Table of Contents. Getting Started System requirements Creating an account Configuring Scan2Cloud Supported Web browsers...

Transcription

1 Operator Guide

2 Table of Contents Getting Started... 4 System requirements... 4 Creating an account... 4 Configuring Scan2Cloud... 6 Supported Web browsers... 7 Logging in... 7 Forgotten password... 8 How to use Scan2Cloud... 9 Setting up an Application... 9 Predefined applications Editing predefined Application name Moving index fields Editing index fields Deleting index fields Saving Custom Applications Naming a custom Application Selecting index fields Sorting Application fields Deleting Applications Scanning to Scan2Cloud Scanning directly to a Scan2Cloud Application Scan using Quick Menu Scan using Profiles Scanning to the Capture tab... 17

3 Scanning to File Importing document files to Scan2Cloud New doc later New doc New single page doc Capturing camera image files to Scan2Cloud Choosing the default camera New doc later New doc New single page doc Save to file Drag & Drop to Scan2Cloud Transferring a document from Capture to an Application Manipulating document files in the Capture queue Replacing document files Camera Inserting document files To insert a document file before another one To insert a document file after another one Deleting document files Rearranging document files Rotating document files Combining document files Submitting single/combined document files to multiple Applications Searching for Documents Global Search Advanced Search... 37

4 Local Search Sorting Documents Zoom in\zoom out on a document Adding Comments Annotating a document file Adding text Adding a line Adding a highlight Redacting Hiding annotations Showing annotations Printing Pinning Document Files Pinning Unpinning Downloading Document Files ing Document Files... 48

5 Getting Started System Requirements Required to access the Fujitsu Scan2Cloud service: Operating system: Microsoft Windows XP SP3, Windows Vista or Windows 7 Web browser: Microsoft Internet Explorer 6 or later or Mozilla Firefox Creating an account If you are new to the Fujitsu Scan2Cloud service, you will need to register for a new account. Click on the following link: This link takes you to the Scan2Cloud home page. This page contains links for you to sign up for an account, sign into an existing account, get quick information about essential document management functions offered by Scan2Cloud, and access the resource center for additional help. Please bookmark this page for future reference. To sign up for a new account, click on the button titled Sign Up. On the web page that displays, fill in the required fields listed below: First name Last name (this will also be your account login username) 4

6 Re-enter for confirmation Password Re-enter password for confirmation Model your ScanSnap scanner model Serial Number your ScanSnap scanner serial number When completed click on the Sign Up button. An will be sent to the address specified. The notification will look as follows: Click on the link included in the to continue the registration process. The link will bring up the following web page. Click on the Confirm button to complete the registration process. 5

7 Configuring Scan2Cloud Before you attempt to login for the first time, you will need to click on the Run Trust Tool link first. The Trust Tool establishes a trusted relationship between your PC and the Scan2Cloud web server. This trust relationship needs to be established just once per PC and once it is complete, you do not need to do it again. If you wish to access your Scan2Cloud from other computers, you will need to run it once for each new PC prior to logging in. When running the Trust Tool, depending on your version of Microsoft Windows, you may be confronted with various authentication steps by the operating system. Follow the necessary steps to allow the trust tool to install successfully. Additionally, you will need to close all your browser windows. Be sure to bookmark your sign-in page so that you can return to it after the Trust Tool completes. Click OK. If the Trust Tool is successful, all operations are marked with a green check mark. If any of these operations fails, a red X is displayed next to that operation. If all operations succeed, click on the Close button to return to the login screen. If any operations fail, refer to the 6

8 troubleshooting section of this manual or contact the Fujitsu Scan2Cloud Support team ( Supported Web browsers Scan2Cloud requires a PC using Microsoft Explorer (6 or later) or Mozilla Firefox If the Trust Tool detects that you are using an unsupported Web browser, the following message will appear: Logging in To become familiar with the Terms and Conditions governing the use of the Scan2Cloud service click on the User Agreement link at the bottom of the screen. 7

9 To login, enter the address and password that you registered in the User name and password fields respectively. NOTE: If you entered the wrong username or password in the main login screen an error will not immediately be indicated. Another login-screen will appear to allow you another chance to log-in correctly. If you enter another incorrect username or password, an error will be indicated. Forgotten password If you forget your password, click on the Forgot password link on the sign-in page to reset it. You will be asked to enter your address (i.e., your username) and a new password. Click on Change to initiate the change of password process. If the address you enter does not exist as a valid username, an error message will be displayed. If the address matches a valid username, an will be sent to that address to provide the owner and opportunity to confirm the change request. Click on the specified link to confirm the password change. A web page will appear asking you to complete the password change process. Click on Confirm to complete the process. Click on Sign In to log into the Scan2Cloud system. 8

10 How to use Scan2Cloud Setting up an Application After you login, the Scan2Cloud document management Application appears within your browser. By default, the Search tab window will appear. Before using Scan2Cloud for the first time, you must create one or more Applications (i.e., document categories). Applications allow you to categorize your uploaded documents using index fields to make organizing and searching your archive easier and more productive. To create an Application, click on the Settings tab in the upper left hand corner. 9

11 Next, click on the [Add] button and you will be presented with the Create Application window (below). Inside the Create Application window are several predefined Applications that you may choose to add to your personal Scan2Cloud account. Additionally, you may choose to create your own Custom Application. Whether pre-defined or custom, you may add a total of five (5) separate Applications to your account. Predefined Applications There are 6 predefined Applications in Scan2Cloud: Accounting Education Healthcare Insurance Legal Real Estate 10

12 You can select one of the predefined applications and accept the default setup for each or you can edit them. Editing predefined Application name To edit a predefined Application name, select the Application and click [Next]. On the next window the Application name field will already be selected for editing. Moving index fields If the list of fields is not in the order you prefer, you can reorder them. First select the index name you wish to move by clicking on it. Next, click on the [Move Up] or [Move Down] buttons to re-position it. Editing index fields To edit an index name select the index field you want to rename by clicking on it. Next, click on the [Edit] button, and then click in the Index Name box. Type the name that you wish to use and click [Save] and [Close] when finished. Deleting index fields To delete an index field select the index name you wish to delete and then click on the Delete button. Saving To save all of the changes made, click the [Save] button. 11

13 Custom Applications To create a custom application click on the Custom radio button and then click on [Next] to open the New Application window. Naming a custom Application After the new Application window appears the Application name field will already be selected. To name the custom application just type in the name you want to use. Selecting index fields After you have typed in the Application name, click on the Add button to create the first index field. You can create up to 5 indexes per Application. After naming the Application, click on the Data type field to create the next field. There are four Data types to choose from. Text (100) Date Number Decimal Text fields allow you to type approximately 100 characters of text. Date fields allow you to enter a date (MM/DD/YYYY format only). Number fields allow you to enter up to 11 numerical digits. Decimal fields allow you to enter amounts with decimals (2 digits beyond the decimal only). Click [Save & Add New] to create another index or [Save & Close] to finish the Application. 12

14 Sorting Application Fields To sort the application fields: 1. Click on the Setting tab 2. Select the Application to edit. 3. Click the [Edit] button 4. Click on the Index header that you wish to sort and select [Move Up] or [Move Down]. 5. Click the [Save] button when finished. Deleting applications 1. Click on the Setting tab 2. Select the Application to delete. 13

15 3. Click [Delete] button 4. Click [Yes] when the confirmation box appears 5. When the second confirmation box appears type in the name of the Application exactly as it appears. Note: The name is case sensitive. 6. Click [OK] to confirm and complete the deletion process. Scanning to Scan2Cloud Once you have created an application you can then begin scanning, storing, and accessing documents. In order to scan to Scan2Cloud verify that your ScanSnap scanner is already installed and ready to scan. If it is not installed, install the ScanSnap Manager software and rerun the Trust Tool before proceeding. 14

16 Scanning directly to Scan2Cloud Scan using Quick Menu Quick Menu is a ScanSnap function that allows operators to scan first and then choose where to send their scans afterwards. This type of scanning allows operators to transition between different scanning intentions and is the default method when Scan2Cloud is first installed. 1. Load document(s) into ScanSnap and press the Scan button. 2. After scanning document(s) click on the [Finish Scanning] button if necessary. 3. Select Scan2Cloud from the Quick Menu. 4. Log-in to Scan2Cloud 15

17 5. On the Select Document Type window select the Application you created earlier. 6. If you do not have any previously created Applications, you will see the following message: 7. Otherwise, type information into the Index Fields you have created. 16

18 8. Lastly, click [Send] to save the scans with the searchable information you have entered. Scan using Profiles When Quick Menu is disabled, ScanSnap profiles are enabled from the ScanSnap icon in the system tray. Operators set Profiles to bypass the Quick Menu when scanning the same way more often than not: Note: Enabling and disabling Quick Menu is performed by double-clicking on the ScanSnap Manager icon in the system tray and checking or unchecking the Quick Menu selection radial button in the upper left-hand corner of ScanSnap Manager. 1. With Quick Menu already disabled in ScanSnap Manager, select Scan2Cloud from the task tray by left clicking the ScanSnap icon once. 2. From the list of scanning options shown, select Scan2Cloud. 3. Place paper into ScanSnap and press the scan button. 4. Press [Finish Scanning] if necessary. 5. Proceed as similarly described when Quick Menu is enabled above. Note: If Scan2Clould is not on the profile menu or does not appear in the list of selectable profiles or applications within ScanSnap Manager, exit ScanSnap Manager and rerun the Trust Tool on the Scan2Cloud logon screen. Scanning to the Capture tab 1. Load document(s) into ScanSnap scanner and press the Scan button. 2. Click on the [Finish Scanning] button if necessary. 3. Login to Scan2Cloud 4. On the Select Document Type window select [Skip] and the scanned document(s) will appear in the Capture queue. Scanning to File 1. Load document(s) into ScanSnap scanner and press the Scan button. 2. Click [Finish Scanning] button if necessary. 3. Login to Scan2Cloud 4. On the Select Document Type window select [Save Local]. 17

19 Importing document files to Scan2Cloud To import document files to Scan2Cloud: 1. Select the Capture tab 2. Right-click on the file cabinet 3. On the pop-up window place the mouse cursor on File Import. 4. Select from three options: New doc later (Ctrl I) New doc New single page doc New doc later a. Select files from a browse window to place into the Capture queue. 18

20 New doc a. Select the Application to use. b. Browse to select the document file(s) to import. c. Selected files will appear in the Capture queue as a multi-page document. d. Click on the arrow to the right of the document to open the index fields. e. Type in the index values and click the [Submit] button. 19

21 f. After the document is submitted a confirmation notice is displayed in the History section at the bottom of the Capture window. New single page doc a. Select the Application to use. b. Browse to select the document file(s) to import. 20

22 c. Selected document files will appear in the Capture queue as individual pages. Scan2Cloud d. Click on the arrow to the right of the first (top) document to open the index fields. e. Type in the index values for the first page and click [Next] to continue to the next page. Repeat for each page. f. Click [Submit] button when finished. Note: To apply the same index values to every individual page, click on the [Pin value] box above each index field. a. After the document is submitted a confirmation notice is displayed in the History section at the bottom of the Capture window. 21

23 Capturing camera image files to Cloud Choosing the default camera 1. Click on the Capture Tab 2. Right click on the File Cabinet icon 3. Move cursor to Device Options 4. Choose default camera 5. If more than one camera is detected, select one and click OK. To capture camera image files to Scan2Cloud do the following: 1. Select the Capture tab 22

24 2. Right-click on the File Cabinet icon 3. On the pop-up window place the mouse cursor on Camera. 4. Select from four options: g. New doc later (Ctrl I) h. New doc i. New single page doc j. Save to file New doc later When New doc later is selected the camera viewer will appear. a. Click on the [Take picture] button to capture the image file(s). b. When finished, click the [Close] button to close the camera viewer and place the images in the Capture queue. 23

25 New doc a. Select and click on an Application of choice. b. When camera viewer appears click on the [Take picture] button to capture the image file(s). Repeat as necessary. c. When finished, click the [Close] button to close the camera viewer and place the images in the Capture queue as a multi-page document. d. Click on the arrow to the right of the document to open the index fields. e. Type in the index values and click the Submit button. 24

26 f. After the document is submitted a confirmation notice is displayed in the History section at the bottom of the Capture window. New single page doc a. Select and click on an Application of choice. b. Next after the camera viewer appears click on the [Take picture] button to capture the image file(s). Repeat as necessary. c. When finished, click the [Close] button to close the camera viewer and place the images in the Capture queue as individual pages. 25

27 d. Click on the arrow to the right of the first (top) document to open the index fields. e. Type in the index values for the first page and click [Next] to continue to the next page. Repeat for each page. f. Click [Submit] button when finished. Note: To apply the same index values to every individual page, click on the [Pin value] box above each index field. g. After the document is submitted a confirmation notice is displayed in the History section at the bottom of the Capture window. 26

28 Save to file a. After the camera viewer appears click on the [Take picture] button to capture the image file(s). Repeat as necessary. b. When finished, click the [Close] button to close the camera viewer and save the files to disk. Drag & Drop to Scan2Cloud 1. If the Cloud service window is maximized, reduce the window size to reveal the desktop. 2. Select the Capture tab 3. Locate the document that you wish to drag & drop to the Scan2Cloud window. 4. Left-click and hold while dragging the selected document(s) to the Capture tab (underneath the file cabinet icon). 27

29 Transferring a document from Capture to an Application 1. Left click on the document(s) in the Capture queue to select it 2. Click on the arrow to the right of the selected document(s) 3. In the Create new document window select where you would like to save the document(s) (e.g. Alpha) 4. Click on the arrow to the right of the folder to open the index fields. 5. Enter the index data for the document(s) and click the [Submit] button. 28

30 Manipulating document files in the Capture queue Replace document files Rearrange the document file order Insert before or after document files Delete document files Rotate document files Combine separate document files Submit single or combined document files to multiple applications New doc starting here New doc from selected Replacing document files To replace a document file, right click on it in the left pane of the Capture tab, select Replace and then select one of the following: 1. File import 29

31 a. Click on File import (Shift F7). b. When the file search window appears select the replacement document file. Note: Select one or more files. c. Double-click on the selected file or click on [Open] to complete the process. 30

32 Camera a. After the camera viewer appears click on the [Take picture] button to capture and replace the document file. Scan2Cloud b. Click the Close button to finish. Inserting document files To insert a document file before another one Right-click on item in the left pane of the Capture tab, select Insert before and then select one of the following: 1. File import a. Click on File import (Shift F7). b. When the file search window appears select the document file to be inserted. Note: You can select more than one file. c. Double-click on the selected file or click on [Open] to complete the process. 2. Camera (Ctrl F8) d. After the camera viewer appears click on the [Take picture] button to capture and replace the document file. e. Click the [Close] button to finish. To insert a document file after another one Right-click on item in the left pane of the Capture tab, select Insert after and then select one of the following: 1. File import 31

33 a. Click on File import (Shift Insert). b. When the file search window appears select the document to be inserted. Note: You can select more than one file. c. Double-click on the selected file or click on open to complete the process. 2. Camera (Ctrl Insert) d. After the camera viewer appears click on the [Take picture] button to capture and replace the document file. e. Click the [Close] button to finish. Deleting document files To delete a document right-click on item in the left pane of the Capture tab and select Delete. Rearranging document files To rearrange the document file order in the left pane of the Capture tab place the mouse cursor on the page to be moved and drag it up or down. 32

34 Rotating document files To rotate a document (90 degrees at a time) right-click on item in the left pane of the Capture tab and select Rotate right or Rotate left. Combining document files 1. In the left pane of the Capture tab right-click on the top document, place your cursor on new doc starting here, and then select an Application or Save to file. If an Application is selected, all of the files from the top down will be placed in the same application. 33

35 2. Click on the arrow to the right of the folder to open the index fields. 3. Enter the index data for the document(s) and click the [Submit] button. 34

36 Submitting single or combined document files to multiple applications 1. In the left pane of the Capture tab right-click on one of the document files, place cursor on New doc from selected, and select an Application or Save to file. If an Application is selected, only that selected document file will be placed in the Application. 2. E.g. In this case the Alpha Application is selected for the first document file. 3. For remaining document files, right-click on the top one, place the cursor on New document starting here, and then select an Application or Save to file. E.g. The remaining document files were placed in the application Beta. 35

37 4. Click on the arrow to the right of the Alpha and Beta folders to open the index fields. 5. Enter the index data for the document(s) and click the [Submit] button. Searching for Documents Global Search Advance Search Local Search Global Search To use the Global Search, type index information that is tied to the document(s) into the search box at the top of the Scan2Cloud window. 36

38 Advanced Search To use Advanced Search, click on the Application to search in and click on Advanced Search. Enter search values to be searched. Local Search To use Local Search, double-click on the Application to search. If there is only one document in an Application it will display that document. If there are more than one document in the selected Application it will display a list. Double-click on the document to open and view it. 37

39 Sorting Documents If there are multiple documents in an Application, they may be sorted by the following columns in ascending or descending order. Last Modified Name Date Number Decimal Discussion Left-click on the Index Header bar to change its sort order. A triangle will appear in the selected column. If the triangle is pointed up, the column is set to ascending order. If the triangle is pointed down, the column is set to descending order. Zoom in\zoom out on a document Three ways to perform the same action: Place cursor on a document and double-click. To zoom out, double click on the document again. Right-click and select Zoom in or Zoom out. Press and hold the [Ctrl] key while repeatedly pressing the [+] or [-] key to zoom in or out respectively. 38

40 Adding Comments 1. To add comments to any saved document in an Application, double-click to open it. Click on 0 comments to add comments. 2. In the expanded comments field type in your comments and click [Save]. 39

41 3. If there is more than one comment, sort them by ascending or descending order or click on Newest on top or Oldest on top to change the order. 4. In the application search view, the number of comments will be displayed under the Discussion column. 40

42 Annotating a document file Adding text 1. Right-click on item and select Add text 2. Place cursor on the image so that it becomes a crosshair 3. Press & hold the left mouse button while you draw a box in the area to be annotated. 4. Release the button and a text box will appear. 5. Type in text. Use the font tool bar at the top to select the text size, style (Bold, Italics, or Underline), and color. 6. Press the ESC key when done to close the text box and display your annotation. Note: To edit the annotation you just added double click on it to reopen the text box. 41

43 7. Close the file to save. Adding a line 1. Right click on item and select Add line 2. Place cursor on the image so that it becomes a crosshair 3. Press & hold the left mouse button while drawing a box in the area to place the line. 4. Release the button and a line box will appear. 5. Select the type or line to use. Use the font tool bar at the top to select the line thickness, style (line, left arrow, right arrow, or double ended arrow), and color. 6. Press the ESC key when done to close the line box and display your annotation. Note: To edit the annotation just added, double-click on item to reopen the line box. 42

44 7. Close the file to save. Adding a highlight 1. Right-click on item and select Add highlight 2. Place cursor on the image so that it becomes a crosshair 3. Press & hold the left mouse button to draw a box near the text to be highlighted. Note: The highlight box can be moved and resized as necessary. 4. Release the button and a yellow box will appear. 5. Place cursor in the center of the yellow box to drag it over the text (or area) to be highlight. 6. Place cursor on one of the corner points, left click and hold, then drag the point to expand the box in the direction and size desired. 7. Press the ESC key when done to close the highlight box and display the annotation. Note: To edit an annotation, double-click on the item to reopen the highlight box. 43

45 8. Close the file to save. Redacting 1. Right-click on item and select Add redaction 2. Place cursor on the image so that it becomes a crosshair 3. Press & hold the left mouse button while drawing a box near the text to be redacted. Note: The redaction box can be moved and resized as necessary. 4. Release the button and a black box will appear. 5. Place cursor in the center of the black box to drag it over the text (or area) to be redacted. 6. Place cursor on one of the corner points, left click and hold, then drag the point to expand the box in the direction and size desired. 7. Press the ESC key when done to close the redaction box and display the annotation. 44

46 Note: To edit the annotation, double-click on the item to reopen the redaction box. Scan2Cloud 8. Close the file to save. Hiding annotations To hide an annotation added to a document file, right-click on the item, select Hide annotation, and it will disappear from view. Showing annotations To show a hidden annotation added to a document file, right-click on it, select Show annotation, and it will reappear as before. Printing 1. Right click on the item and select Print 2. After the Print selection box appears, select the printer to be used. 3. Click the [Print] button. 45

47 Pinning Document Files The pin function under the Search tab allows for the grouping of saved document files in a work area to reduce time searching for commonly used document files. Multiple document files can be pinned from different Applications to the work area. Pinning 1. Select the Search tab. 2. Select one or more document files in an Application 3. Right-click on the item and select Pin. The document file that was pinned will now appear in the work area above the search results. 4. To add a document file from a different application, open that Application and repeat the steps above. (e.g. After pinning a document file from the Alpha application, the next document was selected and pinned from the Beta application.) 46

48 5. Now the document files are accessible in the work area. Unpinning To unpin any document file in the work area, right-click on it and select unpin. Note: If you delete a pinned document file in the work area it will also be deleted in the application and vice versa. Downloading Document Files 1. Under the Search tab, search for and select the document file to be downloaded. 2. Right-click on the item and select Download. 3. You can further define the attachment type by selecting the File name and format. a. File name: Select either Use index values or Custom. If Use index values is selected, the attachment will be named with the information that is listed under the index fields of that Application. (E.g. Name, Date, Number, etc.) If 47

49 Custom is selected, the attachment can be given a different name than the one saved. b. File format: Select either XPS or Original as the file format of the attachment. Select XPS if your hardware and software support its features. Select Original to download the saved document file in its original saved format. (E.g. PDF, JPEG, TIF, etc.) 4. Click the [OK] button and the Scan2Cloud Save as window will appear. 5. Create a new folder or browse to the desired location to save the document file. 6. Click the [Save] button to finish. ing Document Files 1. Click on the Search tab and use one of the three methods listed below to search for a saved document to . Global Search Advance Search Local Search 2. Once found, right-click on the item and select 3. Select the type: a. As attachment b. As link 48

50 4. If As attachment is selected, following the appearance of the Microsoft Outlook New Message window, the selected file will automatically attach to the outgoing Further define the attachment type by selecting the File name and format. a. File name: Select either Use index values or Custom. If Use index values is selected, the attachment will be named with the information that is listed under the index fields of that Application. (E.g. Name, Date, Number, etc.) If Custom is selected, the attachment can be given a different name than the one saved. b. File format: Select either XPS or Original as the file format of the attachment. Select XPS if your hardware and software support its features. Select Original to download the saved document file in its original saved format. (E.g. PDF, JPEG, TIF, etc.) 6. Next enter the recipient and subject in the To: and Subject: boxes respectively, and then click on the [Send] button to finish and mail the selected file. 7. If As link is selected, following the appearance of the Microsoft Outlook New Message window, the link to the file selected will be automatically entered in the outgoing . Note: This feature does not support sharing or accessing content between different Scan2Cloud accounts. 49

51 8. Enter the recipient and subject in the To: and Subject: boxes respectively and click on the [Send] button to finish. 9. To view the linked file, the recipient will be brought to the Fujitsu Scan2cloud configuration screen. 10. If this is the first time that the recipient will be accessing the Scan2cloud database, they will need to run the Trust Tool first. See the Configuring Fujitsu Scan2Cloud section for more details. 11. Login in with the user name and password for the account and the file will be displayed. 50