C ase Manag e m e n t by C l i e n t P rofiles Enhanced Imaging Options for Client Profiles for Windows T E C H N O L O G Y F O R T H E B U S I N E S S O F L A W
Table of Contents 2 Table of Contents Scanning Overview and Setup... 3 Scanning Tools and Equipment... 3 File Locations... 4 Configuring the Scanner Settings and Workflow defaults... 5 Scanning Options and Techniques... 6 Scanning Documents outside of a Case... 6 Scanning Documents inside of a Case... 9 Document Review... 10 Annotation... 13 OCR (Optical Character Recognition)... 14 Imaging Toolbar Description... 16
Scanning Overview and Setup 3 Scanning Tools and Equipment 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. 1. 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. 2. 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. 3. 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 4 File Locations File Locations From within Client Profiles go to Administration\System Setup\File Locations. Set the Scanned Document Pages directory. (Normally, this will be the same directory as the History Files; however, it can be pointed to a different directory if needed.) Next, either through My Computer or Windows Explorer, verify that these directories exist. If not create them in the appropriate location.
Scanning Overview and Setup 5 Configuring the Scanner Settings and Workflow defaults Configuring the Scanner Settings and Workflow defaults Show Twain Window... If this option is unchecked then the image will be scanned directly into Client Profiles without showing the scanner software. Paper Source Select how the document will be placed into the scanner. Picture Type This option is passed to the scanned image if the Show Twain Window option is not selected. Optimize for Disk Space This option is used with color scans to reduce the size of the file created during the scan. Enable Thumbnail Browser Turns off the thumbnail view on the right hand side of the scanner page. Load Annotation Turns off the annotation tools from the scanner page. Allow User Override Enables the user to override settings set here from the scanned document page. Remove noises after each scanned When a Black & White image is scanned this option clears up the image by removing any dots or lines that came in from the scan. Enable Document Review Enables the option to have documents reviewed by users assigned to the case where the document is added. Enable Notification Enables the UnReviewed button to appear for users who have documents to review. Imaging Required Image Requires the image to be associated with a case before it can be saved. Select Reviewer Select the roles of people that you want to review new documents.
Scanning Options and Techniques 6 Scanning Documents outside of a Case Scanning Options and Techniques Scanning Documents outside of a Case To scan a document either click on the sailboat icon from Client Profile main window or Image Document from the Tools menu. You will then be prompted with the Imaging dialogue box with the following options Normal Mode Scan new document Performs a scan on a new document. Please note: When this option is selected you will be given the option to OCR the documents that are scanned. Import image from existing files Imports files that have been scanned or created outside of Client Profiles. Retrieve the last document worked on Retrieves the last scanned document worked on. Batch Mode Scan batch Allows you to scan a batch of unrelated documents at one time and then separate and attach them to multiple cases. Batch Import image from existing file - Allows you to import a batch of unrelated documents at one time and then separate and attach them to multiple cases. Retrieve the last Scan Batch document worked on Retrieves the last batch worked on. For purposes of this document we will assume that you selected the Scan new Document option.
Scanning Options and Techniques 7 Scanning Documents outside of a Case This will begin the scan process by activating your scanner. Your activation process will be unique to your equipment and may include a wakeup process if your scanner has entered a sleep mode. Eventually you will see a screen that looks like this one. It will allow you to begin the scan and see a preview of the document, if appropriate to your scanning software. Once the preview process is finished you will see the document in the window, and will be able to continue the scan function. This may be scan or choose output or send image. Whatever your software calls for, you will have to proceed as directed to transfer the image into Client Profiles. Please note: If the option to Show Twain Window is not selected from the Scanner Settings tab under Administration\System Setup\Other Settings you will not see the preview box from your scanner.
Scanning Options and Techniques 8 Scanning Documents outside of a Case Page Order The scanned image of the document or material will appear in this area. Thumbnail Browser To add more pages, after the initial scan has been completed, select the Add Page (Folder) icon from the sheet bar. Once the scan has been completed fill in the appropriate information on the Document Detail tab so that the document can be retrieved later. 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 page order, profile or the thumbnail views. Close out of the image once you have entered the information. Please note: Select yes when prompted to save changes or the scan will not be saved. Please see the Imaging Tool Bar Description section for a detailed description of the other available icons on the tool bar.
Scanning Options and Techniques 9 Scanning Documents inside of a Case Scanning Documents inside of a Case Page Order The scanned image of the document or material will appear in this area. Thumbnail Browser From the documents screen of the case select the Scan New Document (Sailboat) icon from the sheet bar. Unlike from the desktop you will not be prompted and the scan process will automatically begin. Please note: If the option to Show Twain Window is selected from the Scanner Settings tab under Administration\System Setup\Other Settings you will see the preview box from your scanner. To add more pages to the scan select the Add Page (Folder) icon from the sheet bar. Once the scan has been completed fill in the appropriate information on the Document Detail tab so that the document can be retrieved later. 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 page order, profile or the thumbnail views. Close out of the image once you have entered the information. Please note: Select yes when prompted to save changes or the scan will not be saved. Please see the Imaging Tool Bar Description section for a detailed description of the other available icons on the tool bar.
Scanning Options and Techniques 10 Document Review 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 list. To review a document, highlight the document from the list and double-click on it.
Scanning Options and Techniques 11 Document Review Go to the Document Review tab from the Profile section. Highlight your name and select edit. Fill in any notes for this document and select OK.
Scanning Options and Techniques 12 Document Review The Revwd? checkbox will now be checked. You will now see the UnReviewed button reduce by one.
Scanning Options and Techniques 13 Annotation Annotation To begin, go to the Annotation menu and select Annotation from within the scanned document. You will then see a tool bar appear. From the tool bar there will be different options available so that you can mark the document and make any notes. To view the document without the annotation, select Unload Annotation from the Annotation menu. Please note: The annotations that have been added will still be available by selecting Load Annotation from the Annotation menu. When the document is printed you will have a check box that allows you to print the document with or without the annotation.
Scanning Options and Techniques 14 OCR (Optical Character Recognition) 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 Recognize 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.
Scanning Options and Techniques 15 OCR (Optical Character Recognition) 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.
Scanning Options and Techniques 16 Imaging Toolbar Description Imaging Toolbar Description New Scan Scan to the bottom Initiate new scan Append new scan Import image Import existing image Save images Save new or modified image Export Images Export selected images into multi-page image Print Image Send selected image to printer Delete Image Delete selected image Zoom In Zoom in on current image Zoom Out Zoom out on current image Restore Original Size Restore original image size Best Fit Fits image to best size for screen Fit Screen Width The document will fit to screen size Swap Image Swap image with another existing image Rotate Image Left Rotate image left
Scanning Options and Techniques 17 Imaging Toolbar Description Rotate Image Right Rotate image right Set up Scanner Allows user to change settings/properties Show/Hide Page Order Show or hide image in page order box Show/Hide Profile Show or hide profile box Email Selected Images Email selected images to any e-mail recipient Close Image Closes image window Last Sheet Restores last active document Reset Icon Reset screen to blank page to receive new image Select All Selects all images from page order box Deselect All Deselects all images from page order box Move Page Up Rearranges image order in page order box Move Page Down Rearranges image order in page order box Navigation Bar Pages up/down, scrolls to next/previous page Zoom Toolbar Zooms in or out on selected image