RETRIEVER USER S GUIDE

Transcription

1 RETRIEVER USER S GUIDE

2 Table of Contents Purpose... 3 Overview... 3 Installation... 3 Things to know before configuring Retriever... 3 Setting up your first connection... 4 Step 1 Run Retriever... 4 Step 2 Provide Login... 4 Step 3 Enter a new setup/edit an Existing setup... 5 Step 4 Select the correct Cabinet SAFE settings... 5 Step 5 Select the application to connect Retriever to... 6 Step 6 Selecting the positioning of the Retriever button Step 7 Setting the various options... 7 Step 8 Save the setup... 9 Miscellaneous Information... 9 Using Retriever Step 1 Start the Application Retriever is connected to Step 2 Start and Login into Retriever Step 3 Focus the connected application Step 4 Open Retriever Step 5 Show/Hide Folder Contents Appendix A - Known Regular Expression Setups Table of Contents 2 P a g e

3 Purpose Retriever is used to connect Cabinet SAFE to an external business application. The objective is to provide access to documents stored in Cabinet SAFE based on information retrieved from the external business application. Overview Retriever is used to connect business database applications (ACT!, Goldmine, QuickBooks, ) to Cabinet SAFE document management software. After the connection to the business application is made, Retriever links the current business application s record to the associated folder in Cabinet SAFE. This allows the user to directly access relevant documents without switching applications and searching for relevant documents. Overview of Retriever Installation Run the Retriever.msi installation program. Retriever is client specific and will have to be installed on each machine that will use it. Make sure access is also available to the Cabinet SAFE repository. Install the program with the default settings provided. Alternative settings should only be used when directed by Cabinet technical support staff. Things to know before configuring Retriever 1) Application Information (Things your IT person should know) a) Which application/data are you connecting with? b) Is there a Cabinet setup that matches this data? 3 P a g e

4 c) If not, Synchronizer may be used to transfer the application s database data to the corresponding folder indexes. 2) Location of Cabinet SAFE data a) Which Repository/Cabinet will be mapped? b) Which folder index value in the Cabinet contains the same data used by the business application? Name, account number etc. c) Does the user have access rights to the Cabinet in SAFE? Setting up your first connection Step 1 Run Retriever By default Retriever is installed in C:\Program Files\CNG\Cabinet SAFE, or the (x86) directory on a 64 bit system. The executable name is CNG.Retriever.exe. Simply double click this executable to run Retriever. A shortcut is also installed on Windows Start. Step 2 Provide Login Enter the Cabinet username and password to use Retriever. Login Screen A new setup must be configured before using Retriever for the first time. In the system tray, right click the Retriever icon and select Setup. Then enter the Administrator password. 4 P a g e

5 Step 3 Enter a new setup/edit an Existing setup Retriever can be used to connect to many different databases and cabinets. A setup name is required for each connection. Either enter a new setup name or select an existing one from the pull down. Step 4 Select the correct Cabinet SAFE settings Retriever connects a field in another software application to a designated Cabinet SAFE repository, cabinet, and folder index. Data is pulled from the other software application and matched against the data in the folder index. If there is a match than the folder information is retrieved and the document list is made available to the user. Select the appropriate repository/cabinet/index combination to connect. 5 P a g e

6 Step 5 Select the application to connect Retriever to Retriever connects to another application based on the application executable name. In general these files are stored in the C:\Program Files\<appname> (i.e. c:\program files\act). It may take some detective work to determine which executable file is the correct one. This button will bring up a file browsing screen. Navigate to the correct executable and press the Open button. Step 6 Selecting the positioning of the Retriever button. Retriever attaches a small button to the application selected in Step 5. This button can be placed in one of three locations. This is dependent on where in the connected application is the best place to display the Retriever icon. Select the top right (most common), bottom left or bottom right. Most application use the top left for their menus, so it is not an option. 6 P a g e

7 Step 7 Setting the various options Retriever has a number of options that control how each setup functions. This section goes through each one of the options and explains how it affects the Retriever application. Available setup options Global The Global option makes the setup available to other users using the same repository/cabinet AND the same application. When unchecked, the setup is only available to this user/computer. Auto Open When Retriever finds the folder that matches the data in the connected application, it can automatically open the document list if this option is checked. If it is not checked, the user can click the Show Document List button to see the list of documents. Use Capture Use capture is the option that connects the folder index data to data from the screen of the connected application. Simply follow the directions on the Select Capture Field screen. Use Matching Use matching is one of the more interesting technical parts of Retriever. It is used to take data from the screen and run it through a regular expression parser to extract a piece of data that can be used to match the folder index. An example would be if an EMR software package could only extract a 7 P a g e

8 piece of data like Patient John Ferry where is the patient number. If is in a folder index in Cabinet SAFE then this data could be extracted from the string by using a regular expression. See for more information/tutorial on regular expressions. For the above string the regular expression to extract from Patient John Ferry would be [0-9]+$. The $ matches the end of the string and the [0-9]+ extracts the client number. Alternatively, contact Cabinet Support at and submit a ticket to get help with building a regular expression. A list of known regular expressions and the applications they work with are provided in Appendix A. 8 P a g e

9 Step 8 Save the setup Save the current setup by clicking the save settings button. Click the exit button to exit setup mode. If the global option is set, the setup becomes available to all other users of Retriever. Save the current setup by clicking the Save Settings button. Exit setup mode after saving the setup. Miscellaneous Information Retriever can be connected to more than one application. For instance it could be setup to connect to ACT! for contact management and MAS-90 for the accounting function. Retriever will follow the application that has the mouse focus. 9 P a g e

10 Using Retriever Step 1 Start the Application Retriever is connected to Step 2 Start and Login into Retriever Login Screen 10 P a g e

11 Step 3 Focus the connected application Give the connected application focus by clicking on it. The Retriever logo will be displayed in the corner. To activate Retriever click on the logo. Retriever running and connected to Outlook Retriever Minimized 11 P a g e

12 Step 4 Open Retriever Retriever can be opened at any time by clicking on the Logo. Several things can be done at this point. 1. Clicking the logo again will shrink Retriever back to the logo button. 2. Selecting the Manual box enables folder lookup via dropdown selection when the Find button is pressed. 3. Clicking Show will expand Retriever to display the selected folder contents. 4. When the folder contents are displayed, the Tabs box controls how tabs are organized. 5. When the folder contents are displayed, the + - boxes control the height of the folder display. Retriever Displayed 12 P a g e

13 Step 5 Show/Hide Folder Contents Folder s contents can be displayed by clicking the Show button. At this point, anything normally done with the document list in Cabinet SAFE can be done in Retriever. If Auto Open setup option is selected, the document list is automatically displayed whenever a new record is displayed in the connected application. To hide the document list, simply click the Hide button. Cabinet SAFE operations, including View, Edit, Scan, New, etc. are performed using the Retriever toolbar items located above the document list. Documents can also be added to the folder by dragging and Dropping them over the document list area. Retriever with document list. 13 P a g e

14 Appendix A - Known Regular Expression Setups Application - Laser App String being matched: Laser App Enterprise DE [Ben Franklin] - [SAMPLE FORM : Sample Form] Regular expression: (?<=\[)\w+ \w+(?=\]) Data Extracted: Ben Franklin Application - Aria String being matched: Notes-Davis, Jesse J Regular expression: (\w+, \w+ \w?) Data Extracted: Davis, Jesse J Application Access App - will not work with all Access Apps. String being matched: Contact Log Version WX ALBERTA SMITH Regular expression: (?<=- )[a-za-z0-9]+ Data Extracted: WX Application NextGen EMR String being matched: NextGen EMR: Jones, Fred - [09/05/ :04 AM:"eyemaster im"] Regular expression: (?<=\: )[a-za-z0-9 /,]+(?= -) Data Extracted: Jones, Fred Application Gorilla Bill Good Marketing String being matched: NextGen Gorilla 3.0 [Playground] [Info Sheet: Ferry, John] Regular expression: (?<=: )[a-za-z0-9, ]+(?=]) Data Extracted: Ferry, John 14 P a g e