SMARTdoc v2 User Manual

Transcription

1 Pages: 1/49 SMARTdoc v2

2 Pages: 2/49 1 Introduction SMARTdoc is an easy to use but full functional document management system. The mean focus is easy and fast. SMARTdoc is all about document and information management: you cannot only search for documents by name, but also for the information stored inside them. SMARTdoc only uses two icons: one to store information and one to find information. This means that the program does not fill your entire screen with menu s and options. When documents are dragged on the program icon, they are automatically archived. There is a very simple, though powerful, search function to retrieve archived documents. Documents are fully integrated in the database, so if you erase the original you still have a copy in SMARTdoc. SMARTdoc is the easiest and fastest way to archive and retrieve all your documents and information.

3 Pages: 3/ Content of this manual In this manual we first explain how to add documents to SMARTdoc, afterwards we cover the search options, we will explain the use of templates and the last part will cover the properties of the program. The scope of this manual is to explain how to use the program. At the end of the manual you find the table of contents. This manual covers both the Desktop and Pro version of SMARTdoc. In SMARTdoc Desktop following functions will not be available: archiving Versioning of documents Office index recognition Calculation Indexes Export CD/DVD Archiving In this manual we don t cover the functionality of SMARTsplit, the application that can automatically split or rename scanned documents. For more information on SMARTsplit take a look at our website: Requirements: Windows XP or Windows Vista Acrobat 8 Memory: at least 512 MB Disk Space: at least 100 MB free

4 Pages: 4/49 2 How to install SMARTdoc? 2.1 First installation Download SMARTdoc from and start the installation. If needed, SQL express will be installed. After the installation of SQL, SMARTdoc will be installed and automatically started. You will be asked for an installation key: this key will give you a SMARTdoc desktop or professional version. Once the installation is complete you will find the SMARTdoc program icon in your Start -menu. You also have a shortcut of SMARTdoc on your desktop.

5 Pages: 5/49 When you launch SMARTdoc, you see the two SMARTdoc icons on your desktop; you can move the program on your screen to the location you want. 2.2 How to update SMARTdoc? When there is a new version of SMARTdoc you can update your current version. To do this, click, with the right mouse button, the SMARTdoc icon in your system toolbar at the right bottom of your screen: You get a menu with all the options of SMARTdoc. Choose Check for updates. You will be connected to the website, where the latest update will be downloaded and installed. Updates are for free.

6 Pages: 6/ How to upgrade SMARTdoc? When you have a desktop version and you want to upgrade to a pro version, the only thing you need is a new serial key. The same procedure is used to add credits (templates) to SMARTdoc. To enter a new serial key, right click the SMARTdoc program icon in the system toolbar. Choose the option Activate Serial Key. Type your new serial key and click OK. Your SMARTdoc is automatically upgraded to a higher version or with more credits.

7 Pages: 7/ Which version of SMARTdoc is running? To know which version of SMARTdoc you are using, right click the SMARTdoc icon in the system toolbar and select about SMARTdoc. You also get your activation key, and you can see how many templates there are in use, and how much credits there are still available.

8 Pages: 8/49 3 Add documents to SMARTdoc 3.1 Different methods for archiving documents To start SMARTdoc go to the start-menu and select SMARTdoc, or click on the shortcut of SMARTdoc on your desktop. There are three ways to add documents to SMARTdoc: select a document, using the browse function drag & drop a document or directory the use of a watch folder (automatic archiving)

9 Pages: 9/ Method 1: browse for documents Adding documents Click the left icon in your SMARTdoc program window. When you position the mouse on this icon, you get a tooltip Add new document. You open the Add document window: Click the Add button to add a document.

10 Pages: 10/49 Select the document you want to add and click Open. While SMARTdoc is processing the document, you get an indication between the two SMARTdoc icons, stating how much of the file is processed.

11 Pages: 11/49 SMARTdoc now tries to recognize the document type you selected. In the example below you selected a meeting report. When the document type is recognized, predefined indexes are filled in. You still can add indexes yourself by clicking the + sign. These indexes can be used when you search documents. When you click OK, the document is added to the SMARTdoc database. You get a green accept symbol in the SMARTdoc window.

12 Pages: 12/ Preview while adding documents When you add documents to SMARTdoc, you can ask to see a preview by clicking the triangle next to the word Preview at the bottom of the add document screen: When possible, SMARTdoc gives you a preview.

13 Pages: 13/49 When you add text documents (PDF, Word, Excel, etc ) you can copy/paste text from the document as index. 3.3 Method 2: drag & drop Drag and drop a single document A faster way to add a document to SMARTdoc is just by dragging the document on the program icon. Once again SMARTdoc tries to recognize the file type and will fill in the indexes when he recognizes the file type. As before, SMARTdoc uses templates to recognize the type of document Drag & drop directories You can select an entire directory and drag it on SMARTdoc. SMARTdoc will now ask you if you want a default template selected for the unrecognized files in the entire directory. When you define a default template, all unknown document types are added to SMARTdoc using this template. While adding documents to SMARTdoc, you see the progress circle between the two SMARTdoc icons. This gives you an idea how long it will take to import documents. When you select no default template, unrecognized documents will get an unknown indication. When finished importing the files, you see the green accept sign again SMARTdoc does not recognize my file type? When you add a file that SMARTdoc does not recognize it will propose the unknown template. You can now select a different type from the available list, or leave unknown selected. In the last case your file is saved as unknown. You can always type index information when you add documents.

14 Pages: 14/ The watch folder You can define a folder that will import automatically files that are stored in there. This folder is called a watch folder. To define a watch folder, open the properties as seen before (right click the SMARTdoc icon in the system toolbar), click the tab WatchFolder and click the green + sign below the line WatchFolder.. Select the folder you want to use. This can be a folder on your own computer or another computer in the network.

15 Pages: 15/49 When you leave the options Auto processing and Auto Popup unchecked you get a green indicator in SMARTdoc when you put a file in the watch folder. When you click the green indicator at the left bottomed SMARTdoc it asks for a template to use for unrecognized documents. You can put a lot of files in the watch folder before importing them. When a file is imported in SMARTdoc it is removed from the watch folder and is moved to the watch folder processed. This folder gets the same name and location as the original folder with the word processed added. This means that you will never lose files. When you want to get a message when you add files to the watch folder, select the option auto pop-up when you define the watch folder:

16 Pages: 16/49 You can even choose to automatically process all files in the watch folder by selecting the option Autoprocessing in the program properties. This option is often used in combination with a scanner, where you can scan bundles of documents that are automatically stored in the SMARTdoc database. When you activate Auto Popup SMARTdoc will open a window when you put a file into the watch folder, SMARTdoc will ask you to add the document into the archive.

17 Pages: 17/49 4 Search documents To find documents in your SMARTdoc database, click the second icon in the SMARTdoc window. When you place the mouse over that icon you see the tooltip Search. You have different search options. 4.1 Finding all documents To find all files stored in SMARTdoc, you just click the OK button in the search window. In the top part of the search window, you indicate what to look for. By default all options are selected, which means that SMARTdoc will search your entry in the name of the file, the location, inside the text and in the indexes. By deselecting options, you narrow the search results. When you type nothing in the Search line, SMARTdoc will show you all the documents stored in the database. To avoid an accidently long waiting time for thousands of documents, you can define the maximum number of documents to show in the search result.

18 Pages: 18/49 Result of a search: SMARTdoc shows the number of documents found. The documents are not sorted by model; this makes the search much faster. If you want to group the found documents select the Group By Templates option. When doing this SMARTdoc shows you by template how many documents were found.

19 Pages: 19/ Simple search When you perform a search, you get a one line full text search box. You type the information you want to search for and press OK. This is a search method everyone is familiar with, thanks to the Internet search. The text you enter is used to search in the entire document as well as in the indexes. Example: You have lots of invoices with the serial number of the product on it. You scanned these documents in SMARTdoc. When a customer calls you to inform about a warranty issue, it is very simple to find the invoice back just by searching on serial number; even if this number is not stored as an index.

20 Pages: 20/49 In front of the word Search, you see a little triangle. Clciking this one gives you the possibility to enter AND, OR keywords for you search action.

21 Pages: 21/ The search result After SMARTdoc performed a search you get a pop-up window showing the result. At the top of the result screen you see how many documents were found. When you click a document that has been found, you get, if available, a preview. In the example above, the option Group By Templates is selected.

22 Pages: 22/ Advanced search To perform an advanced search, you click the triangle in front of Advanced Search

23 Pages: 23/ Option 1: Search by template You can choose to find the documents that used one template by selecting the template from the list. Of course this option can be combined with the above mentioned simple search.

24 Pages: 24/ Option 2: search by Index You can search documents on all indexes you used in a document. You can combine this function with the above-mentioned possibilities. When you select a template, you will see the indexes used in that template.

25 Pages: 25/ Option 3: search by extension When you added documents with different extensions to SMARTdoc, you can search on these extensions You can select more then one extension to search for.

26 Pages: 26/ Option 4: search by date When searching by date you have different possibilities. You can search an exact date, after, before a certain date, or between two dates. To find documents of a specific date; select twice the same date in the search calendar. If you want to find all documents archived after a certain date; choose a start date and leave the end date blank. To select everything archived before a certain date, don t fill in the first date, just choose the end date.

27 Pages: 27/ Preview after search When you select a file found after a search, you get a preview in the top part of the window. When the file format has no preview in SMARTdoc, you get the program icon instead of the document preview.

28 Pages: 28/ More information after a search When you select a found document and you click the small bar on the left side of de SMARTdoc window, you get extra information. In this window, you find information about the document in general and about the indexes.

29 Pages: 29/ File options after a search Restoring documents When you stored a document in SMARTdoc, it is always possible to put it back in its original position. First search the desired document. Then right click on the file and select restore. You get different options: Restore to the original location. If the original folder is deleted, SMARTdoc will recreate it en store the document in there You can also select a specific folder or a network location to restore the file You can restore the file to the desktop You can restore it in the My Documents folder Removing files from SMARTdoc The remove a file from the SMARTdoc database after a search, right click it and choose delete.

30 Pages: 30/ Mail a file using SMARTdoc When you found a file, it is very simple this to someone by choosing the option Mail To. The mail option is connected to your Outlook mail program that will open and send the document as an attachment of the mail Updating files in SMARTdoc You can also update the information of files already archived in SMARTdoc. Right click the file and choose Update. You can now change the file type and add, delete or change index fields.

31 Pages: 31/ Print When you right click a file and choose print, SMARTdoc will use your default printer to print the file. You get no options; the system print settings are used Export files When you have the Pro version of SMARTdoc, you can export the selected files to a csv file. Select the files you want to export, right click one of them and choose Export. You are prompted to save the export file: The proposed format is CSV.

32 Pages: 32/49 This exported file can for example be opened by Excel. As you can see all document information and index information is saved in the CSV file Move to archive You can choose to write files in an archive that you can put on a CD/DVD afterwards. To add a file to the archive, right click on it and choose Move to Archive. The file is then moved to a folder, waiting to be burned to disk. The folder is found in C:\Documents and Settings\All Users\Application Data\SMARTdoc\Archives\Disc.

33 Pages: 33/49 When you want to burn the disk, right click the SMARTdoc icon in the task bar and choose Archive to CD/DVD/ISO. In this window you can burn the disk. When you search for that document afterwards, SMARTdoc will ask you the right disk needed to show the document.

34 Pages: 34/49 5 Document versioning In SMARTdoc Pro you can keep version information about a document stored in SMARTdoc. What follows now is a step by step explanation how to do that. 5.1 Add the document to SMARTdoc When you add a document to SMARTdoc it always gets version When you have the right template, archive the document in SMARTdoc.

35 Pages: 35/ Search the document As explained before, use one of the methods to find the document stored in SMARTdoc. 5.3 Restore the document Once you found the document, you can restore it by right clicking it and choosing Restore 5.4 Change the document Change the content of the document and save it. Don t change the name of the document; you want the same document in SMARTdoc, but with a different version.

36 Pages: 36/ Change the version of the document Now put the document back in SMARTdoc. Open the version screen. Change the version of the document. The document now gets version 1.1. You can continue like this to create multiple versions of a document.

37 Pages: 37/ Check the version of a document When you perform a search for that document, you will find all versions back. When you click on one version, and open the window on the left side, you will see the version of the document. All versions of a document are saved in the database; you will not lose a version.

38 Pages: 38/49 6 SMARTdoc templates As mentioned before documents and information are recognized by the use of templates. You will get an explanation on the standard templates, how to add templates, how to change the order of templates and/or how to activate or deactivate templates. 6.1 Standard templates When you install SMARTdoc, you automatically get 5 templates Music Office Photo Video PDF These templates use no indexes and are only based on extension. To check which templates you have, open the SMARTdoc properties by right clicking the SMARTdoc icon in the system bar:

39 Pages: 39/49 When you open this option, you get a list of all templates. You see which templates are active and to which group they belong. Templates can be of different types: Archive, Export, Automatic Scheduled tasks and Others. Your reseller will help you to understand the differences between these template types.

40 Pages: 40/ How to add a template? Adding templates is very simple in SMARTdoc. Just drag a XML file on SMARTdoc. Because templates are XML files, SMARTdoc will recognize the XML, and will propose to add the file as a template. Just click OK and your new template is added and ready to use. When you add a template, you can see how many templates you are allowed to use also as how many templates you already uploaded. You can always order extra templates when you used all your credits.

41 Pages: 41/ Activate or deactivate a template Sometimes you don t need a template anymore. To solve this problem you can always deactivate a template. The only thing you have to do is to deselect the check box in front of the template. Templates are never lost; you only disable these templates you don t need any more. You can always re-activate a template afterwards.

42 Pages: 42/49 7 SMARTdoc settings 7.1 Properties Right click the SMARTdoc icon in the system toolbar and select Properties. Languages SMARTdoc comes in four standard languages. When you change the language, it is performed immediately; you don t have to restart the program. Gateway: is important for the server version, where you will define the IP-port of the server service Update here you can define where updates are used from; this option is used in the server version to be sure that every user has the same version of SMARTdoc.

43 Pages: 43/49 Watchfolder the tab you used for defining all watch folder specialties 7.2 Templates Overview: gives us a list of all templates that are installed in SMARTdoc. All active and inactive templates are shown. Templates are shown by group. Group definition is part of the XML-creation of a template. Fixed indexes: you can use this to use fixed indexes. You can use these indexes when you add a document and want to use indexes that are not defined by the template

44 Pages: 44/49 The different tabs show you the different kind of templates used in your SMARTdoc 7.3 Fixed indexes Fixed indexes have to be defined before they can be used. To define fixed indexes, right click the SMARTdoc icon in the system toolbar and choose Fixed Indexes. Click the + sign to add a fixed index. A fixed index gets a name and a value. The description is optional. A fixed index is available for all templates, unless it is deselected for that specific template in the template window.

45 Pages: 45/49 Next step is to connect a fixed index to a template. To do so, open Templates. To disconnect a fixed index from a template, move the fixed index from the right part of the window to the left. You can add as many indexes as you want. One index can be used as often as you want; this means that you can use the same fixed index in more then one template.

46 Pages: 46/49 When you now add a document to SMARTdoc and you select the template with fixed indexes, you can select them when you create new indexes.

47 Pages: 47/49 8 Getting help Call your reseller for help. Send an to sales@smartdoc.be. Go to the website: and fill in the support form. We will help you ASAP.

48 Pages: 48/49 9 Table of Contents 1 Introduction Content of this manual Requirements: How to install SMARTdoc? First installation How to update SMARTdoc? How to upgrade SMARTdoc? Which version of SMARTdoc is running? Add documents to SMARTdoc Different methods for archiving documents Method 1: browse for documents Adding documents Preview while adding documents Method 2: drag & drop Drag and drop a single document Drag & drop directories SMARTdoc does not recognize my file type? The watch folder Search documents Finding all documents Simple search The search result Advanced search Option 1: Search by template Option 2: search by Index Option 3: search by extension Option 4: search by date Preview after search More information after a search File options after a search...29

49 Pages: 49/ Restoring documents Removing files from SMARTdoc Mail a file using SMARTdoc Updating files in SMARTdoc Print Export files Move to archive Document versioning Add the document to SMARTdoc Search the document Restore the document Change the document Change the version of the document Check the version of a document SMARTdoc templates Standard templates How to add a template? Activate or deactivate a template SMARTdoc settings Properties Templates Fixed indexes Getting help Table of Contents...48