ImageNow Interact for Microsoft Office

Transcription

1 ImageNow Interact for Microsoft Office Getting Started Guide ImageNow Version: 6.7. x Written by: Product Documentation, R&D Date: June 2012

2 2012 Perceptive Software. All rights reserved CaptureNow, ImageNow, Interact, and WebNow are trademarks of Lexmark International Technology SA, registered in the U.S. and other countries. Perceptive Software is a stand-alone business unit within Lexmark International Technology SA. All other brands and product names mentioned in this document are trademarks or registered trademarks of their respective owners. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or any other media embodiments now known or hereafter to become known, without the prior written permission of Perceptive Software.

3 Table of Contents Overview... 4 What is Interact for Microsoft Office?... 4 Files and documents... 4 Pages... 5 Notes and comments... 5 Folders... 5 Interact for Microsoft Office console... 6 Use Interact for Microsoft Office... 8 Interact for Microsoft Office controls... 8 Connect to ImageNow... 8 Disconnect from ImageNow... 9 Check in and check out... 9 Check in a document Check out a document Undo a check out Add a Microsoft Office file to ImageNow From a Microsoft Office program From the ImageNow Interact for Microsoft Office console From Windows Explorer Index ImageNow Interact for Microsoft Office Getting Started Guide Page 3 of 14

4 Overview This guide introduces and explains ImageNow Interact for Microsoft Office. The following sections will guide you through the process of integrating your business application with ImageNow and creating an application plan. What is Interact for Microsoft Office Interact for Microsoft Office console Connecting to ImageNow Adding a Microsoft Office file to ImageNow Checking in a document Checking out a document Adding a folder Viewing shortcut locations More specialized topics on working with Interact for Microsoft Office are available in Interact for Microsoft Office Help. What is Interact for Microsoft Office? ImageNow Interact for Microsoft Office lets you preserve and organize your Word, Excel, PowerPoint, and Visio files in a version control system without having to switch to a different program. You can add any Office file you are working on to the ImageNow document management system, where it becomes available for immediate check-out and editing by yourself and, if you allow public access to the document, by other users who have security access to the same area of the ImageNow repository. ImageNow Interact places embedded controls alongside your familiar Office toolbars or tabs. From the ImageNow Interact controls you can add the active Office file to ImageNow, check it in or out, and display a secondary window, called the Interact console, from which you can search for any documents in the ImageNow repository that have been added to version control. The console gives you the additional conveniences of creating folders for related documents and searching for other documents and folders on the system. You can also add files not created in Microsoft Office to the ImageNow repository and optionally group these with other files either by using common document key values or by adding the related documents to a common folder. Files and documents Documents in Microsoft Office and ImageNow have different meanings. For this reason, the topics in this Help system use file to describe an Office document that you have not yet added to ImageNow, and document describes a set of document versions and pages maintained by ImageNow. After you check a file in the first time, it becomes version 1 of an ImageNow document. The second time you check it in, it becomes version 2, and so on. All of the versions are preserved in ImageNow. You can view an earlier version (as read only), and you can promote an earlier version to the current version. To learn about pages within ImageNow documents, refer to the "Pages" section below. ImageNow Interact for Microsoft Office Getting Started Guide Page 4 of 14

5 Pages The pages of an ImageNow document are different from the pages in a Microsoft Word file. Even though the file may have 40 pages of content, it is represented as a single-page document in the Interact console search grid. However, when you add a file to ImageNow that has the same document key values and custom property values as a previously added file, a new document page can be appended to the existing document. (You can also opt to replace completely the existing document with the new one.) Although the pages may have completely different contents, all pages have identical values in their ImageNow document keys. Pages are linked to versions and accompany a version if it is promoted. Suppose that version 1 includes a single document page, version 2 includes three document pages, and version 3 includes five document pages. If you promote version 1, it becomes version 4, as well as the current version, and will have only the original single page. Notes and comments You can attach a note to an entire ImageNow document, and the note will apply to all versions of the document. You can attach comments to individual versions when checking a document in or out. Comments appear in the Version History tab of the Properties dialog box of a document and can provide a detailed change history beyond the date and time stamp. Folders In ImageNow all documents have a single folder location, and you can perform searches on folders the same way you search for individual documents. Shortcuts can represent single documents in more than one folder. You can view a list of all folders to where the document appears, whether by a shortcut or the original document. ImageNow Interact for Microsoft Office Getting Started Guide Page 5 of 14

6 Interact for Microsoft Office console In the ImageNow Interact console, you can search for and display any of the documents that other users added to version control in ImageNow, assuming that your user account has appropriate search and view privileges. You can also add new documents, add folders, check documents in and out, and delete documents from ImageNow. The following figure shows the contents of the console search grid following a search for documents. Each row in the grid represents a document that resides on ImageNow Server. You can display the current version of a document by double-clicking its row. ImageNow Interact for Microsoft Office Getting Started Guide Page 6 of 14

7 The icons in the search results grid indicate the following statuses: Icon Description A document that is checked in. A document that is checked out. A Microsoft Word document. A Microsoft Excel document. A Microsoft PowerPoint document. A Microsoft Visio document. A TIFF document imported into ImageNow. A TIFF document scanned into ImageNow. When viewing the results of a folder search, you can double-click a folder row in the search results grid to display the folder's documents in the Folder Contents pane. Clicking the Search tab in the Interact console displays the Documents and Folders tabs. You can expand either of these tabs to narrow the criteria of your searches. ImageNow Interact for Microsoft Office Getting Started Guide Page 7 of 14

8 Use Interact for Microsoft Office Interact for Microsoft Office controls Depending on the version of Microsoft Office installed on your computer, ImageNow Interact for Office controls appear in a toolbar or in a ribbon tab. Control Name Description Connect Disconnect Check In Check Out Undo Check Out Version History Add Document Properties Search View Related Folders View Shortcut Locations Connects to ImageNow Server and enables applicable buttons on the Interact toolbar. Disconnects from ImageNow Server. Creates a new version of your document in ImageNow. You must save your document before you can check it in. Resumes editing your document. Cancels your previous check out. You lose any changes you made since checking the document out, although you can save the document under a different file name to preserve the changes. Displays the Version tab of the Document Properties dialog box for the document. Shows the New Document dialog box, in which you add your document to ImageNow, specifying document keys and other information about how to store the document in ImageNow. Displays page, folder, and version history information about the document. Displays the ImageNow Interact console, in which you can perform searches for folders and documents. Displays all folders to which the document is added. Display the folders that store shortcuts to the document. Connect to ImageNow 1. In the Interact controls, click the Connect button. 2. In the ImageNow Interact Connect dialog box, select your profile, enter your user name and password, and then click Connect. ImageNow Interact for Microsoft Office Getting Started Guide Page 8 of 14

9 Disconnect from ImageNow This action does not affect the checked-out status of any documents you have added to ImageNow. If a document is checked out when you disconnect, it remains checked out the next time you connect. Click the Disconnect button. Check in and check out After you add a file to ImageNow, you must check the document out before you make changes to it. While the document is checked out, no other user can edit it. When you check a document in, a new version is created in ImageNow, and any other user with appropriate access privileges can check out and edit the new version. Document management in ImageNow maintains all the previous versions of your document so that you can view them at any time. You can only check out and make changes to the current version. The current version of the document is the one with the highest version number. If you need to revert to a previous version, you can promote it, which creates a new current version that has the contents of the earlier version. The previous current version is preserved. ImageNow Interact for Microsoft Office Getting Started Guide Page 9 of 14

10 In the previous figure, Version 5 is the current copy. Suppose you promote Version 2 to the current version. When this promotion occurs, Version 6 appears at the top of the Version History list. Version 6 is actually the new copy of Version 2 that you promoted. All previous versions remain intact. Local document location When you add a document to ImageNow, Interact saves a copy of the file on ImageNow Server. When you check out a document, it is always the current version last saved on the server, but it must be temporarily copied to a local folder before you can make changes to it. You define this temporary location. If you specify Delete Local Copy when you check in the document, the system deletes the local copy on your computer, and the next time you check the document out, the system saves it to a designated folder on your computer. If you don't specify Delete Local Copy when you check in the document, the copy on your computer remains in its original folder, but the next time you check the document out, the latest version from ImageNow Server replaces the document in that folder. Check in a document You must check out an ImageNow document before you can check it in. 1. Open the file and connect to ImageNow Interact. 2. Click the Check In button. 3. In the Check In dialog box, in the Comments box, enter any text that you want to accompany the new version of the document. 4. Optional. Click More and check the options you want: To remove the document from your computer, select the Delete local copy check box. To keep the document checked out for further editing, select the Keep checked out check box. To prevent other users from viewing the current version of the document you are checking in, select the Mark as private check box. To have the console to prompt you for a local folder from which to check in a different file, select the Prompt for file location check box. This allows you to check in a separate file as the current version of the original document. To check in only parts of the document, in the Select the one or multiple pages list, select the check boxes of the pages that you want to check in. To restore the dialog box to its smaller size, click Hide. 5. Click OK. Check out a document 1. Open the file and connect to ImageNow Interact. 2. Click the Check Out button. 3. In the Check Out dialog box, in the Comments box, enter any text that you want to accompany the new version of the document. ImageNow Interact for Microsoft Office Getting Started Guide Page 10 of 14

11 4. Optional. Click More and check the options you want: To have the console to prompt you for the local folder in which a local copy of the document is saved, select the Prompt for file location check box. To make only parts of the document available for editing, in the Select the pages to edit locally list, select the check boxes of the pages that you want to edit. To restore the dialog box to its smaller size, click Hide. 5. Click OK. Undo a check out This action causes your document to lose any additions or changes made since you last checked it out. 1. Click the Undo Check Out button. 2. In the Undo Check Out dialog box, if you want to remove the copy of the document on your computer, select the Delete local copy check box. 3. Click OK. Add a Microsoft Office file to ImageNow It is easy to add a Microsoft Office file to ImageNow, whatever your current context may be. If you have an Office program open, follow the first procedure. If you prefer to work from the ImageNow Interact console, follow the second procedure. If you are working in Windows Explorer, follow the third procedure. From a Microsoft Office program 1. Create or open the Office file. 2. Click the Add Document button on the ImageNow toolbar. Note Depending on the version of Microsoft Office installed on your computer, ImageNow Interact for Office controls appear in a toolbar or in a ribbon tab. 3. In the New Document dialog box, select the options you want: Send to queue If you want to add the new document to a workflow queue, select a workflow queue. Drawer - Click the right column and then select the drawer value you want. Field1 through Field5 - In the right column, enter the value you want for these rows. Document Type - Click the right column and then select a document type. Document type determines which custom properties, if any, are displayed immediately below this row. Custom Properties - If a plus sign appears to the left of Document Type, you can click it to view custom property rows. Enter any values for these that you want or any that are required by the template. Custom properties store additional metadata for your document. Clicking More displays the following additional options: Comments - An optional comment for version 1 of the document. You can add comments to each new version of the document when you check it out or in. ImageNow Interact for Microsoft Office Getting Started Guide Page 11 of 14

12 4. Click Add. Delete local copy Remove the file from its folder on your computer. Mark as private - Prevent other users from seeing the current version of the document in the Interact console or in ImageNow Explorer. Check out this document - Continue working on the document. From the ImageNow Interact for Microsoft Office console 1. On the File menu, point to New and then click Document. 2. In the File Selection dialog box, browse to the folder you want, select the file, and then click Open. 3. In the New Document dialog box, select the options you want: Send to queue If you want to add the new document to a workflow queue, select a workflow queue. Drawer - Click the right column and then select the drawer value you want. Field1 through Field5 - In the right column, enter the value you want for these rows. Document Type - Click the right column and then select a document type. Document type determines which custom properties, if any, are displayed immediately below this row. Custom Properties - If a plus sign appears to the left of Document Type, you can click it to view custom property rows. Enter any values for these that you want or any that are required by the template. Custom properties store additional metadata for your document. Clicking More displays the following additional options: 4. Click Add. Comments - An optional comment for version 1 of the document. You can add comments to each new version of the document when you check it out or in. Delete local copy Remove the file from its folder on your computer. Mark as private - Prevent other users from seeing the current version of the document in the Interact console or in ImageNow Explorer. Check out this document - Continue working on the document. From Windows Explorer 1. Do one of the following to add a Microsoft Office file to ImageNow: Drag the Office file from its folder to the Interact for Office console search grid. Right-click the Office file and click Add to ImageNow. 2. In the New Document dialog box, select the options you want: Send to queue If you want to add the new document to a workflow queue, select a workflow queue. Drawer - Click the right column and then select the drawer value you want. Field1 through Field5 - In the right column, enter the value you want for these rows. ImageNow Interact for Microsoft Office Getting Started Guide Page 12 of 14

13 Document Type - Click the right column and then select a document type. Document type determines which custom properties, if any, are displayed immediately below this row. Custom Properties - If a plus sign appears to the left of Document Type, you can click it to view custom property rows. Enter any values for these that you want or any that are required by the template. Custom properties store additional metadata for your document. Clicking More displays the following additional options: 3. Click Add. Comments - An optional comment for version 1 of the document. You can add comments to each new version of the document when you check it out or in. Delete local copy Remove the file from its folder on your computer. Mark as private - Prevent other users from seeing the current version of the document in the Interact console or in ImageNow Explorer. Check out this document - Continue working on the document. ImageNow Interact for Microsoft Office Getting Started Guide Page 13 of 14

14 Index about comments... 5 console... 6 controls... 8 documents... 4 files... 4 folders... 5 Interact for Microsoft Office... 4 notes... 5 pages... 5 adding a file from a Microsoft Office program from the ImageNow Interact for Microsoft Office console from Windows Explorer check outs, undoing checking in a document checking in and checking out... 9 checking out a document comments... 5 connecting to ImageNow... 8 controls... 8 disconnecting from ImageNow... 9 documents... 4 files... 4 folders... 5 ImageNow connecting from... 8 disconnecting from... 9 Interact for Microsoft Office about... 4 console... 6 controls... 8 notes... 5 overview... 4 pages... 5 undoing a check out undoing check outs using Interact for Microsoft Office... 8 ImageNow Interact for Microsoft Office Getting Started Guide Page 14 of 14