Alchemy Modules Indexing New Documents Scanning Scan Dialog Box Tabs Populating Profile Fields OCR. ing Documents Batch profiles Building the Database

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1 Sync Licensing Page 1 of 12 Alchemy Modules Indexing New Documents Scanning Scan Dialog Box Tabs Populating Profile Fields OCR. ing Documents Batch profiles Building the Database WCM APPLICATION SPECIFICS Cue Sheet System Sync Licensing System Lyrics/Leadsheets System Legal System Alchemy Modules Alchemy comes in three flavors: Builder, Search and AWS (Alchemy Web Server). Each has a different purpose and all three use the same three-pane interface while not having the same set of features. Builder module: Builder is a Client/Server module and is used for read/write access by those who will be adding new documents to the database. Search module: Search is a Client/Server module that is used for read-only access by those who want to search for and view, print or documents in the database. AWS module: AWS (Alchemy Web Server) is analogous to the Search module (read-only) except that it is browserbased. Alchemy works in both Netscape and IE however it is STRONGLY recommended that you use IE as your browser with Alchemy. This is the product the majority of users will use. Indexing New Documents Indexing is done using Alchemy. s Builder module. Adding new documents to one of the databases is as simple as scanning the pages to a given folder in the database and thereafter populating the Document Profile fields for each document and then. building. the database to save them permanently. Thereafter, the users can search for the document and view or print it within Alchemy.

Sync Licensing Page 2 of 12 Scanning Job separation sheets Job separation sheets are used to separate documents from each other within a batch. One sheet should be placed in between each document.

2 Sync Licensing Page 2 of 12 Scanning Job separation sheets Job separation sheets are used to separate documents from each other within a batch. One sheet should be placed in between each document. The scanner software is programmed to recognize this sheet, and begin a new document with the page immediately following it. Do not use the original job separation sheets you receive with your scanner. Make GOOD QUALITY copies of the originals and then store the originals in a safe place. Use only the copies for scanning. The only sheets that Alchemy will recognize are those that say. Job Separation Sheet. on them. The others that say. Text mode.,. Photo mode.,. Simplex mode. and. Duplex mode. will not work. Scan Dialog Box Tabs (Figure 1) Scan dialog General tab All pages in the feeder Always leave this option checked.

Sync Licensing Page 3 of 12 OCR If you want to OCR the documents during the scanning process check this box. You can always OCR them after they are built to the database if at all.

3 Sync Licensing Page 3 of 12 OCR If you want to OCR the documents during the scanning process check this box. You can always OCR them after they are built to the database if at all. Destination The destination is the location where the newly scanned documents will be placed. Whether this is the user. s private folder or the final destination of the documents will have to be decided beforehand. There are advantages and disadvantages to both methods. It also will depend on the applications design. Some applications don. t even have folders. In that case, scanning into a personal/private folder makes good sense. Scanning directly to the target folder (such as the contract folder in the Legal system) might prevent confusion later if the user can. t thereafter remember which contract the documents belonged to. (Figure 2) Scan dialog Document tab When a separator page is detected Unless you have a batch of documents that all have exactly the same number of pages in them you should choose this option. Remember to prep your batch by inserting a Job Separator Sheet in between each document in the batch. Of course, if you. re only scanning a single document you can choose the. Scan all pages into a single document. option.

4 Sync Licensing Page 4 of 12 Naming Scheme Prefix: Prefixes are a good way of distinguishing one user. s scanned documents from another. The Starting count: This is a sequential numbering feature that is used to name documents. It is a good idea to set it to zero (0) whenever beginning a new batch. (Figure 3) Scan dialog Scan Settings tab Scan ahead Use this option to allow the scanner to continuously scan images into the scanner. s buffer before exporting them to Alchemy. Scan duplex Use this option if you are scanning two-sided documents. Preview Check this box if you want the scanner to pause after each sheet for your inspection. Though it is a little slower this is a very good idea. Deskew (Do not use this option) Despeckle This option removes stray spots or marks from the image.

5 Sync Licensing Page 5 of 12 Populating Profile Fields All newly scanned documents have a bright blue plus sign on their lower-left corner to remind the user that they have not been officially added to the database yet. The next time someone. builds. the database the documents will be permanently added to the database whether their profile fields have been populated yet or not. It is thus imperative that Document Profile fields be filled in as soon as possible after the documents are scanned in. The Document Profile will automatically show in the Profile pane as soon as you click on the icon representing a document. After filling in the fields simply click back on the icon in the Tree View or on another document to save the values you have entered. To make sure you have the right Document Profile View right-click the mouse on the Profile pane, select View from the pop-up menu, then. Template Fields.. OCR. ing Documents There are two ways to OCR documents. During the scanning process, and after the documents have been built to the database. To OCR during the scanning process check the OCR checkbox on the General tab of the Scan dialog box (see Figure n). Each document will be OCR. ed after all images have been scanned in. If you decide not to OCR during scanning you can OCR them after they have been built by highlighting the documents you want to OCR in the Viewer pane, then selecting Scan OCR from the menu. The following dialog box will then open: (Figure 4 OCR options dialog box Always select the option to. Skip documents with existing OCR. and whatever other options apply and press [OK].

6 Sync Licensing Page 6 of 12 Batch profiles Folder and document level profile fields can be set for an entire folder, subfolder or the entire database by the use of batch profiles. This saves much redundant data entry by allowing common values to be set for all folders or documents at the same time. To use Batch Profiles highlight the folder or database desired in the Tree View. Then right-click the mouse and choose. Batch Profile. from the pop-up menu. Select the Folder Profile or Document Profile tab, whichever is appropriate, enter the values desired and press [OK]. All folders or documents beneath the level you highlighted will be updated with the values you entered. That is, if you highlighted a folder and filled out the Document profile only documents inside that folder will be updated. If you highlighted the database icon in the Tree View then all folders or documents in the entire database would be updated. (Figure 5) The Batch Profile Building the Database After all Folder and/or Document Profile fields have been populated you must build them to the database before others can find and view the documents. You do this by pressing the CD icon on the toolbar at the top of the Alchemy screen or selecting. Tools Build. from the menu. The following dialog box will then appear:

Sync Licensing Page 7 of 12 (Figure 6) Build dialog box DO NOT CHANGE ANY OPTIONS ON ANY TAB OF THIS DIALOG BOX! Simply press [OK] to build the database and you.

7 Sync Licensing Page 7 of 12 (Figure 6) Build dialog box DO NOT CHANGE ANY OPTIONS ON ANY TAB OF THIS DIALOG BOX! Simply press [OK] to build the database and you. re finished! WCM Application Specifics Cue Sheet System The Cue Sheet system utilizes a Folder/Document Hierarchy. Each folder is entitled after the production name.

8 Sync Licensing Page 8 of 12 (Figure 7) Cue Sheet Tree View (Figure 8) Cue Sheet Profile Fields Document Fields Doc Title / Episode Doc Desc Category Doc Date Folder Fields Production No Production Title Production Co Media Type Office Location Episode title/number if a series, otherwise any meaningful name. Brief description of document.. Cue Sheet. or. Correspondence. Date on document. User assigned sequential Production ID number. Film or Series name.. Television.,. Theatre. or. Animated. Sync Licensing System The Sync Licensing system utilizes a Folder/Subfolder/Document hierarchy. Folder level. Production information. Subfolder level. Document Type (Category) i.e. Correspondence, Invoices, Licenses, etc.

9 Sync Licensing Page 9 of 12 (Figure 9) Sync Licensing Tree View (Figure 10) Sync Licensing Profile Fields Document Fields Doc Title Doc Date Comments Check # For Approvals/Licenses the Doc Title is the song title; For invoices the Doc Title is the invoice number; for correspondence the Doc Title is the subject. Date on the document. If document is a paid invoice the check number it was paid with.

Sync Licensing Page 10 of 12 Folder Fields Sync # Production Title Production Co Account # User-defined sequential ID number. Account # for Production Company.

10 Sync Licensing Page 10 of 12 Folder Fields Sync # Production Title Production Co Account # User-defined sequential ID number. Account # for Production Company. Sync Licensing Indexing Notes: Before indexing documents for a given production a new folder named after the production will need to be created and the associated folder level data fields populated in the folder profile. (Figure 11) Sync Licensing Folder Profile fields Lyrics/Leadsheets System The Lyrics/Leadsheets program contains a document for each song irregardless of whether it contains lyrics only, a lead sheet only or both. (Figure 12) Lyrics/Leadsheets Tree View

11 Sync Licensing Page 11 of 12 (Figure 13) Lyrics/Leadsheets Profile Fields Document Fields Song Title Composers Office Location Composers/Writers last names. IMPORTANT: It is imperative that the composer. s names be separated by a space if you want to do searches by the composer. s name. Legal System The Legal system utilizes a Folder/Document Hierarchy. (Figure 14) Legal Tree View

12 Sync Licensing Page 12 of 12 (Figure 15) Legal Profile Fields Document Fields Doc Title Doc Desc Doc Date Doc Category Title of document. Brief description of document. Date on document. Currently there are three (3) categories: Correspondence, Drafts and Exec Folder Fields Folder Title Contract # Contract Title Contract Desc Contract Date Contract Status Contract Type Office Location The contract number. The contract number. Contract effective date.. Active. or. Terminated. User-defined type chosen from a linked lookup table. Indexing Notes: Before indexing documents for a given contract a new folder named after the contract number will need to be created and the associated folder level data fields populated in the folder profile.

CREATING AN AD HOC QUERY

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