Opera 3 (1.20) Opera II (6.91) Guide to Document Management Desktop

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1 Opera 3 (1.20) Opera II (6.91) Guide to Document Management Desktop

2 Opera 3 (1.20) Opera II (6.91) Release Guide () June 2011 Copyright Pegasus Software Limited, 2011 Manual published by: Pegasus Software Limited Orion House Orion Way Kettering Northamptonshire NN15 6PE All rights reserved. No part of this manual or any accompanying programs may be copied, sold, loaned or in any way disposed of by way of trade or for any kind of profit or incentive without the express permission of Pegasus Software Limited in writing, or as specified in the licence agreement which accompanies this manual and associated programs. Whilst Pegasus Software Limited takes reasonable steps to ensure that the contents of this manual are up to date, and correctly describe the functioning of the programs, neither Pegasus Software Limited nor any of its Partners give any warranty that the manual is error free, nor that the programs will perform all functions stated in the manual. Pegasus Software Limited has a policy of continual improvement of its software and accordingly this manual may describe features which are no longer available in the current release of the software available to customers, or which are proposed for a future release of the software. Under no circumstances will Pegasus Software Limited or any of its Partners have any liability to any customer arising out of any error, omission or inaccuracy in this manual. All trademarks are acknowledged. Pegasus Opera 3 and Pegasus Opera II are trademarks.

3 Overview This guide provides details of, a new feature included with Document Management (3.0). works directly from your Microsoft Windows desktop. It is both an easy retrieval system of paper documents and electronic files that have been captured to the Document Management databases and an ad-hoc capture system to quickly capture electronic files to the Document Management databases. needs access to both the Opera Server installation and the Document Management databases. However, the Opera Client installation does not need to be installed. is a secure application you have to log on using a user ID that is created in Opera. Even if you are someone who does not use Opera, your system administrator still needs to create an Opera login ID for you to use. An Opera installation includes a certain number of users. For example, an Opera five-user system means that five people can use Opera at the same time. However, more user IDs can be set up if necessary to use in. Each installation of Document Management includes one user. If you require more people to use, there is additional cost for each user. works with Opera 3 (1.20) and Opera II (6.91). You must install these versions of Opera before installing Document Management. If you upgrade from an earlier version of Document Management you will need to do the following to use : Request a new Opera activation from your Pegasus partner that includes Document Management Desktop Install the Document Management (3.0) server software First uninstall and then reinstall the Document Management (3.0) client software on each computer where will be used. On computers where Document Management Desktop will not be used, you do not need to uninstall the Document Management client software beforehand. Opera 3 (1.20) & Opera II (6.91) Page 3 of 7 Overview

4 More details Feature is secure users must log in using their Opera log in ID and password before they can capture or retrieve a document. If additional systems are used, one must be selected. Benefit Security that is defined in Opera is maintained in. You can only capture and retrieve documents in companies you have access and use information types your user role (linked to your Opera login ID) allows. For example, if your user ID allows you access to company A but not to other companies, you will be able select only company A for capture or retrieval. Similarly, if you are permitted to view Sales Ledger invoices but not receipts, you will not be able to either index documents using information types for receipts or view documents that have already been indexed using information types for receipts. runs directly from your Microsoft Windows Desktop. You can capture and retrieve files from Microsoft Windows without needing to install Opera 3 or Opera II client software on your workstation computer. is installed with the Document Management installation. There is no separate installation for. It is installed automatically with the Document Management client installation and a new icon is displayed on the Windows desktop. Opera 3 (1.20) & Opera II (6.91) Page 4 of 7

5 Three methods are available to capture electronic files to the Document Management Microsoft SQL Server database: Capture Method 1: Drag and drop. Capture Method 2: Send To option on the mouse 'right-click' menu. You can capture electronic files using three different methods, depending on your preference. The drag and drop, and the Send To methods automatically open the login form so you can capture a file and index it according to your user role. The monitored folder method automatically captures documents for you after you move it into the defined folder. You can drag a file onto the icon on your Microsoft Windows desktop to capture a document. This is useful if the document is on your desktop, or if your open folders do not occupy your entire desktop. You are then asked whether you want to capture any other documents, or commit the document to the Document Management databases. You can use the right-click menu to capture a document. This is useful if you are working in a folder in Windows Explorer and you cannot see your desktop without rearranging the folders that are open. You are then asked whether you want to capture any other documents, or commit the document to the Document Management databases. Capture Method 3: A monitored folder. This is defined in the Automatic capture path box on the Document Management - Utilities - Set Options form. You can allocate a folder on your computer as a folder that Document Management Desktop monitors. Any documents in the folder are captured automatically and are displayed on the capture form in for you to index them as required. Opera 3 (1.20) & Opera II (6.91) Page 5 of 7

6 The document retrieval form allows both paper documents and electronic files to be retrieved from the Microsoft SQL Server database used by Document Management. uses the same database that is used by Document Management so documents that have been captured in Opera 3 or Opera II can easily be retrieved using information type selection. automatically links to the Opera 3 or Opera II Server installation and the Document Management database in Microsoft SQL Server. Documents can be printed, reindexed, exported, saved to disk or ed from. You can perform these activities in without needing to log in to Opera 3 or Opera II. Opera 3 (1.20) & Opera II (6.91) Page 6 of 7

7 More about Document Management Document Management is an integrated Opera application that provides secure document capture and retrieval functionality both in the Document Management module and throughout the application. Paper documents, and electronic files such as Word documents, Excel Spreadsheets or PDF files, can be captured and securely archived. Documents can be captured and retrieved at header and transactional level in the ledger modules (like the Sales Ledger or Purchase Order Processing), or captured in the Document Management application. When you capture a document in a ledger, the document type selection and indexing is managed by Document Management so that there is the minimum of additional clicks or data entry. You can easily see which records in Opera have captured documents attached to them - an icon is displayed in the respective status bar, making it apparent that something is available to retrieve and view. Advanced Document Management Advanced Document Management includes two additional features - Content Indexing and Deferred Indexing. There is a additional charge for these features in Opera II. Content Indexing captures machine typed text from scanned TIFF (Tagged Image File Format) images, text files (.txt) and documents (.doc) files, and then uses the text to index the document. This is an additional, automated method of indexing documents above the automatic indexing, manual indexing and barcode indexing methods. The words that are indexed are those that are in an inclusion dictionary. You can also add words to an exclusion dictionary if you want to exclude words during the content indexing process. These dictionaries are set up in the Content Indexing Setup command. The advantage of Content Indexing is when you retrieve documents from the Document Management databases; the search also checks the contents of the documents as well as the indexing information saved when the document was indexed. Deferred Indexing is an alternative to automatic indexing in the ledgers, Manual Indexing and Barcode Indexing. The advantage of Deferred Indexing is it allows documents to be scanned in Document Management without adding any indexing information, and then indexed later. This is perhaps most useful when a large number of documents need to be archived to the Document Management databases but the person who is scanning the paper documents, or capturing the electronic files, does not know how they should be indexed. They can however do the labour intensive job of archiving the documents and another person can index them at a later time. Opera 3 (1.20) & Opera II (6.91) Page 7 of 7

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