ApplicationXtender 6.5 Document Manager User Guide (version 1.0) CCS Computing and Communications Service June 2013
Table of Contents OVERVIEW... 3 Logging in to AppXtender Document Manager... 4 Changing Your Password... 9 Logging out of AppXtender Document Manager... 11 Indexing Batches... 14 Retrieving Documents... 18 Searching and retrieving documents... 18 Basic Query by Index... 18 WildCard Query... 20 Expression Range Query... 21 Saving a Query... 23 Running a Query... 24 Editing a Query... 24 Renaming a Query... 25 Deleting a Query... 25 Changing the Result Set List... 26 Hiding or Showing Columns... 26 Reordering the Result Set Columns... 27 Resizing the Result Set Column... 28 Sorting the Result Set... 28 Managing Documents... 30 Modifying Document Indexes... 30 Adding s to Documents... 31 Adding a by Scanning... 31 Adding a from the Windows Clipboard... 31 Adding a by Importing a File... 32 Replacing s... 33 Reordering s... 34 1
Versions... 35 Annotation... 36 Annotate a document... 36 Importing and indexing EMAILS through VDI... 40 Importing and Indexing EMAILS through WebXtender... 42 Print / Email Documents... 51 Printing Documents... 51 Email Documents... 52 Exporting Displayed Documents... 53 2
OVERVIEW This guide provides instructions to the process of indexing and importing documents into ApplicationXtender. Once documents have been scanned and/or imported, indexed data can be searched for viewing and/or printing. Only authorized users will be able to access Document Manager. Click on the following link to download the Request for Access Form, User Guides, and the VDI installation procedure : http://www.uottawa.ca/erp/en/bdms-xtender.html Note: The indexing of documents must take place on a computer that has the VDI software installed. Contact the Help Desk at extension 6555 or the ITREP in your Faculty/Service for assistance. 3
Logging in to AppXtender Document Manager 1. From your desktop, click Start and select VMWARE Horizon View Client 2. Click on Admin Staff (Xtender) 4
3. Click Connect 4. Enter your Username and Password (your credentials are the same as your uottawa email account) and click Login If you have problems with your Username and Password, contact the Help Line at extension 6555 5. Select Admin Staff (Xtender) 6. Select the Display (Full Screen if you have one screen or Multimonitor if you have 2 screens) 5
7. Click Connect If this is the first time you login to Document Manager, make sure the Data Source Selector is set to Default to AXPROD. To do so, Click Start > All Programs > ApplicationXtender Desktop > Data Source Selector 6
8. If you created a Desktop Shortcut for Document Manager, Click on it to open Document Manager. 9. If not, click Start > All Programs > ApplicationXtender Desktop > Document Manager 10. The login dialog box appears. In the User Name text box, enter your username 11. In the Password text box, enter your password. If you have problems with your password, contact the Help Line at extension 6555 to have it reset. 12. Click Login 7
13. You are now logged into Document Manager and the system displays the Application View window listing the applications you have access to based on your security profile If you don t see any application listed in the Application View window, click on the View Menu and select Applications 14. Before you start indexing and/or viewing documents, make sure the application you want to index to and/or view is active by double-clicking on it. The application will be in bold. 8
Changing Your Password Document Manager (Version 6.5) 2013 AppXtender is password protected. You can change your password at any time to ensure system security. AppXtender passwords are not case-sensitive. To change your password: 1. From the File menu, select Change Password. 2. The Change Password dialog box appears with your username in the User Name text box 9
3. In the Current Password text box, type the original password Document Manager (Version 6.5) 2013 4. In the New Password text box, type the new password 5. In the Confirm New Password text box, type the new password again 6. Click OK. The system displays the following message confirming the new password is saved 7. Click OK. If you have any problems with your password, contact the Help Line at extension 6555 to have it reset. Attention: DO NOT check the Remember Password box 10
Logging out of AppXtender Document Manager It is very important to exit the application once you have completed your task via the menu bar and not by clicking on the red cross in the Application window. If you remain connected to Document Manager while not in use, it could result in a shortage of available licenses and prevent other users from accessing the application. 1. From the Menu toolbar select File > Exit 2. Exit from VDI by clicking on Start > Shut Down > Log off 11
3. If your VDI session is locked and you need to return to AppXtender, click Send Ctrl-Alt-Delete from the menu bar. 12
4. Click on the flower icon and enter your Password (Exchange/Outlook) 13
Indexing Batches Batch indexing is performed when a batch of documents is scanned from AppXtender Image Capture. 1. From the Utilities Menu, Select Batch Index List. The Batch Index dialog box appears. 2. The Batch Index window opens listing all the batches scanned for the selected application. 3. Make sure the selected application is correct. If not, click on the drop-down list and select the appropriate application. 4. From the list of batches, select the batch that you want to index and click Index 14
5. The Batch Index toolbar appears and the first page of the batch appears in Document Display view. The AppXtender Title Bar indicates the number of pages in the batch and indicates the number of the currently displayed page. 6. Click the New Document button on the Batch Index toolbar 15
For each new document that you want to index from the current batch, use the Previous and Next document. buttons on the Batch Index toolbar to navigate through the pages and create a new Press the [TAB] key on the keyboard to navigate between fields. 7. The Document Index window appears. 8. Enter the student number in the #ÉTUDIANT/STUDENT field and hit the TAB key to generate the Key Reference for that student. NOTE: If the student number is not yet assigned by the SIS System, enter 0 (zero) in the #ÉTUDIANT/STUDENT field. The name ORPHAN will automatically display in the fields LAST NAME and FIRST NAME. Add any additional comments in the ORPHELIN/ORPHAN INFO field (Last Name, First Name, Date of birth, institution, etc.. 9. The system will display the student s LAST NAME, FIRST NAME and D.O.B as well as the INDEX DATE 10. Complete the rest of the fields. 16
11. Fields in bold are required fields and you must select a value from the drop-down list of these fields. If the document is a transcript, complete the fields CANADIAN INSTITUTION ID or FOREIGN INSTITUTION ID. If the document is for your Faculty s usage only, complete the PERMISSION field. 12. Click the Save button and the next document/page appears and additional buttons are now available such as Attach or Attach All. a. If you wish to attach the next page in the batch to the current document, click the Attach button b. If you wish to attach the all the pages in the batch to the current document, click Attach all button c. If the next page in the batch is a new document, click New Document button d. If the new document belongs to the previously indexed person, hit the F9 key on the keyboard. This will insert the information from the previous index. Modify any pertinent information and save. e. If you wish to delete a page from the batch or the current document, click the Delete button 13. When you have finished indexing the last page/document of the batch, the following message appears: Click Yes to return to the Batch Index (List) and select a new batch for indexing or choose No to close the Document Display and Index windows. The batch is automatically deleted from the Batch Index (List) when all the pages have been indexed. 17
Retrieving Documents Document Manager (Version 6.5) 2013 Index information is attached to each document stored in AppXtender. Documents can be retrieved by searching for information contained in the index. Searching and retrieving documents You can search and retrieve documents using AppXtender search capabilities such as basic queries, wildcard queries, expression range queries and list of values queries. Basic Query by Index 1. To start a query, you have three choices: a. Right-click the name of the application you want to query in the Application view. From the shortcut menu that appears, select New Query OR b. Highlight the application you want to query in and click on the hand icon on the toolbar or OR 18
c. From the Edit menu, select New Query (Ctrl+D) 2. The Search tab of the Query view appears. 3. Enter your search criteria to locate the documents you want to retrieve. The simplest type of query is an index value search that you can enter in the Values column. For example, you can enter the student ID in the #Étudiant/Student field and click Search 4. A Result Set tab appears in the Query view containing the documents that meet the search criteria 19
5. From the list on the Result Set tab, double-click on the document to display NOTE: if only one document matches the search criteria, the document automatically appears in the Document Display view 6. To return to the search criteria, click the Search button and modify the index value to search on WildCard Query The asterisk (*) is a wildcard that matches any character or number of characters. For example, you want to find all names beginning with letter MA, you would enter the value MA*. The wildcard character can be used to narrow down a search, controlling the number of documents returned in the Result Set tab. Wildcards are valid for index fields with the data type Text, Time Stamp, User-defined list. 1. Enter the index information you want to search for, using the wildcard character to represent part of the index value and click Search 20
2. The system returns the Result Set number of documents found with the entered value CRM* in the POSTCODE index field. Expression Range Query This feature gives you more options for narrowing your search within an index field 1. Select the index field you want to query. In this example we want to query on multiple Student#. Right-click in the field Values and select List of Values 21
2. Enter the student ID in the field Field Value and click Add. Repeat and add as many as student ID as necessary. 3. AppXtender adds the expression you created in the Search tab Values. Click Search You can apply this method on any field. 22
Saving a Query You can save any query that you have created. Document Manager (Version 6.5) 2013 1. After you run your query, right-click the name of the query in the Application view and select Save As. 2. The Save Query dialog box appears. 3. Enter a name in the Query Name text box. 4. If you want to make the query available to all users, click the Available to all users check box to enable it. When you enable to all users, lock will be open beside the query name If you don t make it available to all users, the query is locked and only you can open it. 5. Click OK. The Query displays the name you gave it. 6. If another window opens asking you to save on your network drive, click Cancel. 23
Running a Query When you save a query, you can run it from the Application view at any time. 1. Right-click the Query Name in the Application view and select Run Query from the shortcut menu or simply double-click on the Query Name to open it. Editing a Query You can edit the content of your saved queries at any time. You may want to modify the index field selection. 1. Right-click the Query Name in the Application view and select Edit Query 2. The Query view Search tab appears in the contents of the query 3. Make the appropriate changes and click Save 24
Renaming a Query You can rename a saved query. 1. Right-click the Query Name in the Application view and select Rename 2. Type a new name for the query and press [ENTER] Deleting a Query If necessary, you can delete saved queries. 1. Right-click the Query Name in the Application view and select Delete Query 2. A confirmation message appears 3. Click Yes to confirm. The query no longer exists in the Application view. 25
Changing the Result Set List After you search for a document, you can change the way the Result Set lists your documents. For example, you can show or hide, reorder, or save columns from the Result Set. Hiding or Showing Columns 1. Right-click a column heading in the Result Set. A shortcut menu appears. 2. Select Settings. The List Column Editor dialog box appears. 3. Click the check box next to the name of the column that you want to hide or show. 4. Click OK. 5. For example, if you remove the check mark for #ETUDIANT/STUDENT# and D.O.B, they will not show in the Result Set. 6. If you want to save this configuration, right-click any column heading in the Result Set and from the shortcut menu that appears, select Save Columns 7. If you want to reset to the default configuration, select Settings > Reset All 26
Reordering the Result Set Columns You can change the order of the columns in the Result Set. 1. Click the column you want to reoder and drag to the position you want to use. In this example, the columns Document and Session were repositioned after Last Name and First Name columns. 2. If you want to save this configuration, right-click any column heading in the Result Set and from the shortcut menu that appears, select Save Columns 3. If you want to reset to the default columns configuration, right-click any column heading, select Settings > Reset All 27
Resizing the Result Set Column You can resize each column width of each index field. 1. Drag the to the position you want 2. Right-click the column headings. From the shortcut that appears, select Save Columns.In this example, Last Name/First Name / Document columns were resized and saved Sorting the Result Set You can sort columns in ascending or descending order on any index column listed in the Result Set tab. 1. To sort a field in ascending order, click the column heading of the desired field 2. To sort a field in descending order, click the column heading of the field again. 28
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Managing Documents Document Manager (Version 6.5) 2013 A full range of document management functionality is available in AppXtender including the ability to print, email, export, add /delete pages to documents or modify documents. Only users with the Print privilege can perform operations that result in information being exported from the AppXtender system. Modifying Document Indexes Data in a document s index may require modification if a data entry error occurred or if the index information changes. You can modify indexes in the AppXtender Document Index view. To modify a document s index: 1. Display the document that you want to modify 2. From the View menu, select Document Index and the location where you want the view to appear (Left, Right, Top or Bottom) 3. Edit the contents of the desired index fields 4. Click Save. The changes to the document index are saved. 30
Adding s to Documents Additional pages can be attached to indexed documents as you require. s can be inserted before or after the displayed page or appended at the end of the document. - The document s title bar always shows the active page and total number of pages; - Different versions of a single page can also be created - All commands for page management are located in the menu - AppXtender allows various methods of input such as adding pages by scanning, importing files, adding pages using the Windows Clipboard, replacing pages and reordering pages Adding a by Scanning To add a page before the current page by scanning: 1. Make sure the appropriate document is displayed 2. From the menu, select New and then Scan 3. From the shortcut menu, select Insert Before 4. AppXtender automatically scans the page and it appears as a new page in the Document Display view To add a page after the current page by scanning: 1. Make sure the appropriate document is displayed 2. From the menu, select New and then Scan 3. From the shortcut menu, select Insert After 4. AppXtender automatically scans the page and it appears as a new page in the Document Display view To add a page to the end of the current document by scanning: 1. Make sure that the appropriate document is displayed 2. From the Scan menu, select Scan 3. AppXtender automatically scans the page and it appears as a new page in the Document Display view Adding a from the Windows Clipboard To add a by Pasting from the Window Clipboard: 1. Copy (ctrl+c) the image that you want to paste in the document 2. Open Document Manager and display the appropriate document 3. From the menu, select New and then Clipboard Paste 31
4. A shortcut menu appears (Insert After, Insert Before, Append). You have the following choices: a. If you want the new page to be added as the next page in the document, select Insert After b. If you want the new page to be added as the previous page in the document, select Insert Before c. If you want the new page to be added as the last page in the document, select Append Adding a by Importing a File To add a by Importing a File: 1. Open Document Manager and display the appropriate document 2. From the menu, select New and then Import File. 3. A shortcut menu appears (Insert After, Insert Before, Append). You have the following choices: a. If you want the new page to be added as the next page in the document, select Insert After b. If you want the new page to be added as the previous page in the document, select Insert Before 32
c. If you want the new page to be added as the last page in the document, select Append d. The Import File dialog box appears. e. Navigate to and select the file that you want to import NOTE: you must place your documents in your H: drive directory in order to be able to import them into AppXtender. You do not have access to your C: drive in VDI. f. Click Open g. AppXtender displays the new page in the Document Display view. Replacing s 1. Display the page you want to replace 2. From the menu, select Replace and then the appropriate source for adding the new page (Scan, Clipboard Paste or Import File) 33
3. A message appears requesting confirmation that you want to proceed with the page replacement 4. Click Yes. AppXtender automatically deletes the displayed page. NOTE: Depending on the type of page you selected, a dialog box may appear, just as if you were simply adding a page Reordering s 1. Display a document in the Document Display view 2. Select > Reorder 3. Select the new page location from the shortcut menu You have the following choices: Move to First, Move Up, Move Down, Move to Last 4. To verify that the page has been moved to the desired location, navigate through the document by using the arrows (previous page and next page) on the toolbar 34
Versions Document Manager allows you to save up to 255 versions of a single document page. Creating a New Version: 1. Display the original page 2. Select > New Version and then select a method for creating the new page version: a. Select Insert Object to add or create an object b. Select Import File to import an existing file c. Select Current View to add the currently displayed image as a new version. This option allows for greater flexibility when processing images or PDF files. For example, use this option to save a rotated image as a new version of the original image. Viewing Versions of a 1. From the menu, select Show Version and then select: a. Previous to display a previous version of the page b. Next to display the next version of the page c. Newest to display the newest version of the page d. Oldest to display the oldest version of the page Note: The newest version is displayed by default. If more than one version of a page exists, you can access all other versions and navigate from one version of a page to another as described above. Deleting Versions of a 1. Display the page version you want to delete 2. From the menu, select Delete Version 3. A delete page version confirmation message appears 4. Click Yes to delete the version or click No to exit without deleting the version Note: AppXtender Document Manager Status Bar and Title Bar reflect the version changes Purging Versions of a 1. Display the page version you want to keep 2. From the menu, select Purge Version. AppXtender displays a purge version confirmation message 3. Click Yes to delete all versions created before the displayed version. Click No to exit without purging versions. If you click Yes, AppXtender deletes all versions created before the displayed version and renumbers the remaining version to one, two, three, etc Note: As soon as the purge is confirmed, the older versions are permanently lost. Exercice caution when purging versions because recovery is not possible. 35
Annotation Only users who have appropriate privileges can create, modify, move, hide or delete annotations. You can add annotations to images, text and PDF files. There is no limit to the number of annotations you can place on a page; however a large number of annotations can slow down or distort page rendering. Annotate a document 1. Locate the document you want to work with 2. If you don t see the Annotation Toolbar, from the View menu, select Toolbar and Annotation. A check mark displays next to it and the Annotation toolbar is enabled at the bottom of the window 36
3. Click the button on the toolbar that is associated with the tool you want to use and make any desired annotations on the displayed document. 4. There are five types of annotations that you can use to annotate your documents: a. Lines i. Straight Lines, Freehand lines, Polylines and arrows ii. You can change the width of your line annotation by clicking the width button b. Shapes c. Highlights i. Rectangle, Rounded rectangle, Polygon and oval d. Text. Click the Text button to add comments to your document. An Annotation Text Editor dialog box opens i. Add your text 37
ii. Click the Advanced button to change the font size of your text 38
iii. To display the comment as an icon on the document, select the Display as icon box e. Rubber Stamps. Select a rubber stamp from the list and place on the document 5. To place an annotation on your document, simply click the desired annotation button, drag the mouse where you want to place it on the document and release 6. If you wish to cancel your changes, simply click the Cancel Changes button 7. If you wish to erase an annotation, click the Eraser button and click the annotation you want erased. Note that you cannot erase an annotation added by another user 8. You can move annotations such as text and comments by clicking and dragging anywhere on the document 9. When you are finished, click the Save button on the toolbar to save your changes 39
Importing and indexing EMAILS through VDI To import emails an attachments into Document Manager for indexing, open Microsoft Outlook. 1. Click Start > All Programs > Microsoft Office > Microsoft Office 2010 40
NOTE: When you first launch Microsoft Outlook 2010, it will take few minutes to load your profile and Byour folders. Please be patient. For assistance, contact your ITREP representative or call the Help Line at extension 6555. If you have 2 monitors, it is recommended to activate the Multimonitor display in VDI. Please refer to the VDI documentation. 2. Click on the Desktop shortcut to open Document Manager 3. Make sure the Application you want to import emails or attachments to is active. 4. Make sure there are no document currently displayed in the Display Document view 5. Drag the attachment from Microsoft Outlook and drop it in the AppXtender Document Display view 6. The index fields will display. 7. Enter the index information for the new document and click Save 8. The same steps apply for adding an email message 41
Importing and Indexing EMAILS through WebXtender 1. Login to ApplicationXtender Web Access (WebXtender): https://webxtender.intra.uottawa.ca/appxtender/login.aspx 2. From the Help menu > Check Installed Components 3. Follow the prompts on the screen. You need to install all components. 4. When done, from the Edit menu, select User Settings 42
5. Click Interactive Viewer tab and check Enable Interactive Viewer NOTE: You only need to do the above steps once. 6. Open your email, right-click on the email message or the attachment and select Copy 43
7. In WebXtender, right-click on the application and select New Document 8. Select New > Clipboard Paste >Special > Append 44
9. From the Paste Special window, select Message File (*.msg) and click OK 45
10. The email message or the selected attachment will open in the window. Navigate through the pages, delete a page, index the email,. 46
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11. If you have more attachment for the same student/document, select the next attachment and Copy 12. In WebXtender, Select New > Clipboard Paste Special here you have 3 choices: Insert After, Before or Append at the end of the document. When you select anyone of these choices, the page or the document is automatically attached to the current document and saved. Remember that you can always do a Delete if not required. At the bottom of the screen, you will see the number of pages as you attach more to the document. 48
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13. Select Modify (either the icon or the button) to modify your indexes and Save if necessary. Once you get used to this format, you will find that it s fast and you don t need to go into VDI 50
Print / Email Documents Printing Documents In AppXtender Document Manager, you can print every page or a range of pages of the displayed document. 1. Display the document you want to print 2. From the Document menu, select Print or Print PDF Document (use this option if the document does not contain annotations) 3. All pages of the document are printed. 4. To print only one page of the document, select > Print or click the Print icon on the toolbar or simply press Ctrl+P 51
Email Documents You can export an entire AppXtender document or a specific page to your desktop or H: drive and then send that document or image by email by dragging from the desktop or the H: drive to Outlook. 52
Exporting Displayed Documents 1. Display the document to export 2. Click Document menu > Export > Images 3. The Export Document s window appears 4. Select where you want to save the document. You have two options: Save to Desktop or Save to your H: drive 53
5. Open Outlook > New E-mail 6. Drag and drop the image or document into the new email message. The image will be attached to the email message 54