Scanning Options
Table of Contents 2 Table of Contents Scanning Overview and Setup... 3 Scanning Tools and Equipment... 3 File Locations... 4 Other Settings... 5 Scanning Options and Techniques... 6 Scanned Document Window... 6 Scanning Documents outside of a Case... 8 Scanning Documents inside of a Case... 10 Document Review... 11 Annotation... 12 OCR (Optical Character Recognition)... 13
Scanning Overview and Setup Scanning Tools and Equipment 3 Scanning Overview and Setup The scanning module in Client Profiles is designed to allow you to eliminate the paper chase by putting every document associated with a particular case or matter into the electronic file. This electronic file enables you to maintain a virtual office as it is no longer necessary to have the paper file before you whenever you want information. It is also possible to maintain government or other identification photos directly onto a card file entry, thus providing positive identification of clients and other entries as desired. Scanning therefore adds another dimension to the overall concept of Client Profiles as it facilitates the concept of Total Practice Management from your desktop workstation. Scanning Tools and Equipment Proper scanning requires that your scanner be TWAIN (a scanning standard) compliant to work with Client Profiles. There are hundreds of scanners on the market, almost all of which will do a perfectly adequate job of scanning anything you might choose to scan, however there are some points to keep in mind when considering equipment. The scanning area of most scanners is typically 8.5 x 11.5 inches. There are scanners available that will handle 8.5 x 14 inch materials, however they are rarely available at retail outlets without a special order. If you have scanning requirements that exceed these dimensions, it will be necessary to move into the commercial scanner range of equipment. Scanning in Client Profiles is done on the local workstation with the output image being saved in the Client Profiles database storage area of the network server for access by all users. This means that you must have a scanner or scanners attached directly to individual workstations rather than to the network for proper scanning to be accomplished. Network scanners will not work unless they are attached directly to a workstation. Your anticipated volume of documents to be scanned on a regular basis, as well as the type of documents and materials to be scanned. For light scanning with most documents having only one or two pages, a desktop flatbed scanner is adequate. These scanners are small, typically with a USB connection to the workstation. These scanners are capable of very high quality work, especially on photographs, however they are usually slow. For moderate scanning requiring a good volume of documents, especially multi-page documents, a fast scanner with a sheet feeder will be appropriate. These scanners are also of the desktop type and are usually flatbed, however the sheet feeder makes them somewhat larger and bulkier with more space required to accommodate the scanner and documents. High volume scanning may be done with either a commercial drum scanner with full sheet feed capabilities, or by utilizing several of the scanners as described in the paragraph above. They are usually employed in full scale imaging operations. Typically only large law firms doing mass tort or class action work use these very high-end scanners.
Scanning Overview and Setup File Locations 4 File Locations From within Client Profiles go to Administration\System Setup\File Locations. Set the Scanned Document Pages directory. Please note: Normally, this will be the same directory as the History Files; however, it can be pointed to a different directory if needed because of space requirements. The only requirement is that the directory be shared and can be modified by users on the network. Set the Card File Images directory. Next, either through My Computer or Windows Explorer, verify that these directories exist and can be modified by users on the network.
Scanning Overview and Setup Other Settings 5 Other Settings Go to the Document/Scan Settings tab under Administration\System Setup\Other Settings. This screen will have the following settings: Scanned Format Select the Default format for any images scanned into the system. The options will be: Single Page Tiff Internal Viewer (Recommended) Creates a Tif file that will be opened with the CP Imaging Window. This will also allow for use of our Annotation tools that allows users to mark up and annotate documents. Multi Page Tif / External Viewer Creates a multipage tif file that will be opened with the program on your computer that is set to open.tif files like Windows Picture and Fax Viewer Regular PDF /External Viewer Creates a regular pdf that is opened through Adobe but is not searchable through our Full Text Search module. Searchable PDF B&W Only /External Viewer Creates a pdf file opened in Adobe that is black and white and can be searched through our Full Text Search module. Allow users to select file format? Check this box to give the users the option to override your previous setting. Enable Document Review Check this box to enable the Document Review feature that allows users to be notified when new documents have been added to their cases. Once notified they can review the documents and mark them completed. OCR Documents for full-text searching? Check this box to automatically OCR any new document so that they can be searched using the Full Text Search module. Enable Barcode Cover Page option Check this box to create a Barcode cover page Blank Page Detection/Text Scalar/Skip these file extensions These settings should only be changed by a Client Profiles technical support representative. Disable Duplication Select document types in the list that you want to prevent from being duplicated through the Document Duplicate option in the Documents screen. Reviewer Staff Roles Select roles here that you would like to be automatically notified when new documents are added to cases.
Scanned Document Window 6 Scanning Options and Techniques Scanned Document Window On the Scanning Sheet Bar you will see the following options. New Document from Scanner (Scanner) - Starts a new document from the scanner. New Document from File (Document with Arrow) - Starts a new document from files saved on the network. Append Pages from Scanner (Folder) - Adds pages to the existing document from the scanner. Append Pages from File (Green box with Arrow) - Adds pages to the existing document from files saved on the network. Save Document (Disk) - Save changes made. Export Document (Floppy Disk) - Exports the image to a file. Insert Page Break (Chart) - Inserts a blank page break. Zoom In and Out (+ and -) - Zooms the view in or out.
Scanned Document Window 7 Actual Size (Arrows in a Circle) - Resizes the view to the actual size. Fit to Height (Black and White icon) - Fits the view to the height of the window. Fit to Width (White Rectangle) - Fits the view to the width of the window. Rotate Right and Left (Boxes with Arrows) - Rotates the image either to the right or left. Email Document (Envelope with Paper clip) - Emails the document. Delete (Large X) - Deletes the selected page or pages. Print (Printer) - Prints the image. User Settings (Finger pointed to a piece of Paper) - Changes scanner settings for the user OCR Document (Lightning Bolt) - Creates a document from words recognized that can be searched using the Full Text Search module. Open OCR Document (Pencil and Paper) - Opens the document created so that it can be edited with words that were not recognized during the OCR function. To Matter or Reviewer (Blocks) - Once the Document Detail and a case is selected use this icon to send the document to the matter. Close Document (Door) - Closes the existing document. Please note: You will see boxes on the Scan Images page with either a - or + inside of it. These boxes either hide or open the thumbnail and Document Detail views
Scanning Documents outside of a Case 8 Scanning Documents outside of a Case To scan a document either click on the sailboat icon from Client Profiles main window or Document Imaging from the Tools menu. You will then be prompted with the Imaging dialogue box with the following options Scan New Batch Allows you to scan a batch of unrelated documents at one time and then separate and attach them to multiple cases or into an individual case. Specify Settings in Scanner Dialogue/Specify Scan Settings Below Will give you the option to change the scanner settings using your scanner software or using the drop down fields listed. Import Existing Files - Allows you to import a batch of unrelated documents at one time and then separate and attach them to multiple cases or into an individual case. Please note: You can also check the Remove Existing Files After Import box to delete the files off of your network after they have been imported. Retrieve My Last Batch Retrieves the last batch worked on. Retrieve Existing Batch Allows you to select a batch created from the list of outstanding batches.
Scanning Documents outside of a Case 9 Once the documents are scanned or imported you will see a list of pages on the left side. Please note: You will see boxes on the Scan Images page with either a - or + inside of it. These boxes either hide or open the thumbnail and Document Detail views Highlight the pages you want to send to the matter. With the pages highlighted fill in the Document Detail tab at the bottom of the screen including the Matter. Once the information is completed select the To Matters/Reviewers icon. You will then be asked for a File Format and whether or not to remove the files from the Batch. Continue until all pages are removed or save the files to be retrieved at a later date.
Scanning Documents inside of a Case 10 Scanning Documents inside of a Case This process will be very similar to scanning documents outside of the case. From the documents screen of the case select the Scan New Document (Scanner) icon from the sheet bar. Unlike from the desktop you will not be prompted and the scan process will automatically begin. Please note: You can also select the Import Scanned Documents (green box) icon to import files into this window as well. Once the scan has been completed fill in the appropriate information on the Document Detail. Please note: Since this process was started inside of the case the Matter will already be filled in. Close out of the image making sure to save the changes.
Document Review 11 Document Review The document review option enables users assigned to a case to be notified if there are new documents that have been scanned that they need to review. When you open Client Profiles you will see an UnReviewed button at the bottom of the Client Profiles screen with the number of documents that you have to review. Click on this button to open the Review List. From here you can select the Mark Reviewed button at the top or go to the Documents tab to review the document and Add comments to the Document Review tab. Once completed you will see the UnReviewed button at the bottom of your screen reduced by one. Please note: You can be notified of how many documents you have outstanding each time you log into CP. To turn this setting on, select the User Settings icon and check the Notify at Startup checkbox.
Annotation 12 Annotation There will be a number of Annotation tools available from the scanned image. To access these tools select the Document menu item and you will see a list of the available options. Additionally, you can select tools from the Annotations tool bar to the right of the Hide Annotations button. To view the document without the annotation, select the Hide Annotations button. When the document is printed you will have a check box that allows you to print the document with or without the annotations.
OCR (Optical Character Recognition) 13 OCR (Optical Character Recognition) The OCR capability allows you to pull words from a scanned document and search for them using the Full Text Search module. After the document has been scanned select the OCR Document option from the OCR menu. You may either choose all pages or select certain documents to recognize. All legible words will then be recognized and put into a document that can be indexed using the full text search option.
OCR (Optical Character Recognition) 14 To search for the document select the flashlight icon from the documents screen. Place a check in the Full Document Text check box. Enter a word or phrase from the image and click the Search button. To retrieve the document, highlight the correct entry and click the Retrieve button. Please note: This option will only be available if your firm has purchased the Full Text Search Module.