Digitech Systems, Inc. Paperless that works. PaperVision Xpress February 2009 PaperVision Xpress R66
Information in this document is subject to change without notice and does not represent a commitment on the part of Digitech Systems, Inc. The software described in this document is furnished under a license agreement or nondisclosure agreement. The software may be used or copied only in accordance with the terms of the agreement. It is against the law to copy the software on any medium except as specifically allowed in the license or nondisclosure agreement. No part of this manual may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose without the express written permission of Digitech Systems, Inc. Copyright 1997-2009 Digitech Systems, Inc. All rights reserved. Printed in the United States of America. PaperFlow, DataFlow, OCRFlow, QCFlow and the Digitech Systems, Inc. logo are trademarks of Digitech Systems, Inc. PaperVision and PaperVision.net are registered trademarks of Digitech Systems, Inc. Microsoft, Windows, and Windows XP are registered trademarks of Microsoft Corporation. All other trademarks and registered trademarks are the property of their respective owners. PaperVision Xpress contains text search technology provided under license by dtsearch. All rights reserved. PaperVision Xpress contains technology under license from Autonomy, Inc. All rights reserved. PaperVision Xpress contains portions of imaging code owned and copyrighted by Pegasus Imaging Corporation, Tampa, FL. All rights reserved Digitech Systems, Inc. 8400 E. Crescent Parkway, Suite 500 Greenwood Village, CO 80111 Voice: (303)493-6900 Fax: (303)493-6979 www.digitechsystems.com
Table of Contents Table of Contents Product Support... 6 Chapter 1 Introduction... 7 Overview... 7 Licensing... 7 Chapter 2 Installing PaperVision... 8 System Requirements... 8 Running Setup... 8 Additional Information... 15 Starting the MSDE Database Service... 15 Starting PaperVision for the First Time... 16 Using the Setup Wizard to Configure a Database Server... 16 Using the Setup Wizard to Connect to an Existing Database Server... 22 Using the Setup Wizard to Connect to Microsoft SQL Server... 25 Logging into PaperVision Xpress... 30 Obtaining On-Line Help... 32 Chapter 3 Searching for Documents... 33 Overview... 33 General Searching Rules... 33 Searching for Documents... 35 Global Searching... 37 Adding a New Global Search... 38 Performing a Global Search... 39 Chapter 4 Search Results... 41 Overview... 41 Printing the Search Results List... 42 Exporting the Search Results List... 43 Selecting a Document to View... 44 Adding New Documents... 45 Batch Operations... 47 Altering Document Index Values... 47 Deleting Documents... 49 Batch Printing Documents... 50 Batch Emailing Documents... 51 Batch Exporting Documents... 53 Tagging Documents for Migration... 54 Applying Document Security to Documents... 55 Chapter 5 Working with Documents... 57 Navigation... 57 Viewing Documents and Images... 58 Document System Settings... 59 Annotating Documents... 65 Annotation Tool Types... 65 Editing Annotations... 66 Viewing/Editing Textual Notes... 67 Printing Textual Notes... 68 Document Operations... 69 Printing Documents... 69 PaperVision Xpress iii
Table of Contents Printing the Displayed Region of an Image... 70 Printing the Current Page of a Document... 70 Adding New Documents... 71 Exporting Documents... 72 Opening Files in their Native Application... 72 Viewing a Page s Source File Information... 73 Emailing Documents... 74 Altering Document Index Values... 76 Finding Text in a Document... 77 Copying Data to the Clipboard... 78 Extracting Files from Archives... 78 Viewing Password Protected Archives... 79 Chapter 6 User Options... 80 Available Options... 80 Changing Passwords... 81 Chapter 7 Migration Jobs... 82 Overview... 82 Submitting Migration Jobs... 83 Deleting Migration Jobs... 84 Chapter 8 System Administration... 85 Active Sessions... 85 Data Groups... 86 C.A.R. Data Groups... 87 XML Data Groups... 88 Importing a Data Group... 88 Viewing and Editing Data Group Properties... 90 Purging Data Groups... 92 System Security... 93 System Users... 94 System Groups... 101 Migration Jobs... 105 Running a Migration Job... 106 Deleting Migration Jobs... 108 Licensing... 109 Adding a New License... 109 Viewing License Properties... 112 Auto-Import Paths... 113 Creating a New Automated Import Path... 114 Editing an Existing Automated Import Path... 116 Deleting Automated Import Paths... 116 System Settings... 117 Chapter 9 Project Administration... 119 Working with Projects... 120 Creating a New Project... 120 Editing an Existing Project... 124 Deleting Projects... 125 Security Access... 126 Security Access... 126 Granting Security Access Rights... 128 Editing Existing Security Access Rights... 130 Deleting Security Access Rights... 133 PaperVision Xpress iv
Table of Contents Document Security Levels... 134 Creating a New Document Security Level... 135 Editing an Existing Document Security Level... 138 Deleting Document Security Levels... 140 Applying a Document Security Level... 141 Appendix A System Hotkeys... 142 Appendix B Frequently Asked Questions... 144 PaperVision Xpress v
Product Support Product Support Digitech takes great pride in providing software that is extremely simple to use, feature-rich and provides great flexibility both in architecture and in integration capabilities. If, for some reason, you experience any difficulty, please do not hesitate to contact us to experience our legendary customer service toll free at 877.374.3569 (or 402.484.7777) or via email at support@digitechsystems.com. Our technical support staff is available to serve you between the hours of 8:00 AM and 6:00 PM Central Time. Digitech s product features and enhancements are driven by you, our customer. If you have an idea for a future product feature or enhancement, please pass it along to us by sending an email to dev@digitechsystems.com. PaperVision Xpress 6
Chapter 1 - Introduction Chapter 1 Introduction Overview PaperVision Xpress provides you with a single interface for accessing and manipulating your corporate information. Licensing As stated in your End-User License Agreement, PaperVision is licensed perconcurrent user. This allows you the greatest flexibility in licensing as a license is only used when a user is logged into the system. If all of the licenses are in use, the user will be prompted that there are no licenses available for their session. PaperVision Distribution Assistant is an optional component which is licensed once for a single database (unlimited entities). PaperVision Distribution Assistant provides an application that is automatically placed on migrated data groups to facilitate easy retrieval (view and print) of documents from those data groups. PaperVision Xpress 7
Chapter 2 Installing PaperVision Chapter 2 Installing PaperVision This chapter describes the steps to install PaperVision on your computer. System Requirements Running Setup PaperVision requires Windows XP or higher. PaperVision also requires either Microsoft SQL Server 2000 or MSDE 2000 (or higher). MSDE 2000 is included as part of the free PaperVision Database Server. The installation of PaperVision is extremely easy. It simply requires that you follow the instructions on the screen. To install PaperVision: 1. From the PaperVision Xpress installation CD, run the SETUP.EXE program. The PaperVision Xpress Welcome screen is displayed. PaperVision Xpress Welcome PaperVision Xpress 8
Chapter 2 Installing PaperVision 2. Select Next. The License Agreement screen is displayed. License Agreement PaperVision Xpress 9
Chapter 2 Installing PaperVision 3. Carefully read the entire license agreement and select Yes only if you agree to its terms. The Customer Information screen is displayed. Customer Information 4. Enter your name and company name. PaperVision Xpress 10
Chapter 2 Installing PaperVision 5. Select who may use the application that you are installing and click Next. The Setup Type screen is displayed. Setup Type PaperVision Xpress 11
Chapter 2 Installing PaperVision 6. Select the type of setup you wish to perform and click Next. The Current Settings screen is displayed. Current Settings PaperVision Xpress 12
Chapter 2 Installing PaperVision 7. Click Next to perform the installation. The Setup Status screen is displayed as the selected components are installed. The installation process may take as long as 15 minutes, depending on the selected components. Setup Status PaperVision Xpress 13
Chapter 2 Installing PaperVision Once the installation is finished, the Installation Complete screen is displayed. Depending on which components you had pre-installed on your computer, you may be required to reboot. Installation Complete 8. Select Finish to complete the installation and, if necessary, reboot the computer. PaperVision Xpress 14
Chapter 2 Installing PaperVision Additional Information Starting the MSDE Database Service If you selected to install the PaperVision Database Server, the SQL service must be started. Depending on your operating system, this service may not be started automatically. To start the SQL service: 1. From the Start menu, select Programs Digitech Systems Microsoft MSDE Service Manager. The SQL Server Service Manager screen is displayed. SQL Server Service Manager 2. Ensure that the SQL Server service is selected in the Services list. 3. Select the Auto-start service when OS starts checkbox. 4. Click the Start/Continue button. The SQL Server service will be started. 5. From the Services list, select SQL Server Agent. 6. Select the Auto-start service when OS starts checkbox. 7. Click the Start/Continue button. The SQL Server Agent service will be started. PaperVision Xpress 15
Chapter 2 Installing PaperVision Starting PaperVision for the First Time The first time PaperVision is run, you are presented with a setup wizard. This wizard is designed to minimize the amount of time it takes to configure PaperVision for document management functions. Using the Setup Wizard to Configure a Database Server To setup this workstation as a database server (using the PaperVision Database Server): 1. Start the PaperVision Administration Console. The PaperVision Setup Wizard Welcome screen is displayed. PaperVision Setup Wizard Welcome PaperVision Xpress 16
Chapter 2 Installing PaperVision 2. Click Next to continue. Because you installed the PaperVision Database Server, the Database Server Installed screen is displayed. Database Server Installed PaperVision Xpress 17
Chapter 2 Installing PaperVision 3. Select Yes to configure this computer as a database server and click Next. The wizard will automatically connect to the database, configure the database tables, and create a database user account. It will then prompt you with the configuration information as shown below. It is important to note that MSDE s system administrator account (sa) has not been altered. As such, the sa password will still be blank. You may wish to change this to provide greater database security by using the PaperVision Database Manager. Server Databases Successfully Created PaperVision Xpress 18
Chapter 2 Installing PaperVision 4. Be sure to record all of this information. This is the database information that all of the servers and client access workstations will use if connecting directly to this database server. Once you have recorded the information, click Next to continue. The License screen is displayed. License 5. If you wish to use a 30 day demo license (which grants access for 50 concurrent users for 30 days), click the 30 Day Demo License button. Otherwise, click Add License to add your purchased license(s). The New License screen is displayed. New License PaperVision Xpress 19
Chapter 2 Installing PaperVision 6. Enter the license code that was provided with your purchased software. 7. If this computer has access to the Internet, click the Web Authorization button. Otherwise, click the Phone Authorization button. If you selected Phone Authorization, you will be prompted for your authorization code. Obtain Authorization Code 8. As instructed, contact Digitech and obtain your authorization code. Enter it in the space provided and click OK. The license will be added and you will return to the License screen. 9. Repeat steps 5 through 8 for any additional licenses you may have. 10. Once you are finished adding licenses, click the Next button. The Data Path screen is displayed. Data Path PaperVision Xpress 20
Chapter 2 Installing PaperVision 11. Select the data path you wish to use. If other computers will be connecting to this database, it is important to use a UNC path (i.e. \\servername\share) rather than a drive letter. You will be able to change this information later on through the System Settings. 12. Click Next to continue. The Configuration Complete screen is displayed. Configuration Complete 13. The configuration is now complete. Click Finish to close the setup wizard. You are now ready to log into PaperVision Xpress, import a data group (load some data), and start managing your documents. PaperVision Xpress 21
Chapter 2 Installing PaperVision Using the Setup Wizard to Connect to an Existing Database Server To setup this workstation to connect to an existing PaperVision Database Server: 1. Start the PaperVision Administration Console. The PaperVision Setup Wizard Welcome screen is displayed. PaperVision Setup Wizard Welcome PaperVision Xpress 22
Chapter 2 Installing PaperVision 2. Click Next to continue. Because you did NOT install the PaperVision Database Server, you will be prompted to enter the name or IP address of the existing database server you are connecting to. Database Server Name/IP Address 3. Enter the name or IP address of the PaperVision Database Server exactly as it was recorded when that server was configured. PaperVision will connect to the database server. The Configuration Complete screen is displayed. Configuration Complete PaperVision Xpress 23
Chapter 2 Installing PaperVision 4. The configuration is now complete. Click Finish to close the setup wizard. You are now ready to log into PaperVision Xpress, import a data group (load some data), and start managing your documents. PaperVision Xpress 24
Chapter 2 Installing PaperVision Using the Setup Wizard to Connect to Microsoft SQL Server To setup this workstation to connect to an existing Microsoft SQL Server database server: 1. Start the PaperVision Administration Console. The PaperVision Setup Wizard Welcome screen is displayed. PaperVision Setup Wizard Welcome PaperVision Xpress 25
Chapter 2 Installing PaperVision 2. Click Next to continue. Because you did NOT install the PaperVision Database Server, you will be prompted to enter the name or IP address of the existing database server you are connecting to. Database Server Name/IP Address 3. Enter the name or IP address of the SQL server and click Next. PaperVision will attempt to automatically connect itself. However, if it is unable to connect, you will be prompted to enter your SQL Server database connection information as shown below: SQL Server Connection Information PaperVision Xpress 26
Chapter 2 Installing PaperVision 4. Enter the connection information that has been provided by your database administrator. If you wish to use SQL Server s Trusted Connection authentication, simply leave the User Name and Password fields blank. Click Next. If this is the first PaperVision workstation to connect to the database, the database tables will automatically be created and the License screen will be displayed. License 5. If you wish to use a 30 day demo license (which grants access for 50 concurrent users), click the 30 Day Demo License button. Otherwise, click Add License to add your purchased license(s). The New License screen is displayed. New License PaperVision Xpress 27
Chapter 2 Installing PaperVision 6. Enter the license code that was provided with your purchased software. 7. If this computer has access to the Internet, click the Web Authorization button. Otherwise, click the Phone Authorization button. If you selected Phone Authorization, you will be prompted for your authorization code. Obtain Authorization Code 8. As instructed, contact Digitech and obtain your authorization code. Enter it in the space provided and click OK. The license will be added and you will return to the License screen. 9. Repeat steps 5 through 8 for any additional licenses you may have. 10. Once you are finished adding licenses, click the Next button. The Data Path screen is displayed. Data Path PaperVision Xpress 28
Chapter 2 Installing PaperVision 11. Select the data path you wish to use. If other servers will be connecting to this server, it is important to use a UNC path (i.e. \\servername\share) rather than a drive letter. You will be able to change this information later on through the Entity Properties. 12. Click Next to continue. The Configuration Complete screen is displayed. Configuration Complete The configuration is now complete. Click Finish to close the setup wizard. You are now ready to log into PaperVision Xpress, import a data group (load some data), and start managing your documents. PaperVision Xpress 29
Chapter 2 Installing PaperVision Logging into PaperVision Xpress When PaperVision Xpress is started, you will be prompted to log into the system. Login If this is your first time logging in, the user name is ADMIN and the password is ADMIN. PaperVision Xpress 30
Chapter 2 Installing PaperVision Once you have logged in, the main PaperVision Xpress screen is displayed. PaperVision Xpress For information on importing documents or setting up projects and security, refer to Chapter 8 System Administration. PaperVision Xpress 31
Chapter 2 Installing PaperVision Obtaining On-Line Help PaperVision Xpress includes full on-line documentation in Adobe PDF format. It can be accessed by selecting On-Line Documentation from the Help menu. PaperVision Xpress 32
Chapter 3 Searching for Documents Chapter 3 Searching for Documents Overview The key to PaperVision is its extremely easy, yet powerful, search capabilities, allowing you to locate any desired document in seconds. PaperVision offers the ability to easily perform either extremely detailed or very broad searches within a project. You can perform multiple searches across multiple index fields at the same time, as well as perform limiting searches (allowing you to specify ranges of values) on dates and numbers. General Searching Rules You can specify the number of documents to return in a single query through your Options settings. All numeric and date fields allow you to perform "limiting searches" to limit the results to a specific range of values. If both range limits are not filled for a particular index field, PaperVision will search for the one specific value you have entered. Index field searches are NOT case sensitive. In other words, entering the name "smith" will find "Smith". PaperVision allows you to utilize the "*" wildcard to specify any number of unknown characters. For example, searching for T* in a name field would locate any document that had a name beginning with the letter T. Furthermore, searching for *T* would locate any document that included a letter T anywhere in the name. Finally, searching for *T would locate any document whose name ended with the letter T. PaperVision allows you to utilize the _ wildcard to specify a single unknown character. For example, searching for S_N would locate SON, but it would not locate SOON. PaperVision allows you to search for a single character within a range or list by using the [ and ] characters. For example, searching for A[456]TEST would locate A4TEST, A5TEST, and A6TEST. The same thing could also be accomplished by searching for A[4-6]TEST. You can also utilize letters within the brackets to search for a range or list of letters (i.e. [a-f]). PaperVision Xpress 33
Chapter 3 Searching for Documents You can perform multiple searches within a single index field by using the & (and) and ^ (or) operators. To perform a search on a name field for names that begin with an A or Z, you could simply enter A*^Z*. To perform a search on a name field for names that begin with an A and end with a P, you could enter either A*P. To search for a document whose index field contains an ampersand, simply use &&. For example, to find Johnson & Johnson, you would search for Johnson && Johnson. You can perform searches on multiple fields at once. Simply enter the search criteria into the desired fields and select a Search Type of "And" (to find documents where all criteria has been met) or "Or" (to find documents where any of the criteria has been met). During the search, PaperVision will initially sort the results in ascending order based on the Sort By field selected. Please note that "long text" fields are not available to be sorted on. PaperVision Xpress 34
Chapter 3 Searching for Documents Searching for Documents To search for documents within a project: 1. From the main screen, select the Search button on the toolbar or select Search from the Actions menu. The Search Criteria screen is displayed. Search Criteria PaperVision Xpress 35
Chapter 3 Searching for Documents 2. Select the Project you wish to search from the Project list. The associated document index fields for that project will be displayed. 3. Enter your search criteria in the desired fields. 4. Select the Search button. PaperVision will search for the requested documents and display the Search Results screen. Search Results PaperVision Xpress 36
Chapter 3 Searching for Documents Global Searching Global Searches allow you to search across multiple document index fields in multiple projects (or just a single project) at the same time. Each user can define an unlimited number of global searches. Global Search Criteria PaperVision Xpress 37
Chapter 3 Searching for Documents Adding a New Global Search To add/define a new global search: 1. From the Global Search Criteria screen, select Add. The Add Global Search screen is displayed. Add Global Search 2. Enter a Name for the new global search. 3. Select the fields in the projects you wish to search by placing a checkmark in the checkbox to the left of the field. Checking or un-checking the checkbox to the left of the project will select or deselect all of the fields for that project. 4. Click Save. The new global search will be saved and added to your list of Available Global Searches. PaperVision Xpress 38
Chapter 3 Searching for Documents Performing a Global Search To perform a global search: 1. From the Global Search Criteria screen, select the global search you wish to perform from the Available Global Searches list. 2. Enter your Global Search Criteria as if you were performing a normal search on an index field. The only limitation of global searches is that you cannot perform multiple searches (using the & or ^ characters). 3. Click Search. PaperVision Xpress will perform the search and display a list of results. Global Search Results PaperVision Xpress 39
Chapter 3 Searching for Documents 4. Select the appropriate Project from the dropdown list at the top to see the results from other projects defined. PaperVision Xpress 40
Chapter 4 Search Results Chapter 4 Search Results Overview Based on the criteria you provided, the server performed your search and displayed a list of documents that met your criteria. The number of documents that were found is displayed at the bottom of the list. By default, the server will limit the number of documents returned from a search to the Max. Results Per Query value in your Options settings. If more documents exist, a More Available link is provided. Simply click on the More Available text to display the next group of documents that met your criteria. Your search results include all of the document index fields for the documents that PaperVision located. To easily locate a document in a large results list, you can re-sort columns in both ascending and descending order by clicking on the column header. Once the results are re-sorted in ascending order, you can click the column header again to have that column re-sorted in descending order. You can also resize columns by resizing the column header. Furthermore, you can reorder columns by clicking on a column and dragging it to the desired location. In addition to selecting a document to view, there are a number of operations that can be performed from the Search Results screen, including altering document index values, deleting, printing, emailing, exporting, migrating, adding new documents, and applying document-level security. Access to the specific operations is controlled by your administrator. Please note that the More Available link and document operations are not available for Global search results. You can, however, view documents from the global search results. PaperVision Xpress 41
Chapter 4 Search Results Printing the Search Results List You can print the entire contents of the search results list (exactly as it is displayed). To print the results list: 1. From the Search Results screen, select Print Entire Results List button on the toolbar. The Print Setup screen is displayed. Print Setup 2. Select the printer you wish to use and click OK. The list will be printed. PaperVision Xpress 42
Chapter 4 Search Results Exporting the Search Results List You can export selected items in the search results list to either an XML formatted file or a tab-delimited text file. To export the search results list: 1. From the Search Results screen, select the items you wish to export. 2. Select the Export Selected Results List Items button on the toolbar. The Export Results screen is displayed. Export Results 3. Enter the name of the file you wish to export and click Save. If you entered a file with the XML file extension on the end, the selected items will be exported into an XML formatted text file. Otherwise, the selected items will be exported into a tab-delimited text file. PaperVision Xpress 43
Chapter 4 Search Results Selecting a Document to View To view a document, simply double-click on the document you wish to view. You can also use your up and down arrow keys to scroll through the list and press <Enter> to display the selected document. PaperVision Xpress 44
Chapter 4 Search Results Adding New Documents There are a number of methods for documents to be added to the PaperVision Xpress repository. One of these procedures is accomplished through the PaperVision Xpress application. To add a new document: 1. From the Search Results screen, select the Add New Document button on the toolbar. The Add New Document screen is displayed. If an existing document is selected in the Search Results, the selected document s index values will be pre-populated for the new document. Add New Document 2. Enter the document index fields for the new document. PaperVision Xpress 45
Chapter 4 Search Results 3. Click the button and select the new document s file. 4. Click Save. The new document will be uploaded to the server. Applicable document security levels will be applied. Then your search query will be reissued. Your new document will not show up in the search results list if its index values do not meet your search criteria. PaperVision Xpress 46
Chapter 4 Search Results Batch Operations PaperVision Xpress s batch operations allow you to execute a specific operation across multiple documents at the same time, saving you considerable time over performing the same operation multiple times for multiple documents. Altering Document Index Values To alter multiple documents index values: 1. From the Search Results screen, select the documents you wish to alter. 2. Click on the Alter Selected Documents Index Values button on the toolbar. The Alter Document Index Values screen is displayed. Alter Document Index Values PaperVision Xpress 47
Chapter 4 Search Results 3. Enter the index values that you wish to replace on the selected documents. Leave the value as "[Current Value]" if you do not want that particular value to be changed. Entering a blank/empty value will result in the index value being blanked out for the selected documents. 4. Click the Save button. The server will update the index values for the documents you selected and your search query will be reissued. This may result in the documents you just edited not being listed since their new index values may not meet your search criteria. PaperVision Xpress 48
Chapter 4 Search Results Deleting Documents Deleting documents from PaperVision Xpress will remove the documents (and all associated versions and annotations) from the system. Furthermore, depending on the way the administrator has the data group for the documents configured; PaperVision may also delete the physical files from their source media. To delete documents: 1. From the Search Results screen, select the documents you wish to delete. 2. Click the Delete Selected Documents button on the toolbar. You will be prompted to ensure you wish to delete the selected documents. 3. Click Yes to permanently delete the documents. The server will delete the documents you selected and your search query will be reissued. PaperVision Xpress 49
Chapter 4 Search Results Batch Printing Documents To batch print multiple documents: 1. From the Search Results screen, select the documents you wish to print. 2. Click the Print Selected Documents button on the toolbar. The Printer Setup screen is displayed. Printer Setup 3. Select the printer you wish to use and click Print. The documents will be printed. PaperVision Xpress 50
Chapter 4 Search Results Batch Emailing Documents PaperVision Xpress supports any MAPI-compliant email client, such as Outlook and Outlook Express. To batch email multiple documents: 1. From the Search Results screen, select the documents you wish to email. 2. Click the Email Selected Documents button on the toolbar. The Email Setup screen is displayed Email Setup PaperVision Xpress 51
Chapter 4 Search Results 3. Select the page range you want to email, the image attachment file format (for image-based documents) and click Email. PaperVision Xpress will gather all of the associated files and create an email message. Email Message 4. Click Send to send the message. PaperVision Xpress 52
Chapter 4 Search Results Batch Exporting Documents Exporting documents will convert the document to a specified format (if the document is comprised of images) and write the files to a specified location on your computer s hard drive. If the document is not comprised of images, its files will still be written out. To batch export multiple documents: 1. From the Search Results screen, select the documents you wish to export. 2. Click the Export Selected Documents button on the toolbar. The Export Setup screen is displayed. Export Setup 3. Select the Image Format the documents images will be converted to. 4. Select how the file names will be created from the File Name Field list either based on a date/time stamp or on the documents index field values. 5. Select the Output Directory where the exported files will be written. 6. Select the page range you wish to export. 7. Click Export. PaperVision Xpress will export the selected documents pages and will notify you when the operation is complete. PaperVision Xpress 53
Chapter 4 Search Results Tagging Documents for Migration PaperVision offers unique functionality to facilitate collection of documents from your repository into external data groups (CD-ROMs, etc.). This becomes particularly useful in applications where specific sets of data are required to give to an end-user (i.e. legal projects where an attorney wishes to extract information about a specific case and have it placed on a CD-ROM to take to trial). Migrating information requires three simple steps: 1. User tags the documents that they wish to migrate. 2. User submits the migration job. 3. Administrator performs the migration process. To tag documents for migration: 1. From the Search Results screen, select the documents you wish to tag for migration. 2. Click the Tag Selected Documents for Migration button on the toolbar. You will be prompted to ensure you wish to tag the selected documents. 3. Click Yes to tag the documents. The documents will be tagged for migration. Submitting the migration job is described in Chapter 7 Migration Jobs. PaperVision Xpress 54
Chapter 4 Search Results Applying Document Security to Documents Document Security is described in detail in Chapter 8 System Administration. Administrators can distinguish documents that have document-level security applied as they are displayed with red text in the search results list. To apply document security to documents: 1. From the Search Results screen, select the documents you wish to apply document security to. 2. Click the Apply Document Security to Selected Documents button on the toolbar. You will be presented with a list of defined document security levels. Any levels that are currently in use by the selected documents will be selected. Document Security Levels PaperVision Xpress 55
Chapter 4 Search Results 3. Select (or de-select) the document security levels that you want applied to (or removed from) the selected documents. 4. Click Save. The new document security level selections will be applied to the selected documents. PaperVision Xpress 56
Chapter 5 Working with Documents Chapter 5 Working with Documents Navigation You can navigate through pages within the document as well as through the documents in your search results list by clicking the appropriate toolbar buttons. Displays the first page of the first document in the search results list. Displays the first page of the previous document in the search results list. Displays the first page of the next document in the search results list. Displays the first page of the last document in the search results list. Displays the first page of the current document. Displays the previous page of the current document. Displays the next page of the current document. Displays the last page of the current document. Jumps to a specific page of the current document. PaperVision Xpress 57
Chapter 5 Working with Documents Viewing Documents and Images You can manipulate your view of the document by scaling, zooming, and rotating. To zoom in on a region of an image, simply use your left mouse button to click and draw a region around the area that you wish to zoom in on (from top-left corner to bottom-right corner). You can right-mouse click on the image and select Reset Image to zoom the image to the size of the window and set the rotation back to zero. While viewing a zoomed portion of an image, you can hold down your <Ctrl> key and left mouse button and pan the image. Other display manipulation functions are available through the toolbar buttons. Zooms the image or document to display its full width. Zooms the image to display its full height. Zooms the image or document to fit inside the window. Rotates the image 90 degrees. Toggles the overlay for a COLD/ERM document on and off. PaperVision Xpress 58
Chapter 5 Working with Documents Document System Settings Document system settings allow you to configure how documents are displayed as well as the printing of image headers and footers. Additionally, a series of options are provided to help you take full advantage of PaperVision s scanning and editing capabilities. The document system settings can be accessed by right-clicking on the document and selecting Options System Settings. Document System Settings General ASCII Font: Specifies the font that is used to display ASCII documents (including COLD/ERM documents) Filter non-printable Characters: Specifies whether non-printable characters are filtered out of the view when displaying ASCII documents (including COLD/ERM documents) ASCII Margins: Specifies the size of the left, right, top, and bottom margins in twips (1440 twips = 1 inch) when displaying ASCII documents (including COLD/ERM documents). PaperVision Xpress 59
Chapter 5 Working with Documents ASCII Character Set: Specifies the character set used to display ASCII documents (including COLD/ERM documents). The ANSI Character Set is the Microsoft Windows default. DOS Code Page should only be used if the text file was created with a DOS editor. Display Mode: Specifies whether to display textual documents (i.e. wordprocessing files) to fit within the window (Fit to Window) without full formatting, or to display the document with full formatting in Page Layout Mode. When in Fit to Window mode, font sizes can be increased and decreased for easier viewing. Page Layout: Specifies the page layout of textual documents (i.e. wordprocessing files) when they are displayed in Page Layout Mode. PaperVision Xpress 60
Chapter 5 Working with Documents Document System Settings Scan/Edit New Document File Type: Specifies how newly scanned documents are to be saved. Specifying Single-Page TIFF will give you the greatest flexibility in allowing you to modify scanned documents. Multi-Page PDF s cannot be modified within the document viewer (they must be modified in a third-party application). Pre-Populate New Fields: Once a document has been scanned, you will be prompted to enter the documents index values (so it can later be located). Selecting this option will cause the values to be pre-populated with the lastviewed document s values. PaperVision Xpress 61
Chapter 5 Working with Documents Prompt to Add Pages: Specifies whether or not to prompt to add additional pages to the scanned document once the scanner has scanned all of its pages, giving you the opportunity to add additional pages to the feeder. Note that once a document has been scanned and indexed, it cannot be modified until it has been uploaded and checked out. Annotation/Textual Note Handling for Editing Image-Based Documents: Specifies how annotations are to be handled when an image-based document is modified. When a modified document is checked in, this value is used to determine whether the annotations will remain associated with the image (useful for annotations that highlight or redact portions of the image) or the page number (useful where annotations are simply notes). Note that annotations might be deleted if the image or page that an annotation was associated with is removed from a modified document. Also note that no annotation shuffling is performed when rolling back to a previous version (annotation are left associated with their page numbers). PaperVision Xpress 62
Chapter 5 Working with Documents Document System Settings Headers/Footers PaperVision allows you to print headers and footers when printing images. You can select the font that is to be used when printing and then for each position on the image (top left, top center, top right, bottom left, bottom center, and bottom right) you can select to have one of the following values printed: None: No value will be printed in that position. Current Date: Will cause the current date to be printed in that position. Current Date and Time: Will cause the current date and time to be printed in that position. Current Time: Will cause the current time to be printed in that position. PaperVision Xpress 63
Chapter 5 Working with Documents Index Fields: Will cause the index fields for the document to be printed in that position (comma-delimited). Page Number: Will cause the document page number to be printed in that position. User Defined Value: Will cause the specified Value to be printed in that position. PaperVision Xpress 64
Chapter 5 Working with Documents Annotating Documents PaperVision allows for the complete annotation, or markup, of images within a document. Textual annotations (running notes) are available for all document types. Shows/hides the current annotations for an image. Shows the current running note for a document. Shows/hides the annotation toolbar to add or edit image annotations. Annotation Tool Types Used to select current annotations. Draws a straight line on the image. Draws a highlighting rectangle on the image. Draws a solid rectangle on the image (often used for redaction). Draws a polygon on the image. Draws an ellipse on the image. Draws text on the image. Draws multiple connected lines on the image. Allows freehand drawing on the image. PaperVision Xpress 65
Chapter 5 Working with Documents Editing Annotations To edit (or add) annotations to an image: 1. While viewing the page you wish to annotate, select the Edit Annotations button on the toolbar. The annotation toolbar is displayed. 2. Select the specific annotation tool you wish to use. 3. Draw the annotation to your specific needs using the left mouse button. If you are using the Multiple Connected Lines or Polygon tools, doubleclicking with your left mouse button will end the drawing. If you wish to change the annotation parameters, choose the Annotation Selector tool, highlight the annotation you wish to change, and then right mouse click. You will be shown the annotation properties menu. Annotation Properties 4. Modify the annotation properties to meet your needs. 5. Click on the Edit Annotation button again to save the annotation changes. PaperVision Xpress 66
Chapter 5 Working with Documents Viewing/Editing Textual Notes To view or edit the textual notes for a document: 1. While viewing the document you wish to add a note for, click on the Textual Note button on the toolbar. The Textual Note screen is displayed. Textual Note 2. Enter any information you wish to add to the textual note and click Save. PaperVision Xpress 67
Chapter 5 Working with Documents Printing Textual Notes To print the textual notes for a document: 1. While viewing the document you wish to add a note for, click on the Textual Note button on the toolbar. The Textual Note screen is displayed. 2. Select the Print button. Select the printer you wish to print to and click Print. The textual note will be printed. PaperVision Xpress 68
Chapter 5 Working with Documents Document Operations PaperVision Xpress offers a wide array of operations that can be performed on documents. Accessibility to specific operations is controlled by your system administrator. Printing Documents To print the current document: 1. While viewing the document you wish to print, select the Print Document button on the toolbar. The Printer Setup screen is displayed. Printer Setup 2. Select the printer you wish to print to. PaperVision Xpress 69
Chapter 5 Working with Documents 3. Select the page range and number of copies you wish to print and click Print. The selected pages will be printed. Printing the Displayed Region of an Image Printing the displayed region of an image will print exactly what is shown in the document viewer to the default printer. Simply click on the Print Displayed Region to Default Printer button on the toolbar. Printing the Current Page of a Document You can print the currently displayed page of a document to the default printer (without having to select any print options) by right clicking on the document and selecting Print Current Page. PaperVision Xpress 70
Chapter 5 Working with Documents Adding New Documents To add a new document from within the document viewer: 1. Select the Add New Document button on the toolbar. The Add New Document screen is displayed. The currently displayed document s index values will be pre-populated for the new document. Add New Document 2. Enter the document index fields for the new document. 3. Click the button and select the new document s file. Click Save. The new document will be uploaded to the server. Applicable document security levels will be applied. PaperVision Xpress 71
Chapter 5 Working with Documents Exporting Documents To export the current document: 1. While viewing the document you wish to export, select the Export button on the toolbar. The Export Setup screen is displayed. Export Setup 2. Select the Image Format the document s images will be converted to. 3. Select how the file names will be created from the File Name Field list either based on a date/time stamp or on one of the document s index field values. 4. Select the Output Directory where the exported files will be written. 5. Select the page range you wish to export. 6. Click Export. PaperVision Xpress will export the selected document s pages and will notify you when the operation is complete. Opening Files in their Native Application Although PaperVision offers document viewing capabilities for over 250 different document and image formats, it is sometimes necessary to open a document in its native application. PaperVision offers the ability to open the file that you are viewing in its native application as determined by your operating system. PaperVision Xpress 72
Chapter 5 Working with Documents To open the file: 1. While viewing the page of the document you wish to open, select the Open File in Native Application button on the toolbar. 2. If you have security access to document versioning and this is an external document, you will be prompted whether or not you wish to check out the current document. If you select No, the document will still be opened, it just will not be checked out to you. If you select Yes, it will be checked out to you and then opened. Viewing a Page s Source File Information The source file information for any page can be viewed by right-clicking on the document and selecting Source File Information. This will display the original data group name that the file resides on as well as the path to the file from the root path of the source data group. Source File Information PaperVision Xpress 73
Chapter 5 Working with Documents Emailing Documents PaperVision offers the ability to email documents from any MAPI-compliant email application such as Microsoft Outlook, Outlook Express, and Lotus Notes (with appropriate options). To email the document: 1. While viewing the document you wish to email, select the Email button on the toolbar. The Email Setup screen is displayed Email Setup PaperVision Xpress 74
Chapter 5 Working with Documents 2. Select the page range you want to email, the image attachment file format (for image-based documents) and click Email. PaperVision Xpress will gather all of the associated files and create an email message. Email Message 3. Click Send to send the message. PaperVision Xpress 75
Chapter 5 Working with Documents Altering Document Index Values To alter the document s index values: 1. While viewing the document whose index values you wish to alter, click on the Alter Document Index Values button on the toolbar. The Alter Document Index Values screen is displayed. Alter Document Index Values 2. Change the index values as desired and select Save to save the changes. The changes will take place immediately. PaperVision Xpress 76
Chapter 5 Working with Documents Finding Text in a Document To find a specific word or phrase within a document: 1. While viewing the document you wish to search, select the Find Text button on the toolbar. The Find Text screen is displayed. Find Text 2. Enter the text you wish to find and click OK. The document will be searched and the first occurrence (from the cursor location) will be highlighted. 3. If you wish to search for the next occurrence of the same text, simply click on the Find Next Occurrence button on the toolbar. PaperVision Xpress 77
Chapter 5 Working with Documents Copying Data to the Clipboard Document contents (other than image portions) can be copied to the clipboard to be re-used in other applications. To copy data to the clipboard: 1. Use your mouse to highlight the information you wish to copy or right click on the document and select Select All. 2. Right click on the document and select Copy to Clipboard from the menu. The information will be copied to the clipboard. Extracting Files from Archives Some archive file types (such as ZIP files) contain additional files within their container. These files can be extracted to your hard drive for further use. To extract files from archives: 1. While viewing an archive document, use your mouse to highlight the files you wish to extract. 2. Right click on the document and select Extract Selected Files from the menu. You will be prompted to select a directory to extract into. 3. Select the desire directory and click OK. The selected files will be extracted into the specified directory. PaperVision Xpress 78
Chapter 5 Working with Documents Viewing Password Protected Archives Some archive file types (such as ZIP files) contain additional files within their container. Often times these files are password protected. You can set a password to be used to open these types of files for viewing. Once a password is set, it will remain in memory until the document viewing window (or application) is closed. To view supported password protected files: 1. While viewing an archive document, right click on the document and select Set Password from the menu. You will be prompted to enter the password. 2. Enter the password for the file and click OK. The document will be redisplayed applying the supplied password for accessing its contents. PaperVision Xpress 79
Chapter 6 User Options Chapter 6 User Options PaperVision Xpress offers user options to allow users to tailor the application to their needs. Except where noted, user options are saved in the PaperVision database and, as such, will be used whenever the user accesses the PaperVision Xpress system from any location. Available Options User options can be accessed by selecting Options from the Actions menu in the PaperVision Xpress main screen. User Options Max. Results per Query: Specifies the maximum number of documents to return during a search. Alternate Data Group Retrieval Path: When a document is retrieved, PaperVision attempts to access the file at the location from which it was originally loaded. However, if it was loaded from removable media such as a CD-ROM, the correct CD-ROM may not be inserted in the drive. Furthermore, one user s CD-ROM drive letter may be different from another user s drive letter. If an Alternate Data Group Retrieval Path is defined, PaperVision, if unable to locate the necessary file, will prompt the user to insert the required data group into this location and then check to see if the file exists. This is a local setting that is saved on the local machine (rather than the server). PaperVision Xpress 80
Chapter 6 User Options Changing Passwords To change your password: 1. From the PaperVision Xpress main screen, select Change Password from the Actions menu. The Set Password screen is displayed. Set Password 2. Enter your Current Password. 3. Enter your New Password. 4. Re-enter your new password in the Confirm Password field. 5. Click OK. Your password will be changed. PaperVision Xpress 81
Chapter 7 Migration Jobs Chapter 7 Migration Jobs Overview Migration jobs are created whenever you tag documents for migration. A new migration job is automatically created whenever a document is tagged for a new project, or if the migration job for that project has already been submitted for processing. Once your documents have been tagged for migration, the migration jobs must be submitted to be processed by the administrator. If the optional PaperVision Distribution Assistant component has been licensed, the PaperVision Distribution Assistant software will automatically be copied into any migrated data groups during the migration process. PaperVision Xpress 82
Chapter 7 Migration Jobs Submitting Migration Jobs To submit migration jobs: 1. From the PaperVision Xpress main screen, select Migration Jobs from the Actions menu. The Migration Jobs screen is displayed. Migration Jobs 2. Select the migration jobs you wish to submit and select Submit. The selected migration jobs will be submitted for processing. PaperVision Xpress 83
Chapter 7 Migration Jobs Deleting Migration Jobs To delete migration jobs: 1. From the PaperVision Xpress main screen, select Migration Jobs from the Actions menu. The Migration Jobs screen is displayed. 2. Select the migration jobs you wish to delete and select Delete. You will be prompted to ensure you wish to delete the selected migration jobs. 3. Click Yes to delete the migration job. The selected migration jobs will be deleted. PaperVision Xpress 84
Chapter 8 System Administration Chapter 8 System Administration Active Sessions As users log into PaperVision Xpress, a session is started. Every time a user accesses the server, PaperVision verifies that their session is still valid, performs the requested operation, and then updates their Last Activity Time. If a user sits idle for too long (as specified by the administrator), their session may automatically be terminated. The Active Sessions list contains a list of all of the sessions currently in use and can be accessed by selecting View Active Sessions from the Administration menu. Active Sessions You can manually kill any of the sessions (essentially, logging the user off) by highlighting the sessions you wish to kill and selecting the Kill button. PaperVision Xpress 85
Chapter 8 System Administration Data Groups A data group is a set of documents and their index values. A data group may contain one document or it may contain thousands of documents; and, those documents may be grouped into either one or many projects. PaperVision supports importing data groups from a number of different sources: Digitech s PaperFlow Image Data Group Format Digitech s DataFlow COLD/ERM Data Group Format Digitech s PaperVision Enterprise Report Management (PVERM) Data Group Format Digitech s PaperVision Message Capture (PVMSG) Data Group Format Digitech s PaperVision Package File Format ImageMax s Docu-ROM Image Data Group Format ImageMax s ScanTRAX Image Data Group Format C.A.R. (Film-based) formatted text file XML Formatted Data Group Other than C.A.R. and XML formatted data groups, all other data groups are produced by their respective applications. PaperVision Xpress 86
Chapter 8 System Administration C.A.R. Data Groups Computer Aided Retrieval (C.A.R.) allows users to search through both filmbased images as well as digital documents located in data groups. When a user selects a document that is located on film, they are alerted that the document is on film and they are given the roll and frame number in which they can locate the desired image. PaperVision imports C.A.R. files which are Pipe-Delimited Text Files. These text files contain the index information as well as the roll and frame number on which to locate a document. Below is a sample C.A.R. File which can be loaded into PaperVision: [CAR] DGNAME=99990001 DEPTNAME=ABC Corporation PROJNAME=Accounts Payable ACME CORP. 12/31/98 19421 1 B SQUARE 12/30/98 19421 4 The first four lines of the C.A.R. file should always be formatted as shown. The DGNAME value specifies the unique identifier given to this C.A.R. data group. No other C.A.R. data group should ever have the same DGNAME value unless you are adding data to an existing one. The DEPTNAME value should contain the department or company name that the data group belongs to. The PROJNAME field contains the name of an existing project in PaperVision into which the documents will be imported. Unlike all of the other import data group formats supported by PaperVision, C.A.R. data groups are the only type that require the project already be specified. PaperVision will import the index field data based on the order of the index fields. Note: the index fields are given, followed by a roll number, then a frame number. You must supply all index fields defined in a project. If specific information for a field is not available, the value can be left blank, but be sure to leave a placeholder for the information. PaperVision Xpress 87
Chapter 8 System Administration XML Data Groups PaperVision supports importing XML-formatted data groups. This allows any application capable of creating XML files to be able to import documents of any type (images, MS Word, PDF files, etc.) into PaperVision. The format required for an XML data group is specified in the DATAGRP Format.XML file located in C:\Program Files\Digitech Systems\PaperVision\Docs directory. Importing a Data Group Importing a data group is an extremely easy process. With the exception of C.A.R. data groups, when a data group is imported, PaperVision checks to see if the necessary projects already exist and, if not, creates them. It then compares the names of the index fields in the data group with the names of the fields in the existing PaperVision project. Below is an example of how this is handled: Existing PaperVision Project Fields: Account Number Customer Name Invoice Date Imported Data Group Fields: Customer Name: Will be populated into the second index field in the existing project Customer Name. Account Number: Will be populated into the first index field in the existing project Account Number. PO Number: Since this field does not exist (but could be added manually) in the existing project, it will be ignored. Since the data group does not contain an Invoice Date field, it will be populated with an invoice date value of [Blank]. PaperVision Xpress 88
Chapter 8 System Administration To manually import a data group: 1. From the PaperVision Xpress main screen, select Import Data Group from the Administration menu. The Import Data Group screen is displayed. Import Data Group 2. Select the button to select the path of the data group you wish to import. When browsing for the data group, select DATAGRP.MDB (for PaperFlow Data Groups), COLDGRP.DAT (for DataFlow Data Groups), CDSTAMP.MDB (for Docu-ROM Data Groups), PROJECT.MDB (for ScanTRAX Data Groups), CARFILE.TXT (for C.A.R. Data Groups), DATAGRP.XML (for XML Data Groups), ERMGROUP.XML (for PVERM Data Groups), MSGGROUP.XML (for PVMSG Data Groups), or the PVPGK file (for PaperVision Package Files). 3. Select whether to perform an Append import (to only import documents that have not been previously loaded from this data group) or a Full/Reload import (to completely reload all of the documents in the data group). This setting does not pertain to data groups that have never been imported into PaperVision, as new data groups are always imported as appends. 4. Click Start. PaperVision will import the data group immediately. PaperVision Xpress 89
Chapter 8 System Administration Viewing and Editing Data Group Properties To view or edit data group properties: 1. From the PaperVision Xpress main screen, select Manage Data Groups from the Administration menu. The Manage Data Groups screen is displayed. Manage Data Groups 2. Highlight the data group you wish to view or edit. 3. Select the Properties button. The Data Group Properties screen is displayed. PaperVision Xpress 90
Chapter 8 System Administration Data Group Properties 4. Change the Read/Write setting to meet your requirements. If a data group is marked as Read/Write, when a document is deleted from PaperVision, the files will be physically deleted from their source data group. Otherwise, only the reference pointers to that document are deleted from the PaperVision database (no files are deleted). 5. Click OK to save your changes PaperVision Xpress 91
Chapter 8 System Administration Purging Data Groups Data groups can be purged from PaperVision to delete all of the documents related to those data groups from the system. If the data group is marked as Read/Write, PaperVision will also physically delete all of the files for the data group from the system. To purge data groups: 1. From the Manage Data Groups screen, highlight the data groups you wish to purge and select the Purge button. The Purge Data Group screen is displayed. Purge Data Group 2. After reading the warning, click Purge. The data group will be purged while you wait. PaperVision Xpress 92
Chapter 8 System Administration System Security PaperVision s robust security architecture allows entity administrators to control nearly every aspect of system access. General security properties are configured through the System Security. Project-level and document-level security is handled from within the project configuration. However, prior to configuring project-level and document-level security, system users and groups must first be defined. PaperVision Xpress 93
Chapter 8 System Administration System Users Users represent each individual user of the PaperVision system. Although you can assign project rights to groups, you can also assign project rights to individual users as well. User accounts can be manually created or a pipedelimited (or tab-delimited) text file can be used to batch load users with (or without) their passwords. PaperVision Xpress 94
Chapter 8 System Administration Creating a New User To create a new user: 1. From the PaperVision Xpress main screen, select Manage System Security from the Administration menu. The System Users and Groups screen is displayed. System Users and Groups PaperVision Xpress 95
Chapter 8 System Administration 2. Select the New button under System Users. The New User screen is displayed. New User 3. Enter the User Name that they will use to login to PaperVision. 4. Enter the user s full name (optional). The user s full name is used for some of PaperVision s reporting capabilities. 5. Enter the initial password that the user will use to access the system. 6. If you want the user to have to change their password the next time they login, select the User must change password at next login option. 7. If you want the user to be able to change their passwords at will (rather than only when forced), select the User can change password when desired option. PaperVision Xpress 96
Chapter 8 System Administration 8. Select the User Type. Users do not have access to any projects or functionality unless they are explicitly granted access. System Administrators can completely administrate a single entity and have access to all functionality in all projects for that entity. 9. Click OK to save the new user. PaperVision Xpress 97
Chapter 8 System Administration Editing an Existing User To edit an existing user: 1. From the PaperVision Xpress main screen, select Manage System Security from the Administration menu. The System Users and Groups screen is displayed. 2. Double click on the user you wish to edit. The User Properties screen is displayed. User Properties 3. Make the necessary modifications to the user account and click OK. The modifications will be saved and will take effect the next time the user logs into PaperVision. PaperVision Xpress 98
Chapter 8 System Administration Deleting Users To delete existing users: 1. From the PaperVision Xpress main screen, select Manage System Security from the Administration menu. The System Users and Groups screen is displayed. 2. Highlight the users you wish to delete and click the Delete button. You will be prompted to ensure you wish to delete the selected users. 3. Click Yes to delete the users. PaperVision Xpress 99
Chapter 8 System Administration Setting a User s Password There may be times when it is necessary to set (or change) a user s password. To set a user s password: 1. From the PaperVision Xpress main screen, select Manage System Security from the Administration menu. The System Users and Groups screen is displayed. 2. Highlight the user whose password you want to set and select the Password button. The Set Password screen is displayed. Set Password 3. Enter the new password for the user and then confirm the new password by re-entering the same password (passwords are case-sensitive). 4. Select OK to set the new password. The new password will be set. PaperVision Xpress 100
Chapter 8 System Administration System Groups Groups allow you to select similar users and assign a common set of access rights to those users all at once. In other words, you can create user accounts and rather than assign each of those users rights to a project, you can add those users to a group and assign the group rights to a project. Creating a New Group To create a new group: 1. From the PaperVision Xpress main screen, select Manage System Security from the Administration menu. The System Users and Groups screen is displayed. System Users and Groups PaperVision Xpress 101
Chapter 8 System Administration 2. Select the New button below System Groups.. The New Group screen is displayed. New Group 3. Enter the Group Name. 4. Select the users that will be members of the new group. 5. Click OK to save the new group. PaperVision Xpress 102
Chapter 8 System Administration Editing an Existing Group To edit an existing group: 1. From the PaperVision Xpress main screen, select Manage System Security from the Administration menu. The System Users and Groups screen is displayed. 2. Double click on the group you wish to edit. The Group Properties screen is displayed. Group Properties 3. Make the necessary modifications to the group and click OK. The modifications will be saved and will take effect the next time the member users log in to PaperVision. PaperVision Xpress 103
Chapter 8 System Administration Deleting Groups To delete existing groups: 1. From the PaperVision Xpress main screen, select Manage System Security from the Administration menu. The System Users and Groups screen is displayed. 2. Highlight the groups you wish to delete and click the Delete button. You will be prompted to ensure you wish to delete the selected groups. 3. Click Yes to delete the groups. PaperVision Xpress 104
Chapter 8 System Administration Migration Jobs PaperVision offers unique functionality to facilitate collection of documents from your repository into external data groups (CD-ROMs, etc.). This becomes particularly useful in applications where specific sets of data are required to give to an end-user (i.e. legal projects where an attorney wishes to extract information about a specific case and have it placed on a CD-ROM to take to trial). Migrating information requires three simple steps: 1. User tags the documents that they wish to migrate. 2. User submits the migration job. 3. Performing the migration process. Once the user has submitted their migration job, the administrator must run the job to extract the selected/tagged documents and copy them to a location which can be burned onto CD-ROM or copied onto some other media. The extracted information is formatted into a standard PaperFlow data group. As such, COLD/ERM documents and C.A.R. references are not supported for migration. Migration jobs do NOT export document annotations. During the migration process, if any errors occur when locating document files, the errors are written to a Migration Errors X.txt file in the data group s directory. PaperVision Xpress 105
Chapter 8 System Administration Running a Migration Job To run the migration job: 1. From the PaperVision Xpress main screen, select Manage Migration Jobs from the Administration menu. The Manage Migration Jobs screen is displayed. Manage Migration Jobs PaperVision Xpress 106
Chapter 8 System Administration 2. Double click on the migration job you wish to run. The Migration Job Properties screen is displayed. Migration Job Properties 3. Enter the New Data Group name to be used. 4. Enter the name of the New Project that will be created. 5. Enter the Max Size of the new migration data group. When the maximum size is reached, a new data group will automatically be created (incrementing the data group name). 6. Click Run Job to perform the migration. PaperVision will extract the requested documents and perform the migration, making no changes to the documents in the repository. PaperVision Xpress 107
Chapter 8 System Administration Deleting Migration Jobs When migration jobs are run, they are not automatically deleted in case they need to be run again. They must be explicitly deleted by the submitting user or the administrator. To delete a migration job: 1. From the PaperVision Xpress main screen, select Manage Migration Jobs from the Administration menu. The Manage Migration Jobs screen is displayed. 2. Highlight the migration jobs you wish to delete and select the Delete button. You will be prompted to ensure you wish to delete the selected migration jobs. 3. Select Yes to delete the migration jobs. PaperVision Xpress 108
Chapter 8 System Administration Licensing PaperVision s licensing features allow you to easily expand your system by adding additional licenses. Adding a New License To add a new license: 1. From the PaperVision Xpress main screen, select Manage Licenses from the Administration menu. The Manage Licenses screen is displayed. Manage Licenses PaperVision Xpress 109
Chapter 8 System Administration 2. Select the New button. The New License screen is displayed. New License 3. Enter the license code provided with your software documentation. PaperVision Xpress 110
Chapter 8 System Administration 4. Select Web Authorization to authorize the software via the internet. OR Select Phone Authorization if you do not have access to the internet. The Obtain Authorization Code screen is displayed. Obtain Authorization Code 5. Enter the authorization code provided to you by Digitech s technical support staff and click OK. The license will be added to the database. PaperVision Xpress 111
Chapter 8 System Administration Viewing License Properties To view a license s properties: 1. From the PaperVision Xpress main screen, select Manage Licenses from the Administration menu. The Manage Licenses screen is displayed. 2. Double click on the license you want to view. The License Properties screen is displayed. License Properties PaperVision Xpress 112
Chapter 8 System Administration Auto-Import Paths PaperVision Xpress offers the ability to have data automatically imported (see System Settings later in this chapter for more information on how to enable this). This can be used to import data groups that are live (are being processed by another application) or data groups that have been copied (or FTP ed) to a location that the application is monitoring. When monitored import paths are being used, PaperVision looks for the existence of one of the following files in a monitored import path: DATAGRP.MDB (for PaperFlow data groups) COLDGRP.DAT (for DataFlow data groups) CDSTAMP.MDB (for Docu-ROM data groups) PROJECT.MDB (for ScanTRAX data groups) CARFILE.TXT (for C.A.R. data) DATAGRP.XML (for XML data groups) ERMGROUP.XML (for Report Management data groups) MSGGROUP.XML (for Message Capture data groups) *.PVPKG (for PaperVision Package Files) The file need not exist in the root of the monitored import path. In fact, it can be placed at ANY DEPTH below the monitored import path. If one of these files exists, PaperVision will begin importing the data group. For this reason, it is recommended that these files be copied (or FTP ed, etc.) absolutely last, rather than copying the data group file and then all of the supporting image or document files. Furthermore, you will need to take care that the application doesn t begin to import a data group before the file is completely transmitted. For instance, if you are FTP ing the data group to a monitored import path, you should send all of the supporting image and document files, then send the file but name it something else (i.e. DATAGRP.TMP). After the file is completely transferred, rename the DATAGRP.TMP file back to its original name. At this point the application will start to process the new data group. PaperVision provides an easy way around this issue for automated imports of XML data groups, Report Management Data Groups, and PaperVision Package Files. When it locates one of these data groups, it checks to see if a SUBMIT file also exists in the directory (DATAGRP.SUBMIT, ERMGROUP.SUBMIT, MSGGROUP.SUBMIT, <packagefilename>.submit). If not, it leaves that data group unprocessed until the SUBMIT file has been copied or created in the same directory as the data group file. The contents of the SUBMIT file are not important in fact, it can be an empty file. PaperVision Xpress 113
Chapter 8 System Administration Creating a New Automated Import Path To create a new automated import path: 1. From the PaperVision Xpress main screen, select Auto-Import Paths from the Administration menu. The Manage Automated Import Paths screen is displayed. Monitored Import Path List PaperVision Xpress 114
Chapter 8 System Administration 2. Select the New. The New Monitored Import Path screen is displayed. New Monitored Import Path 3. Click the button to select the path to be monitored. 4. Click the button to select the workstation that will load the data from the path. 5. If you wish to temporarily disable the monitoring of this path, uncheck the Active checkbox. 6. Click OK. The new import path will be created. PaperVision Xpress 115
Chapter 8 System Administration Editing an Existing Automated Import Path To edit an existing automated import path: 1. From the PaperVision Xpress main screen, select Auto-Import Paths from the Administration menu. The Manage Automated Import Paths screen is displayed. 2. Double click on the item you wish to edit. The Monitored Import Path Properties screen is displayed. Monitored Import Path Properties 3. Make the necessary changes and click OK. Deleting Automated Import Paths To delete automated import paths: 1. From the PaperVision Xpress main screen, select Auto-Import Paths from the Administration menu. The Manage Automated Import Paths screen is displayed. 2. Highlight the items you wish to delete and select the Delete button. You will be prompted to ensure you want to delete the selected item(s). 3. Click Yes to perform the deletion. PaperVision Xpress 116
Chapter 8 System Administration System Settings System settings can be accessed by selecting System Settings from the Administration menu. System Settings PaperVision Xpress 117
Chapter 8 System Administration Maximum Results per Query Max Session Idle Time Auto Import Paths Data Group Path Migration Job Path Default Import Type Specifies the maximum results that will be returned to a user during a search. This is the maximum number of individual documents returned at once. Specifies the number of minutes that a user can sit idle before the system automatically kills the user session (logs the user out of the system). Specifies the period of inactivity on the LOCAL machine before it will process any automated import paths. This path specifies where new (attached) documents are to be written to. Specifies the path where migration jobs are to be processed. As data groups are imported, PaperVision checks to see if the data group has been previously imported. If it has, this option specifies whether PaperVision will import the new documents that have been added to the data group (Append), or overwrite the existing documents (Full/Reload). PaperVision Xpress 118
Chapter 9 Project Administration Chapter 9 Project Administration A Project is a logical grouping of documents based on a common indexing schema. When a data group is imported and the project referenced in the data group does not exist, the project is automatically created. Additionally, projects can be manually created. Projects support up to 200 named index fields per document. It is important to note that Microsoft SQL Server only supports maximum row sizes of 8060 bytes (characters). If the length of all of the index field data for any given document exceeds 8060 characters, SQL Server will not accept it and will raise an error. PaperVision Xpress 119
Chapter 9 Project Administration Working with Projects Creating a New Project To create a new project: 1. From the PaperVision Xpress main screen, select Manage Projects from the Administration menu. The Manage Projects screen is displayed. Manage Projects PaperVision Xpress 120
Chapter 9 Project Administration 2. Select the New. The New Project screen is displayed. New Project 3. Enter the name for the new project. PaperVision Xpress 121
Chapter 9 Project Administration 4. Click Add to add a new index field. The Insert New Field screen is displayed. Insert New Field 5. Enter the name of the new index field. 6. Select the type of index field. Boolean: Stores boolean values such as yes/no, true/false, etc. Currency: Stores currency (monetary) values. Date: Stores date/time values between Jan. 1, 1753 and Dec. 31, 9999. Double Number: Stores numbers too large for using a Number field or numbers that require decimal places. Long Text: Stores textual data that is greater than 255 characters in length. Long text values are not indexed by the database server and, as such, can take a significant amount of time to search when there are a large number of records. Number: Stores whole number values between -2,147,483,648 and 2,147,483,647. PaperVision Xpress 122
Chapter 9 Project Administration Text: Stores textual data that does not exceed 255 characters in length. Text(900): Stores textual data that does not exceed 900 characters in length. It is important to note that when documents containing this field type are migrated, they will be truncated to 255 characters since migration databases do not support this field type. 7. If the selected index field type allows formatting, select the format that you wish to have the index field s data displayed in. 8. Under normal circumstances, PaperVision requires the user to manually add any wildcard characters to their search criteria. Select an Automatically Add Wildcards value to cause PaperVision to automatically add wildcard characters in the designated position of the field if it is used during a search. 9. As a data group is imported, PaperVision can verify that index field information has been provided in the incoming data. By selecting Required to Continue Importing, imports will immediately stop once a document that has a blank field is encountered. This is particularly useful where a data group being imported has not been fully indexed. Please note that importing a PaperFlow data group with a new project that has not been created in PaperVision will populate this option automatically if PaperFlow s Required for Processing option has been set. 10. Select OK to save the new index field. 11. Repeat steps 4 through 10 for any additional index fields. 12. Click OK to create the project. The new project will be created. PaperVision Xpress 123
Chapter 9 Project Administration Editing an Existing Project Index fields can be added or removed at any time (even after the project contains documents). If a new index field is added, all of the existing documents in that project will have that index field value filled with [Blank] values. If an index field is removed, all of the existing index field data for that particular field will be deleted. To edit an existing project: 1. From the PaperVision Xpress main screen, select Manage Projects from the Administration menu. The Manage Projects screen is displayed. 2. Highlight the project you wish to edit and select the Properties. The Project Properties screen is displayed. Project Properties PaperVision Xpress 124
Chapter 9 Project Administration 3. Make the necessary changes to the project. Note that when you add or remove an index field, the changes take place immediately (you will be forced to select OK). 4. Once you are done making the desired modifications, click OK. Deleting Projects Deleting a project will remove all of the project-related data from the system. Deleting projects does NOT delete physical documents from their respective data groups. To delete projects: 1. From the PaperVision Xpress main screen, select Manage Projects from the Administration menu. The Manage Projects screen is displayed. 2. Highlight the projects you wish to delete and select the Delete. You will be prompted to ensure that you wish to delete the selected projects. 3. Select Yes to delete the projects. PaperVision Xpress 125
Chapter 9 Project Administration Security Access PaperVision offers the ability to limit access to the different functionality such as printing and emailing within a project. Always keep in mind that security rights are cumulative - users accumulate individual rights as well as all rights assigned to any group(s) of which they are a member. New Security Access Rights View Documents View Outside PaperVision Export/Open Documents Print/Fax Documents Email Documents Grants the ability to view documents. Grants the ability to view documents from outside of the PaperVision system (i.e. not using the browser plug-in). Allows users to export documents and to open the source documents in their native applications (as determined by their operating system). Allows users to print and fax documents. Allows users to email documents. PaperVision Xpress 126
Chapter 9 Project Administration Tag for Migration Delete Documents Modify Documents Add Documents View Annotations Force Annotations On Create/Modify Annotations Allows users to tag documents for migration. Allows users to delete documents. Allows users to alter document index values. Allows users to add documents to the system. Allows users to optionally view annotations on documents. Requires that users view annotations on documents (useful for enforcing redacted portions of documents). Allows users to create and modify annotations on documents. PaperVision Xpress 127
Chapter 9 Project Administration Granting Security Access Rights To grant security access rights to a project: 1. From the PaperVision Xpress main screen, select Manage Projects from the Administration menu. The Manage Projects screen is displayed. 2. Highlight the project you wish to grant security access to and select Security Access. The Manage Project Security screen is displayed. Manage Project Security PaperVision Xpress 128
Chapter 9 Project Administration 3. Select the New button. The New Security Access screen is displayed. New Security Access General 4. Select the users and groups that you want to apply the new rights to. If you select a user or group who already has rights in this project, the project rights will be replaced with the new rights you are defining. 5. Select the Rights tab to assign rights to the selected users and groups. The Security Access Rights screen is displayed. 6. Select the rights that you wish to grant to the selected users and groups. PaperVision Xpress 129
Chapter 9 Project Administration 7. Click OK to save the new security access. The new security access rights will be assigned and any new users or groups that have access to the project will be listed in the Security Access List. Editing Existing Security Access Rights To edit existing security access rights: 1. From the PaperVision Xpress main screen, select Manage Projects from the Administration menu. The Manage Projects screen is displayed. 2. Highlight the project you wish to edit security access for and select Security Access. The Manage Project Security screen is displayed. PaperVision Xpress 130
Chapter 9 Project Administration 3. Highlight the user or group you wish to edit security access rights for and select the Properties button. The Edit Security Access screen is displayed. Edit Security Access - General PaperVision Xpress 131
Chapter 9 Project Administration 4. Select the Rights tab. The Edit Security Access Rights screen is displayed. Edit Security Access Rights 5. Grant/revoke the rights as necessary. 6. Select OK to save the changes. The security access rights will be granted or revoked. PaperVision Xpress 132
Chapter 9 Project Administration Deleting Security Access Rights Security access rights can be deleted in two ways. The first is to edit the security access rights for a user or group and deselect all of their rights. The second, and much quicker manner, is as follows: To delete security access rights: 1. From the PaperVision Xpress main screen, select Manage Projects from the Administration menu. The Manage Projects screen is displayed. 2. Highlight the project you wish to delete security access for and select Security Access. The Security Access List screen is displayed. 3. Highlight the user or group you wish to delete security access rights for and select the Delete button. You will be prompted to ensure you wish to delete the selected security access rights. 4. Click Yes to delete the rights. PaperVision Xpress 133
Chapter 9 Project Administration Document Security Levels PaperVision provides extensive security measures beyond the project-level security access rights presented earlier in this chapter. Project security access rights provide functionality-based security at the project level. Users are granted (or denied) access to specific projects and functionality within those projects. Document security, on the other hand, provides much more finegrained tuning of the security all the way down to the individual document level. Document security is performed in two steps. First, security levels are defined. Second, those security levels are applied to documents. When one (or many) security level is applied to a document, that document is no longer accessible to all users with security access to the project. Instead, the users must also have access to at least one of the document security levels assigned to the document. A document can have an unlimited number of document security levels assigned to it. Applying document security levels is accomplished in any one of three manners: As documents are imported (or added), if any Criteria has been defined, PaperVision will automatically apply the document security levels whose criteria matches the document s index values. Document security levels can be applied in bulk to all of the existing documents. Any document that meets a level s Criteria will have the level assigned to it. Document security levels can be applied manually. Administrators can search for documents, select specific documents, and then apply or remove specific security levels. Administrators can easily detect documents that have been assigned document security levels by the fact that they are listed in red in the search results list. One of the many benefits that document security levels can provide is the ability to provide access to users to only specific documents. In order to accomplish this, the administrator needs to create a generic global document security level which locks down all of the documents. Then they can create individual document security levels and grant users access to those levels they need access to. PaperVision Xpress 134
Chapter 9 Project Administration Creating a New Document Security Level To create a new document security level: 1. From the PaperVision Xpress main screen, select Manage Projects from the Administration menu. The Manage Projects screen is displayed. 2. Highlight the project you wish to create a document security level for and select Document Security. The Manage Document Security screen is displayed. Manage Document Security PaperVision Xpress 135
Chapter 9 Project Administration 3. Select the New button. The New Document Security Level screen is displayed. New Document Security Level General 4. Enter the name for the new document security level. 5. Select the users and groups that will have access to any document this security level is applied to. PaperVision Xpress 136
Chapter 9 Project Administration 6. If you wish to define criteria, select the Criteria tab. When documents are imported or added to the system, PaperVision automatically compares those new documents index values to all of the defined criteria for all of the document security levels within that project. Any security levels whose criteria matches the documents index values will automatically be applied to the documents. Creating criteria is optional. The Document Security Level Criteria screen is displayed. New Document Security Level - Criteria 7. Enter the criteria that will be used to automatically apply this document security level to documents as they are imported or added to the system (or when the level is applied to existing documents). PaperVision Xpress 137
Chapter 9 Project Administration 8. Test your criteria to ensure that it is valid by selecting the Test button. PaperVision will validate your criteria and notify you if any problems exist. 9. Click OK to save the new security level. The new security level will be created but will NOT be applied to any documents yet. Editing an Existing Document Security Level To edit an existing document security level: 1. From the PaperVision Xpress main screen, select Manage Projects from the Administration menu. The Manage Projects screen is displayed. 2. Highlight the project you wish to edit a document security level for and select Document Security. The Manage Document Security screen is displayed. PaperVision Xpress 138
Chapter 9 Project Administration 3. Double click on the document security level you wish to edit. The Edit Document Security Level screen is displayed. Edit Document Security Level 4. Make the necessary changes to the document security level. 5. Click OK to save the changes. PaperVision Xpress 139