JIMAS Imaging Overview

Transcription

1 JIMAS Imaging Overview JIMAS Imaging Overview JIMAS Imaging is a paperless, digital document management solution for compact storage and easy retrieval of documents. - Become paperless -- replace paper documents with scanned images. No retrieving closed files from storage. - Import and store digital audio and video files for easy retrieval. - Export files for microfilm. - Integrated with JIMS to quickly create users and cases. User security access to a case is integrated with JIMS user security settings. - Secure a case,litigant,folder or file within Imaging and configure who you allow to access it. - With the E-Appeal add-on export a case to a PDF file(s) in the exact format, including indexes, required by the appellate court.

2 Contacting Us Contact Goodin Associates, Ltd. Goodin Associates, Ltd S. Illinois Ave. Carbondale, IL Phone: (618) Fax: (618)

3 System Requirements System Requirements System requirements for JIMAS Imaging are as follows: - Windows XP or higher. - Microsoft Framework 3.5 service pack 1 or higher. - IBM iseries Access Express version 5 release 4 or higher with approved service pack for your iseries OS level. Must be a Full install with.net provider selected.

4 Setup and Configuration Setup and Configuration The database for JIMAS Imaging will be created by Goodin Associates, Ltd staff. Below is the System Configuration screen that can be accessed from the main menu Technical>System Configuration. You must be an Administrator to access this screen. Figure 1.0 System Configuration settings defined: Court: The default court to be used in the program. Repository default path: The system wide default path to the location that JIMAS Imaging documents are stored(i.e. Imaging server). Repository path for this computer: This is used for computers that may have a different drive mapped to the storage location of JIMAS Imaging documents. In most cases this path will be the same as the Repository default path. Database version: Shows the database version for a county. Connect to JIMS: When checked this will use JIMS case data and security. Add-Ons: Not editable. If checkmarked, add-on is available for use.

5 Short Cuts Keyboard Short Cuts Keyboard short cuts help the user perform actions without using the mouse. As with other Windows programs, pressing the ALT key and an underlined letter will perform some task. In JIMAS Imaging you will find that there are underlined letters available in the menus and on buttons to help users perform tasks without using the mouse. Note: Depending on a computer's Microsoft Windows settings the underlined letters may not always be visible until the user presses the ALT key.

6 Errors and Warnings. Informative Messages, Errors and Warnings As with other programs, JIMAS Imaging will display an informative message, a warning or an error to the user. These messages are displayed to the user to try to help them while they are using the program or to prevent them from doing something they should not do. Informative Messages and Warnings An informative message or warning will have the icon above displayed with the message to indicate that it is a message or warning. An informative message will display information to a user such as why something is being done/cannot be done or letting the user know that a process has finished. Errors An error message will have the icon above displayed with the message. Error messages inform the user that they are trying to do something they are not allowed to do.

7 Main Menu and toolbar Right click menus

8 Imaging Groups Imaging Groups JIMAS Imaging comes with a pre-defined set of Imaging groups. They are Circuit Clerk, Probation and Prosecutor. These groups cannot be edited and are generally hidden from the user. Each user added to JIMAS Imaging will be assigned to one of these groups by default of the group assigned to the administrator user that adds the user.(i.e. a Circuit Clerk administrator can only add people to the Circuit Clerk Imaging group). A technical support person from Goodin Associates. Ltd. will set up an administrator user for each group as needed. An administrator should not be setup for any group that will not be scanning documents. A user can be assigned to only one of the Imaging groups. The Imaging groups will define how the program works for each user and what cases/documents a user can view. Setting up user's under these different groups allows each group to have their own set of documents for a case in the JIMAS Imaging program. If that is not desired, then all users should be setup under the same Imaging group. What an Imaging group can view: The Circuit Clerk group can only view and edit their cases/documents. They cannot view the Probation or Prosecutor's cases/documents. The Probation group can view and edit their cases/documents and view the Circuit Clerk's cases/documents that are not secured within Imaging. They cannot view the Prosecutor group's cases/documents. The Prosecutor group can view and edit their cases/documents and view the Circuit Clerk's cases/documents that are not secured within Imaging. They cannot view the Probation group's cases/documents. Each group can work with their Misc case/documents and cannot view any other group's Misc case/documents.

9 User Groups User Groups User groups are a quick and easy way for JIMAS Imaging Administrators to set up users with the appropriate user privileges. An Administrator can create a user group, assign the new user group the desired user privileges and then assign the new user group to one user or multiple users. Several user groups have been provided. The Administrator and View Only user groups cannot be deleted. To create a new user group: 1) Enter the name of the new group in the User Group column(figure 3.0). 2) Select(check mark) the user privilege for the new group. 3) Press the Save button. To delete a user group: Note: You cannot delete a user group if there are users assigned to the group. 1) Right-click on the user group you would like to delete. 2) Select Delete from the menu. 3) Press the Save button. Figure 3.0 User privileges defined: Administrator: No restrictions in JIMAS Imaging. If connected to JIMS, case access is determined by JIMS user settings. When checked, all user privileges are unchecked except for Administrator. View Only: User can not add/edit/delete a case,litigant,folders or documents in any way. User will not be able to access any Imaging secured cases, litigants, folders or documents. If connected to JIMS, case access is determined by JIMS user settings if not already restricted in Imaging. Scan Images: Allows the user to scan documents. User must have the Edit case

10 information user privilege. Edit case information: Allows the user to add/edit a case, litigant,folder or document. Delete images, folders, etc: Allows the user to delete a case, litigant,folder or document.. Print Images: Allows the user to print documents. Archive/unarchive cases: Allows the user to archive or unarchive a case. Export case: Allows the user to export a case. View secure cases: Allows the user to view/access a secured case. View secure litigants: Allows the user to view/access a secured litigant. View secure folders: Allows the user to view/access a secured folder. View secure images: Allows the user to view/access a secured image. Edit Templates: Allows the user to add/edit/delete templates. Edit Hyperlink/Document List: Allows the user to add/edit/delete items on the hyperlink/document list. Access annotations: Allows a user to move annotations. To be used for users such as a Judge that does not have the Edit case information privilege.

11 Users Users Import from JIMS Users must be setup in JIMS before they can be created in JIMAS Imaging. Once setup in JIMS, user IDs can then be imported into JIMAS Imaging. To import a user from JIMS: 1) Open the User screen. Main menu/technical->users. 2) Open the Import JIMS User screen. User screen menu/file->import JIMS User IDs. 3) In the Import column check mark all users to be imported. 4) Press the Import Button. The imported user(s) will be defaulted to the View Only user group. Figure 3.1 Note: The check boxes in the Adoptee, Juvenile, Suppress, etc. columns show how the user's security is setup in JIMS. This is for reference only. The JIMS security settings cannot be changed in this screen.

12 The JIMS security privileges are enforced in JIMAS Imaging. The privileges which control access to individual cases (e.g. cases impounded/sealed in JIMS) or specified groups of cases (e.g. juvenile cases) are used by JIMAS Imaging to allow or prohibit access to these cases within JIMAS Imaging. Edit User Figure 3.2 To edit a user: 1) Select the user by clicking on the User ID or User Name in the upper part of the Edit User screen. The fields in the screen will be populated with the select user's information. 2) Edit the information as needed. User settings defined: User ID: Not editable. Imported from JIMS. Name: The user's name. User Group: The user group the user is assigned.

13 Active: Allows the user to log into JIMAS Imaging

14 Search Search Hub The search screen provides three types of searches - Case Number, Name and Misc.. Each search type is accessed by selecting a tab. All searches are limited by the user's security permissions in JIMAS Imaging, the users security permissions in JIMS (if applicable) and also by the user group to which the user belongs. The search Hub can be opened from the Main menu - Case->Hub or from the toolbar Case Number or Name search: 1) To search by case number enter the case number on the Case Number tab. You can quickly fill-in the case number of previously opened cases by right-clicking on the case number and selecting the case from the menu. OR 1) To search by name enter a name or part of a name(last name, first name) on the Name tab. 2) Select a court or *ALL(searches all courts) 3) Press the Search button. If there are search results they will be displayed in the Hub(Figure 4.0).

15 Figure 4.0 Hub search results defined: - Search results in blue show that the case already exists in JIMAS Imaging. - If connected to JIMS, search results will display in green if the case is not in JIMS Imaging. First column: Displays the case number and litigant names. Clerk Images: If checked the case has already has files imported or scanned. Clerk Secured: Case and/or litigant have been secured within JIMS. JIMAS Secured: Case and/or litigant has been secured within JIMAS Imaging. Court: Associated court for the case. Misc Search: 1) Enter a description or name. Part of a description or name can be entered. 2) Press the Search button. If there are search results they will be displayed in the Hub(Figure 4.1). Note: Misc. search results will only display data for a user's Imaging group. I.E. a user from the Probation group cannot see Misc data from the Circuit Clerk or Prosecutor groups.

16 Figure 4.1 Hub search results defined: First column: Displays the Misc. case identifier and associated names. Images: If checked the case contains files. Secured: If checked the case or names are secured within JIMAS Imaging. Working with search results. To open the Case View for a case either double-click on the name/litigant or right-click on the name/litigant and select Folders/Record sheet from the menu. It can also be opened from the Edit menu. Edit->Folders/Record sheet. If connected to JIMS and the case is not in Imaging it will be created when the Case View is opened. To edit a case right-click on the case number/misc name or the litigant/name and select Edit Case/Misc from the menu. It can also be accessed from the Edit menu. Edit->Case/Misc. If the case is not in the search results and needs to be added, select from the File menu - File>New Case or New Misc. See Add/Edit Case or Add/Edit Misc on how to create the new case or misc. item.

17 Add/Edit Case Add/Edit Case This screen is used to add or edit a case and litigants. Note: If JIMAS Imaging is connected to JIMS(see Setup and Configuration) then cases should only be added here if the case does not exist in JIMS. If connected to JIMS a case is added by searching for it in the Hub and then selecting it. See Working with search results in Hub Search help. To add a new case(figure 5.0): 1. Select the Case tab. 2. Enter the case number. 3. Select the County. Defaults to county set up in System Configuration. 4. Check mark Secure case if desired. If checked, only users that belong to a User Group with the View Secure Case privilege will be able to access this case. 5. Check mark Archive if desired. If checked, this case will not be available for edit and users will not be able to add any documents to it. Figure 5.0 To add litigants to a case(figure 5.1): 1. Select the Litigant tab. 2. Enter the litigant's name. Last name, First name 3. Select the Litigant type. 4. Enter the Litigant number. 5. Check mark Secure litigant if desired. If checked, only users that belong to a User Group with the View Secure Litigant privilege will be able to access this litigant.

18 6. Press the Save button. Figure 5.1

19 Add/Edit Misc Add/Edit Misc This screen allows the user to add or edit a case or other information that is not in the format of a modern case, such as Illinois cases that are prior to 1965 or cases from out of state. It could also be used to hold copies of office documents. To add a Misc item: 1. Select the Misc tab. 2. Enter the the name of the Misc item. 3. Check mark Secure case if desired. If checked, only users that belong to a User Group with the View Secure Case privilege will be able to access this case. 4. Check mark Archive if desired. If checked, this case will not be available to edit and users will not be able to add any documents to it. To add litigants to a Misc. item(figure 5.1): 1. Select the Litigant tab. 2. Enter the Name for the Misc item. 3. Select the Litigant type. This is optional for Misc. items. 4. Enter the Litigant number. This is optional for Misc. items. 5. Check mark Secure litigant if desired. If checked, only users that belong to a User

20 Group with the View Secure Litigant privilege will be able to access this litigant. 6. Press the Save button.

21 Case View Case View The Case View screen is where the documents, folders, and hyperlinks(if applicable) on a case are viewed and maintained. Only one user with Edit/Scan privileges can open a case in Case View at a time but many users that do not have the Edit/Scan privileges can have it open. The Case View defined: Figure 7.0 Litigants\Folders\Documents grid: On the left side of the screen. The grid lists all of the documents and folders associated with each litigant. First column: Displays the case number, litigant name, folder name and document name. Special text and color coding will be displayed in this column when needed.

22 Special text: Secured Archived Expunged Color coding: Red Bold Blue Used to indicate JIMS secured case. Case has been archived in JIMAS Imaging Litigant name has been expunged in JIMS Secured in JIMAS Imaging Litigant with record sheet in JIMS. Date column: Displays the created date of the item in the first column. Secured column: A check mark in this column indicates that the item in the first column is secured within Imaging. Pages column: Number of pages in the document in the first column. File type column(not shown in Fig 7.0): The file type of the document in the first column. Scan button (below Litigants\Folders\Documents grid): Opens the Create Scan/Folder screen for adding a new document. Batch Workspace button: Opens the Batch Workspace screen for moving documents to the displayed case. See Batch Workspace Record sheet (right side of Fig 7.0): Displays the JIMS record sheet with hyperlinks for the litigant selected in the Litigants\Folders\Documents grid. Document tabs: Displays open documents. Toolbar defined: Menu defined: File menu:

23 Batch Workspace Document Queue Print Case Exit Edit Add Edit Select Template Link to Record sheet Unlink from Record sheet View Folders/Files Close tabs Scanner Select Capabilities Record Sheet Scroll record sheet Scroll last hyperlink Record sheet font Small Medium Large Go to date Print

24 Working with documents

25 Scanning a new document Scan a new document There are three ways to scan a new document to a case. Each way will either offer different options or fill-in the Create Folder/Scan/Hyperlink screen for the user. To scan and hyperlink a new document: 1) Double-click on the line in the record sheet. This will open the screen. 2) Fill out the Create Folder/Scan/Hyperlink screen. See Folder/Scan/Hyperlink help. 3) Press the Scan button. The scanner interface unique to the scanner being used will display. For help on this screen see your scanner documentation. 4) The scanned pages will be displayed in a document tab. To scan a new document(no hyperlink: 1) Press the Scan button. 2) Fill out the Create Folder/Scan screen. This is the Create Folder/Scan/Hyperlink screen without the hyperlink data. See Folder/Scan/Hyperlink help. 3) Press the Scan button. The scanner interface unique to the scanner being used will display. For help on this screen see your scanner documentation. 4) The scanned pages will be displayed in a document tab. To scan a frequently created document(no hyperlink: 1) Right-click on the litigant in the Litigant/Folders/Document grid. 2) Select Scan Template from the menu. 3) Select the name of the document to be scanned. 4) Fill out the Create Folder/Scan screen. This is the Create Folder/Scan/Hyperlink screen without the hyperlink data. See Folder/Scan/Hyperlink help. 5) Press the Scan button. The scanner interface unique to the scanner being used will display. For help on this screen see your scanner documentation. 6) The scanned pages will be displayed in a document tab.

26 Folder/Scan/Hyperlink Folder/Scan/Hyperlink Create Folder/Scan/Hyperlink defined: Hyperlink date: The date of the record sheet entry Record sheet line: The line of the record sheet that was double-clicked on displays here. The highlighted word(s) will be the word(s) on which the hyperlink will be created. Note that when the word(s) are highlighted the File name is automatically filled-in with the highlighted word(s). Auto select hyperlink: The drop-down list of items from the Hyperlink/Document list that match any part of the record sheet line. Selecting an item from this list will highlight the word(s) in the record sheet line, fill in the File name, if applicable set the Scan Option and check mark the Include date. When this screen is opened an attempt is made to find the first item in the Auto select

27 hyperlink list in the record sheet line that is not already hyperlinked. If found, it will highlight the word(s) in the record sheet line, fill in the File name, if applicable set the Scan Option and check mark the Include date for the user. Add to hyperlink list: This button will be enabled when the user highlights a word or words in the record sheet line that are not in the Auto select hyperlink drop down(i.e. Hyperlink/Document list). Pressing this button will open the Hyperlink/Document list and add the highlighted word(s) to the list. See Hyperlink/Document. Create Options: Scan/hyperlink: A document will be scanned and a hyperlink created to it. Folder name is disabled. Folder/scan/hyperlink: The folder name will be enabled and will be required. The folder name will be automatically filled-in with the file name. A folder will be created, the scanned document will be placed inside the folder and a hyperlink will be created to the document. Folder/scan: The folder name will be enabled and will be required. The folder name will be automatically filled-in with the file name. A folder will be created, the scanned document will be placed inside the folder. Scan Options: Single page: A single page document will be created. Multiple page: A multiple page document will be created. Multiple file: A single page document will be created for every page scanned. A consecutive number will append the name of the document. Litigant: A drop-down list of all of the litigants on the case. It will default to the litigant with the record sheet entry being displayed. It there is only one litigant on the case it will be disabled. Parent folder: A drop-down list of all of the folders already existing on the selected litigant in the Litigant drop-down list. When a parent folder is selected the scanned document will be placed within the parent folder selected. If a folder is also being created then the folder will be placed inside the parent folder and the scanned document will be placed within the folder being created. Folder: The name of the folder being created. Secure(folder): If check marked the folder being created will be secured. File name: The name of the document being created. Secure(file): If check marked the file being created will be secured. Document type: Defaults to Other. The document type is used for categorizing documents for the E-Appeal add on. See Export Appeal(Add-on). Include date: If check marked the record sheet date will be added to the file name. If the record sheet date is not available the current date will be used.

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29 Append/Insert pages Append/Insert pages To append page(s): 1) Either right-click on the document that will have pages appended to it and select Append or select the document(i.e. mouse click on it) and from the Edit menu select Append. 2) The scanner interface unique to the scanner being used will display. For help on this screen see your scanner documentation. 3) After the scan has completed a question will be displayed asking if there are more pages to be scanned. Answer Yes to scan another page or Answer No to quit. 4) The scanned pages will be displayed in a document tab. To insert page(s): 1) Display the document by double-clicking on it. It will display in a document tab. 2) Navigate to the location of the page(s) to be inserted using the arrow buttons on the bottom of the document tab. If it is a 1 page document these arrows will not be available. The page(s) being inserted will be inserted before the page being displayed. 3) Either right-click on the document that will have pages appended to it and select Insert or select the document(i.e. mouse click on it) and from the Edit menu select Insert. 4) The scanner interface unique to the scanner being used will display. For help on this screen see your scanner documentation. 5) After the scan has completed a question will be displayed asking if there are more pages to be scanned. Answer Yes to scan another page or Answer No to quit. 6) The scanned pages will be displayed in a document tab.

30 Displaying a document Display a document To open a document the user can double-click on a document in the litigant/folders/document grid(see Case View) or by clicking on a hyperlink in the record sheet. The document is opened in a document tab. If multiple documents are open then each document will be opened in their own document tab(see Figure 10.0 ). Figure 10.0 Once a document is displayed there is a toolbar at the top of the document tab that is used to manipulate the document as well as a right-click menu. There are also buttons below the document to navigate from page to page in the document.

31 Right-click menu Right-clicking on the document will display the menu in Figure Figure 10.1 Right-Click menu items defined: The annotation related menu items are explained in the Annotation section below. Delete Page: This will delete the page that is being displayed. This is only available when the document has more than 1 page. Go To..: This will open a screen and take you to the page number entered. This is only available when the document has more than 1 page. Document toolbar

32 Figure 10.2 Toolbar items defined(figure 10.2): Open file: This is disabled in JIMAS Imaging. Save file: Saves the document. This is disabled until a savable change is made to the document. Print: Prints the document. Actual size: Displays the document in it's actual size. Fit to size: Adjusts the size of the document to fit into the size of the display area. Fit to width: Adjusts the width of the document to fit into the display area. Fit to height: Adjusts the height of the document to fit into the display area. Rotate clockwise: Rotates the document clockwise 90 degrees. Rotate counter clockwise: Rotates the document counter clockwise 90 degrees. One page: Displays one page at a time of the document. Single column: Displays each page of a multiple page document in one column allowing the user to scroll more pages into view. Two columns: Displays pages if a multiple page document in two columns allowing the user to scroll more pages into view. Document properties: Shows the properties of a document. Selection hand: Used with annotations. It must be selected to delete an annotation or add it from the right-click menu. Zoom in: Zoom in on the display of a document. Zoom out: Zoom out on the display of a document.

33 Annotation menu: Opens the annotation menu. See figure Annotations An annotation can be added to the document by selecting the annotation and then drawing the annotation on the document with the mouse. They can be selected from the toolbar menu or by selecting the Selection hand on the toolbar,then right-clicking on the document,selecting Add annotation from the right-click menu and then selecting the annotation. Once selected the annotation can be drawn on the document with the mouse. Note: When a document is exported from JIMAS Imaging all annotations become a permanent part of the document. When the Annotation menu is pressed in Figure 10.2 a menu will open. The annotations available are displayed in Figure Figure 10.3 Figure 10.4 shows examples of some of the annotations.

34 Figure 10.4 To delete an annotation: 1) Press the selection hand on the toolbar. 2) Select the annotation with the mouse by left-clicking on it. 3) From the right-click menu select Delete annotation. 4) Press the save button on the toolbar to save the modified document. Information on the Note, File Attachment, Hyperlink, and Stamp annotation can be modified after the annotation has been placed on the document. To edit an annotation: 1) Press the selection hand on the toolbar. 2) Select the annotation with the mouse by left-clicking on it.

35 3) From the right-click menu select Edit annotation. 4) A screen will open to allow editing. Press OK to save the changes to the annotation. 4) Press the Save button on the toolbar to save the modified document.

36 Transfer a document Transfer a document JIMAS Imaging allows you to transfer documents from one case to another, from one litigant to another litigant or to another Imaging group. When transferring a document from one case to another or to another Imaging group a copy of the document is actually transferred. When copying from one litigant to another the documents are moved to the litigant. Transfer from one case to another 1) From Case View right-click on the document to be transferred and select Transfer. 2) From the Transfer menu select Copy to another case. The Copy to another case screen will open - Figure Figure ) Enter the case number of the case for the document to be transferred to. 4) If needed, select the court 5) Press Search. 6) Place a check mark in the Select column on the location for the document to be placed. A litigant or a folder(if available) can be selected. See figure 11.1

37 Figure ) Press Copy. 7) If the document needs to be copied to more than one case then enter the new case number and repeat steps 4-6 or press Cancel to exit the screen. Transfer from one litigant to another Transferring documents from one litigant to another moves ALL documents from one litigant to another litigant on the same case. 1) From Case View right-click on the litigant that has the documents to be transferred and select Transfer. 2) From the Transfer menu select Copy from one litigant to another. 3) A screen will open. Select the litigant that the documents will be copied to. 4) Press Save. Transfer to another Imaging group See Document Queue

38 Import/Export a document Import/Export a document In the Case View JIMAS Imaging allows users to import a document into the case or export a document from the case. To export more than one document see Export. To export for an appeal see Export Appeal To import a document: 1) In the Case view, right-click on a litigant and select Import from the menu. 2) The Import File screen will open. 3) Enter the path to the document to be imported. Using the button with the folder icon will allow you to navigate the file system and build the path for you. 4) Enter the name of the document to be displayed within JIMAS Imaging. 5) Select the document type. This will default to Other. The document type is used when exporting for appeal. 6) Check mark the secure box if the document needs to be secured within Imaging. 7) Check mark Convert to PDF if available and if needed. 8) Press Save. To export a document: 1) In the Case view, right-click on a litigant and select Export from the menu. 2) The Browse for Folder screen will open. Select the location to export the document to. 3) Press Ok.

39 Working with the record sheet The record sheet and hyperlinks If JIMAS Imaging is connected to JIMS(See Setup and configuration) then the JIMS record sheet will be viewable in the Case View and users will be able to add hyperlinks between the record sheet and documents for a case. In the Case View, if a litigant has a record sheet then the litigant name will be displayed in bold in the Files & Folders area. Double-clicking on that litigant will display the JIMS record sheet associated with that litigant and any hyperlinks that have been created. Working with the record sheet There is a Record Sheet menu on the Main menu of the Case View. The Record Sheet menu defined: Scroll Record Sheet: Selecting this will scroll the record sheet to the last entry into view when the Case View is opened or when the record sheet is refreshed. Scroll Last Hyperlink: Selecting this will scroll the record sheet to the last hyperlink into view when the Case View is opened or when the record sheet is refreshed. Record Sheet Font: This will open a submenu for the user to select the font size for the record sheet - small, medium or large. Go To Date: This will open the Go To Record Sheet Date screen. Select the date to go to and press OK. The selected date will scroll into view and the cursor will be placed on the record sheet line. Print: Prints the record sheet. Creating and working with hyperlinks

40 Batch Workspace Batch Workspace Batch Workspace allows the scanning of documents directly into JIMAS Imaging without being associated with a case/litigant. The documents can later be placed on the appropriate case/litigant. Examples of this would be: 1. Staff member processing mail for a specific department. Documents can be scanned into JIMAS Imaging using the Batch Workspace screen being sure to include a case number or some other identifier in the file name. When processing is completed the documents can then be placed on the appropriate case/litigant. 2. Staff sharing scanning stations. Each staff member can scan their documents into the Batch Workspace screen at the scanning station and then place on the appropriate case/litigant when they return to their desk. The Batch Workspace screen can be opened either from the Main Menu - Case->Batch Workspace or from the toolbar It can also be opened from the Case View screen from the menu File->Batch Workspace or the Batch Workspace button on the lower left side of the screen.

41 To scan a document into the Batch Workspace: 1. Place the document to be scanned in the ADF of the scanner or on the glass. 2. Enter the name of the document into the File Name field. Make sure the name of the file will allow it to be easily identified later(i.e. case number and document name). 3. Select the Document Type. 4. Check mark Display document after scan if you would like to view the document after the scan has completed. 5. Select the Scan Option. 6. Press the Scan button. Once a document is in the Batch Workspace you can delete it, print it or move it to a case by accessing the right-click menu. The Cut and Copy menu items maybe grayed out depending on how the Batch Workspace is opened. If the Batch Workspace is opened from the main screen then Cut and Copy will be grayed out. Also, when it is opened from this location the user will be limited to working with that screen only. If it is opened from the Case View screen then the Cut and Copy menu items will be available and the user will be able to minimize it and work in the Case View screen. To use any of the right-click menu items the user will need to right-click on the name in the upper part of the screen that they wish to perform the function on and select the appropriate menu item.

42 The user can also view the document from the Batch Workspace by double-clicking on the name of the document in the upper part of the screen. To move a document from the Batch Workspace to a case: 1. Open the case. See Hub help instructions on how to open a case. 2. Open the Batch Workspace either by selecting the button at the bottom of the Case View screen or from the File menu File->Batch Workspace. 3. A document can either be added to the selected case either by drag and drop or cut/copy and paste. To Drag & Drop a document: 1. Click on the document to be moved in the Batch Workspace screen. It should be highlighted in blue. 2. Holding the left button of the mouse down, drag the document to the litigant on the Case View screen and release the left mouse button. To Cut/Copy/Paste a document: 1. Right-click on the document to be cut or copied. 2. Select Cut or Copy from the menu. 3. Right-click on the litigant or folder. 4. Select Paste from the menu.

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44 Document Queue Document Queue The Document Queue screen allows users to pass documents to other JIMAS Imaging groups (Circuit Clerk, Probation, Prosecutor). Users must be an administrator or have the Access Document Queue privilege to view the screen. Figure Figure 12.0 There are 2 places this screen can be accessed and depending on which place the user accesses it will depend on what functionality is available to them. Accessed from the main menu or main toolbar: - The user can see ALL documents that are being sent to them in the queue. - The user can select the Show sent documents check box and they will see all documents that have been sent by their Imaging group. - The user can right click on a document and can either delete it or open the case for that document. If the user opens the case for the document, the case will open with the document queue open for the user to place the document onto that case(drag & drop or cut/paste). The user will be able to work with that case but will not be able to leave that case open and go to another case. Case View: - The user will only see the documents available for that case. - The user will be able to right-click on a document and will be able to either delete or cut. Features of both locations: - The user will be notified that there are documents in the queue by the toolbar button. If there are documents in the queue then the toolbar button will display in red. - The user can open the document by double-clicking on it. The document will not be able to edit the opened document. That document still belongs to the Imaging group that sent it. The document must be transferred to a case before it can be modified. Getting a document in the Document Queue:

45 1)From the Case View, right-click on the document to be transferred and select the Transfer menu item. 2) Select Transfer to Imaging Group. 3) The Transfer Document screen will open. Select the Imaging group to transfer the document to. 4) Press save. Notes: - Document Queue screen only allows users to remove a document from the queue. This is intentional. If a document in the document queue needs to be copied to more than one case then place it on one case and then use the "Copy to another case" feature. - If a document is secured within Imaging and it is passed to another group that security goes with it.

46 Export documents from JIMAS Imaging Exporting documents from JIMAS Imaging The Export screen offers the ability to export case or misc. items. It also provides the ability to export cases for microfilm by the last modified date and storing the last date that was used for the microfilm export. Secured items will not be displayed in search results if a user does not have the security privilege to access them. The Export screen can be opened from the Main menu - Tools->Export or the toolbar. Exporting for Microfilm Note: Before exporting for microfilm for the first time user's should check with the company that they have chosen for their microfilm conversion as to what file type(tif or JPG) they need to export. Inquire about cost for the two file types. It may cost more to have a JPG converted. When exporting for microfilm each document will be converted to a black & white TIF or JPG. If they are being exported to TIF they will have CCITT4 compression. Each page(image) in the document will be exported into it's own file. For example, a 10 page document will end up with 10 TIF files. The document name that was used in JIMAS Imaging will not be exported with the document. Each file exported will have a number as the name. The number is the count of files being exported tif, 0002.tif, 0003.tif, etc. If there are any annotations on the document they will be made permanent on the exported file. Only the original files types of PDF, JPG,TIF,GIF,BMP and PNG can be converted for microfilm. Other file types will be skipped during the export. Searching for cases to export Searching for cases using the Case tab and the Misc tab behaves differently than other search screens in JIMAS Imaging. The search result list builds as you do each search instead of being cleared when you start a new search. The search result list is the list of documents that will be exported. Prior to building the list for export the Export path should be entered. The Export path will be the location on a computer or network that all files will be exported to. If converting for microfilm the Convert for microfilm should be check marked and the file type selected. If the Convert for microfilm is not check marked then files will be exported to their original file type usually PDF. The Export screen has several ways to perform searches. They are by case number, by misc. name and by last modified date for microfilm. To build an export list by Case number: 1) Enter the case number in the case number fields 2) Select the court 3) Press the Search button 4) If found, the results will display on the Export screen in a tree grid. 5) The user can continue to build the list by following steps 1-3.

47 To build an export list for Misc.items: 1) Enter the name of the Misc item. This must be entered exactly as stored in the program. 2) Press the Search button 3). If found, the results will display on the Export screen in a tree grid. 4) The user can continue to build the list by following steps 1-2. To build an export list for Microfilm: 1) Enter the Begin date and the End date or 1) Select a provided date range or 1) Check mark the Last microfilm date. This date is stored in the database. It is the last date that a user exported for microfilm. 2) Check mark Include misc. data, if desired. 3) Press the Search button. The search results will display all cases that have at least one document that has changed between the Begin date and the End date. Once the search is completed this is the export list. Searching again will clear the list. Working with the export list: Each case will list the case number, all litigants, all folders and all files. To the left of the case number is a + sign that can be clicked on with the mouse which will allow the case to expand and display the litigants, folders and files.see figure 6.0. Also, there will be numbers and a * (star) at the top of the grid that can be clicked on with the mouse that will expand the tree grid to the selected level. Clicking on the *(star) will fully expand the tree grid. Figure 6.0

48 When a case is added to the grid all items are check marked in the Select column. Items that are check marked will be exported. The user may remove the check mark by clicking on it with the mouse if they do not want that item to be exported. They also have the ability to Select All items or Unselect All items by pressing the appropriate button just below the grid. A whole case can be deleted by right-clicking on the case and selecting Delete from the menu. A user can also clear the whole list by pressing the Clear List button below the search tabs. Once all cases are in the export list that need to be exported, press the Export button to export the cases to the Export path location.

49 Working with Templates Working with Templates A template is a list of folders that can quickly be added to a case in the Case View screen. JIMAS Imaging allows more than one list of template folders to be created. To create a new Template list: 1) Open the Templates screen from the Main Menu - Technical->Templates. This screen displays the list of Templates in the the system. 2) From the File menu select New.

50 3) In the Name field enter the description of the template list. 4) Select the Imaging Group that the template list will be used. 5) Enter each folder name for the template list. 6) Press Save. To use the Template list in the Case View screen: 1) Open the case. See Hub help instructions on how to open a case. 2) Right-click on the litigant and select Template from the menu. 3) In the Select Template screen select the name of the Template list you would like to use. 4) The Folders list will be populated with the folder names.

51 5) Press the Select button. 6) The Template folders will be added to the case. See Figure 0.0 below.

52

53 Add/Edit Hyperlink/Document List Add/Edit Hyperlink/Document List The Hyperlink/Document List is used to make scanning and creating hyperlinks faster and easier. It contains a list of words or documents that are scanned and hyperlinked frequently. The list can be built dynamically during the process of scanning and creating hyperlinks or by adding the information directly to this screen. By using the Hyperlink/Document list the program can automatically select the words to be hyperlinked from a record sheet entry, create the file name, include the date of the record sheet entry in the file name and default the scan type(single page, multiple page, multiple files). The Hyperlink/Document list can also be used for documents that are not hyperlinked but scanned frequently. Selecting the Template column shown below for a document name will place that document name in the Scan Template menu on the Case View screen. When an item from the Scan Template menu is used, the Create Folder/Scan screen is automatically filled out with the data from the Hyperlink/Document List(file name, include data and scan type).

54 To create a new Hyperlink/Document List item: 1. Type the words or document name into the Description column at the bottom of the list. 2. Check mark the Include Date if desired. 3. Select the type of scan to default to in the Default scan type column, if desired. 4. Check mark the Template column if desired. To dynamically create a new Hyperlink/Document List item: See the Create Folder/Scan/Hyperlink screen.

55 Export Appeal Export Appeal(Add-On) Note: Exporting an appeal is an add-on to the JIMAS Imaging program and must be licensed and activated before exporting is possible. JIMAS Imaging can create a digital file(record on Appeal PDF) of all of the documents needed for an appeal in the appellate court. The Record on Appeal PDF was designed based on the IL Supreme Court rules for Record on Appeal, Rules for Electronic Transfer of the Record on Appeal for the Fourth District Appellate Court and in collaboration with the court clerk of the Fourth District Appellate Court during the pilot process. Additional rules established during the pilot process for the Record on Appeal PDF are listed below: The page numbering of each section of the PDF will be consistent with the pages of the PDF. Numbering will not restart at the beginning of each section. Page numbering starts with the Certification of Record. Page numbering will be C1, C2 etc. and not C00001,C Supplemental page numbers will have a "SP" prefix. Secured page numbers will have a "SC" prefix. The headings for each section will contain the litigant types of the Circuit Court case and not the Appellate Court case. The Certification of Record will contain the number of pages for the Common Law Record and the number of documents in the Report of Proceedings and the number of Exhibit items. The Common Law Record count includes the Certification of Record. The table of contents for each section will include the beginning page number and the ending page number for each document. Prepare a case for Record on Appeal For all sections of the Record on Appeal PDF,ensure that all documents within the case are in working order(i.e. can be opened, can be read). All documents to be exported are required to be a PDF file type(.pdf). Common Law Record: - Ensure that all documents are named correctly. Documents must be named exactly as titled. - Ensure that all documents for the Common Law Record have their document type set to Other. - All documents needed for the Common Law Record must be hyperlinked to the record sheet on the appropriate date. The order of the Table of Contents for the Common Law Record is determined by the hyperlink location. - Ensure that all documents that are impounded, protected or other restriction is set to be secured within JIMAS Imaging. Report of Proceedings: - Whenever possible obtain transcripts from the court reporter for the Report of Proceedings in a file format which allows the transcript text to be searched, copied and pasted when working with the electronic Record on Appeal. These files can be imported into the case. See Import/Export a document. - Label transcripts with the description that includes the date of the court proceeding and the last name of the court reporter that certified the transcript.

56 - Ensure that all documents for the Report of Proceedings have their document type set to Report of Proceeding. Exhibits: - Label exhibit items using the exhibit number and party offering the exhibit. - Scan photographic exhibits if possible. - Create exhibit place holders for exhibits that cannot be included in the electronic file. See Add an exhibit placeholder. - Ensure that all documents for the Exhibit record have their document type set to Exhibit. Export the case for Record on Appeal 1) In the Case View, right-click on the litigant in the Litigant/Folders/Document grid. 2) Select Export for Appeal. The Export for Appeal screen will display(figure 14.0). Figure ) Fill in Export for Appeal form. Export for Appeal defined: Appellate court no: The docket number for the appellate court. Displays on the Certificate of Record in the exported file. Trial Judge: The name of the trial judge. Displays on the Certificate of Record in the exported file. Issue date: Issue date of the file. Displays on the Certificate of Record in the exported

57 file. Report of Proceedings title: Table of contents title for the Report of Proceedings. Report of Proceedings page no. prefix: The page number prefix for all pages in the Report of Proceedings section Exhibit list title: Table of contents title for the Exhibit list. Exhibit list page no. prefix: The page number prefix for all pages in the Exhibit section. Supplemental: This indicates that the exported file will be a supplement to the original Record on Appeal. The user will be able to select the document(s) to be exported and related table of contents titles will be preceded with the word "Supplement" and all page numbers will be preceded with "SP" in addition to the appropriate prefix. Password(optional): Password protect the exported file. Mainly used for counties that do not use Judici to upload the exported file who may want an extra layer of security. 4) Press Next. 5) If there are any secured documents in the case then the Secured documents screen will display(figure 14.1). If you do not have any secured documents on the case skip steps 5-8. Figure ) Move the files to the correct order for the Record on Appeal. Moving the files can be done by selecting the document and then using the arrow keys on the left side of the screen to move the

58 documents up or down. 7) If needed, modify the name of the document by double-clicking on the name to be modified then type in the changes. These changes will only display in the exported file. They will not be saved. 8) Press Next. 9) The documents for the Common Law Record will be displayed(figure 14.2). The documents are ordered by the location of the hyperlinks in the record sheet. If needed, the name of the document can be modified. These changes will only display in the exported file. They will not be saved. The first line will always be Record sheet and it cannot be modified. 10) Press Next Figure ) The Report of Proceedings screen will display(figure 14.3). Documents with a document type of Report of Proceedings will be listed here. If there are not any Report of Proceeding documents to be exported then skip to step 14.

59 Figure ) Move the files to the correct order for the Report of Proceedings. Moving the files can be done by selecting the document and then using the arrow keys on the left side of the screen to move the documents up or down. 13) If needed, modify the name of the document by double-clicking on the name to be modified then type in the changes. These changes will only display in the exported file. They will not be saved. 14) Press Next. 15) The Exhibit list will display(figure 14.4). Documents with a document type of Exhibit will be listed here. If there are not any Exhibit documents to be exported then skip to step 18.

60 Figure ) Move the files to the correct order for the Report of Proceedings. Moving the files can be done by selecting the document and then using the arrow keys on the left side of the screen to move the documents up or down. 17) If needed, modify the name of the document by double-clicking on the name to be modified then type in the changes. These changes will only display in the exported file. They will not be saved. 18) Press Export. 19) The exported document, a PDF, will be saved to the desktop. If there were any secured documents included in the case then a separate PDF will be saved to the desktop for the secured files.

61 Add an exhibit placeholder Exhibit Placeholder An exhibit placeholder is used for items to be included in the Exhibit list for the Record on Appeal but cannot be included in the exported file. It creates a document that meets the requirements for the Rules for Electronic Transfer of the Record on Appeal in regards to exhibits that cannot be scanned. Add an Exhibit Placeholder 1) In the Case View, right-click on the litigant in the Litigant/Folders/Document grid. 2) Select Exhibit Placeholder. The Exhibit Placeholder screen will display(figure 15.0). Figure ) Fill out the Exhibit Placeholder screen. Exhibit Placeholder defined: Party: Party offering the exhibit Exhibit Number: Number of exhibit Description: Description of the exhibit. Location: Select the location or status of the exhibit in regards to the appeal. - When selecting Sent to Appellate Court a Date Sent and a Delivery Method must be included. - Other can be used when the Circuit Clerk no longer has the exhibit. File name: Saved file name. This will be filled in as the Party, Exhibit number and Location are selected. The user may edit it as needed. Secure: Secure the newly created document.