice or Invoice Total Enter a single character wildcard in your text, for example, Inv?ice Enter a multiple character wildcard in your text, for example, Invoice* or Inv* Perform a fuzzy search, for example, Roam~ (this finds terms such as foam or roams etc.) Perform a proximity search, for example, Invoice Total~5 (this finds all occurrences of the words invoice and total within 5 words of each other) Perform a term boost, for example, Invoice^4 Total (this will make documents containing the word invoice more relevant) To perform a content search: Type the text you are looking for in the Content text box. You can search content only or combine a content search with a structured index search. Click OK to run the search. When the search completes, you will see the search results: One difference you will notice in the search results for a content search is that a column called Relevance is shown: This allows you to order results by their relevance to a search. By default, the most relevant documents are at the top. Click the column heading to sort documents by relevance. If the content search returns more results than are initially displayed in the results tab/window, a message on the status bar next to the Refresh button indicates how many results are remaining. This only applies when there is a high number of matching results. If there are additional results, click Refresh to display them. If there are no further results, clicking Refresh starts a new search. 130

143 Searching Disabling Structured Index Searching The indexing service indexes both structured indexes and document content. By default, the content search will search both structured and non-structured indexes when you perform a search. If you want to, you can disable the structured index search. This will speed up the search process. To disable structured index searching: 1. Click on the options icon to the right of the Content text box: This will display the content search help screen as shown: 2. Select the Exclude structured indexes in search checkbox. This will cause the search service to only search document content and not structured indexes. The content search help screen provides information about all the available options that the content search service supports Viewing Text Search Hits When you perform a content search, the Search Results allow you to access a new option to view the text search hits. This option will be shown on the main toolbar when you highlight a document in the Search Results: 131

144 Searching When you click this option, it will display the selected document as an HTML document in your Web browser and highlight each occurrence of the matched words for you to see: Figure 28: Full Text Search Hits Viewing Text Hits in Image Viewer If you run a content search and open a document from the Search Results in Image Viewer, the Home tab displays some additional buttons to navigate through the matching text hits: First Hit: Click to highlight the first text in the document that matches your search criteria. Previous Hit: Click to highlight the previous matching text in the document. Next Hit: Click to jump to the next text hit in the document. Last Hit: Jumps to the last matching text hit in the document Reprocess Another option available when using content searching is the ability to mark documents for reprocessing. The Mark For Reprocess option alerts the indexer service to either re-ocr and/or re-index the specified documents. You can use this option if you have updated the content of a document and want to force the changes to be indexed immediately. To do this, highlight the documents you want to reprocess, either in the Explorer view or the Search Results view, and click on the Mark For Reprocess button: 132

145 Searching You then see a message confirming the selected documents have been marked: When documents are modified in any way, Document Manager automatically marks them for re-indexing or reprocessing. This occurs at the following points in time: Whenever an application document is opened Whenever a new application document is created Whenever a document is imported or scanned into Document Manager When pages are added or deleted from an image document 12.5 Quick Searches Quick Searches can be run directly from a drawer. Select a specific index field to search to make the search process faster. To run a quick search: 1. Right-click on the preferred drawer and select either Quick Folder Search or Quick Document Search, and then select the preferred field to search on: 133

146 Searching 2. The Enter Field Value dialog box displays. Select the filter from the drop-down list, enter the value in the text box, and then click OK: The Quick Folder or Quick Document Search results list displays in a new tab or window Prompt If you repeatedly search on an index, you can run a quick search that uses a prompt. For example, you can set up a search for an account number equal to a number you enter in the Value field, to search for all documents with that account number. Using a shortcut key starts the search quickly. To set up a prompt search: 1. Click the Search Documents button on the Main tab or the Drawer tab. The Search for Document dialog box displays. 2. In the Filter field for the required Field Name, select the filter from the drop-down list. 3. In the Value field, enter or select %prompt. In the example below, %prompt is set for the Employee No field: 4. Click OK. 134

147 Searching 5. The Enter Field Value dialog box displays. Enter the word, number or phrase to be searched in the blank field and click OK: 6. The Search Results opens in a new tab or window. Click the Save button. 7. Enter a name and click OK to save the search. 8. On the Main tab, click the Saved Searches button, select the search you just saved and assign a shortcut key to this search using the Shortcut drop-down list. Click Close. 9. Run the quick search by pressing the shortcut key(s) and entering a value in the blank field of the Enter Field Value dialog box Search Results Within the Search Results you can: Page through search results (if configured). Save search results as data (saving to file). Run the search again or edit the search criteria. Search again, to refine the matching search results. Save results as a Saved Search (refer to 12.7 Saved Searches page 138) Paging Through Search Results If Document Manager has been configured to Page search results using the Maximum Number of Results Displayed option in User Settings, the Search Results will list documents and folders in pages. For example, you can configure to display results in pages of 5 items at a time. If this is the case, and there is more than one page in the Search Results, the paging tools are displayed in the status bar. The status bar also displays the current page number in the Search Results. In the example below, page 1 out of 6 pages of documents is displayed in the status bar: The navigation options are: Click Click Click Click to display the first page of results. to display the previous page of results. to display the next page of results. to display the last page of results. 135

148 Searching Results are always Paged based on the order of document creation, regardless of any sorting order selected within the search results page. Refer to 13 User-Configurable Settings on page 143 for details of how to set the number of results to be displayed on one page Saving Search Results as Data It is possible to use the index fields in search results in another application, typically in a spreadsheet format. You can save search results as data and name them, for example, such as all overdue invoices, all deliveries without proof of delivery (POD), etc. This kind of data may be helpful for reporting. NOTE: If the checkbox Save column headers when saving Document/Folder lists is selected in the User Settings dialog box, the column headings in the Document Manager Search Results list will be saved to the.csv file. If the field is clear, the headings will not be saved to the.csv file. To save search results as data: 1. First run a search. 2. In the Search Results, click the floppy disk icon in the lower right corner. 3. The Select File to Save list to dialog box displays. Specify whether to save the list as a.csv file or as a text file. A.CSV file is suitable for importing into a spreadsheet or database. Browse to the desired location for the file and make sure the file name contains a.csv or.txt extension before clicking Save. 4. Double-clicking the.csv file opens the document in the associated application (commonly Microsoft Excel). NOTE: If you save a results list again to the same file, the data appends to the existing file instead of overwriting it Running the Search Again and Editing Search Criteria You can quickly run your search again, for example, if you think that documents have been added to Document Manager since you ran the search. To run the search again: Click the Refresh button in the status bar. The search runs again and updates the results. If the results were unexpected or you did not find the document you were looking for, you can also change your search criteria and run the search again. To change the search criteria: Click Edit in the status bar. The Edit Search Criteria dialog box will be displayed, enabling you to change the search criteria. Click OK to search again. 136

149 Searching Searching Within Search Results If the search results are more numerous than expected, you can search again within the results to narrow the number of matching items. To search within document search results: 1. After running a search, ensure the required Search Results tab or window is selected. 2. Click Search Documents on the Main tab. The Search for Document dialog box displays. 3. Select the Search in search results checkbox and enter your search criteria for the required fields using the Filter and Value options: 4. Click OK to run the search. The search results will be filtered to match your criteria. You can click Edit to change the criteria or click Save to save the search. You can also search again within folder search results. To search within folder search results: 1. Ensure the required Search Results are selected and click Search Folders on the Main tab. 2. Select the Search in search results checkbox and enter your search criteria in the Search for Document dialog box. Click OK to run the search and filter the search results. 137

150 Searching 12.7 Saved Searches Searches that are used frequently can be saved to be run again later. This saves re-entering the search criteria time and again. This is a useful tool for Workflow or to quickly access a folder. To save a search for later use: 1. Run a search. The search results display in a new tab or window: 2. At the bottom of the search results, click the Save button. NOTE: If you perform a folder search and only one folder is found, the folder will automatically open if Automatically open folder if a single folder us found during Folder search is selected in User Settings. 3. The Save Search As dialog box displays. Enter the name of the saved search or use the default name. Click OK: 4. The search is saved. Close the search results. 5. On the Main tab, click the Saved Searches button. The Saved Searches / Folder Shortcuts dialog box displays: 138

151 Searching 6. Select the search you have just saved and assign a keyboard shortcut to it from the Shortcut drop-down list. The chosen shortcut displays in the Shortcut column: 7. If required, you can select Auto Run at Login to automatically perform the search each time you log in to Document Manager. You can also set permissions for the saved search. See Access Permissions for Saved Searches on page 141 for more information. 8. When finished, click Close. 9. Test the new shortcut the search results will display in a new tab or window. Once several searches are saved, you can quickly run them by using their shortcuts. Alternatively, access your saved searches by clicking the Saved Searches drop-down arrow on the Main tab Frequently Used Searches Tab In the Saved Searches / Folder Shortcuts dialog box, there are two tabs: Frequently Used Searches and All Available Searches. The icon of each saved search indicates if it is a Folder Search, Document Search, or a shortcut to a folder. To display and modify frequently used searches: 1. On the Main tab, click the Saved Searches button. The Saved Searches / Folder Shortcuts dialog box displays: Refer to Table 22 below for a description of the Saved Searches / Folder Shortcuts dialog box and possible actions you can take. 2. Click Close to save changes and exit the Saved Searches / Folder Shortcuts dialog box. 139

152 Searching Table 22 describes the Saved Searches / Folder Shortcuts dialog box: Item Description The Saved Searches / Folder Shortcuts dialog box contains the following columns: Description Lists the name of the saved search. It also displays an icon indicating if it is a folder search, document search, or a folder shortcut. Columns Manual Run Shortcut Shows the shortcut assigned to the search. Auto Run Indicates if Auto Run has been set for the search to run automatically. Use If more than one user or group has access rights to the search, the Use field will list Shared against the search. If only the search creator has access to the search, the column will list Personal. By default, searches are run manually. To manually run a search, select it and click the Run button. Saved Searches can be automatically run upon log in to Document Manager. Auto Run at Login Auto Run Periodically Shortcut Period of <n> mins Remove Is available in Alerter Run Access Permissions Edit Delete Close To set a saved search to automatically run, select the search and select Auto Run at Login. Auto Run is useful to display documents that require action, for example, a search of documents that you have checked out and need to be checked in. To run a saved search on a periodic basis, select the Auto Run Periodically option. Enter the period in minutes that will elapse until the next time the search is run in the Period of <n> minutes box. Assigning a shortcut to a saved search allows the search to run with the press of a key or key combination. To do this, select the search and select the shortcut from the drop-down list. Enter the period of time in minutes after which the selected search will automatically run (on a periodic basis). Click to remove the selected search from the Frequently Used Searches list. This does not delete the search, but removes it from the list of searches. All shared searches that are removed from this tab reappear on the All Available Searches tab (see All Available Searches Tab on page 142). Highlight a Saved Search and select this checkbox to make the search available in Document Logistix Alerter. See E.4 Document Logistix Alerter on page 233 for more information on Alerter. To run a search, select the search from the list and click the Run button (alternatively, double-click the icon in the list). Sets the permissions for the saved search. For details, refer to Access Permissions for Saved Searches on page 141. The search criteria can be altered by selecting the search and clicking the Edit button. This will display the Search by Folder or Search by Document dialog box to allow the search criteria to be changed. To delete a saved search, select it and click the Delete button. Click Yes to confirm deletion. Saves changes and closes the Saved Searches / Folder Shortcuts dialog box. Table 22: Saved Searches / Folder Shortcuts Dialog Box Options 140

153 Searching Access Permissions for Saved Searches It is possible to set Access Permissions for Saved Searches. When a new search is saved, the user who saved the search is automatically granted access and all permissions for the search. Other users must be granted access and permissions by the user who created the search. Access Permissions for Saved Searches are similar to those for folders and documents. To set the permissions for a search: 1. Select the search and click the Access Permissions button. The Saved Searches Access Permissions dialog box displays. 2. From the Select User/Group to Add drop-down list, select a user or group. 3. Click the green plus button. The selected user or group displays in the Users/Groups with access list. To remove a user/group, select the user or group in the Users/Groups with access list and click the red minus button. In the example below, Paul Mulcahy has been added to the Users/Groups with access list: 4. Each user or group with access granted can have different permissions assigned. To do this, select the user or group in the Users/Groups with access list and select the relevant boxes under Permissions for selected user/group to the right. Table 23 for describes the permissions in the Saved Searches Access Permissions dialog box: Item Run Edit Delete Description The selected user or group can run the search. This permission is granted by default when a user is given access to the search. Select to enable the user or group to edit the details of the search. The user or group can delete the search. Set Access Permissions Select to enable the user or group to grant access and set permissions for the search to other users/groups. Table 23: Saved Searches Access Permissions Dialog Box Options 141

154 Searching All Available Searches Tab To display the All Available Searches tab: In the Saved Searches / Folder Shortcuts dialog box, click the All Available Searches tab: The All Available Searches tab displays a list of all searches available (when authorised by other users) that are not in your Frequently User Searches list. To move a search from the All Available Searches tab to the Frequently Used Searches tab: Select the search, and then click the Add to my Frequent Searches button. If more than one user or group has access to the search, the Use column displays Shared for the search. If only one user has access to the search, the column displays Personal. For a description of the other buttons on the All Available Searches tab, refer to Frequently Used Searches Tab on page

155 User-Configurable Settings 13 User-Configurable Settings Many settings in Document Manager can be configured by users based on their preferences. To set general user settings: 1. Click the File tab and select User Settings. The User Settings dialog box displays: 2. The General tab contains general preferences for an individual user. Set your preferences refer to Table 24 below for a description of the options. 3. Continue to set your preferences on the Drawers tab (see 13.1 Drawers Tab on page 146), or click the OK button to save your general settings and close the User Settings dialog box. Table 24 describes the options on the General tab: Item Maximum Number of Most Recent Files Description When a document is opened in Document Manager, it is added to a list of most recently used documents. Click the File tab to view this list and select from the Recent Documents list displayed to the right of the menu to open a document. Enter the maximum number of files displayed in the Recent Documents list here. 143

156 User-Configurable Settings Item Maximum Number of Results Displayed Description When browsing Document Manager lists or search results, there can be numerous documents or folders, which may take some time to display or be difficult to navigate. Setting a maximum number of results can reduce the time it takes. Enter a value here to split long lists into Pages. For example, if this is set to 10, and there are 120 documents in a search result, Document Manager will display the result in 12 pages. NOTE: This setting is a global setting and applies to search results, Explorer, etc. Default Search Criteria for Text fields Save column headers when saving Document/Folder lists Show welcome message when logging in Automatically open folder if a single folder is found during Folder Search Warn me when opening Read Only application documents Select either Equal or Contains as the default Filter field value used when running searches. This applies to all searches when a Value is entered with no filter set. When exporting search results in a text file, select this option to include the column headers (field names). This setting determines whether the welcome message is displayed upon login, which also displays the last time the account was logged in. If selected, this setting will open a folder if it is the only one found following a folder search. Select this option to display a warning message when opening read-only documents. Only show the latest document version Select to only display the latest versions of all documents. This reduces the time spent looking for the latest version in a folder with numerous documents. For more information, refer to Version Control on page 94. Allow Full Row selection of documents Double-Click will use Document Manager viewer for Application documents/ PDF documents Select to allow full row selection in document lists. This means the user can select any part of a row to select a document. If clear, the first column must be selected. If the Application Document Preview feature is enabled, the setting is available for Application documents. If selected, application documents are opened in Image Viewer. Only certain application documents are supported by this feature; if you cannot open an application document in Image Viewer, contact Document Logistix. To open an application document in Image Viewer, it must first have been rendered as an image. To generate an image preview, click the Toggle Document Preview icon in the lower right corner of Document Manager. This option also enables users to add annotations to application documents, and to export, or print them as images. If an application document is exported, ed or printed as an image, the annotations are burned into the image. See 15 The Image Viewer on page 169 for more on the Image Viewer tools. In order to edit application documents, this setting must be clear. If it is clear, application documents will open in their associated application. NOTE: If you do not use the Application Document Preview feature, you can only open PDF documents in Image Viewer. If this is the case, this setting is Double-Click will use Document Manager viewer for PDF documents. 144

157 User-Configurable Settings Item Create Monochrome PDFs when converting Image documents to PDF Login using Single Sign On Description When converting an image document containing a large number of pages to a PDF file, the resulting PDF can be very large in size. By selecting this option, the resulting PDF file will be reduced in size. Select to enable log in using Single Sign-On and bypass the login and password prompt. Single sign-on can only be used if your organisation uses Active Directory. NOTE: This is only available if you have the Can use Single Signon permission. Display document indexing window when copying/ moving to same drawer Always Open Document windows to full size Use old style image selector Apply smoothing filter to images opened in image viewer Apply sharpen filter to images opened in image viewer Select to display the Define Index Fields dialog box when you move or copy a document to another location in the same drawer. This enables you to edit the document s index fields. If this checkbox is clear, the dialog box is not displayed. Select this option to always open documents in a maximised window. If clear, the document will open in the last-used window size. NOTE: If selected, some applications will still open a document in a smaller window, if the application has existing open windows that are not maximised. When you add a page to an image document displayed in Image Viewer (by selecting Add Page from the Home tab or thumbnail right-click menu), the Windows file selection dialog box displays for you to select the required image file to add. If you prefer to use the Select Images for Document dialog box displayed in older Document Manager versions, select this checkbox. The Select Images for Document dialog box enables you to preview the pages in image documents. Select this option to automatically smooth images when they are opened in Image Viewer. Smoothing produces a less pixelated image and reduces image noise. You can set the amount of smoothing applied using the slider next to the option: Click and hold on the slider to drag it to a new position. A smoothing value can be applied between 1 and 4. The maximum value is at the right of the scale. Select this option to automatically sharpen images when they are opened in Image Viewer. Sharpening increases the contrast around object edges to increase definition, enhancing the image and reducing blur. You can set the amount of sharpening applied using the slider next to the option: Click and hold on the slider to drag it to a new position. A sharpening value can be applied between 1 and 5. The maximum value is at the right of the scale. Document preview shows all documents in the list Select this option to automatically generate previews for all documents in the selected folder when using the Document Preview feature. If there are a large number of documents, the preview may take some time to render. See 11.6 Previewing Documents on page 80 for more information on the Document Preview feature. If this option is clear, a preview is only generated for the selected document. 145

158 User-Configurable Settings Item Reset saved window positions for Searches, Image Viewer and Desktop Scanning Description Click to reset the size and position of Document Manager windows to their default values (the size and position shown when Document Manager was first opened after installation). Table 24: User Settings General Tab 13.1 Drawers Tab When working in Document Manager, there could be many drawers listed to which you have been granted access but that you may not need to display. To select the drawers you want to be displayed: 1. Click the File tab and select User Settings. The User Settings dialog box displays. 2. Click the Drawers tab: 3. To display all the drawers that you have access to in the Document Manager Explorer, select the Show All Drawers checkbox. To display only specified drawers, clear Show All Drawers and select the individual drawers. 4. Continue to set your preferences on the Integration tab (see 13.2 Integration Tab below), or click OK to save your settings and close the User Settings dialog box. 146

159 User-Configurable Settings 13.2 Integration Tab The Integration tab is used to set up a hotkey for the Screen Scrape feature. Screen Scraping allows you to press a specified hotkey while using another application. This hotkey initiates a Document Manager search by populating search fields with information from the other application. (For more about Screen Scraping, refer to the Screen Scrape Guide.) To set up a hotkey for Screen Scraping: 1. Click the File tab and select User Settings. The User Settings dialog box displays. 2. Click the Integration tab: 3. Set the hotkey by selecting the Enable Hotkey / Screen Scrape checkbox and then selecting the key, or combination of key and control keys to press, such as <ALT> + <F3>. If not using the Screen Scraping feature of Document Manager, leave the Enable Hotkey / Screen Scrape checkbox clear. NOTE: When choosing the hotkey, be sure to choose a combination that does not conflict with the integrating application. 4. If you want to generate black and white images for OCR Screen Scrapes, you can select the checkbox Screen scrape OCR reduce captured image to mono. This may improve the accuracy of the OCR process when dealing with colour or complex images. Enter a Threshold value to determine whether colour or greyscale pixels become black or white. The value 0 equates to a black pixel and 255 equals white. 5. Continue to set preferences on the Capture tab (see 13.3 Capture Tab below, or click the OK button to save your settings and close the User Settings dialog box. 147

160 User-Configurable Settings 13.3 Capture Tab On the Capture tab you can define a hotkey in order to capture the screen image of any other application you are using. You can choose whether this will capture the window active when the hotkey is pressed or the entire desktop. To set up a hotkey for screen captures: 1. Click the File tab and select User Settings. The User Settings dialog box displays. 2. Click the Capture tab: 3. Set the hotkey by selecting the Enable Hotkey / Screen Capture checkbox and then selecting the key, or combination of key and control keys to press, such as <ALT> + <F3>. NOTE: Do not use the same combination of keys used for Screen Scraping. 4. In Capture Type, select an option to indicate whether Document Manager is to capture the Active Window, the Desktop or an Area. 5. In Save Format Options, select the desired file format for the saved capture (JPG or BMP). 6. Selecting the Show options during hot key capture checkbox enables a dialog box to appear when the Capture hotkey is pressed. Options are displayed to capture the active window or desktop, and to store the captured image as a.jpg or BMP: 7. Continue to set preferences on the Printing tab (see section 13.4 below), or click the OK button to save your settings and close the User Settings dialog box. 148

161 User-Configurable Settings 13.4 Printing Tab This tab enables you to control how image documents will be printed from Document Manager. To set printing options: 1. Click the File tab and select User Settings. The User Settings dialog displays. 2. Click the Printing tab: Table 25 describes the Printing tab: Item Best Fit Actual Size Crop the image equally on all sides to make it fit the paper Description Resizes the image to fit the available paper size. This is the default setting. Select to print the document without any adjustment to fit the image to the paper size. Images may lose information or be cut off at the edges. Select to adjust the image so that image data is removed equally from all sides of the image to fit the paper size. Table 25: User Settings Printing Tab 149

162 User-Configurable Settings 13.5 Check-Out Tab The Check-Out tab enables users to specify how document check-outs behave. To change check-out settings: 1. Click the Check-Out tab in the User Settings dialog box: 2. Enter a Default path to check-out documents to or click the browse button (...) to select a location. If Prompt for path when checking-out is not selected, documents will automatically be checked out to this location. 3. If you want to be prompted for a check-out location when you check out a document, select the Prompt for path when checking-out checkbox. You will then be able to select a check-out location when checking out. 4. If you want to open documents automatically when you check them out, select Automatically open document on check-out. 5. Click OK to save your settings and close the User Settings dialog box. 150

163 The Scanning Module 14 The Scanning Module The Document Manager Scanning Module enables ad-hoc scanning of paper documents. To launch the Scanning Module, click Scan on the Document Manager Main tab. NOTE: For optimal quality and performance, scan documents at 300dpi and in black-andwhite text mode. This improves results when using Full-Text Search and produces an acceptable average file size. For a list of the Scanning menu items, see A.4 Scanning Module Tab and Pop-Up Menu on page 210. Figure 29: Document Manager Scanning Module The Scanning Module includes a Scan tab, a Quick Access Toolbar, image thumbnails and an Application menu. On the Scan tab, a ribbon contains buttons used for manipulating the scanned image. Examples are zooming in and out, rotating the page, inserting a page and deleting a page. The File menu and Quick Access Toolbar contain shortcuts to access the most commonly-used features in the Scanning Module. For more information about the items on the Scanning Module Application menu, refer to 14.2 Scanning Module Application Menu on page 152. For more about the Quick Access Toolbar, see 14.3 Scanning Module Quick Access Toolbar on page 153. The border between the thumbnails on the left and the image on the right can be repositioned to make more or less space available. To do this, position the mouse pointer on the vertical dividing line; the pointer changes to a double arrow. Drag-and-drop the line left or right to the new location. The Scanning Module will retain the new border position the next time it is opened. The Scanning Module also retains the preferred screen size. 151

164 The Scanning Module 14.1 Thumbnails You can select document pages using the thumbnails displayed on the left (or use the Navigate buttons on the Scan tab). The current page is highlighted in blue: 14.2 Scanning Module Application Menu Access the Scanning Module Application menu by clicking on the File tab: Figure 30: File Tab The Application menu displays: Figure 31: Scanning Module Application Menu 152

165 The Scanning Module See Table 26 for a description of the items on the Application menu: Item Scan Save Save to Folder Exit Description Starts scanning pages. Saves the pages as a complete document. Saves the pages as a complete document to the designated folder. You must have already selected the folder in the main Document Manager application. Exits the Document Manager Scanning Module. Table 26: Scanning Module Application Menu Items 14.3 Scanning Module Quick Access Toolbar The Quick Access Toolbar, located to the right of the Document Manager logo, is for accessing the most commonly-clicked buttons: Figure 32: Scanning Module Quick Access Toolbar With just one click, access the following features: Scan Starts scanning pages. Profiles Displays a list of profiles. Profiles contain settings relating to a particular job or type of batch. Save Saves the pages as a complete document. Save to Folder Saves the pages as a complete document to the designated folder (the folder must already be selected in the main Document Manager application). Click on the drop-down button to the right of the Quick Access Toolbar to display the Customise Quick Access Toolbar menu: Figure 33: Customise Quick Access Toolbar Menu 153

166 The Scanning Module Show Below the Ribbon You can change the location of the Quick Access Toolbar to display below the Scan ribbon. To display the Quick Access Toolbar below the ribbon: On the Quick Access Toolbar, click the drop-down button and select Show Below the Ribbon from the menu displayed. The Quick Access Toolbar moves to below the ribbon Show Above the Ribbon To return the Quick Access Toolbar to display above the ribbon: On the Quick Access Toolbar, click the drop-down button and select Show Above the Ribbon from the menu displayed. The Quick Access Toolbar displays above the ribbon Minimizing the Ribbon You can minimize the ribbon so that it is hidden. To minimize the ribbon: 1. On the Quick Access Toolbar, click the drop-down button and select Minimize the Ribbon from the menu displayed. The ribbon disappears from view. 2. Clear the Minimize the Ribbon tick on the Quick Access menu to display the ribbon again. NOTE: Clicking on the Scan tab makes the ribbon appear temporarily Scan Tab When opened, the Scanning Module displays the Scan tab: Figure 34: Scan Tab Table 27 describes the Scan tab buttons: Button Scan Profiles Description Click to start scanning pages, or click the down-arrow to configure your scanner(s). Displays the list of profiles. Profiles contain settings relating to a particular type of scanner, process or type of document (colour, greyscale, black and white, and so on). 154

167 The Scanning Module Button Rescan Page Insert Page Delete Page Save Fit to Height Fit to Width Fit to Window View Mode Menu Select Mode Description Rescans the document. A rescan replaces the selected page. Allows you to add a page to the document by either scanning another page or by using Disk Import. For full instructions, refer to Adding Pages/Appending an Image Document on page 180. Allows you to delete a page from the document. A confirmation message will display. Saves the pages as a complete document. Displays the image to the actual height of the page. Displays the image to the actual width of the page. Displays the image in the best way possible to fit the window size setting. The button icon changes, depending on the current selection. Click the drop-down arrow to list the available options: Fit to Height, Fit to Width and Fit to Window. These options are explained above. Activates the mouse pointer. Can be used to cancel the Pan and Zoom modes. Allows the selection of an area on the image for zooming in. 1. Click on the Zoom Mode button (it will remain selected). Zoom Mode 2. Select an area on the image to be enlarged (zoomed): click and hold on the image, then drag the mouse pointer to draw the area to zoom. 3. Release the mouse button and the selected area is zoomed. 4. To return to the previous image size, double-click on the zoomed image or click on the thumbnail. The page returns to the original size. 5. To exit Zoom Mode, click on the Select Mode button. Allows the use of a magnifying glass tool over text. 1. Click on the Magnifier Mode button (it remains selected). Magnifier Mode 2. Click and hold the mouse button down. The mouse pointer changes to a magnifying glass. 3. Continue holding the mouse button down and move around the image to view the magnified area. 4. Release the mouse button to view the image in its previous size. Pan Mode is used to move the image around. 1. Click the Pan button (it remains selected). Pan Mode 2. Click on the image. A small Pan Window opens with the whole image displayed. 3. Click and hold on the image in the Pan Window. A small black box indicates the area of the image that is displayed in the main Scanning window. 4. Drag the box around the image to view the highlighted area. 5. To exit Pan Mode, close the Pan Window and click on the Select Mode button. 155

168 The Scanning Module Button Description Choose a zoom option: Zoom In/ Out Rotate Clockwise Flip Image First Page Previous Page Next Page Last Page Save to Folder Exit Scanning About In (+) Click this button to enlarge the image by increments of approximately 10%. Out ( ) Click this button to reduce the image by increments of approximately 10%. Rotates the displayed image 90 degrees clockwise. Rotates the image 180 degrees. Displays the first page of a multi-page document. If the first page is already shown, this button is disabled. Displays the previous page of the document, for example, if currently viewing Page 2, click this button to display Page 1. Displays the next page of the document, for example, if currently viewing Page 2, click to display Page 3. Displays the last page of a multi-page document. If the last page is currently displayed, this button is disabled. Saves the pages as a complete document to an open folder. You must have already selected the folder in the main Document Manager application. Exits the Document Manager Scanning Module. Displays the version of the Document Manager Scanning Module. Table 27: Scan Tab Buttons For a full menu description, see A.4 Scanning Module Tab and Pop-Up Menu on page About Scanners The Document Manager Scanning Module supports a range of scanners, from low-cost desktop scanners to the more robust workgroup office scanners that utilise TWAIN drivers. This provides the flexibility to select the correct scanner for budget needs and performance requirements. Document Manager's Scanning Module also supports the use of Kofax Adrenaline hardware and Kofax VRS engines for image-processing functions. Below is general advice for the operation of scanners and the production of good quality images. Prior to scanning, remove all paperclips, staples, correction fluid, tape, glue, labels, adhesive note pages or any item attached to the document. Take time to prepare documents for scanning, or further time will be spent clearing paper jams, and in extreme cases, repairing damaged scanners. 156

169 The Scanning Module Periodic maintenance is advisable, including a simple wipe with a lint-free soft cloth and a blow of air to remove paper dust and debris from the scanner optics. Paper dust will build up, and even a small speckle on the optical head can result in streaks appearing on the image. Sheet-fed scanners rely on a friction mechanism for picking individual sheets from the pile to be scanned, and feeding them squarely through the scanner. These feeders are normally rubber-based and will eventually wear out, resulting in misfeeds, poor paper pickup and possible paper jams. If this happens, inspect the sheet feeder for foreign objects or worn rubber pads. IMPORTANT: DO NOT USE SOLVENTS to clean any part of the scanner. For some scanners, optional cleaning kits can be purchased that will clean the optics and remove any deposits from the rubber feeders. Most scanners use small fluorescent tubes to generate a light source. These tubes will age and the scanned image will change in brightness and contrast as the tube reaches the end of its life, typically more so at the edges of an image. If the image appears to have a shadow down one or both edges, it is likely the lamp needs replacing. If the scanner is crucial to the business, Document Logistix recommends keeping spare consumables (rubber separators, lamps, and so on). In addition, consider purchasing an on-site maintenance program for the scanner Preparation Prior to scanning and storing document images in Document Manager, ensure: All documents are free from paperclips, staples and other foreign objects Document pages are not creased or torn The scanner is set up correctly so images can be properly scanned Batches of documents fall within the physical scanning capacities of the device being used. TIP: Before scanning, count the number of pages being scanned. When finished, check the batch in the Scanning Module to confirm all the pages were scanned Scanning for the First Time If you are using a scanner, first switch your scanner on. NOTE: If the main Document Manager application is inactive for the time specified in the Disconnect inactive sessions after <n> minutes system setting in the Administration Module, you will be logged out and the Scanning Module will automatically close. The System Administrator should ensure that this time is long enough to enable users to complete their work in the Scanning Module. 157

170 The Scanning Module To access the Scanning Module for the first time: 1. Click Scan on the Document Manager Main tab. The Document Scanning window opens. 2. Before continuing, configure the target scanner in Document Manager: TWAIN driver scanner: Click the Scan drop-down arrow and choose Select Scanner >Twain Scanners and then select the name of the installed TWAIN scanner. This directs Document Manager to interface with the TWAIN driver. Kofax driver scanner: Click the Scan arrow and choose Select Scanner > Kofax Scanners and then select name of the installed Kofax scanner. Disk Import: If no scanner is attached, Document Manager defaults to the Disk Import option. If it is not selected, you can click the Scan arrow and choose Select Scanner > Disk Import. This allows soft scanning scanning electronic image files from disk. If you are using a TWAIN scanner, you can set the colour depth and the image format for scanned documents. To do this, click the Scan drop-down arrow, point to Colour Depth and choose the required option. The Image Save Type dialog box displays: Choose the image format from the Select an image format to save as drop-down list. The options available vary depending on the Colour Depth option you selected. Choose a colour mode from Select a colour mode and if your scanner supports it, select the colour depth in bits per pixel (bpp) below. If you have installed the Transym OCR engine and select PDF from Select an image format to save as, the Create Searchable PDF checkbox is displayed. This option allows you to create PDFs that can be searched in suitable PDF-reading software. (Transym OCR (TOCR) is a third-party product.) 3. To crop images to fit the image content, click the Scan drop-down arrow and select Options and then Auto Crop to Image Content. This eliminates excess white space on a page, saving storage space on the server. 4. To save images to a Batch for later indexing, click the Scan drop-down arrow and select Options > Save Options and choose Save as Batch. 158

171 The Scanning Module 5. To start scanning, click the Scan button. If scanning from disk, select the location for Document Manager to obtain the images: The default view of the scanned images is as follows: Thumbnails displays all pages scanned on the left side of the window. The selected image displays to the right of the thumbnails. Buttons and menu options display at the top of the window. The status bar displays at the bottom of the window Profiles A Profile contains the settings for a particular scanning job. Profile settings are selected using the options on the Scan drop-down menu. Each time a setting is changed, it is saved to the currently selected profile. There is no limit to the number of profiles created. You can create profiles based on the requirements for a particular document type, a different scanner, different import options and so on. A default profile is included with the Scanning Module to get started Add New Profile To add a new profile: 1. Choose your settings using the Scan drop-down menu. For more on the Scan and Profiles menus, see A.4 Scanning Module Tab and Pop-Up Menu on page Click the Profile drop-down arrow and select Add New Profile. Profile Name displays: 3. Enter the new name and click OK. The new profile is now selected and ready for use. 159

172 The Scanning Module Rename Profile To rename a profile: 1. Select the profile you want to rename from the Profile drop-down arrow. 2. Click the Profile arrow and select Rename Profile. The Profile Name dialog box displays: 3. Rename the profile and click OK. The profile is now the selected profile and ready for use Remove Selected Profile To remove a profile: 1. Select the profile you want to delete from the Profile drop-down arrow. 2. Click the Profile arrow and select Remove Selected Profile. A dialog box will display, asking for confirmation of deletion: 3. Click Yes. Document Manager deletes the profile, and selects the default profile ready for immediate use Scanning Documents Prior to scanning and saving documents into the Document Manager system, it is recommended that several tests are performed using the different profiles. NOTE: If Document Manager is inactive for the time specified in the Disconnect inactive sessions after <n> minutes setting in the Administration Module, you will be logged out and the Scanning Module will close. The System Administrator should ensure that the time set is long enough to enable users to complete their work in the Scanning Module. 160

173 The Scanning Module Sheet Feeder Scanning If using a scanner s Automatic Document Feeder (ADF), ensure the papers to be scanned are faced correctly down or up. This is especially important if using a single-sided scanner. Incorrectly loading the paper into the ADF could result in scanning blank pages. When the Sheet Feeder option is selected, the Scanning Module automatically scans all pages placed in the ADF. If the Continuous Scanning feature is on, the scanner continues to look for paper placed in the ADF until the Stop button is clicked (when this feature is turned on, the Scan button changes to Stop). For sheet-fed scanning using a TWAIN driver scanner, the TWAIN driver displays a No more Paper message when the sheet feeder is empty. The user can then normally Retry or Cancel scanning. The exact wording of these messages will depend on the TWAIN driver Scanning Using Disk Import To scan from disk: 1. Click the Scan drop-down arrow and choose Select Scanner > Disk Import. 2. Click Scan. The Select Images for Scan Job window displays: 3. Select the image and click Open. The image is scanned into the Scanning Module. NOTE: Document Manager has the ability to scan PDF files from disk. To do this, follow the above steps, choosing a PDF file type instead of an Images file type. 161

174 The Scanning Module Rescanning a Page If the quality of a scanned page was not adequate or acceptable, it can be rescanned. To rescan a page: 1. Select the page that is to be rescanned. 2. Adjust the scanner settings (if necessary) and place the paper in the scanner. 3. Click the Rescan Page button. The original image will be replaced with the new scan Deleting a Page To delete a page: 1. Select the thumbnail of the image to be deleted. 2. Click the Delete Page(s) button. The Delete Page(s) dialog box displays: 3. Delete the currently displayed page by clicking Current. Delete a range of pages by entering the range of page numbers and then clicking Range. 4. Click Yes to confirm the deletion Inserting a Page The Scanning Module allows users to insert a new page into an existing range of scanned pages. To insert a page: 1. Place the page to be scanned into the scanner and click the Insert Page button. If using Disk Import, Document Manager presents a file selection window to choose the image to insert into the collection of images. 2. The Select Page Position dialog box is displayed. Select the position into which you want to insert the page. 3. Click Ok. The page is scanned in and inserted into your selected position. 162

175 The Scanning Module Saving Scanned Documents When saving scanned images to Document Manager, choose the location to save the new document and the pages that make up the document. The document type you select may determine the file storage location and save images in a different format (for example, as PDF, TIF or JPEG). Depending on the document type, scanned PDF files can be saved as image files. To save a scanned document: 1. Before saving images, check each scanned page to make sure all are acceptable. It is recommended that you do not save poor quality images that may be used for many years. 2. Click the Save button. The Select Images for Document dialog box displays. 3. Double-click on the pages in the Available Pages list to move them into the Selected Pages list. A preview of the page displays on the right of the window (see image below). Double-click a page (or press the left arrow key) to remove the page from the Selected Pages list. If all pages in the Available Pages list are required, click the All button to move them into the Selected Pages list. To select all pages by default when the Save button is clicked, select the Always select ALL pages checkbox. For the duration of the session, this will select all pages scanned and automatically display the Save Document to Document Manager dialog box (described below) without opening the Select Images for Document dialog box. This is useful for speeding up the scanning process. Once the Scanning Module is closed, this setting will be lost. 4. If the order of pages in the Selected Pages list is not correct, the individual pages can be moved by selecting the page and clicking the up and down arrow buttons. 163

176 The Scanning Module 5. Click OK. The Save Document to Document Manager dialog box displays (see image below). Select the folder where the document is to be saved. If the required folder is not listed, you can browse or search for it using the buttons along the top of the dialog box. 6. This dialog box initially lists Open Folders in the Save in field. These are folders that are currently open in Document Manager. To select one of these folders, click on it in the list on the left of the screen and click OK. If seeking a different folder, click the Show Drawers button to display all the drawers in the database and then double-click on the required drawer. Continue double-clicking to find the folder or sub-folder in which you want save the documents. Refer to Table 28 for a description of the Save Document to Document Manager options. The right side of the dialog box displays the image being saved, which is a useful reminder of the document content when trying to find a location to store the document: 7. Once the relevant folder has been selected, click Ok. The Create New Document dialog box displays (see image below), enabling you to index the new document. The relevant document index fields can be completed while referring to the image preview. NOTE: If some buttons cannot be seen in the Create New Document dialog box, increase the size of the dialog box by clicking on and dragging the window border. 164

177 The Scanning Module 8. Enter the relevant information in the index fields, select the document type in DocType, and set access permissions. (For instructions on creating a new document, refer to 11.3 Creating a New Document on page 66.) NOTE: For scanned images, only image documents types are available. Additionally, the document types may be limited if the System Administrator has placed restrictions on the selected drawer. If this is not enforced, a plus button [+] displays to the side of the DocType field (see image above). Click this button to access the full list of available document types. 9. When finished, click OK. 10. The Document Created dialog box displays, confirming the save and asking to remove the pages from the scanned batch in the Scanning Module: 11. Click Yes to delete the pages from the Scanning Module. Click No to leave the pages; the Select Image for Document dialog box displays again with the pages shown in the Available Pages list (the first step in saving a batch see step 3 in Saving Scanned Documents on page 163). This allows the pages to be saved as part of another document. Select Don t ask me again this session and click Yes to automatically remove the pages from the scanned batch when saving a new document. This ensures the Document Created dialog box is not displayed again in the current Scanning session. 12. If all pages were selected in the Select Image for Document dialog box, the document is saved and the user returned to the Document Scanning window in readiness for another batch to scan. If there are still pages to be saved, the Select Image for Document dialog box displays again. Repeat steps 3-10 for any additional scanned images to be saved as documents. TIP: To reduce the number of steps when saving a scanned image into Document Manager, browse to the required folder first. When the document has been scanned, click Save to Folder: the Create New Document dialog box then opens for you to index the document. Once completed, the document is saved to the selected Document Manager folder. All pages from the scanning session will be saved to one document. 165

178 The Scanning Module Table 28 describes the options in the Save Document to Document Manager dialog box: Item Save in Description Select a database, drawer, or open folder from this drop-down list. Selecting a drawer displays a list of all the top-level folders in that drawer. Confirm the Selection Click to proceed with saving the document into Document Manager. Cancel the Selection Move to parent Show Drawers Show Open Views Search for Folders in a Drawer Create a new folder Show Details Show List Cancels the save to Document Manager and closes the dialog box. Moves up one level from the selected folder in the Document Manager hierarchy. Displays a list of all the drawers available in the database. Displays a list of all folders currently open in Document Manager. Opens the Search for Folder dialog box to search for a specific folder. If a drawer is selected, click this icon to create a new top-level folder. If a top-level folder is selected, a new sub-folder is created. Displays the list of folders with their index fields in columns. Displays the list of folders as a single column list. Select whether documents display in the selected folder: Show Documents Select to see documents currently stored in the selected folder. Clear to hide any other documents stored in the selected folder. Table 28: Save Document to Document Manager Dialog Box Options Closing the Scanning Module without Saving a Batch If a batch of images has been scanned and Document Manager needs to be closed (e.g. at the end of the day), you can close the Scanning Module without saving and indexing the documents. The system automatically saves the scanned images. The next time the Scanning Module is opened, a dialog box displays asking whether to recover the pages from the previous session: Click Yes to display the recovered images in the Document Scanning window. Click No to open the Document Scanning window ready to scan a new set of images. 166

179 The Scanning Module NOTE: Problems encountered with scanning are usually related to hardware or scanner drivers. Always ensure the scanner is connected and turned on before the workstation s computer is turned on. Never attempt to scan from two different applications at the same time; always close one down first. In the case of Document Manager, close the Scanning Module before scanning using another application (such as Document Logistix Batch Scan) Saving Scanned Documents for Indexing Later When saving scanned images, you can choose to index the new documents later. To save scanned documents for later indexing: 1. Once a quality check has been performed on the scanned pages, click the Save button. The Select Images for Document dialog box displays. 2. Click the Index Later button: 3. The Batch Details dialog box displays (see image below). Name the batch to identify it when ready to index the batches. The default batch name is the user name, date and time stamp of the batch. If changes to permissions are needed, click the Access Permissions button. 4. When finished, click OK. Document Manager returns to the Document Scanning window, ready to scan in a new batch. 167

180 The Scanning Module Indexing Held Batches To index held batches: 1. In the main Document Manager application, click on the File tab and select Index Batches. The Batches to be Indexed dialog box or tab displays: If the list of batches is long, click on the Date Created column header to show the newest or oldest batches. To view the batch images, double-click on a batch to open it in the Document Manager Image Viewer. Right-click on a batch to display the pop-up menu. For a full description of the pop-up menu, refer to A.3 Document Tab and Pop-Up Menu on page Select a batch and click the Index button, located at the bottom of the Batches to be Indexed dialog box or tab (this button is displayed when you select a batch). 3. The Select Images for Document dialog box displays. Essentially, you are picking up where the saving process left off in the Scanning Module. Refer to step 2 in Saving Scanned Documents on page 163 to continue the saving process. Once the batch is saved, the list of remaining batches to be indexed is displayed enabling you to pick up another batch to index. 168

181 The Image Viewer 15 The Image Viewer Document Manager includes its own powerful Image Viewer that automatically launches when an image document is opened or double-clicked (see Figure 35 below). For a full list describing the Image Viewer menu items, refer to A.5 Image Viewer Pop-Up Menus on page 213. Figure 35: Document Manager Image Viewer NOTE: Application documents can also be opened in the Image Viewer, if the Application Document Preview license feature is enabled and the setting Double-click will use Document Manager viewer for Application Documents is selected in User Settings. Documents cannot be edited in the Image Viewer, although annotations can be added to an image and saved. Images can then be exported, ed or printed with their annotations. See 13 User-Configurable Settings on page 143 for more information on this setting. In order to open an application document in Image Viewer, it must first have been rendered as an image. To generate an image preview, click the Toggle Document Preview icon in the lower right corner of Document Manager. The Image Viewer includes two tabs, a Quick Access Toolbar, an Application menu and can also display image thumbnails. On each tab, there is a ribbon that contains groups of controls (buttons). The Home tab contains buttons used for printing, exporting, navigating and changing the display. Examples are zooming in and out, rotating, inserting or deleting a page and modifying document index fields. For more on the Home tab, refer to 15.5 The Home Tab Tools on page

182 The Image Viewer The Annotations tab contains buttons used for marking up the document (licensing is required for all functions except Sticky Note). For more information about the Annotations tab, refer to 15.6 The Annotation Tab Tools on page 187. The File menu and the Quick Access Toolbar contain shortcuts to access the most commonly-used features in the Image Viewer. For more information about the Application menu in the Image Viewer, refer to 15.2 Image Viewer Application Menu on page 172. For more about the Image Viewer Quick Access Toolbar, see 15.3 Image Viewer Quick Access Toolbar on page 173. The border between the thumbnails on the left and the image on the right can be repositioned to make more or less space available. To do this, position the mouse pointer on the vertical dividing line; the pointer changes to a double arrow. Drag-and-drop the line left or right to the new location. The Image Viewer will retain the new border position the next time it is opened. The Image Viewer also retains the preferred screen size Thumbnails You can select pages using thumbnails (or use the Navigate buttons on the Home tab). To display thumbnails: 1. Click the Show Page and Thumbnails icon ( ) in the Display group on the Home tab. This displays the thumbnails in sequential order and the currently selected page is highlighted in yellow: 2. To select a page, simply click on the thumbnail and the main image window updates to display the selected page. 170

183 The Image Viewer Right-clicking the thumbnail brings up the thumbnail pop-up menu. Refer to Table 29 for a description of the pop-up menu: Item Small Thumbnails Large Thumbnails Custom Set Custom Thumbnail Size Add Page Delete Page Description Displays the thumbnails in a preset small size. Displays the thumbnails in a preset large size. Displays the thumbnails in a user-specified size. See Set Custom Thumbnail Size below. Enables the user to set a customised size for thumbnails. When selected, a dialog box displays to set the size. Adds pages to the document (refer to Adding Pages/Appending an Image Document on page 180 for more information). Deletes pages from the document. You must also confirm deletion. Table 29: Thumbnail Pop-Up Options Setting the Thumbnail Size To set the thumbnail size: 1. Right-click on a thumbnail and select Set Custom Thumbnail Size. The Set Thumbnail Size dialog box displays: 2. Click, hold and drag the lower right corner of the image to set the size of the thumbnail. Use the Size Type field to constrain the thumbnail to the image, so that the thumbnail does not have background space surrounding the image. 171

184 The Image Viewer 15.2 Image Viewer Application Menu Access the Image Viewer Application menu by clicking on the File tab: Figure 36: File Tab The Application menu displays: Figure 37: Image Viewer Application Menu See Table 30 for a description of the items in the Application menu: Item Print Mail Export Modify Index View Audit Close Image Description Click to print the document. The Print dialog box displays. Opens the Mail Pages dialog box, in order to the document. Opens the Export Pages dialog box, to export a copy of the document to a specified location. Click to change the document s index fields in the Modify Document Properties dialog box. Displays the Audit information for this document. Exits the Document Manager Image Viewer. Table 30: Image Viewer Application Menu Items 172

185 The Image Viewer 15.3 Image Viewer Quick Access Toolbar The Quick Access Toolbar, located to the right of the Document Manager logo, is for accessing the most commonly-clicked buttons (see below): Print Opens the Print dialog box. Mail Click to the document. The Mail Pages dialog box opens. Export Click to export a copy of the document to a specified location. The Export Pages dialog box opens. Modify Index Opens the Modify Document Properties dialog box, to edit the document indexes. View Audit Displays the Audit information for the current document. Click on the drop-down button to the right of the Quick Access Toolbar to display a menu: NOTE: The Customise Quick Access option may be disabled depending on the version of Document Manager Show Below the Ribbon You can change the location of the Quick Access Toolbar to display below the ribbon. To display the Quick Access Toolbar below the ribbon: On the Quick Access Toolbar, click the drop-down button and select Show Below the Ribbon from the menu displayed. The Quick Access Toolbar displays below the ribbon. 173

186 The Image Viewer Show Above the Ribbon To return the Quick Access Toolbar to display above the ribbon: Click the Quick Access Toolbar drop-down button and select Show Above the Ribbon. The Quick Access Toolbar displays above the ribbon Minimizing the Ribbon You can minimize the ribbon so that it is hidden. To minimize the ribbon: On the Quick Access Toolbar, click the drop-down button and select Minimize the Ribbon. The ribbon disappears from view. NOTE: Clicking on any of the tabs makes the ribbon appear temporarily. Clearing the tick from Minimize the Ribbon on the Quick Access menu makes the ribbon display fully Tools in the Image Viewer Customising the Tabs The options available in the Display group on the Home tab and in both groups on the Annotations tab can be customised by users. For example, if certain buttons are not needed, turn them off so they do not display in the Image Viewer. Home Tab/Display Group To customise the image display buttons in the Display group on the Home tab: 1. Click on the small grey arrow displayed in the lower right corner of the group: 2. The Image Display Buttons dialog box displays. For individual display buttons, select or clear the relevant checkbox to show or hide the button. Alternatively, click the Select All button to show all display buttons, or Select None to hide all the buttons. 174

187 The Image Viewer Annotations Tab/Insert Group To customise the buttons in the Insert group on the Annotations tab: 1. Click on the small grey arrow displayed in the lower right corner of the Insert group: 2. The Annotation Buttons dialog box displays. For individual annotation buttons, select or clear the relevant checkbox to show or hide the button. Alternatively, click the Select All button to display all annotation buttons, or Select None to display no annotation buttons. Annotations Tab/Properties Group You can control whether the annotations placed on the image document are hidden or displayed. To customise the display of annotations on the image: 1. Click on the small grey arrow displayed in the lower right corner of the Properties group: 2. The Annotation Visibility dialog box displays. For individual annotations, select or clear the relevant checkbox to show or hide the annotation. Alternatively, click the Select All button to display all annotations or Select None to hide all annotations Shortcut Keys Click on the About icon in the top right corner of the window to display the Shortcut Keys dialog box (see Figure 38 below). This dialog box lists the shortcut keys to use in Image Viewer. Figure 38: Image Viewer Shortcut Keys 175

188 The Image Viewer 15.5 The Home Tab Tools The Image Viewer displays the Home tab when first opened: Figure 39: Image Viewer Home Tab Tools Many of the functions available on the Home tab are also available by right-clicking on the document image and using the pop-up menu. Table 31 describes the Home tab buttons: Button Description Click to select a page option: Pages Add Page Select to add a page to the document by either scanning another page or using Disk Import (see Adding Pages/Appending an Image Document on page 180). Delete Page Deletes the selected page from the document. A confirmation message displays. The last page in a document cannot be deleted. If you want to remove the last page of a document, delete the document outside of the Image Viewer. NOTE: If the Application Document Preview feature is enabled, options are available in the main Document Manager application to print, or export the selected document in its native format. If a redaction has been added to an application document, the document cannot be printed, ed or exported in its original format unless the user has the Hide Redaction or Super Administrator permissions. Click to print the current document and open the Print dialog box. Full instructions on printing from the Image Viewer are given in Printing on page 181. Print You can also click the Print down arrow select from the drop-down menu: Annotations Print Options To print a document s annotations, or to print a Sticky Note annotation on a separate page, select the relevant checkbox and click OK. Select an option for the document from the drop-down menu: Mail Document Opens the Mail Pages dialog box: Mail a. Choose whether to all pages, the current page or a range of pages. b. Select a format for the image to be ed in Save Format. c. Select Zip Document Pages if you want to compress the pages to be ed. d. Click OK. The program on the workstation opens up a new with an attachment and the subject line filled. Complete and send the . Mail Document Reference Select to open a new with the document reference as an attachment and the subject line filled. Complete and send the . The document reference recipient must have access to Document Manager to open the document. For more on ing references and images, refer to ing Documents on page

189 The Image Viewer Button Description Click to export the document. The Export Pages dialog box displays: 1. Choose whether to export all pages, the current page or a range of pages. Export 2. Select the format for the exported image in Save Format. 3. Select Zip Document Pages if you want to compress the pages to be exported. 4. Click OK. 5. The Save Document Image dialog box displays. Select the location and click Save. The document will then be exported. Modify Index View Audit First Page Previous Page Next Page Last Page Click to edit the index fields for the document. The Modify document permission is required to edit the index fields. Click to display the audit record for the document. The View Audit document permission is required to display the audit record. Click to display the first page of a multi-page document. If the first page is already shown, this button will be disabled. Displays the previous page of the document, for example if viewing Page 2, click this button to display Page 1. Displays the next page of the document, for example if viewing Page 2, click this button to display Page 3. Displays the last page of a multi-page document. If the last page is currently displayed, this button will be disabled. Page Indicator Displays the current page number the total number of pages. If a specific page is required, type the page number into the box and press <ENTER> to jump directly to that page. First Hit Previous Hit Next Hit Last Hit Show Page and Thumbnails Full Page View Thumbnail View If you have performed a content search and open a document in Image Viewer from the search results, there are four buttons available to navigate through the text that matches your search criteria. Click the First Hit button to highlight the first piece of text in the document that matches your search criteria (if not already highlighted). Click to highlight the previous piece of text in the document that matches the content searched. Click to jump to the next text hit in the document that matches the content searched. Jumps to the last text hit in the document that matches the content searched. Click to display the full page and thumbnail view. Displays the image without the thumbnails. Displays the image thumbnails only. 177

190 The Image Viewer Button Description Click on the drop-down arrow and select a view option: Show Page and Thumbnails View Page View Full Page View Thumbnail View These items are explained above. You can also select the size of the thumbnails. When clicking on the button to cycle through the available views, the button icon changes. Fit to Height Displays the image to the actual height of the page. Fit to Width Displays the image to the actual width of the page. Best Fit Displays the image in the best way possible to fit the window size setting. Actual Size View Mode Menu Select Mode Displays the actual physical size of the scanned image. The button icon changes, depending on the current selection in the Image Viewer. Click the drop-down arrow to select from the available options: Fit to Height, Fit to Width, Best Fit, and Actual Size. These options are explained above. Activates the mouse pointer. This allows you to move annotations around the image and to cancel the Pan and Zoom modes. Pan Mode is used to move the image around. 1. Click the Pan button (it remains selected). Pan Mode 2. Click on the image. A small Pan Window opens with the whole image displayed. 3. Click and hold on the image in the Pan Window. A small black box indicates the area of the image that is displayed in the main Scanning window. 4. Drag the box around the image to view the highlighted area. 5. To exit Pan Mode, close the Pan Window and click on the Select Mode button. Allows the selection of an area on the image for zooming in. 1. Click on the Zoom Mode button (it remains selected). Zoom Mode 2. Select an area on the image to be enlarged (zoomed): click and hold on the image, then drag the mouse pointer to draw the area to zoom. 3. Release the mouse button and the selected area is zoomed. 4. To return to the previous image size, double-click on the zoomed image or click on the thumbnail. The page returns to the original size. 5. To exit Zoom Mode, click on the Select Mode button. Allows the use of a magnifying glass tool over text. 1. Click on the Magnifier Mode button (it remains selected). Magnifier Mode 2. Click and hold the mouse button down: the mouse pointer changes to a magnifying glass. 3. Continue holding the mouse button down and move around the image to view the magnified area. 4. Release the mouse button to view the image in its previous size. 178

191 The Image Viewer Button Copy Part of Image to Clipboard Zoom In/Out Description Enables you to copy part of the image to the Windows clipboard. Click the button and then click and hold the mouse button on the area of the image that you want to save. The mouse pointer changes to a crosshair symbol ( ).Draw a rectangle around the required area. When you release the mouse button, the area of the image is saved to the Windows clipboard. You can then paste it into an appropriate application. Choose a zoom option: In (+) Click this button to enlarge the image by increments of approximately 10%. Out ( ) Click this button to reduce the image by increments of approximately 10%. Zoom Drop-down Menu Rotate Clockwise Rotate Anti-clockwise Set Rotation Allows predefined zoom levels to be selected from a drop-down list. Rotates the displayed image 90 degrees clockwise. If you want to save the rotation, click the Set Rotation button. Rotates the displayed image 90 degrees anti-clockwise. To save the rotation, click the Set Rotation button. Saves changes made to the page s orientation. This setting only affects the Image Viewer. The page orientation is not saved when the image document is exported outside of Image Viewer. The Workflows button only displays if the following conditions are met: 1. A Workflow license has been purchased. 2. There are Workflow Steps assigned to the document. Workflows About 3. The user has access to the Workflow Step to be performed. Click the Workflows drop-down arrow to display a list of workflow steps available for this document. The steps available depend on the Workflow Processes defined, including the conditions that the document matched and your user permissions. Select the required step to perform it. Displays the list of shortcut keys. This is useful for users who prefer to use the keyboard for processing and viewing images. Press <ESC> to close the Shortcut Keys dialog box. Table 31: Image Viewer Home Tab Buttons 179

192 The Image Viewer Adding Pages/Appending an Image Document Pages can be added to existing image documents. To add pages to an image: 1. Right-click on the image or Thumbnail pane and select Add Page from the pop-up menu (or click the Pages drop-down arrow on the Home tab and select Add Page). The Add Document(s) dialog box displays: TIP: If you prefer to use the Select Images for Document dialog box displayed in older Document Manager versions for selecting the image to add, you can select the Use old style image selector checkbox on the General tab in User Settings. See 13 User-Configurable Settings on page 143 for more information. 2. Navigate to the directory in which the file with the page to be added is located. 180

193 The Image Viewer 3. Select the file and click Open. The Insert pages into Document dialog box displays: 4. Select where to insert the new page(s): Insert at beginning Select to insert at the start of the document. Append to the end Select to append to the end of the document. Insert between pages Insert between the specified pages. If pages are to be deleted from the hard drive after insertion, select the Delete pages once inserted checkbox. 5. Click OK. The page is inserted into the document in the Image Viewer and the thumbnails update to include the new page(s) Printing a Document from Image Viewer Image documents can be printed directly from the Image Viewer. If the Application Document Preview license feature is enabled and the setting Double-Click will use Document Manager viewer for Application documents is selected in User Settings, you can view, annotate and print application documents in Image Viewer (refer to 13 User-Configurable Settings on page 143 for more on user settings). To print an image document: 1. Do one of the following to access the print function in Image Viewer: On the Home tab, click the Print button. Click the File menu and select Print. Click the Print icon in the Quick Access Toolbar. Right-click on the image and select Print from the pop-up menu. 2. The Print dialog box displays. Click the Preferences button to define any preferences for the selected printer. 3. Select any additional preferences and then click Print to print the selected document. For more information about printing, refer to Printing on page

194 The Image Viewer Annotation Printing Options To specify that visible annotations are not included on an image document when it is printed, or to print Sticky Note annotations on a separate page, use the Annotations Print Options. The settings will remain in effect for the duration of the session in the Image Viewer. To set annotation print options: 1. On the Home tab, click the Print drop-down arrow and select Annotations Print Options. The Annotations Printing Options dialog box displays: 2. To print annotations on the image that have not been hidden, select Print visible annotations on the image. 3. If you want to print the contents of sticky notes, select Print Sticky Note contents on a separate page. If selected, the sticky note contents are printed on a separate page to the image. If this is left clear, sticky notes will not be printed. 4. Click OK to save the settings ing a Document from Image Viewer When ing a document from Image Viewer, Document Manager automatically attaches the document file to a new message. When ing a document reference, the Document Manager reference to the document is attached to the . If the Application Document Preview feature is enabled, you can application documents as images, including any annotations that may have been applied to the document. To open an application document in Image Viewer, select the checkbox Double-Click will use Document Manager viewer for Application documents in User Settings. If a redaction has been applied to an application document, the document cannot be ed in its original format unless the user has the Hide Redaction or Super Administrator permissions. To a document from Image Viewer: 1. Do one of the following to access the function: On the Home tab, click the Mail button and select Mail Document. Click the File menu and select Mail. Click the Mail Document icon on the Quick Access Toolbar. Right-click on the image, select Mail, and then Mail Document from the pop-up menu. 182

195 The Image Viewer 2. The Mail Pages dialog box opens : a. Specify whether to all pages, the current page or a range of pages. b. Select the format for the ed document in Save Format and select Zip Document Pages if you want to compress the document to be ed. c. Click OK. Document Manager opens the relevant program (if not already opened) and attaches the file to a new . The Subject field in the message will be automatically filled with the name of the document. 3. Finish the and Send. You also have the option of ing a reference to a document s location in Document Manager from the Mail button on the Home tab. Select Mail Document Reference to open a new with the document reference as an attachment and the subject line filled. Complete the and send as normal. See ing a Document Reference on page 112 for more information. For more information about ing documents, refer to ing Documents on page Exporting a Document from Image Viewer You can export documents from the Image Viewer. Exporting takes a copy of a document and saves it to the selected location. If the Application Document Preview license feature is enabled, you can export application documents as images, and include any annotations that may have been added to a document. To export a document from Image Viewer: 1. Do one of the following to access the Export function: On the Home tab, click the Export button. Click the File menu and select Export. Click the Export button in the Quick Access Toolbar. Right-click on the image and select Export from the pop-up menu. 183

196 The Image Viewer 2. The Export Pages dialog box displays: 3. Select the pages you want to export: All Pages: Select to export all pages in the image. Current Page: Select to export the current page. The page number is shown in brackets. Pages From: Select to export a range of pages and enter the start and end pages in the adjacent boxes. Page Selection: Select to export specific pages and enter the page number or numbers in the text box. For multiple pages, you can enter a list of page number separated by commas (,). 4. Using the Save Format options, choose the format for the image to be exported. NOTE: If exporting in JPG or PNG format, multiple pages in a single file are not supported. If you export a multi-page image in one of these formats, the pages will be exported as separate single-page image files. 5. If you want to compress the exported file, select Zip Document Pages. The file is saved as a ZIP file. 6. Click the OK button to export the image. The Save Document Image dialog box displays. Select a location and name for the file(s), and then click Save. The document is saved to the selected location. NOTE: When exporting documents with redactions, the redactions are burned into the image. If sufficient permission has been granted and Hide Redaction is selected from the pop-up menu, the image will be exported without the redaction. IMPORTANT: When an application document has a redaction applied to it, users can only export the document as an image, unless the user has the Hide Redaction or Super Administrator permissions. Users without these permissions will also not be able to open the document in its original format. See Table 33 on page 190 in 15.6 The Annotation Tab Tools for how to apply a redaction. 184

197 The Image Viewer For more information on exporting documents, refer to Exporting Documents on page 101. TIP: If you want to quickly save part of an image, you can copy it to the Windows clipboard. To do this, ensure the required area is displayed and click the Copy Part of Image to Clipboard button ( ) on the Home tab. Then click on the image and draw a rectangle around the required area. When you release the mouse button, the area of the image is saved to the Windows clipboard. You can then paste it into an appropriate application Modifying the Image Document Index Fields You can edit a document s indexes in Image Viewer. This does not change the document content. To modify an image document s index fields: 1. Do one of the following to access the Modify Index function in Image Viewer: On the Home tab, click the Modify Index button. Right-click on the image and select Modify Index from the pop-up menu. Click the File menu and select Modify Index. Click the Modify Index icon on the Quick Access Toolbar. 2. The Modify Document Properties dialog box displays. 3. Make any required changes to the indexes and then click OK. For more information about index fields, refer to 9 Index Fields on page View Audits There are several ways to access the audit function in the Image Viewer: On the Home tab, click View Audit or right-click on the image and select View Audit. Select View Audit from the File menu or the Quick Access Toolbar drop-down. The Audit Record dialog box displays: 185

198 The Image Viewer Table 32 describes the Audit Record dialog box: Item Dates User (drop-down) Occurred User (column) Event Workstation Drag to File Description To filter Audit records by date, click the drop-down list and pick from a range of date options. To filter the Audit records by user, click the drop-down list and select the required user. Displays the date and time stamp of event. Name of user who performed the action/event. Lists the details of the actions taken. The list starts with the action or event, then the drawer is shown in square brackets, for example [Accounts Payable], followed by folder name, the index field values, and finally the name of the document (if applicable). Lists the workstation the action took place at. Allows the saving of Audit files. After clicking Drag to File, the mouse pointer changes to the unavailable icon until a location is selected (see Saving Audit Records below). Table 32: Audit Record Dialog Box Options Saving Audit Records To save the Audit Records to a file within Document Manager: 1. In the Audit Record dialog box, click the Drag to File button. The mouse pointer changes to the unavailable icon. 2. Move the mouse pointer to the Document Manager or Windows Explorer folder that the Audit Record is to be saved in and click the mouse to confirm. If saving to Windows Explorer, the audit file is saved as a text file to the new location. If dragging to a Document Manager location, a message prompts for confirmation to create the document: 186

199 The Image Viewer 3. Click Yes. The Import Audit Document dialog box displays for information to be entered to index the new document. NOTE: The Read-only checkbox is selected by default and cannot be cleared. The DocType field defaults to Audit. 4. When finished, click OK. The audit file is saved in its new location. NOTE: Once the audit document is saved into Document Manager, it CANNOT BE DELETED. For more information about auditing, refer to 16 Auditing on page The Annotation Tab Tools The Annotations tab displays all the Annotation tools and related options: Figure 40: Image Viewer Annotation Tab Tools Annotations can be used singularly or in combination. For example, you could use the Highlight button to highlight an incorrect price on a Purchase Order and add a Sticky Note saying do not pay invoice until the overcharge has been investigated. NOTE: Annotations are an additional license cost. Check with your System Administrator to determine whether annotations are available. Many of the functions available on the Annotations tab are also available by right-clicking on the document image. 187

200 The Image Viewer For more on how to customise the Annotations tab, see Customising the Tabs on page 174. NOTE: If users need to be able to modify annotations, they need to be granted access to the required annotation, in addition to the relevant permissions. By default, the user that created an annotation can access and modify it, and the Public group has access but can only view the annotation. To grant a user or group access, select the annotation and click Access on the Annotations tab. See Access on page 196 for more information. Refer to Table 33 below for Annotation Toolbar descriptions. Items such as Colour Attributes, Line Attributes and so on are described in the next section. Button Pointer Description Activates the mouse pointer and allows annotations to be moved around the image, and also to cancel an annotation mode. Allows you to add a sticky note to the image. To do this: 1. Click on the Sticky Note button. The mouse pointer changes to a crosshair on the image. 2. Click and hold on the image where you want to paste the Sticky Note, and then drag to draw the note. A yellow square displays with an X on it and the Sticky Note dialog box opens. Sticky Note 3. Enter text and click OK. The Sticky Note is stamped with the date and time of creation, and the user who created it. To edit the Sticky Note, the Modify Sticky Note Text permission must be assigned to a user. If users need to be able to add to but not edit the original text, they must be assigned the Append Sticky Note Text permission to the user. If you created it, or have permission to append/modify, you can double-click a sticky note to view it. Highlight Redline Hollow Rectangle Allows you to highlight areas of the image. This is useful for emphasizing a problem, such as an incorrect price on an invoice. Use to draw a freehand line on the image. Allows you to draw a rectangle on the image. Once the rectangle has been placed on the image, you can change its size. To do this, select the rectangle, and then move the mouse pointer over an anchor point (square) on an edge; the pointer becomes a double-arrow. Drag and drop to the new size. You can also click and hold on the edge of the rectangle to drag it to a new position. Allows you to create a rectangle filled with a colour on the image. Use this rectangle to hide areas of an image. Right-click on the rectangle and select Properties to change the colour. To securely block parts of an image from others, use the Redaction function (see Redaction later in this table). Filled Rectangle Once the rectangle has been placed on an image, you can change its size to cover the required area. To do this, select the rectangle, and then place the mouse pointer over an anchor point on the rectangle edge; the pointer becomes a double-arrow. Drag and drop to the new size. You can also click and hold on the rectangle to drag it to a new position. 188

201 The Image Viewer Button Description Allows you to create a transparent ellipse/oval on the image. Hollow Ellipse Once the ellipse has been placed on the image, you can change its size. To do this, select the ellipse, and then place the mouse pointer over an anchor point on the rectangle edge; the pointer becomes a double-arrow. Drag and drop to the new size. You can also click and hold on the edge of the ellipse to drag it to a new position. Allows you to create an ellipse filled with a colour on the image. Use this to hide areas of an image. Filled Ellipse Once the ellipse has been placed on the image, you can change its size to cover the required area. To do this, select the ellipse, and then place the mouse pointer over an anchor point on the rectangle edge; the pointer becomes a double-arrow. Drag and drop to the new size. You can also click and hold on the edge of the ellipse to drag it to a new position. Straight Line Arrow Typed Text Ruler Allows you to draw a straight line on the document image. Allows you to draw an arrow on the image. This is useful for pointing at and drawing attention to an area of the image. Arrowed lines can often be combined with text boxes or sticky notes to explain reasons for interest in an area. Allows you to place text on an image. This is useful for adding a note to a highlighted area on the image. Click and hold and then drag to draw a ruler line on the image to measure a distance from one point to another. Allows you to determine an angle on an image (such as a technical drawing). 1. Click the Protractor button. Protractor 2. Click on the image in the place you want to locate the angle; the mouse pointer changes to a crosshair. Move the mouse and click again to create the first side of the angle. 3. The second side is then displayed. Move the mouse to finalise the position of the second side. Document Manager calculates and displays the angle between the lines. Enables you to block out parts of the image with a filled rectangle so others cannot see the information under the redaction. Other users cannot delete, hide or move the redaction unless those specific permissions have been granted. Redaction NOTE: When an image document with redactions is exported, the redactions are exported too. This is because redactions are a security feature and meet the requirements of the Data Protection Act by preventing unauthorised viewing of document areas that may be personal or sensitive. IMPORTANT: If the Application Document Preview license feature is enabled and a redaction has been added to an application document, the document cannot be exported, ed or printed in its original format unless the user has the Hide Redaction or Super Administrator permissions. In this case, only the image generated for the document can be exported, ed or printed, with the redaction applied. If you need to electronically distribute an application document that has a redaction applied and want to maintain confidentiality, you must export or the image version. 189

202 The Image Viewer Button Description Allows you to place predefined text on the image, such as Invoice Paid. Text Stamps are created in the Administration Module (see the Document Manager Administration Guide for more information). To insert a text stamp: Text Stamp 1. Click the Text Stamps drop-down arrow on the Annotations tab and select the required stamp. 2. Click and hold on the image in the location you want to insert the stamp and drag to ensure you can see the text. To modify an existing text stamp, right-click on the stamp, select Properties, and in the Mark attributes dialog box, click the Text Attributes tab Allows you to create and manage image stamps. This feature is useful for stamping a signature as part of Workflow. To insert an image stamp: Image Stamp 1. Click the Image Stamps drop-down arrow on the Annotations tab and select the stamp. 2. Click on the image in the location you want to insert the stamp. Click on the stamp to display a border, and then click on and drag the border to resize of the image stamp. Refer to Image Stamps on page 200 for more information. Located under the Image Stamp button, this option displays or hides the annotation buttons in the Insert group on the Annotations tab. Annotation Settings 1. Click the arrow under the Image Stamp button. The Annotation Buttons dialog box displays. 2. Select an annotation tool checkbox to display the associated button on the Annotations tab. Clear a checkbox to hide an annotation button. 3. Click OK. Select All Unselect All Bring to Front Send to Back Delete Selects all annotations on all pages of the document. Deselects all annotations on all pages of the document. Brings the selected annotation forward to the front of the display. Moves the selected annotation to display behind the other annotations. To remove annotations from an image, select the annotations and click the Delete button (or right-click on an annotation and select Delete <annotation type>). Select an annotation and click Hide to make the annotation temporarily disappear from an image. Hide To make annotations reappear, click the Annotation Settings button on the Annotations tab and click the annotation s checkbox twice in the Annotation Visibility dialog box. If there is more than one page in the image document, you can navigate away and then back to the page to make the annotation reappear. Properties Access Displays the Mark attributes dialog box for the selected annotation. Displays the Access Control Permission Filters dialog box for the selected annotation. Table 33: Image Viewer Annotations Tab Buttons 190

203 The Image Viewer Annotation Attributes The Mark attributes dialog box can be displayed by right-clicking on an active annotation and choosing Properties. Colour The Colour Attributes tab allows the colour to be set for colour-based annotation objects: Figure 41: Colour Attributes Line Click on the desired colour for the annotation. Click OK to save the change. The Line Attributes tab allows a line thickness to be set for line-based annotations, such as hollow shapes: Figure 42: Line Attributes Enter a number or use the arrows to set the line thickness and click OK to save. 191

204 The Image Viewer General (Filled Shape Only) The General Attributes tab allows the user to set an option to see through filled annotations to the image below (see Figure 43 below). To do this, select Highlight on the General Attributes tab. Figure 43: Transparent Filled Shapes Arrow The Arrow Attributes tab enables the arrowhead style and size to be set for arrow annotations. To set the style and size of arrow annotations: 1. Select an arrow style from the Arrow Style field. 2. Enter a value in the Arrow Size field to set the size of the arrowhead. The Sample field displays how the arrow will appear on the image: 3. Click OK to save and close the dialog box. 192

205 The Image Viewer Font The Font Attributes tab enables the font to be customised for text-based annotations. To set the font attributes for text-based annotations: 1. Select the font type from the Font list, the style of the text from the Style drop-down list, and the size of the text from the Size drop-down list. 2. Specify whether the text is underlined or struck out (has a line through the text). A preview of the font is displayed in the Sample field: Text 3. When finished, click OK to save and exit. The Text Attributes tab enables you to enter the wording of text, and set the text to wrap around by selecting the Wrap checkbox (see Figure 44 below). Click OK to save changes. Figure 44: Text Attributes 193

206 The Image Viewer Text Stamp The Text Attributes tab for text stamps allows you to enter or edit the wording of the text stamp. Use the Insert Date and Insert Time buttons to add the current date and/or time to the text stamp (see Figure 45 below). Figure 45: Text Stamp Attributes Ruler The Ruler Attributes tab enables you to set measurement type, unit abbreviation, output precision and gauge length for Ruler Annotations: Figure 46: Ruler Attributes 194

207 The Image Viewer Table 34 describes the Ruler Attributes tab. Item Measurement Units Unit Abbreviation Output Precision Gauge Length Description Determines the measurement type used for the ruler. Select a unit from the list. Selecting a Measurement Unit automatically sets the unit abbreviation using internationally-known abbreviations. However, you can set your own abbreviation for the measurement type by manually entering it into the Unit Abbreviation box. Sets the number of digits that will appear after the measurement s decimal point. Sets the length of the vertical line at the start and end points of the ruled line. Table 34: Ruler Attributes Tab Options Protractor The Protractor Attributes tab enables you to set the output precision and arc radius for the Protractor Annotation. To set protractor attributes: 1. In Output Precision, select the number of digits that will appear after the decimal point in the angle measurement. 2. In Arc Radius, set the size of the arc radius shown between the two protractor lines: 3. When finished, click OK to save and exit Annotation Actions Actions can be performed on annotations by right-clicking on them and selecting from the pop-up menu displayed. If certain options are not visible, such as permissions, this is because either a licensed feature is not available or the System Administrator has restricted access. 195

208 The Image Viewer Delete <Annotation Type> To delete an annotation from an image document, right-click on the annotation and select Delete <annotation type> (or select the annotation(s) and click Delete on the Annotations tab). Properties Selecting Properties displays attributes relating to the selected annotation object. The Mark attributes dialog box displays, enabling changes to be made to the annotation such as colour, text and so on. For more about the annotation attributes, see Annotation Attributes on page 191. Access Selecting Access displays the Access Control Permission Filters dialog box for an annotation. An authorised user can grant other users and groups specific permissions for the annotation, in the same way as for folders and documents. When an annotation is created, by default, the Public group has access to it but is only granted permission to view the annotation. If you want to allow a user to modify an annotation, you must give them access and grant them permissions to modify. The user must also have the appropriate permissions in the Administration Module check with your System Administrator. For example, a Supervisor is setting access and permissions for an employee named Clara Jones. Clara is allowed to view, move and append a sticky note, but is not allowed to modify the sticky note s text, modify access or delete it. The Supervisor would make the appropriate settings (see image below) and click OK when finished: Figure 47: Annotation Permissions 196

209 The Image Viewer Table 35 describes the permissions for annotations in Access Control Permission Filters: Item Append Sticky Note Text Description Allows a user to add to an image s sticky note text. The user enters information into the yellow space provided and the sticky note adds the entry under the original creator s text. Delete Allows the user to delete the selected annotation from the image. IMPORTANT: Grant this permission with care, especially for redactions. Hide Redaction Enables the user to hide the redaction on the image to reveal the detail covered by it. IMPORTANT: Grant this permission with care. Modify Access Modify Properties Modify Sticky Note Move / Resize The user can modify annotation access permissions to the selected annotation for other users. Enables a user to modify the properties of the selected annotation (for example, colour and font). Allows the user to modify or overwrite the text in the selected sticky note. Allows the user to move the annotation to another area on the image or resize it. View <annotation type> The user is allowed to see the annotation that has been added to the image. Annotation type refers to the type of annotation selected, for example, Drawing Object or Stick Note. Table 35: Annotation Permission Descriptions The permissions to create annotations are granted to users in the Administration Module. See the Document Manager Administration Guide for more information. Hide Selecting Hide <annotation type> on the right-click menu makes the selected annotation disappear so that it cannot be seen on the document image. Show Annotations To make annotations reappear: 1. Click on the Annotation Settings button on the Annotations tab. The Annotation Visibility dialog box displays. 197

210 The Image Viewer 2. The hidden annotation is indicated by the annotation name being greyed out (for example, Ellipse in the image below): 3. Click the relevant checkbox twice to clear the box and then select it again. The annotation name will no longer be greyed out and the annotation is displayed again. There is also an option to click Select All to show all annotations on the image. Select None hides all annotations so that they do not display on the image. If you clear the checkbox of a single annotation type, all annotations of that type will be hidden. 4. When you have finished making changes, click OK to save and exit. WARNING: Be careful about allowing access to see under redactions. Typically, redactions are applied to protect confidential/sensitive material. Information Selecting Information on the right-click menu displays the name of the user who created the annotation and the date and time of creation. You can also view the Audit trail for annotation by clicking the Audit button. The Audit Record Annotation Audit dialog box displays. You can also save the audit to file. For more on saving audits, refer to 16 Auditing on page

211 The Image Viewer Sticky Notes Sticky notes are useful for adding some text relating to an image document, without it appearing on the actual image. To add a sticky note: 1. Click the Sticky Note button on the Annotations tab. 2. Click and hold the mouse button on the image, then drag at the location you want to add the note. The Sticky Note dialog box displays: 3. Enter the required text and click OK. A yellow square is displayed on the image, which indicates the image has a sticky note: The note can be repositioned by dragging it with the mouse pointer. To view the contents of a sticky note: Double-click on the sticky note or right-click on it and select View Text. Unless you have the required permissions, you can only view the text. By default, the Public group has access to a newly-created sticky note but only has permission to view the note. To edit or move the note, a user must be granted access to the sticky note in the Access Control Permission Filters dialog box. Users must also have the correct permissions for sticky notes both in the Access Control Permission Filters dialog box and for their user account in the Administration Module. See Access on page 196 for more on permissions for annotations. 199

212 The Image Viewer If users have been granted the Modify Sticky Note Text permission, they can add to or change the existing text in a sticky note. If they have only been granted the Append Sticky Note Text permission, they can add to but not change the original text. To append text to a sticky note: 1. Either double-click on the sticky note, or right-click on it and select View Text. The Sticky Note contents are displayed: 2. Enter the required text in the lower section and click OK. The text is then appended to the existing text, separated by a broken line. To print sticky notes, ensure Print Sticky Note contents on a separate page is selected in the Annotation Printing Options dialog box. See Annotation Printing Options on page 182 for more information Image Stamps Image Stamps can be used to create an item that will be repeatedly stamped upon images, for example, a signature used to indicate Approval on an invoice. They can be used for Workflow, as well as when viewing image documents normally. If using an image stamp for a signature, scan in a good quality original of the image to use as a stamp, for example, scan a sheet of signatures. Creating an Image Stamp To create an image stamp: 1. Open the required image in the Image Viewer. 2. On the Annotations tab, click the Image Stamp drop-down arrow and select Create Stamp. 3. The mouse pointer changes to a crosshair symbol. Select the required area of the image (for example, a signature) by drawing a rectangle around it using the crosshair. 200

213 The Image Viewer 4. The Import Document dialog box displays. Enter the name of the Stamp into the Doc Description field (see image below). This is the name that will appear in the Image Stamp drop-down list. NOTE: The DocType field defaults to the ImageStamp document type. 5. Click Access Permissions to set the permissions for the image stamp, defining the users allowed to insert the stamp. If it is a signature, usually only the person whose signature it is would have access. 6. Click OK. The image stamp is saved. Using an Image Stamp To apply an image stamp: 1. Open the required image in the Image Viewer. 2. On the Annotations tab, select the name of the stamp from the Image Stamp drop-down list. 3. The mouse pointer changes to a crosshair. Click the location on the document to place the image stamp. 4. The stamp can be moved and resized using the anchor points (squares) along its edges. Right-click on the stamp to display a pop-up menu to set permissions, delete or hide the annotation and view annotation information. 5. You can close the Image Viewer. The changes will be automatically saved. 201

214 The Image Viewer If a user is granted access to the image stamp in the Access Control Permission Filters dialog box, they can then move, resize and hide the stamp. They can also be given permission to delete the stamp, or to control access for other users. By default, the Public group has access but only has permission to view the stamp. See Access on page 196 for more on permissions for annotations. Manage Image Stamps To manage image stamps: 1. On the Annotations tab, select Manage Stamps from the Image Stamp drop-down list. 2. The list of available image stamps displays in a new Document Manager tab or window: Make any required changes to an image stamp, using the same options that are available for image documents. 202

215 Auditing 16 Auditing Auditing is the recording of every action taken inside Document Manager. It is designed for the purpose of collecting evidence for legal admissibility as Document Manager s Audit Logs can be accepted in a court of law. By default, auditing is enabled and as a result, records all events to the Document Manager database. The information recorded includes: Date/Time of the action Username of logged-in user Workstation name Action taken Properties of folder/document at the time The System Administrator can view and archive all Audit Records from within the Administration Module. If Document Manager users have the Audit permission, they can view the Audit Records for individual documents or folders Viewing Audit Records There are two locations from which a user can view Audit Records. A user can access a document s audit log through the folder or document pop-up menu or from a button in the Image Viewer (see View Audits on page 185). To view the Audit record for a document or folder: Right-click the document or folder and select Audit Trail from the menu (or use the Audit Trail button from the Document or Folder tab). The Audit Record dialog box displays: 203

216 Auditing Refer to Table 36 for descriptions of the items in the Audit Record dialog box: Item Dates Description To filter the Audit records by date, click the drop-down arrow and pick the required date range. User (drop-down) To filter the Audit records by user, click the drop-down arrow and select the required user. Occurred User (column) Event Workstation Drag to File Displays the date and time stamp of event. Displays the name of the user who performed the action/event. Lists the details of the actions taken. The list starts with the action or event, then the drawer is shown in square brackets, for example [Accounts Payable], followed by folder name, the index field values, and finally the name of the document (if applicable). Lists the workstation at which the action took place. Allows the saving of Audit files. After clicking Drag to File, the mouse pointer changes to the unavailable icon until a location is selected (see 16.2 Saving Audit Records below). Table 36: Audit Record Dialog Box Description 16.2 Saving Audit Records To save audit records: 1. In the Audit Record dialog box, click the Drag to File button. The mouse pointer changes to the unavailable icon ( ). 2. Move the mouse pointer to the Document Manager folder in which the Audit Record is to be saved and click the mouse to confirm. A message then prompts for confirmation to create the document: 204

217 Auditing 3. Click Yes. The Import Audit Document dialog box displays enabling you to enter index information for the new document. NOTE: The Read-only field is checked by default and cannot be cleared. The DocType field defaults to Audit and cannot be changed: 4. When finished, click OK. The audit file is saved in its new location. NOTE: When the Audit document is saved to Document Manager, IT CANNOT BE DELETED. 205

218 Menu Definitions Appendix A: Menu Definitions This section details the pop-up menus for different objects in Document Manager and the options on the various tabs. Some items on a tab or pop-up menu are dependent on user permissions. A.1 Drawer Tab and Pop-Up Menu Table 37 below describes the drawer pop-up menu and the Drawer tab options: Item New Folder Search Folders Search Folders drop-down menu (Quick Folder Search) Search Documents Search Documents drop-down menu (Quick Document Search ) Properties Description Creates a new folder in the selected drawer. Displays the Search for Folder dialog box. Displays the folder index fields for the selected drawer on which you can perform a quick search. Select a folder index field, enter the information in the Enter Field Value dialog box and click OK. The Search Results displays in a new tab or window. Displays the Search for Document dialog box. Displays the document index fields for the drawer on which a user can perform a quick search. Select a document index field, enter the information in the Enter Field Value dialog box and click OK. The Search Results displays in a new tab or window. Displays general properties, folder index fields, document index fields and if it is licensed and configured, the Retention information for the selected drawer. This information is view-only; changes to the drawer cannot be made here. Table 37: Drawer Tab and Pop-Up Menu Items A.2 Folder Tab and Pop-Up Menu Table 38 below describes the folder pop-up menu items and the Folder tab options: Item Open New Sub-Folder Delete Parent Folder New Description Opens the selected folder in a new tab or window. You can also double-click the folder icon to open a folder in a new tab/window. Creates a new sub-folder in the selected folder. Deletes the selected folder (after confirmation of deletion). This button is only available when you select a sub-folder. Click to view the contents of the sub-folder s parent folder. Creates a new document in the selected folder. 206

219 Menu Definitions Item Import Description Imports a document into the selected folder (the document will need to be indexed). Select a paste option for a document that has been copied: Paste View Index Edit Index Audit Trail Document Pastes a copy of a document into the selected folder. Document Reference Pastes a reference to a document into the selected folder. Click to open the view-only Folder Properties dialog box to display the folder s index fields and access permissions. Click to edit the folder s index fields or permissions in the Modify Document Properties dialog box. Opens the Audit record for the selected folder. Table 38: Folder Tab and Pop-Up Menu Items A.3 Document Tab and Pop-Up Menu Table 39 below describes the menu items for the document pop-up menu and the Document tab Item Description Select an option to create a new document: Document Creates a new application document (providing document types and templates have been set up in the Administration Module). New Minor Version Creates a new minor version of the selected document to the next decimal increment (for example, from 2.2 to 2.3). Major Version Creates a new major version of the selected document to the next full increment (for example, from 2 to 3). Document Copy Creates an exact copy of the selected document (the new document will need to be indexed). Opens the selected document. You can also double-click on an application document to open it using the application associated with the document type or double-click an image document to open it in the Image Viewer. For more information, refer to 15 The Image Viewer on page 169. Open/View Open Multiple NOTE: Documents associated with an application will only open on workstations with the relevant application installed (or another application capable of viewing the document). If application documents are required to be checked out for editing and a document that is not checked out by you is selected, this option changes to View. If the Document Preview feature is in use and you have selected multiple image documents, you can click this button to open the documents in Image Viewer at the same time. 207

220 Menu Definitions Item Description Prints the selected document. Print NOTE: If the Application Document Preview license feature is enabled and a redaction annotation has been added to an application document, the document cannot be printed in its original format unless the user has the Hide Redaction or Super Administrator permissions. If one of these options is selected, the system is automatically opened and the name of the document is placed in the subject field of a new . For Application Documents, the available options are: Document Attaches the application document to the . Reference Attaches a link to the document in the . In order to open the reference link, the recipient must be a Document Manager user. Zipped Attaches a compressed version of the document to the . For Image Documents, the options are: Native Document If an image is stored in Document Manager in an image format other than TIF or PDF (for example PNG or JPG), you can use this option to the image in its native format. Document as TIF Attaches the document as a TIF image to the . The recipient can view the TIF file using an appropriate image-viewing tool. Document as PDF Attaches the image document in the as a PDF. Any annotations in the image document will be removed (except redactions) and the recipient will only view the document in its original state. For more information on annotations, refer to 15.6 The Annotation Tab Tools on page 187. Reference Attaches a link to the document in the . In order to open the reference, the recipient must be a Document Manager user. Zipped TIF Compresses the TIF file(s) prior to ing. If the image is already compressed, this will not make the file(s) smaller. Zipped PDF Compresses the PDF file(s) prior to ing. If the image is already compressed, this will not make the file(s) smaller. Advanced Options Enables users to a selection of pages, to save as a different format and to compress the ed image document. If selected, the Pages dialog box is displayed. NOTE: If the Application Document Preview license feature is in use and a redaction has been added to an application document, the document cannot be ed in original format unless the user has the Hide Redaction or Super Administrator permissions. 208

221 Menu Definitions Item Description For Application Documents, the following is displayed: Document Exports a copy of the document without its index fields to the selected location. For Image Documents, the options are: Export Native Document If an image is stored in Document Manager in an image format other than TIF or PDF (for example PNG or JPG), you can use this option to export the image in its native format. Export Document as TIF Exports a copy of the image as a TIF file. Document as PDF Exports a copy of the image as a PDF file. Advanced Options Enables users to export a selection of pages, to save as a different format and to compress the export image document. If selected, the Export Pages dialog box is displayed. NOTE: If the Application Document Preview license feature is in use and a redaction has been added to an application document, the document cannot be exported in original format unless the user has the Hide Redaction or Super Administrator permissions. Cut Copy Cuts the document from its location ready to paste into another folder. Copies the document ready to paste into another folder. Select a paste option for a cut or copied document: Paste Delete Document Pastes the document or a copy into the selected folder or sub-folder. Document Reference Pastes the document s reference into the selected folder or sub-folder (refer to Document References on page 109 for more information). Deletes the selected document. For more information, refer to Deleting Documents on page 113. Select a find option: All References Searches for all references to the selected document. Find All Versions Searches for all versions of the selected document. Parent Folder Searches for the parent folder of the selected document. The Search Results are displayed in a new tab or window. View Index Edit Index Edit Multiple Indexes Audit Trail Opens the view-only Document Properties dialog box for to display the document s index fields and access permissions. Click to edit the document s index fields or permissions in the Modify Document Properties dialog box. If you select multiple documents that reside in the same drawer, click this button to change index field values for all of the documents at the same time. The Modify Multiple Document Properties dialog box displays. If you leave an index field blank in the Modify Multiple Document Properties dialog box, no changes will be made to that index; it will NOT erase existing index information. Opens the Audit record(s) for the selected document. 209

222 Menu Definitions Item Check Out/ Check In Undo Check Out Index (Batch) Description Checks the selected document out for editing. When the user is finished, he/she checks the document back in. Available for application documents only. Refer to Check Out/Check In Documents page 91 for more information. Select to undo a document check out. Available for application documents only. Refer to Undo Check Out on page 93 for more information. If you select image documents that reside in the Batches drawer, this button is available. Click this button to start the process to index the documents. The Select Images for Document dialog box displays. See Saving Scanned Documents on page 163 for more on saving documents to Document Manager. This option is only available if the Search Service is installed and only applies to image documents. View Meta Data Click to view the meta data generated by the Optical Character Recognition (OCR) process for the selected document. The meta data displays in a text file. Whether a specific document has been read by OCR is dependent on the OCR settings defined by the System Administrator in the Search Service configuration. View Text Search Hits Mark for Reprocess If you have run a content search for documents, click this button to view the matching content for the selected document. The text hits open in an HTML file, typically in your Internet browser. This option is only available if the Search Service is installed. Click to mark the selected document(s) to be re-indexed, and/or re-read using OCR, by the indexer service. This option is only available if the Search Service is installed. View FTS Indexes Send To Workspace <Custom Button> Click to view an HTML document containing the indexes that the search service holds for the selected document. If you select more than one document and click this button, multiple files open. Sends the selected document(s) to a new Workspace, or a saved Workspace that is currently open, so that actions can be performed on multiple items, i.e. , print, export, and so on. If you have a COM API configured in the Document Manager Administration Module, a custom button can be added to the bottom of the Document pop-up menu. See the Document Manager Administration Guide for more information on COM API customisation. Table 39: Document Tab and Pop-Up Menu Items 210

223 Menu Definitions A.4 Scanning Module Tab and Pop-Up Menu Refer to Table 40 for descriptions of the Scanning Module tab and pop-up options: Menu Sub-Menu Description Select a scanner option: Select Scanner Colour Depth Twain Scanners Select to use a scanner with a TWAIN driver. On the sub-menu, select the scanner device. Kofax Scanners Select to use a scanner with a Kofax driver. On the sub-menu, select the scanner device. Disk Import Select to import images from hard drive or disk. If required, set the colour depth for black and white, greyscale and full colour images. The availability of this option depends on the scanner selected. Colour Filter If scanning pages that have a coloured background, set the appropriate colour filter to filter out the background colour. The image will show on a white background for easy viewing. (This function only works on specific scanners.) Scan Paper Size Depending on the scanner selected, set the paper size from its maximum to smallest size. Resolution (dpi) Set the quality of the image. The range is between dots per inch (dpi). A high dpi increases image size, which also impacts storage requirements. The recommended dpi is 300, but depends on the scanner and the required quality of scanned images. Rotation Select a value to automatically rotate the image after it has been scanned: 0 No rotation 90 Rotates page 90 degrees clockwise 180 Rotates page 180 degrees clockwise 270 Rotates page 270 degrees clockwise Image Enhancement This option applies to Kofax scanners only Set advanced features such as sharpness, de-skew, de-speckle, de-streak, de-shade, and rotation. 211

224 Menu Definitions Menu Sub-Menu Description Scan (cont.) Options The following options are available: Display Thumbnails Select to turn the display of image thumbnails on or off. Show Twain Window When Scanning This option is only applicable when a TWAIN scanner has been selected. Select to display the Twain Driver dialog box each time you click the Scan button. If this dialog box is not needed, leave this option clear, to save time. Sheet Feeder Select to turn the feeder function on or off. Double Sided Scan Select to turn the double-sided scanner function on or off. Retain Back Side Image Only If selected, when scanning in duplex pages, only the back page is scanned. Continuous Scanning Depending on the scanner selected, select to turn the scanner s continuous scanning function on or off. If this option is clear, the scanner scans all paper in the feeder until it is empty, and then stops. If selected, the scanner scans all paper in the feeder and waits for more paper without requiring you to press the Scan button again. You must then press Stop to stop the scanner. Page Batching Options Allows multiple pages to be scanned as a continuous scan. Auto Brightness Select to turn the automatic brightness feature on or off when an image is scanned. When the option is clear, brightness will need to be adjusted manually (only available on some scanners). Auto Crop to Image Content Select to turn on the automatic cropping of excess white space and display only the image content. This makes image file size smaller, which saves storage space. This is a useful feature if scanning different-sized paper and you do not wish to keep changing the paper size setting. Auto Save Pages This option applies to Kofax scanners only. Select to turn the auto save feature on or off. If selected, this means that when after scanning some pages, the scanner becomes idle, the pages will be automatically saved. If choosing to auto save, select the auto save frequency: 5, 10, 15 or 20 seconds. Save Pages After Scan If selected, after pages are scanned, the Select Images for Document dialog box automatically displays. Delete After Import from Disk Select to delete the image from its location on the hard drive after importing. Suppress Scanner Errors This option applies to Kofax scanners only: Select to hide scanner error warnings. Clear to display all error warnings. Save Options Select to save as a batch and/or save to folder (at least one option must be selected): Save As Batch Select to display the Save button on the Scan tab, which enables you to save as a batch using Index Later. Save To Folder Select display the Save to Folder button on the Scan tab, which enables you to save a scanned document to the folder currently selected in Document Manager. 212

225 Menu Definitions Menu Sub-Menu Description Scan (cont.) Settings Window Scanner/ Driver info Set the brightness, contrast and blank page file size for images. The default blank page size is 2048 bytes. This means that when scanning, any page size less than this value is discarded as a blank page. Displays information about the software version of the Scanning Module. Profiles Default Add New Profile A profile contains the scanner settings for a type of scanning job. Settings can be specified by users and then saved as a new profile. When new profiles are added, they are displayed under Default in the profile list. A default profile is included with the Scanning Module to get users started on scanning. Select this option to use the settings in the default profile. A tick displays next to its name to indicate it is in use. Adds a new scanning profile. When a new profile is created, its name is displayed under Default in the profile list. When a profile is selected, a tick displays next to its name. Rename Profile Renames an existing scanning profile. Remove Selected Profile Removes the selected profile from the profile list. Table 40: Scanning Module Scan Tab and Pop-Up Menu Items A.5 Image Viewer Pop-Up Menus For a full list of the buttons on the Home tab, refer to 15.5 The Home Tab Tools on page 176. For a full list of the buttons on the Annotation tab, refer to 15.6 The Annotation Tab Tools on page 187. A.5.1 Thumbnails Right-click in the thumbnail pane on the left of the Image Viewer to display a pop-up menu. Table 41 describes the menu items: Item Small Thumbnails Large Thumbnails Custom Set Custom Thumbnail Size Add Page Description Select to display small image thumbnails. Select to display large thumbnails. Displays the thumbnails in a user-defined size. Enables the user to set a customised size for thumbnails. See Setting the Thumbnail Size on page 171. Select to add pages to the document (refer to Adding Pages/Appending an Image Document on page 180 for more information). 213

226 Menu Definitions Item Delete Page Description Select to delete the current page or a range of pages from the document. Table 41: Image Viewer Thumbnail Pop-Up Menu A.5.2 Image Right-click anywhere on the right pane to display a pop-up menu. Table 42 describes the menu: Item Zoom First Page Previous Page Next Page Last Page Add Page Delete Page Rotate Page Clockwise Rotate Page Anti-clockwise Set Rotation Description Select an option to adjust the zoom level of the image: Zoom In Enlarges the image in increments of approximately 10%. Zoom Out Reduces the image in increments of approximately 10%. Fit to Height Displays the image to the actual height of the page. Fit to Width Displays the image to the actual width of the page Best Fit Displays the image in the best way possible to match the window size setting. Actual Size Displays the actual physical size of the scanned image. 25% - 400% Select how much to zoom in to image from values displayed. Custom Enter the amount of zoom in percentage. Displays the first page of a multi-page document. If the first page is already shown, this button will be disabled. Displays the previous page of the document. For example, if currently viewing Page 2, select this option to display Page 1. Displays the next page of the document. For example, if currently viewing Page 2, click this button to display Page 3. Displays the last page of a multi-page document. If the last page is currently displayed, this button will be disabled. Add a page to the document by either scanning another page or by using Disk Import. For full instructions, refer to Adding Pages/Appending an Image Document on page 180. Delete a page from the document. Confirm that you want to delete in the message displayed. Rotates the displayed image 90 degrees clockwise. Rotates the displayed image 90 degrees anti-clockwise. Saves changes made to the page orientation. 214

227 Menu Definitions Item Description Select how you want the image document panes to display: Split Window Print Export Split Vertical Aligns the panes vertically. Split Horizontal Displays the panes horizontally. Click to print the current document and open the Print options dialog box. For more information on printing images, refer to Printing on page 116. Click to export the document from Document Manager. The Export Pages dialog box displays. Select an option for the document: Mail Mail Document Select to the image file. The Mail Pages dialog box displays where you can choose the pages to , the image format and whether to compress the file. Mail Document Reference Select to a reference to the image document. A new opens with the document reference attached and the subject line filled. The document reference recipient must have access to Document Manager to open the image. Select an option to change the image document view: View Annotation Visibility Show Page and Thumbnails Displays both the full page and thumbnail images. Full Page View Displays full page images without the thumbnails. Thumbnail View Only displays the thumbnails of the images. Displays the Annotation Visibility dialog box where you can choose to view or hide the annotations displayed on an image. If you perform a content search and open a document in Image Viewer from the search results, four buttons are available to navigate through the text that matches your search criteria: Text Hits Modify Index View Audit Workflow First Hit: Click to highlight the first piece of text in the document that matches your search criteria (if not already highlighted). Previous Hit: Highlights the previous matching piece of text in the document. Next Hit: Jumps to the next text hit in the document. Last Hit: Jumps to the last text hit. Click to edit the index fields for the document. The Modify document permission is required to edit the index fields Click to display the audit record for the document. The View Audit document permission is required to display the audit record. Select to run a Workflow Step on the selected document (the Workflow license feature must be enabled and there must be Workflow Steps available to the document to which you have been granted access). Table 42: Image Viewer Image Pop-Up Menu 215

228 Bulk Export/Import Appendix B: Bulk Export/Import There are two utilities to help with bulk importing of documents into Document Manager: Document Manager Import and Document Manager External Media Import. The Document Manager Import utility is designed to import a batch of documents indexed by a Comma Separated Variable (CSV) file. The External Media Import utility allows users to import documents with index information or references to documents stored on media. These utilities enable the importing of documents into a different Document Manager system. The Export with Indexes function provides the means to export documents from Document Manager with associated index information and to retain the Document Manager hierarchical structure. Bulk importing of documents can also be performed using the Document Logistix Import Service if the documents have their associated information held in correctly-formatted XML files. Document Logistix Sorting Office or external third-party applications can create these XML files and they can also be generated by the Export with Indexes option. One XML file is created per document. See the Document Import Service Configuration Guide for more on setting up and using the Import Service. Ad-hoc importing of individual documents or small batches of documents with index data held in XML files can be done using the XML Import option (see 11.5 Importing Documents via XML on page 78). Document Manager allows the export of an entire drawer s contents, or selected folders and documents, with corresponding indexes. This is a different process from only exporting a document, which saves the document to a location outside Document Manager without its related indexes (see Exporting Documents on page 101 for more information). The Document Manager Export with Indexes facility enables bulk document transfers and supports companies that need to provide document access to staff who are without access to a central Document Manager system. This feature recreates document and folder structure when the necessary files are imported to the recipient s Document Manager system. Examples of companies who might frequently use Export with Indexes include scanning bureaus and organisations with remote staff, for example, field sales or support personnel. Before proceeding with an export and then import, ensure the following requirements have been addressed: The recipient has Document Manager installed on a workstation PC and is able to create new documents. The recipient s Document Manager system has a corresponding or similar drawer set-up in which the exported documents will be imported. If a suitable drawer cannot be located, Document Manager will be unable to import the documents. Refer to the section B.1.3 Explanation of the Different Files Exported on page 218 for hints on how to quickly set up the required drawer. 216

229 Bulk Export/Import Locating documents that are to be exported can be achieved by using the Document Manager Search Folders or Search Documents buttons located at the top of the main Document Manager window. Alternatively, the Export with Indexes option can be selected on the File tab. Use the Export with Indexes option if you want to search for and export a complete storage media/location or complete drawer. (A storage media is a location that has been set up to store certain document types, for example, invoices or proposals. It is a quick and easy way of locating documents that will be selected for export.) If you want to export a complete drawer, you must run a search for all documents in that drawer. When using Export with Indexes, documents are not visibly listed on screen, which also speeds up the search process. As an example, a scanning bureau would use this option to export documents that have been scanned and then saved to a CD. Documents can be exported with a Document Manager Import file (*.ipt) that contains the selected folder and document structure with their associated indexes. This is a comma-separated file and contains the necessary information to replicate the exported folder and document structure, when imported to or referenced by the recipient s Document Manager system. Exporting the folder and document structure is the first step of a two-step process. The second step comprises the import process. Document Manager Import supports command-line parameters, which allows the System Administrator to set up a batch file that automates the import process. The first step is to identify the folders and documents that are to be exported by Document Manager. B.1 Exporting Documents with an IPT File In order to export documents with indexes, the user executing the export must have been granted the Export with Indexes document permission by the System Administrator. B.1.1 Using Folder and Document Searches to Export Documents To export after a folder or document search: 1. Run a search and once completed, click the Export button located at the bottom of the Search Results. See Exporting Documents on page 101 for more methods of exporting documents. 2. The Export Documents dialog box displays. See Export Files with Indexes on page 105 for more on the Export Documents dialog box. Choose Export as IPT to export the documents with an IPT file. 217

230 Bulk Export/Import B.1.2 Using Export with Indexes for Documents, Drawers or Storage Location Contents To export using the Export with Indexes option: 1. Click the File tab and select Export with Indexes. The Specify Documents to Export dialog box displays. The search process is similar to performing a document or folder search, except that the last field name option displayed is Storage Media. Specifying a Storage Media will restrict the export to those documents from the chosen media or location. 2. Perform the required search. Once the search has been completed, click OK. Proceed to Export Files with Indexes on page 105 for more on the Export Documents dialog box displayed. You must choose Export as IPT to export the documents with an IPT file. B.1.3 Explanation of the Different Files Exported with IPT Files Four different file types are created or updated when an IPT export is performed, in addition to exporting the selected documents. These files are described in Table 43 below: Item Bin.dat Bin.inf Description A binary file used by Document Manager to determine the unique media number. A text file with the unique media name, number and file count on this media. A text file that lists all import files in this storage location (.ipt files), with the required drawer structure for each ipt file. It also contains details of the index files. For each index file, the drawer structure is provided. This is used to check if the required drawer structure is available when the documents are imported. If an exact match is not found, the user is asked to select another drawer with a suitable structure and the documents will be imported to this drawer. If a drawer is not available, information contained in the Export.inf file can be used to set up the required drawer. We recommend that a System Administrator with a good understanding of setting up Document Manager drawers performs this task. The screen below shows an example Export.inf file, displayed using Windows Notepad: Export.inf 218

231 Bulk Export/Import Item.ipt Description A comma-separated text file used for document import containing filenames and associated index data. There can be multiple.ipt files within the same directory, if multiple exports have been performed to that directory. IPT files contain the index information for each document, which Document Manager uses to replicate the folders and documents. For each field, the parameters listed are (in order): Field Name, Data Type, Formatting, Optional, or Required. Table 43: Files Exported B.2 Importing Documents Using External Media Import How the Document Manager System has been set up will dictate how you import or reference documents within the Document Manager System. Launching the External Media Import program displays the Document Manager External Media Import dialog box (see Figure 48 below). This is used to select the required.ipt files to be imported, and to define the import settings. The External Media Import program is launched by double-clicking the DMExRef.exe file in the Document Manager installation directory. Figure 48: External Media Import Dialog Box In the Document Manager External Media Import dialog box, the Information button provides the Program Information that the System Administrator requires to set up a batch file. This file will 219

232 Bulk Export/Import automate the import process, instructing Document Manager on what to do via the command line. It is quite common for System Administrators to provide a batch file and also request the user to the log file to check if the import was successful. To import using Document Manager External Media Import: 1. Use the Path to External Media field to enter the directory path where the documents to be imported are located. Click the browse button ( ) to display the Locate Export.inf file on Media dialog box (see Figure 49 below). The.inf file is equivalent to the instruction sheet, which Document Manager uses to import the required documents. 2. Navigate to the directory where the.inf files are located and select the required file from the list. This will be automatically entered into the File name field. Click Open: Figure 49: Locating Export.inf In the External Media Import dialog box, the Description of Media and Unique No. fields automatically update with information provided by the.inf file selected. 3. Using the browse button next to the Log File text box (...), select the directory location to which the log file will be saved following the import. The Specify Path for Log File dialog box displays (see Figure 50 below). 220

233 Bulk Export/Import 4. If a log file does not exist, select the directory to which the file is to be saved, enter a file name in the File name field and click Open. If the required file already exists, select it from the list of available files. Figure 50: Specifying Log File Path 5. Specify whether Document Manager is to physically import the documents into Document Manager or to reference the documents from the issued storage media, for example, a CD: To reference the documents, select the option Reference Documents (Leave Document Files on Media). To import documents, select Import Documents (Copy Document Files from Media). 6. Multiple.ipt files may be available for importing. These will be displayed in the Import Sessions Available on this media list. Select the checkbox to the left of each.ipt file to select it for import, if required. 7. Click the Process button to run the import. A progress bar displays above the Import Record box displaying each document imported, followed by OK if imported successfully. If an existing log file was selected from the list of available files in the Specify Path for Log File dialog box, once Process is clicked, the following Log file Exists message displays: Figure 51: Delete Existing Log File Message 221

234 Bulk Export/Import 8. Click Yes to overwrite the existing file. Click No to append the new log data to the existing data. 9. When the import is complete, the Finished dialog box displays. Click OK to return to the Document Manager External Media Import dialog box. Once the import has been run, the Records Processed OK and Records with Problems fields automatically update. The Import Record field in the External Media Import dialog box allows the log file to be viewed. If there are any records with problems, click the View the log file contents button ( ) to identify the documents that failed to import. Contact the local System Administrator if you have questions about the information provided in the log file. 10. When finished, click Cancel to return to the main Document Manager application. The documents imported will now be accessible from Document Manager, Document Manager API-based applications and Document Manager Web. B.2.1 What to do if the Required Drawer does not Exist If the required drawer specified in the Export.inf file does not exist, the Invalid Drawer Name dialog box displays: Figure 52: Invalid Drawer Name Message Refer to B.1.3 Explanation of the Different Files Exported on page 218 to check the Export.inf file. Using the screen in Figure 52 above as an example, the reason for the warning is that Document Manager was unable to find a drawer called Accounts within the Document Manager System. This may be due to the local System Administrator, or the person who performed the original document export may have named the drawer differently. 222

235 Bulk Export/Import To select the correct drawer: 1. Click OK. The Select the Destination Drawer dialog box displays: 2. Using the drop-down list, select the correct drawer, and then click OK. If the drawer selected does not have the correct index structure, the Drawer Incompatibility for <File Name>.ipt dialog box displays: Figure 53: Drawer Incompatibility Message This may be displayed because the wrong drawer was inadvertently selected. Click OK to return to the Select the Destination Drawer dialog box. If the problem occurs again, contact the local System Administrator. B.2.2 Recommended Best Practice for Managing the Import Log File If the documents being imported into the Document Manager System may be used as evidence in a court of law, import the log file created when the document import was performed. This will help to strengthen the documents evidential weight. The local System Administrator must set up a log file document type so that the file can be identified as a log file, for example, Document Manager Import Log. The log file can then be imported as a new read-only document. 223

236 Microsoft Office Add-In Appendix C: Microsoft Office Add-In Document Manager is supplied with an add-in for Microsoft Office that allows documents to be saved in Document Manager directly from Microsoft Office 2003, Microsoft Office 2007 and Microsoft Office 2010 applications, including: Microsoft Word Microsoft Excel Microsoft PowerPoint Microsoft Outlook An additional feature is available that allows documents stored in the Document Manager database to be opened from Microsoft Office applications. C.1 Using the Office Add-In You can use the Office Add-In to save documents to or open documents from Document Manager, directly from a Microsoft Office application. You can also attach Document Manager documents or references to s. C.1.1 Saving to Document Manager To save to Document Manager from Word, Excel or PowerPoint: 1. Open the application and edit or create the document as normal. 2. When ready to save the document, depending on your version of Office, click File or the Office Button, and select Save To DM: Alternatively, you can click the Save button on the Document Manager tab on the ribbon. 224

237 Microsoft Office Add-In 3. If Document Manager is not already open, you need to log in. To log in, enter your User Name and Password and click OK. The Save Document to Document Manager dialog box then displays: 4. Save and index the document as normal. For more on saving and indexing a document, refer to 11.3 Creating a New Document on page 66. To save to Document Manager from Outlook: 1. In Outlook, select the required . You can also save attachments to Document Manager. 2. Select the or s you want to save, then click File and select Save to DM: You can also right-click on an and select Save to DM. 3. If the has attachments or if multiple s are selected, the Select Mails dialog box displays; select the s and attachments you want to save to Document Manager by ticking the relevant checkboxes. This dialog box will not display if Disable Save Options Box is selected in the Office Add-In Settings. See C.2 Office Add-In Settings on page 229 for more information. 4. When you save s to Document Manager, you may need to log in. The Save Document to Document Manager dialog box then displays and you need to index each file to be saved in turn. For more on indexing a document, see 11.3 Creating a New Document on page

238 Microsoft Office Add-In C.1.2 Opening Documents from Office In Word, Excel or PowerPoint, you can open a Document Manager document directly from the application s menu or ribbon. In Outlook, you can open a Document Manager document from an message. To open a Document Manager document from an Office application: 1. In the relevant application and depending on your version of Office, click File or the Office Button, and select Open From DM: Alternatively, you can click the Open button on the Document Manager tab on the ribbon. 2. You may need to log in to Document Manager. If you do, enter your User Name and Password and click OK. The Select a Document dialog box displays: 3. Navigate to and select the required document, which must be a document that the Office application can open. Click OK to open the document. If the Document Manager checkout feature is enforced for the selected drawer, you need to check the document out to edit it. To check the document back in again, you must open Document Manager. See Check Out/Check In Documents on page 91 for more on checking documents out and in again. 226

239 Microsoft Office Add-In C.1.3 Attaching Copies of Document Manager Documents to s When sending s in Microsoft Outlook, you can attach copies of Document Manager documents using the Outlook menu or ribbon. To attach a copy of a Document Manager document to an in Outlook: 1. Create a new in Outlook. 2. In the new message, depending on your version of Office, click File or the Office Button: 3. Select Attach From DM: You can also click the Attach button on the Document Manager tab on the ribbon. 4. If Document Manager is not open, you need to log in. To do so, enter your User Name and Password and click OK. The Select a document dialog box then displays: 5. Navigate to and select the required document, and click OK. A copy of the document is then attached to the Send the as usual. 227

240 Microsoft Office Add-In C.1.4 Attaching Document Manager References to s You can attach references to Document Manager documents to s to be sent from Outlook. This reduces the file size and minimises bandwidth usage. In order to open the document, the recipient must have Document Manager installed. To attach a Document Manager reference to an in Outlook: 1. Create a new in Outlook. 2. In the new message, depending on your version of Office, click File or the Office Button and select Attach DM Ref: Alternatively, you can click the Attach Ref button on the Document Manager tab on the ribbon. 3. You may need to log in to Document Manager. If you do, enter your User Name and Password and click OK. The Select a document dialog box then displays: 4. Navigate to and select the required document, and click OK. The document reference is then attached to the Send the as usual. When sending a document reference, the recipient must have Document Manager installed to view the document. 228

241 Microsoft Office Add-In C.2 Office Add-In Settings There are options available to control the way the Office Add-In works. To display the Office Add-In settings: Depending on your version of Office or the application open, click File or the Office Button, and select DM Settings: The Settings dialog box displays: Table 44 below describes the options in the Settings dialog box: Item Show Confirm Message Disable Save Options Box Detach Attachments Capture Sent Mail Close file after save Description Select to display the Save completed confirmation message when you have successfully saved a document to Document Manager. Clear the checkbox to prevent the message from being displayed. This option only applies to Microsoft Outlook. If you select this option, the Select Mails dialog box is not displayed when you choose to save an to Document Manager. This option only applies to Microsoft Outlook. Select this option to automatically save attachments when you choose the Save to DM option. If Disable Save Options Box is not selected, you can choose not to save individual attachments in the Select Mails dialog box. This option only applies to Microsoft Outlook. Select this option to be prompted to save to Document Manager when you send an from Outlook. Select this option to automatically close a document after it has been saved to Document Manager. Table 44: Office Add-In Settings 229

242 Update Service Appendix D: Update Service The Document Logistix Update Service is a utility that monitors a folder for any updates to the Document Manager software and enables you to quickly and easily install the available updates. When running, the Update Service displays an icon in the Windows notification area: If you do not see this icon, click the Start button and select All Programs > Document Logistix > Update Service to start the service. Choose whether you want to check for Document Manager updates automatically or manually. D.1 Checking for Updates You can set up the Update Service to check for updates automatically, or run manual checks. To check for updates automatically: 1. Right-click on the Update Service icon in the notification area and select Options: 2. The Update Service dialog box displays: 3. Select Check for updates on the following schedule to automatically check for updates. 230

243 Update Service 4. Define the schedule for the update: Use the top option to specify the frequency of the automatic check, for example, select Every and click the arrows to select 2 days. Use the second option to set specific weekdays for the check. Click Every and select the checkboxes of the required weekdays. Select the third option to run the check on a day of the month. Click On The and click the arrows to select required day. 5. In At the following time, enter the time you want the check to run at or use the arrows to select. This option uses the 24-hour clock. 6. Click Save to save your settings and exit the Update Service dialog box. To check for updates manually: Right-click on the Update Service icon in the taskbar and select Check For Updates Now: D.1.1 Installing Available Updates If updates are available when the check is run, the New Updates Available dialog box is displayed: If there are no updates, the message All applications are up to date displays. Click OK to close it. To install updates: Click Update in the New Updates Available dialog box to install the updates shown. The updates install and when finished, a message balloon is displayed in the notification area: If the updates do not successfully install, see your system administrator. 231

244 Additional Modules Appendix E: Additional Modules This section describes additional modules that can integrate with Document Manager. These modules require additional licenses and configuration. Contact Document Logistix for more information about these modules (see Contact Details on page i). E.1 Document Manager Web Document Manager Web allows the Document Manager database to be accessed via a Web browser, over internal and external networks. When the appropriate permissions are set in the Document Manager Administration Module, users log in to Document Manager Web using their Document Manager user accounts and passwords. To enable drawers to be accessed using Document Manager Web, they are published to an intranet or the Web by the System Administrator (using a setting for each drawer in the Administration Module). Individual folders and documents can also be set to be accessible via Document Manager Web, using the Access From drop-down in folder and document properties. Functionality within Document Manager Web is similar to the Document Manager Desktop Client. If Web access has been configured, folders and documents can be searched using index fields and text. Document Manager Web can also integrate with the Workflow feature, providing access to users who do not have the Document Manager Desktop Client installed. When opened, image-based documents are viewed directly within the Web browser. Application documents will be opened in the browser if the browser supports the relevant application, and downloaded if the application is not supported. Document access through Document Manager Web is audited in the same way as the Document Manager Client. E.2 Document Logistix Batch Scan Document Logistix Batch Scan is a module designed for the bulk capture and indexing of documents in a consistent way. Documents that have been read can be indexed using: Data from an image (to manually complete index fields using the keyboard) Barcodes OCR Rules can be assigned to automate much of the processing and validation of the pages, including: Image clean-up and rotation Blank page removal Pagination (splitting a batch into separate documents) Recognition 232

245 Additional Modules Validation against external database sources Referencing data from external database sources Detecting the document type being scanned Multiple profiles can be configured for each type of document being scanned, allowing for quick switching between profiles without having to reconfigure settings, such as scanner options. OCR can be either Forms-based, where information to be read is found in a consistent place on every document, or Free-Form-based, where the information will be found in different places. Specific modules exist for reading Accounts Payable Invoices and validating them against a number of the common Accounting systems, including Microsoft Dynamics, SAP, Oracle, SunAccounts, IRIS Exchequer, Sage and many others. For more details about Batch Scan, contact your Document Logistix supplier. E.3 Document Logistix Mail Archive Service The Document Logistix Mail Archive Service captures s from an server and prepares them for import into the Document Manager system. The service is designed to be used in conjunction with the Document Logistix Import Service, which imports the files into Document Manager. Once started, the Mail Archive Service polls a defined list of mailboxes at specified intervals and adds mails to a list ready to be archived in Document Manager. The service has been optimised to be used with Microsoft Exchange Server and envelop journaling. It uses the standard mail protocols POP3 and IMAP4 to communicate with the server. The service is capable of monitoring multiple servers and exports the s to separate paths ready for import using the Import Service. It has a built-in rules engine for filtering spam and also has a plug-in architecture to enable the service to be extended. The Mail Archive Service requires the Document Logistix Service Manager to be installed, in order to configure the service. E.4 Document Logistix Alerter Alerter is a utility that alerts users when there are documents in Document Manager requiring their attention. This is particularly useful if using the Document Manager Workflow feature. Once configured, Alerter will run in the Windows notification area (system tray) and periodically check Document Manager (using Document Manager Web) for any documents based on predefined criteria. If matching documents are found, a desktop alert will display in the bottom right corner of the screen (as a pop-up balloon), and the user can select to view and process the documents using Document Manager Web. Users do not have to be logged in to Document Manager to be notified of waiting documents. Alerter requires Document Manager Web to be installed. 233

246 Additional Modules E.5 Document Logistix Import Service The Document Logistix Import Service is a Windows service that runs in the background and automatically imports documents into Document Manager. It monitors a designated directory and imports documents according to a user-specified schedule. The Import Service can be configured to import documents that have been indexed (with the associated index information held in an XML file) or batches of documents to be indexed later. The service can integrate with another service that is responsible for indexing documents, such as the Mail Archive Service. The Import Service requires the Service Manager to be installed, in order to configure the service. E.6 Document Logistix Print Document Logistix Print is an additional module for Document Manager Enterprise Edition that runs in the Windows notification area and enables users to import documents into Document Manager. Document Logistix Print is a Windows printer driver that can be selected as a printer from any application that has a print option. When a user selects to print a document, Document Logistix Print creates an image of that document (TIF) and displays the Select Destination and Import Document dialog boxes, allowing the user to select a Document Manager location and index the document. The print driver can also be configured to forward the printed file to another physical printer so a hard copy is still produced. The print driver has an API allowing some customisation and automation of its behaviour, for example automatically indexing the images based on the file name of the printed file. Contact Document Logistix for more information (see Contact Details on page i). E.7 Filing Assistant Document Manager Enterprise Edition comes with a utility that can automatically monitor directories for files to be stored in Document Manager. This utility is documented in the Document Logistix Filing Assistant User Guide, which is in the Manuals sub-directory of the Document Manager installation directory. Filing Assistant does not require an additional license. E.8 Office Add-in Document Manager Enterprise Edition comes with an add-in tool that installs a button to save documents directly into Document Manager. See Appendix C: Microsoft Office Add-In on page 224 for more information. The Office Add-in does not require an additional license. 234

247 Installing Scanner Drivers Appendix F: Installing Scanner Drivers Document Manager supports scanners driven by TWAIN or Kofax Adrenaline. Document Logistix recommends the use of Kofax Adrenaline as a scanner interface (usually hardware, but software engines are also available). It provides strong image enhancement and clean-up capability and provides a higher degree of control over a scanner than TWAIN. If using a Kofax Adrenaline Software Engine, it must be the Image Processing Engine (IPE) and NOT the Image Capture Engine (ICE). For anything more than ad-hoc scanning, Document Logistix recommends using professional document scanners from Fujitsu, Bell & Howell, Panasonic or Kodak with a suitable Kofax Adrenaline interface. F.1 Installing TWAIN Scanner Drivers Installation of TWAIN scanner drivers will vary according to the manufacturer of the scanner and its driver. Please refer to the scanner installation guide for specific details. Document Manager has been tested with a wide range of scanners and TWAIN drivers; however, Document Logistix cannot guarantee all functions will be available for all drivers. If a driver is not supplied, Document Manager will be unable to directly interface with the scanner hardware. If experiencing difficulty locating a suitable driver, try the scanner manufacturer s Web site. Alternatively, contact Document Logistix for possible advice (see Contact Details on page i). When a driver is installed, test it using the sample program supplied with the scanner and TWAIN driver before using with Document Manager. Document Manager supports most TWAIN drivers. F.2 Installing Kofax Scanner Drivers Kofax scanner drivers should be installed by following the instructions supplied with the drivers. NOTE: Installing Kofax VRS (Virtual ReScan) will automatically install the Kofax Adrenaline drivers. During the installation process, the drivers will prompt for the make and model of scanner being used and create a suitable device that can be used by Document Manager. Additional devices can be created using KSM (Kofax Source Manager) in the Windows Control Panel. For example, you may want to create a device that does not use VRS. Once the Kofax drivers have been installed, they should be tested with the scanner by using the VCDem32P program supplied with the drivers. If this does not work, there is a problem with the drivers or scanner that should be resolved before trying to use with Document Logistix Document Manager. 235

248 Kofax Express Import Appendix G: Kofax Express Import Kofax Express 2 is a batch scan and indexing application developed by Kofax plc. Full details of Kofax Express 2 can be found on the Kofax Web site 1. Kofax Express 2 supports semi-automation of scanning and indexing through barcode recognition, database validation, document separation and pagination, image enhancement, and super PDF compression. The output of Kofax Express is either TIF or PDF files with a corresponding XML file containing document indexes. It is this XML output that can be processed by Document Manager. To import documents using the Express Import: 1. Click the File tab in the top left corner of the screen: 2. Select Express Import from the menu displayed. The Express Import dialog box displays: The Input Data Files tab is initially displayed. 1 Kofax Express Web Page: 236

249 Kofax Express Import 3. In Path to root of XML Index files, enter the path to the folder in which the Kofax Express output files will be held, or click the browse button to navigate to and select the folder. The path will be retained when the Express Import dialog box is next opened, so that it does not have to be reselected. 4. When the Path to root of XML Index files is selected, the dialog box updates to show the XML files in the selected folder: You can sort the list by File Name or Date by clicking the appropriate column heading. Click the heading again to reverse the sort order. 5. To select the files to be imported, click on them in the list. Hold down <SHIFT> or <CTRL> while clicking to select multiple files. Select the <n> Selected checkbox or press <CTRL> + <A> to select all the files. In the <n> Selected checkbox, <n> indicates the number of files selected (for example, this is 2 in the image above). Clear the <n> Selected checkbox to deselect all the files. 6. If you want to delete the XML files and their corresponding documents after they are successfully imported into Document Manager, select the Delete after successful import checkbox. This setting will be retained the next time an Express Import is performed. 7. If further documents have been scanned and indexed by Kofax Express since the Express Import dialog box was opened (and hence added to the output folder), click Refresh to update the list of XML files. 237

250 Kofax Express Import 8. Click Import to begin importing the selected XML files. The Results tab will be automatically displayed: A progress bar at the bottom of the tab shows the progress of the import process. You can click Cancel while the import is taking place to stop the process. The list on the Results tab shows the result of the import process for each document. The Result column will either display ok if the document was imported successfully or a failure message if not. If a document does not import and Delete after successful import is selected on the Input Data Files tab, its XML file and associated documents will not be deleted. 9. When processing is complete, a confirmation message is shown. If any document failed to import correctly, the message indicates how many documents passed and how many failed. Click OK to close the message. The Results list can be saved to a text file, if required. To do this, click Save in the Express Import dialog box and specify the name and location of the file in the dialog box displayed: If a result file has previously been saved, the file name and path are retained. Selecting the same file appends the results to the file; it will not overwrite the file. When a result file is saved, it will automatically open in your default text editor, for example, Notepad. 238