Core Technologies v3eleven Product Training Guide Rev. 4 01/13/11

Transcription

1 Core Technologies v3eleven Product Training Guide Rev. 4 01/13/11

2

3 Section 1: User Interface and Product Features...1 Section 2: Imaging and docstar Section 3: Creating and Editing Templates Section 4: Filing & Reviewing Section #5: Retrieving Documents in docstar Section #6: Additional Features Section #7: docstar Administration Section #8: Client Setup & User Preferences... 91

4 Introduction Welcome to the Core Technologies Study Guide #1 for Version 3eleven of docstar a software application suite that enables the scanning, filing and retrieval of documents and other images in an easy-to-use and highly customizable interface. The purpose of this guide is to provide an introduction to docstar s essential screens and functionality and to provide an overview of how to use the system. These subjects will be covered in more detail in the training sessions that follow. Background The docstar solutions (either software alone or hardware/software combinations) are used to enable a wide variety of industries to quickly and efficiently convert key documents and other image-based data into a library of stored files. The docstar solutions use sophisticated database management software and search capabilities to streamline the process of quickly identifying and retrieving the stored files. For example, users can define templates to assure that key information is tagged during scanning or filing to maximize the ability to easily retrieve the right version of a document when it is needed. This self-study guide provides a basic introduction to the software screens and functions. You will build on this knowledge to develop customized solutions for a specific customer s needs. How the Guide is Organized Study Guide #1 is divided into five major sections: Section 1: User Interface and Product Features Section 2: docstar Imaging Section 3: Using docstar Templates for Scanning and Filing Section 4: Filing and Reviewing Documents Using docstar Section 5: Retrieving Documents Using docstar Section 6: Additional Features Section 7: docstar Administration Section 8: Client Setup & User Preferences Intended Audience This study guide has been developed for use by service technicians to assist them in their study work in conjunction with successfully obtaining a v3.x Core Technologies Certification and becoming a certified docstar Certified Technician (DCT).

5 Section 1: User Interface and Product Features This section will cover the basics of the docstar user interface as well as using additional features with docstar. (Note: some of these additional features may require rights that you currently do not have or the features have not been turned on. Consult your docstar Administrator for assistance.) User Interface Navigation Panel The Navigation Panel has been designed so that during your use of the product it will always remain in view so you will always know where you are while using the software.

6 My docstar allows a user to be able to see an Alerts if they are an Approver or Monitor, see their Favorites (documents that they view frequently) and be able to see what windows they have open such as the Inbox, documents and the Retrieve window for examples.

7 Scan Bar Clicking on the Scan bar will launch the scan window.

8 File/Inbox Bar - How to view documents in the Inbox

9 Review Bar How to review documents.

10 Retrieve Bar How to Retrieve documents

11 Log Off Bar How to Log On/Off.

12 Help Bar How to access the Help function.

13 docstar Menu Options Menu

14 Section 2: Imaging and docstar What is Imaging? Imaging is the process of electronically capturing & storing a replica image of a document and storing index information, about that document, in a database to facilitate quick retrieval at a later date. The document, once stored electronically, is now more easily and quickly accessible by many more people and much easier to distribute via fax, , the internet, and even printing. Imaging also allows for easy disaster recovery by making duplicate copies of the storage media and keeping them in a safe off-site location. Scanning Scanning is the process of digitizing a paper document and storing that information electronically. When scanning a document, the most important characteristics about a scanner are what size, how quickly and at what quality can the scanner scan the document. How quickly a scanner can scan is generally measured as how many 8½ x 11 pages per minute (ppm) can be scanned. In the case of scanners that can scan both sides of a page simultaneously (Duplex scanners as opposed to Simplex) the measurement may be stated as images per minute (ipm) in duplex mode. If a scanner has an Automatic Document Feeder (ADF), it is much faster than a scanner without one. An ADF unit allows the scanning assembly to remain stationary while paper passes over it rather than having the scanning assembly travel up and down the length of each document. The following is a list of the most common scanner maximum paper sizes: 8½ x 11 (Letter size) 8½ x 14 (Legal size) 11 x 17 (Double-Letter, Ledger, or Tabloid size) Resolution and Color Depth What quality a scanner can scan refers to the Scanning Resolution and Color Depth. The resolution is measured in dots per inch (dpi). That is, how many horizontal x vertical dots per inch the scanner will scan. When there is only one number stated for the resolution, it represents both the horizontal and vertical resolution (e.g. 200dpi=200x200dpi). Once these dots are scanned, the scanner or software performs algorithms to fill in the missing information between dots. This fill in is necessary because there are many more picture elements (pixels) in an inch than a scanner can generally scan. The color depth is measured as how many possible colors each pixel can be. The possibilities are B&W (2 colors (1-bit)), grayscale (up to 256 shades of gray (8 bit), color (up to 16.7 million colors (24-bit)). Note: Black and White Documents are usually scanned at 200 dpi but almost never more than 300 dpi due to the enormous increase in file size at higher resolutions.

15 Scanner Drivers In order to use a scanner you must connect it to a PC and load a scanner driver for the scanner. There are two scanner driver types: ISIS and TWAIN. stands for Image & Scanner Interface Specification. ISIS drivers are developed by Pixel Translations. Manufacturers pay a royalty fee to Pixel Translations for every copy of the ISIS driver they distribute. ISIS drivers were developed for high-speed production imaging environments, which means they are capable of scanning paper at nearly the rated speed of a high-speed scanner. stands for Technology Without An Important Name. Most TWAIN drivers are developed by the scanner manufacturers themselves. TWAIN is a royalty-free standard. TWAIN drivers were developed for high quality graphic arts and photo scanning requirements (Graphic Artists, Advertising Firms, Publishers, etc.), which means that they are generally used for high resolution/color scanning. Note: docstar only uses 32-bit ISIS drivers for scanning. What types of scanners are there? In the world of Imaging there are many types of scanners for digitizing documents. Scanners range in capability and price from the very low end to the very high end. At the very low end you ll find home scanners, which can be found at your local retail computer store, starting at about $49.00 and up. At the very high end you ll find scanners that are sold only through dealer channels and retail at about $30, or more. The main differences between these scanners are the speed, resolution, color depth, paper size capabilities, and daily workload that they can handle, and the number of pages the scanner was designed to scan over its lifetime (Duty Cycle). These are some of the differences between Home and Production scanners. Home Scanners Home scanners generally scan about 1 page every 2 minutes on the flatbed of the scanner. They usually don t have an ADF unit. They also scan at high-resolution and high color depth. This is generally because home users are scanning photos. Photos require a very high quality scan, which generally requires more time to produce. Home scanners also use different connections to the host PC than production scanners. Home scanners generally use TWAIN drivers and connect to the host PC through either the parallel port or the USB (Universal Serial Bus) port, which are both standard on today s PCs. Production Scanners Production scanners generally scan from 15 ppm up to about 100 ppm and more through the use of specialized ADF units. They generally scan at dpi in black and white. This is because they are usually scanning paper documents that don t require high resolution or color. The production scanner usually uses ISIS drivers and attaches to the host PC via a high-speed SCSI Host Adapter board installed in the PC. Older production scanners used proprietary Video Adapter boards installed in the host PC, which were more costly to manufacture and replace.

16 File Formats Once a document has been imaged, it must be stored in an image file format. Image file formats may use compression to minimize the size of the file and maximize the use of storage space. The following is a list of common file formats and their compression capabilities: docstar uses TIFF for b&w images File Format (extension) TIFF (.TIF) File Format Tagged Image File Format Pages per File Color Depth Compression(s) Multi Any None for color or b&w Group 4 excellent for b&w Group 3 good for b&w LZW for color docstar uses JPEG for gray scale/color images JPEG (.JPG) Joint Photographic Experts Group 1 Full color (24- bit) or gray scale (8-bit) Excellent, but loses some data, thus sacrificing quality DCX (.DCX) Fax file Multi B&W only Good, loss-less PCX (.PCX) Paintbrush 1 Any Good, loss-less file BMP (.BMP) Bitmap file 1 Any None GIF (.GIF) Graphics Interchange Format 1 Up to 8-bit LZW docstar uses PDF for either b&w or color images PDF (.PDF) Portable Document Format Multi Any Depends on content Note: docstar uses TIFF for b&w images, JPEG for gray scale and color images, and PDF for either b&w or color images. What does open architecture mean? Open Architecture means that the fundamental components of a system are nonproprietary. For hardware, this means that the CPU components are standard PC components. For software this means that an imaging system s database and image file data are transferable to custom applications or migration to other imaging systems (if need be). Note: docstar Systems are Open Architecture for both hardware and software. docstar uses a standard Microsoft database format (SQL Express or SQL Server) and standard image file formats (TIFF, PDF and JPEG).

17 Scanning with docstar To scan documents into docstar, select the Scan button from the docstar Main window -or- from the docstar menu. You will see the Scan window:

18 The Template Options section allows you to select: Template Allows the scanning operator to select the template to be applied to this document or group of documents (through either File Automatically or File Later ). Template settings can be adjusted to automatically select the rest of the options on the Scan window. The Document Options section allows you to select: One Document All pages in the scanner will be scanned into one document with one set of index information (title, keywords, etc.). Single Page Documents Each page in the scanner will be scanned as a separate document with its own set of index information. Use Separator Pages Blank Page Separators: When blank pages are inserted between documents in a batch of documents to be scanned, and this option is selected, docstar will interpret the blank page as a separator page and start a new document after each blank page. The blank page is then discarded and is not included in the document. When using Two-sided scanning, the back side of a page being blank will not be interpreted as a blank page separator. Scanner Separator Page: When special scanner job separator pages (provided with the scanner) are inserted between documents in a batch of documents to be scanned, and this option is selected, docstar will detect these separator pages and start a new document after each scanner separator page. The separator page is then discarded and is not included in the document. Two-Sided This option being selected will use the duplex scanning feature of duplex scanners to scan both sides of the page at once. If the scanner is a simplex scanner docstar will scan the front sides first and then request the user to flip the documents over and scan the back sides. Correct page numbering is maintained in the docstar software. Security Classification When security classes and user rights are created, selecting a classification at the time of scanning will apply those security restrictions to the document immediately. The Filing Options section allows you to select: File Later This choice allows the scanning operator to scan documents now but places them in the File/Inbox to be filed (processed) at a later time. These documents can be accessed later by selecting the File/Inbox button from the docstar Main window -or- from the docstar menu.

19 File Manually This choice allows the scanning operator to scan a document and create a Template (set of filing instructions) for this type of document or allows a scanning operator to handle a document for which there is no template created (also referred to as an exception document). File Automatically This choice allows the scanning operator to scan and file documents immediately using the selected template. The Destination Options section allows you to select: Folder Allows the scanning operator to select a destination folder for the scanned document(s). Inbox Allows the scanning operator to select a users inbox for the scanned document(s). Work Package Allows the scanning operator to select a Work Package for the scanned document(s). Note: this feature will only be available if PackageWorks has been installed. You may also change scanner settings such as Mode, Dots per inch, Page Size, Brightness, and Contrast to produce higher quality scans. Some scanners have a More button that allows you to select scanner-specific options such as Detect Page Size and Length Control (these two options are commonly used to control page dimensions when scanning mixed-size originals, use Scanner s Maximum for page size when this is the case). To select different scanner options, select the Options button from the Scan window and you will see the Scanner Settings window: You can use the Save button to save the scanner settings for the selected template. You may also scan using Preview Scan. This will allow you to preview the quality of the scan prior to scanning a large group or certain type of documents. You will also have the option of changing scanner settings and rescanning the page if the scan was not acceptable. This scanning mode is primarily used for determining the proper settings for scanning particular types of documents.

20 To scan in Preview Scan Mode select the Preview Scan button and you will see the Preview Scan window:

21 Importing Native Files with docstar There are three ways to import Native Files into docstar. The first method can be accomplished from the docstar main page by selecting Import Files from the docstar drop down menu. This will launch a new window that will allow you to select what file(s) you would like to import into the docstar. Once you have selected your file(s) and clicked on Open, a new window will launch that will allow you to rename the file, add keywords, select a Security Classification, select

22 either an Image Template or a Native Template, select a Folder and choose whether to File Later, File Manually or File Automatically. After you have made your choices you would then click on the Import button. If you require that PDF files remain as a PDF you will need to uncheck the box located in the lower left corner, otherwise your PDF will be converted automatically to an image file. Note: Enhanced PDF Handling imported PDF documents can now be treated as normal image documents allowing them to be merged or split along with other documents. This also allows for the use of automated template processing of imported PDFs that were previously treated as native documents and therefore unable to be processed automatically. This enhancement allows offices to seamlessly work with TIFFs, JPGs, and PDFs submitted through distributed scanning sources including MFPs that scan to PDF. Users are able to more comfortably and consistently work with these varied document types, reducing keystrokes and time to process documentation. The second method can be accomplished by dragging the icon of the document you wish to import and dropping it on the docstar icon on your desktop. This will launch a new window that will allow you to select what file(s) you would like to import into the docstar.

23 Once you have selected your file(s) and clicked on Open, a new window will launch that will allow you to rename the file, add keywords, select a Security Classification, select either an Image Template or a Native Template, select a Folder and choose whether to File Later, File Manually or File Automatically. After you have made your choices you would then click on the Import button.

24 The third method can be accomplished by a process known as Auto Import. This method will allow for a continuous importing of files placed into a folder that the docstar Host has been directed to import from. To enable this Auto Import feature click on Options and select Setup. Click on the Auto Import Tab.

25 Click on New. Multi-Instance Client Importing In high volume importing applications involving Multi- Function Printers (MFPs) and multi-source importing, docstar s new Client Auto-Import Tool can be set to launch as many instances as there are processors/processor cores available to the workstation. This allows docstar s Client Auto-Import the ability to make use of all the processing power available on the workstation. This speeds the importing process in high-volume applications making documents more rapidly available in the system. From this window you will be able to Browse out on the system or the network to locate the folder you wish to Import documents from. Note: If there will be many different types of documents placed into this folder that require different methods of being handled it is recommended that you create a separate folder for each type of document. This will enable you to utilize all or some of the settings found on the panel such as assigning a template, security class or sending the document(s) to an Inbox.

26 Once you have completed your importing, depending on your Filing Options chosen, you will then be able to process the file(s). Section 3: Creating and Editing Templates This section will cover creating and editing templates, once a filing scheme has been selected.

27 Creating/Editing Templates with docstar One of the most critical factors when setting up a docstar system for a customer is the creation of the templates they will be using. A Template is a set of filing instructions. When set up properly, the customer will reap the maximum benefits of the docstar System. After you have decided on the filing scheme to be used, follow the steps presented below to create the appropriate templates. To create/edit a template you must first scan a document using File Manually or import a document and open it using File Manually. Then select the set template button ( in the Template selection area) or select Set Template from the edit menu of the Manual File Window. You can choose to create/edit Image Templates (for scanned images or image PDFs) or Non-Image PDF Templates (PDFs generated by Adobe Acrobat or other word processing or text editing programs). Template Settings Select the New button to create a Template or select a Template to edit and select the Edit button. You will see the Template Settings Window.

28 Template Name: Allows you to assign a name to the template. Security Classification: Allows you to assign a Security Classification to the template.

29 Scan Tab: Document Options: Allows you to assign the default document type, separation method, two-sided scanning and Security Classification for each document scanned with this template. Destination: Allows you to send the scanned document to a user s inbox or allows you to send a copy of the scanned document to a Folder. Work Package: This option will only be enabled if using an automated form of processing a document such as Barcode. Note: Work Package will only function if PackageWorks has been installed. Filing Options: Allows you to set the default Filing mode for each document scanned with this template.

30 ADP (Automated Document Preparation) Tab: None: No ADP options will be processed. Run Immediately: Allows you to run the ADP process immediately after scanning documents with this template. Run On Schedule: Allows you to submit this document to the ADP Queue for processing on the predefined schedule. Page Options: Allows you to remove blank pages (as defined by the threshold setting) or remove specific page numbers. Document Splitting: Allows you to split documents based on detection of any or a specific barcode, you may also discard the page containing the detected barcode if desired. You can also create a cover page for specific templates. Requires Barcode Module license for each filing station, using this template. Assign Template After Split: After a document split, allows you to assign the current template, an existing template with the same name as the detected barcode text, or pre-select a specific template to be assigned to each of the resulting documents. Requires Barcode Module license for each filing station, using this template.

31 Enhance Tab: Enhance: Enables page enhancing options. Despeckle: Removes stray speckles from the page. Deskew: Straightens the page if it was skewed from scanning. Crop White: Removes white space. Crop Black: Removes black borders from a scanned page. Invert Black: Inverts black and white pixels when the percentage of black pixels exceeds the number specified to the right (1-100). Rotate: Rotates page 90, 180, or 270. This Page Only: Enhancing options will only be applied to the current page number. All Following Pages: Enhancing options will be applied to the current and all following page numbers.

32 Actions Tab: Delete: Allows you to delete a Template Action. New: Allows you to create a new Template Action. Order: Allows you to define the order in which actions will be processed.

33 Formatted: Bullets and Numbering Actions Tab: General Sub-Tab: Name: Allows you to assign a name to the action. Data Source: Allows you to specify the source of the data for this action. The Information Box that appears below the Data Source depends on the Data Source selection. See Data Sources chart later in this section. Destination: Allows you to specify the destination of the data from this action. See Destinations chart later in this section.

34 Actions Tab: Verification Sub-Tab: Verification Type: Required Entry: Allows you to require an entry for this action. Pattern Match: Allows you to verify user entry or OCR data against a pattern, for example: ###-##-####. DocSTAR User Exists: Verifies that the user exists in the docstar database. VCS Exists: Virtual Cover Sheet (VCS) exists in the docstar database. Exists in DataLink: Allows you to verify user entry or OCR data exists in a DataLink value (external database link), for example: verify that a customer number is a valid customer number. Note: Must have DataLink Module installed on the docstar Host. Exists in TAM: Verifies that data exists in the TAM database. Note: Must have TAM Module installed on the docstar Host

35 Actions Tab: Transformation Sub-Tab: Transform Type: Cleanup: Allows you to remove extraneous characters from the results of OCR. Format Text: Allows you to format data to a specific pattern, for example: ###-##-####. Extract Text; Allows you to extract text from a document to use for indexing. Substring: Transforms a substring or allows you to drop off characters. For example, only using the first 3 characters of a 7 character number. DocSTAR User: Transfers information from the docstar database. VCS: Transforms the VCS number to the VCS cover sheet entered. DataLink: Allows you to lookup and extract data from a DataLink. Note: Must have DataLink Module installed on the docstar Host. TAM: Allows you to extract data from the TAM database. Note: Must have TAM Module installed on the docstar Host.

36 Options Tab: Set Security Class: Allows you set a Security Classification for the document. Add Process Date to Inbox: Sets a process due date to the document scanned in while it resides in an inbox. Set View/Send To Starting Page: Allows you to hide the first page from view. For example if the first page is a Barcoded Cover Page it will hide this page from the user s view and start the view from the next page behind it. Send to Review Box: Allows you to set the review mode for each document filed with this template. Available options: Never Document will never be placed in the Review Box after filing. After Action Failure Document will only be placed in the Review Box if there was an Action failure during filing. Always Document will always be placed in the Review Box after filing. Include Custom Fields in Text Index: When this check box is selected, all data in custom fields, used in this template, will be added to the Full-Text Index. Set Record Category: Allows you to pre-set a Record Category to the document. Note: Record Management Add On Module required. Custom Fields associated with this Template: Add: Allows you to select Custom Fields for use with this template. You may also create, edit, or delete Custom Fields. Remove: Allows you to remove a Custom Field from being used with this template.

37 Data Sources Data Source Selection Fixed Text Corresponding Information Box Data for this Action is entered into the Fixed String-Text Box. This data remains the same for all documents filed with this Template. To modify the data, the Template must be edited. Available Destinations None Replace Title Add to Title Add to Keywords Add to Document Text Place in Custom Field Place into Sub-Folder User Prompt Data for this Action is supplied by the User, when the document is filed. A custom prompt and zoom-in region may be defined. Checking the Default to Previous Entry checkbox will allow a user to type an entry for this action on the first document, which will be retained as the default entry on all subsequent documents in the same batch. None Replace Title Add to Title Add to Keywords Add to Document Text Place in Custom Field Place into Sub-Folder There is no data for this Action. However, a document may be accepted or rejected during filing, based on User selection of the yes or no button. A custom prompt and zoom-in region may be defined. QC N/A OCR Engine/OCR & Text Extract Engine Data for this Action is supplied by the OCR Engine or by extraction of existing text, when the document is filed. The OCR settings can be selected through Set Options, an OCR region can be defined through Define Region, and this Action can be set to be processed for this page only or for all following pages through Action Range settings. None Replace Title Add to Title Add to Keywords Add to Document Text Place in Custom Field Place into Sub-Folder

38 Data Sources (continued) Data Source Selection Drop Down List Corresponding Information Box Data for this Action is selected from a Drop Down List box that is created here. When the Sorted checkbox is selected, the list box will be sorted alphabetically when displayed to the user. The list box may be added to on the fly if Allow Users to Add to List is selected. Checking the Default to Previous Entry checkbox will allow a user to select a choice from this action s list box on the first document, which will be retained as the default entry on all subsequent documents in the same batch. Available Destinations None Replace Title Add to Title Add to Keywords Add to Document Text Place in Custom Field Place into Sub-Folder Other Action Data for this Action is supplied by the contents of an Action that was processed before it. This allows for single Action, multiple destination data population. None Replace Title Add to Title Add to Keywords Add to Document Text Place in Custom Field Place into Sub-Folder Barcode Engine *Requires Barcode Module Data for this Action is supplied by the Barcode Engine, when the document is filed. The Barcode settings can be selected through Set Options, a Barcode region can be defined through Define Region, and this Action can be set to be processed for this page only or for all following pages through Action Range settings. The Barcode Module must be installed for this feature to appear. None Replace Title Add to Title Add to Keywords Add to Document Text Place in Custom Field Place into Sub-Folder DataLink Data for this Action is supplied by searching and selecting None

39 Search data through a DataLink prompt, when the document is filed. A custom prompt can be defined. Default DataLink, Entry Field, and Search Fields can be set. Checking the Always Search checkbox will always present the search screen immediately. Checking the Default to Previous Entry checkbox will retain the previous entry as the default entry on all subsequent documents in the same batch. The DataLink Module must be installed for this feature to appear. Replace Title Add to Title Add to Keywords Add to Document Text Place in Custom Field Place into Sub-Folder TAM Prompt Data for this Action is supplied by searching and selecting data through a TAM prompt ( Pull filing) or acquiring data that has been sent from a TAM client ( Push Filing), when the document is filed. A custom prompt can be defined. A default Lookup Field can be set. Checking the Always Search checkbox will always present the search screen immediately. Checking the Default to Previous Entry checkbox will retain the previous entry as the default entry on all subsequent documents in the same batch. The TAM Integration Module must be installed for this feature to appear. None Replace Title Add to Title Add to Keywords Add to Document Text Place in Custom Field Place into Sub-Folder Indexed Import The Indexed Import data source is used with the Indexed Import option with client Auto Import. It is designed to extract indexing info (metadata) from an XML file, which accompanies an imported document. It also works with InfoPath files, which are stored as XML; in this case, no other accompanying file is needed. None Replace Title Add to Title Add to Keywords Add to Document Text Place in Custom Field Place into Sub-Folder Destinations Result

40 None Replace Title Add to Title Add to Keywords Add to Document Text Action Data will not be used for index purposes. This option may be used when the extracted data is used for lookup purposes only (i.e. when performing DataLink lookups). Action Data will replace the existing title. Action Data will also be added to the Full-Text Index. Action Data will be added to the existing title. Action Data will also be added to the Full-Text Index. Action Data will be added to the existing keywords. Action Data will also be added to the Full-Text Index. Action Data will be entered into the Full-Text Index. Place in Custom Field Action Data will be placed into the selected Custom Field. Action Data will also be added to the Full-Text Index if specified on the Options Tab (by selecting the check box to Include Custom Fields in Text Index ). Upon selecting this Destination, a Custom Field drop-down menu box will appear, below the Destination, allowing you to select a Custom Field. A New button will also appear allowing you to create a new custom field if needed. Place into Sub-Folder Action Data will determine the Sub-Folder in which the document will be placed. Upon selecting this Destination, a Folder Name display and selection button will appear, below the Destination, allowing you to select the Parent Folder in which docstar will use Action Data to search for a matching Sub-Folder. When using data sources Fixed String and OCR Engine the Folder Must Exist box appears, is selected, and cannot be de-selected. When using data source User Prompt you may de-select the Folder Must Exist box, this allows a user to create a folder if the entry does not match an existing folder. Security Class Action Data will set a predefined security class on the document. Add To Work Package Action Data will determine the work package in which the document will be placed. Upon selecting this Destination, a Package Type display and selection button will appear, below the Destination allowing you to select the Package in which docstar will use Action Data to search for the matching Package. Section 4: Filing & Reviewing This section will cover filing and reviewing documents with docstar.

41 Once a document has been scanned it needs to be filed. Filing a document is the process of recording a document s index information to the Database and the Full-Text Index. As seen in Section 3: Creating and Editing Templates, you can create Templates with a pre-defined set of filing instructions. Templates may be run from the Auto Filing process or the Manual Filing Process. docstar employs a two-fold filing system. The first part of the filing system is a Microsoft Database Engine (SQL Express or SQL Server). This stores much of the information about the composition and location of documents. The second part of the filing system is what is known as a Full-Text Index. This stores all the Titles, Keywords, Custom Fields (when selected in the Template), Folder Names and OCR Text that is designated as Add to Document Text. It is designed to provide very fast results when searching for documents, even when there are millions of pages stored in the system. Reviewing the document is the process of verifying that the Title, Keyword, or OCR Text, designated as Add to Document Text, was correctly assigned to the document. Some users require the ability to make markings on the document such as highlighting, redaction, sticky notes, addition of text, and free-hand drawings for the purposes of work distribution or small scale work-flow. These markings can be made without altering the document. They are called annotations. Annotations are stored in a separate file and act as an overlay to the original image. You can add annotations by selecting Show Annotation Toolbar from the View menu or selecting the annotation button from the toolbar, when the document is in a Manual File or View window.

42 Filing with docstar Filing a document can happen either at the time of the scan using File Manually or File Automatically or at a later time using File Later (which also uses File Manually or File Automatically ). When using File Later you can begin the filing process by selecting File Inbox from the Main window, you will see the File Inbox window: From the File Inbox, you may use the Send To button to Print, , Fax, or Export documents to an Image File. You may also add the documents to a folder, assign documents a security class, assign documents a template, add to package, assign a record category, merge documents, or delete documents.

43 At this time you may select the document for Manual or Auto filing. Whether you select Manual filing here or at the time of the scan, you will see the Manual File window: To apply the selected template from the Manual File window, select Run Template from the Fix and Read area. Depending on the template settings, you will see a window similar to the one below, as the document is being processed.

44 From the Inbox window you may also select Auto File. Whether Auto File was selected from the inbox or at the time of scanning you will see the Automatic File window: You may then select start to begin the automatic filing process. Depending on the template settings, you will see a window similar to the one below, as the document is being processed. When auto filing documents, remember that documents are subject to the Review mode set in the template, If a document is placed in the Review Box, it must be reviewed and completed otherwise it has not been permanently filed yet. Rejected Documents

45 Certain errors (disk, database, network, etc.) may prevent a document from being accessed or processed during automatic filing. Individual documents, which can t be processed due to some error, are returned to the Inbox. docstar modifies their titles by in front to indicate that they failed to file. Documents may also be rejected and returned to the Inbox due to excessive OCR uncertainties. If a document contains more uncertainties (per 1,000 characters) than the Maximum Uncertainty Rate, set on the File tab of User Preferences, it is returned to the Inbox in front of its title. Action Failures The Document tab of the template determines when a document is sent to the Review Box after automatic filing. This is commonly set to On Action Failure, meaning that only those documents that suffer an action failure will go to the Review Box. Reviewing with docstar When a document is placed into the Review Box it is not considered fully filed yet. It must be Completed from the Review Box to be fully filed. Upon completion of a document from the Review Box, a document will have an Authentidate stamp placed on it s pages, it will be Indexed, and it will be moved to the archive media (and RAID simultaneously, if using Two-Tier Storage). To review documents select the Review button from the Main window. A list of documents to be reviewed will be displayed in the Review Box window. To the right of the Document Title will be the number of uncertainties found in the document, the Uncertainty Rate, the assigned template, and the reason why it is in the Review Box. The Uncertainty Rate is a measure of OCR Engine inaccuracy.

46 While in the Review Box Window, a document may have its title edited; it may be reviewed, completed, returned to the inbox, added to a folder, or deleted. To continue with the Review process, select a document and select Review. You will see the Review Window. From the Review window you can edit the title, keywords, or custom fields. If you selected the use of the OCR engine and destination Document Text you will be able to scroll through the uncertainties one at a time and either edit them and accept them or just accept them as is. The Review window will be split into an Image window (top window) and a Text window (bottom window). Each OCR uncertainty will have a highlighted portion in the Image window (which represents the scanned image) and a highlighted portion in the Text window (which represents the Text) derived from the OCR Engine. Once reviewing is complete select OK. The document can now be safely Completed (submitted for indexing, Authentidate stamping, and image storage to the Archive and possibly Two-Tier storage media).

47 Section #5: Retrieving Documents in docstar This section will cover the basics of retrieving documents with docstar. The major advantage of an imaging system is usually its retrieval capabilities. This is especially true of docstar. docstar s easy-to-use retrieve window and quick retrieval capabilities make it: The Electronic Filing System People Want to Use. In a standard paper-based filing system (file cabinets), documents are filed by one key, usually a Customer name, Purchase Order number, Invoice number, and Transaction date, etc. If it is required that a document be filed by two keys, such as a Customer name and an Invoice number, it is necessary to maintain two separate filing systems. This is obviously a cumbersome and error prone method of filing a document using two keys. Additionally, performing a search for documents in a paper-based filing system will take time and may not produce the correct or an incomplete set of documents, if there has been improper document handling such as: misfiling, loss, or damage. The method used for searching in this paper-based system is called Hierarchical Searching. This is because the document exists in a hierarchical structure: File Cabinet, Drawer, Folder, and Document. This usually means there is only one way to get back to a filed document. Some Imaging systems use a filing and retrieval system that simulates this almost exactly, this is not the easiest or most powerful way to file or retrieve a document. From the docstar Retrieve window, there is one simple retrieve tab that allows the user to retrieve documents by Words or Phrases. This search retrieves documents by any, all, or some combination of the index information found in the Title, Keywords, Custom Fields (if selected in the template), or Document Text (if selected in the template). Retrieving documents in this manner is called Full-Text Index Retrieval. Full-Text Index Retrieval uses the same index information that users are used to in a paper-based filing system so it is easy to emulate the way they currently file and retrieve documents. However, with a couple of additional keywords, a much more powerful cross-reference search can be performed. In addition to Full-Text Index Retrieval, docstar also has the ability to retrieve documents by the following Document Fields: Title, number of pages, date created, date modified, date last accessed, security classification, storage media, docstar System of Origin (if imported), and any Custom Fields. Retrieving documents in this manner is called Document Field Retrieval. If desired, docstar can also be used to emulate a classic manual folder filing system. docstar allows documents to be filed in folders and later retrieved by Text Retrieval or Field Retrieval. Filing by Folder also allows you to retrieve documents by using the Browse feature in docstar. The Browse Tab of the retrieval window allows you to look through folders, much like you would in a classic manual folder filing system or through Windows Explorer (Hierarchical Searching). Any combination of Full-Text Index Retrieval and Document Field Retrieval criteria can be formulated into a simple yet powerful combination search using special search conditions like Wild Card Retrieval, and Fuzzy Retrieval. This is a much easier and more powerful way of filing, cross referencing, and retrieving documents.

48 Retrieving with docstar To retrieve documents, select the Retrieve button from the Main window. The following window will be displayed. This window shows the simple search mode where you can enter in a text search or title search as well as others contained in the drop down. You may also utilize the Advanced search utility by clicking on the blue arrow and revealing the Advanced Search window.

49 Advanced Search Fields Narrow Retrieval Box: Allows you to narrow retrieval to Documents Only or Folders Only. Also, allows you to narrow retrieval to a particular folder or template. Field Retrieval Box: Allows you to select a specific field for retrieval. Field options are: TITLE: Document Title PAGES: # of Pages CREATED: Created Date MODIFIED: Last Modified Date ACCESSED: Last Accessed Date VOLUME: Disk Volume CLASS: Security Class ORIGIN: docstar System Origin ON TWO TIER On Two Tier Storage Device User Defined Any fields defined in Custom Fields Custom Field Text Retrieval Box: Allows you to use Full-Text Index Retrieval. Text Retrieval options are: AND When used with two search criteria both criteria must be met. OR When used with two search criteria either criteria can be met. NOT When used, search criteria must not appear in the document. WITHIN When used, prior search criteria must appear within the specified number of words of the later search criteria. Wild Card Retrieval using the following wild card characters:? Replaces the specified character in the search phrase with any possible character. * Replaces any number of characters in the search phrase with any number of possible characters. Fuzzy Retrieval using the following criteria: Fuzziness Level (1-10) Specifies the level of character substitution in the search. A setting of 1 is the lowest degree of character substitution, while 10 is the highest. The more characters that you are unsure of the more you should increase the number. Each step up from 1 to 10 broadens the result set. The Fuzziness Level does not directly correlate to the number of characters being substituted.

50 After entering a search criterion or any combination of multiple search criteria, select the Retrieve button, you will get a Hit List in the results tab. This is a list of documents that met the search criteria specified above. Results: Displays the results of the specified retrieval. Once the results have been displayed in the Hit list, you may view the entire list, or a selected group, of documents in succession or add them to a folder for viewing later or

51 by designated users. You can sort the list by any of the columns by left-clicking once on the name of the column. You may also select Send To to Print, , Fax, or Export documents or just their titles. docstar will print to most Windows printers, using most MAPI compliant programs and Fax to most standard Fax Machines and PCs. docstar can export to standard.bmp,.dcx,.jpg, PDF,.PCX, and.tif image file formats. In addition to the above, the following options are available in the File and Edit menus. From the File menu you may: Select Export to export a folder to another docstar. Select Classify to assign a security classification to the selected document(s) or folder(s). Select Unfile to unfile the selected document(s) and return them to the File Inbox. From the Edit menu you may: Select Rename to modify the title of the selected document(s) or folder(s). Select Delete to delete the selected document(s) or folder(s). Browse Tab: Displays the folder structure. You may copy, move, create, and remove folders. You can also copy, move, remove, and add documents to other folders. You can sort the list in the right-pane by any of the columns by left-clicking once on the name of the column.

52 You may also select Send To to Print, , Fax, or Export a folder of documents or just their titles. docstar will print to most Windows printers, using most MAPI compliant programs, and Fax to most standard Fax Machines and PCs. docstar can export to standard.bmp,.dcx,.jpg,.pcx, and.tif image file formats as well as.pdf. In addition to the above, the following options are available in the File and Edit menus. From the File menu you may: Select Export to export a folder to another docstar or docstar Lite Viewer. Select Classify to assign a security classification to the selected document(s) or folder. Select Show Info for additional information about the folder. Select Unfile to unfile the selected document(s) and return them to the File Inbox. From the Edit menu you may: Select Rename to modify the title of the selected document(s) or folder(s). Select Delete to delete the selected document(s) or folder(s).

53 The View Document and Data Window Whatever the retrieval method, when viewing a document the following window will always be displayed. This is the default Split Screen View window. The Data Window can be moved to appear either on the left side (as seen above) or on the right side (as seen below). To move the Data Window simply click on View from the tool bar and then locate Data Position and select which option you prefer.

54 The Data Window is comprised of nine components. They consist of Keywords, Custom Fields, Folders Administration, Filing, My Approval, Information, Related Documents and Technical Information. Keywords

55 Along with a document Title, keywords can be assigned to assist in the search and retrieval of documents. Keywords usually consist of words or phrases that are pertinent to the document but don t classify as a main search criteria such as the Title. Custom Fields Custom Fields are another index field that will assist you in document(s) searching. Custom Fields provide a very structured way to file documents. Custom Fields are essential to using the Related Documents option. Folders Documents may be stored in folders just like you currently store hard copies in file cabinets. This window will allow for a browse type search out to the Folder Tree and then place the document(s) in a folder already built or a new folder may be added as well. Administration

56 This panel allows for setting up Security Classes for documents, enabling Records Categories (Note: this feature is only enabled if the Records Management Add-In Module has been purchased). Also Single Document Approval/Monitoring can be utilized from this window. (Note: Single Document Approval/Monitoring is defined in Section #6). Filing The Filing panel allows the user to utilize the Process By feature which sets up a date by which a file person must process and file the document by. The drop down allows for the use of a calendar. The Priority feature sets up either a High, Medium or Low Priority for how a document shall be handled. The user also may reassign the location of the document from one Inbox to another Inbox by selecting the new Inbox and then clicking on the Return to Inbox button. This feature is essential to Single Document Approval. A Template may be assigned as well from this panel by clicking on the Template selector button. And the user may also run the template, Review the document, Return the document back to an Inbox or File the document permanently. My Approval

57 If Single Document Approval is being utilized the user that has been given the rights to either Approve or Reject a document would perform this function from here. (Note: Single Document Approval is detailed in Section #6). Information The Information panel shows the history of when a document was Created (Scanned or Imported), Modified (indexing added and or changed), Accessed, whether or not it has been filed, what template was lasted assigned to the document and if the document has been filed the Authentidate and the EPM can be verified. Related Documents If the Related Document option has been utilized then any Related Documents would appear within this panel. (Note: Related Document is detailed in Section #6). Technical Information

58 This panel indicates where a document resides as well as details about resolution and file format. The Full Screen View window, allows you to use the entire screen to view the page.

59 On Top Viewing Option docstar now has the option of allowing a user the ability to view a document in docstar and enter data from that document into another software application. The docstar window automatically adjusts to half size and remains visible even when another application is active. Once you click on the Stay On Top feature the docstar window adjusts and the software application that you are running becomes visible and allows data entry into it. To return back to the docstar viewing mode, simply click on the Stay On Top button again.

60 Section #6: Additional Features This section will cover the basics of using additional features with docstar. (Note: some of these additional features may require rights that you currently do not have or the features have not been turned on. Consult your docstar Administrator for assistance.) Adding Pages to Documents In order to add pages to an existing document you first must determine if the document is in the unfilled status. This screen shot is a document that is permanently filed. (Note: filed documents are Authenticated, see below) This screen shot is a document that is in the unfilled status. I have noted the two differences in views to determine the status.

61 With the document in the unfilled status you may now add pages by clicking on the Pages menu located in the toolbar and selecting Scan New Pages button and make your selections as seen below. You may also rescan any page by selecting the page to rescan and then clicking on the Rescan option as seen below.

62 You will also be able to utilize the thumbnail view to move pages within a document, move pages out of a document, delete pages within a document and copy pages to another document as seen below. Annotations Annotations allow users to add sticky notes to documents, point out items that need attention, redact an area on a document so that others can not see what is beneath the redaction as well as a variety of other functions. To enable annotations you must first launch the Annotation Tool Bar as see below. Once you have clicked on the Annotation Tool icon you will see the Annotation Tool Bar appear.

63 By hovering your mouse over each icon within the toolbar you will be able to see what each item can do, for example if you wanted to place a sticky note on the document you would click on this icon. Once you have clicked on this icon you would navigate over to the part of the document that you wanted to place the sticky note and would use your left mouse click, holding it down and drawing the size box for your note. Then you may proceed to type in your note keeping in mind that the size of the box determines the amount of text you may enter.

64 Once you have completed your note you may close up the Annotation Toolbar and then you can either leave the note and document in place or you may send it off to the person that needs to see your annotation. Note: if there is an annotation on a document that you do not want a recipient to see when you , fax or print out you need to uncheck the show annotations option as seen below. Annotations created starting with docstar v3.9 and higher can be used to retrieve by and can also be used to bookmark documents. For example if you are required to review a large document and can only review a few pages at a time you can place an annotation on the page you left off on and when you have time to go back and continue reviewing the document you can search by that annotation within that document. Multi-Stamp Tool The Multi-Stamp tool allows users to quickly mark documents just as one would use rubber stamps to place marks, such as received or paid, on paper documents. It extends docstar s annotation capabilities and thereby marks documents in a manner that preserves the integrity of the original document. It can be applied to any type of image or PDF document.

65 Defining Stamps Various stamps can be defined in advance by regular users or by the system administrator. Stamps created by a user remain private for that user, whereas stamps created by the administrator are available to all users, unless restricted by security class. Each defined stamp has these properties. Short description (4 chars) identifies the stamp in the Stamps Toolbox, described below; it may be the stamp text, which appears as an annotation on the document. Long description appears as a tooltip (hover-over text) in the Stamps Toolbox; it typically is the stamp text which appears on the document. The long description may contain codes (detailed below) to produce the current date, time, username, etc. Use short description (checkbox) determines which annotated text appears when the stamp is placed on a document; if true, the short description is used; otherwise (default) the long description is used. Default font properties: size, face (eg. Arial, Times Roman, etc.), color, bold, italic, underline, and strikethrough. These are considered defaults because they can be modified for any given stamp after it has been placed on a document. Security Class only set for Administrator-defined stamps; it can restrict access to certain users. Global Within the Administrator s program, a set of stamps available to all users is maintained using the Common Editor described below. It is accessed via a menu item and a main form button. Personal Within the docstar client program, each user may maintain personal stamps, which only he/she can use. The same Common Editor is used. It is accessed via User Preferences (File/View tab), the View/Manual File window (a menu item), and by rightclicking on the Text Stamps toolbox, detailed below. Common Editor The editor shows a list of the user s (or Administrator s) stamps with the ability to add, delete, edit. The central feature of this window is the grid. Additional controls will allow users to re-order the stamps (controlling the order in which they appear in the toolbox), add a stamp, or delete a stamp. The security class column and selector (a drop down list) are available only when the editor is activated by the Administrator (regardless if he/she does so within the Administrator s program or within the docstar client.) Cut and Paste Tab-delimited text, as can be copied from Excel, or comma-delimited text, from whatever source, may be pasted into the stamps list. Only two columns--short description and long description--are required. The following other properties may be specified in additional columns. (If omitted, the values of the last selected/viewed stamp or system defaults will be implied.) Font Name Font Size

66 Color, an integer code for RGB value, equal to ((Blue * 256) + Green) * Red, where each color component is equal to 0 through 255. This may be represented in hexadecimal if prefixed with &H, such as in the following examples: o &HFF0000 = pure blue o &H00FF00 = pure green o &H0000FF = pure red A bit field equal to the sum of the following additional properties: o 1 = Bold o 2 = Italic o 4 = Underline o 8 = Strikethrough o 16 = Use Short Description Thus, 21 = use short description in bold, underline. Security class may not be specified. It is assumed to be PUBLIC. Note that no text qualifiers (quotes) are recognized, so a comma may not be included in any field if comma is the delimiter. The Stamps Toolbox A floating toolbox similar to the basic annotation toolbox serves as a palette of available stamps. Showing the Toolbox To show the stamps toolbox, one must first show the standard annotation toolbox, and then click on the stamp tool. This opens the stamps toolbox. The first stamp is selected by default. The first-use, initial position of the stamps toolbox is the top, left corner of the document. It may be moved anywhere on the display surface, like the annotations tool. Its position (relative to the document s top, left corner) and its width are remembered as user preferences.

67 Appearance The stamps toolbox height is determined automatically based on the number of available stamps, but its width may be adjusted. Each button is labeled with the short description of the stamp in its default font face, color, and style. Stamps are ordered as they were defined, personal first and then global, running across each row and then down to the next row. Global stamps are distinguished from personal stamps via a light orange background color. Hovering over a button displays its long description. Applying Stamps Clicking any particular stamp selects it, which is indicated by a depressed button. Clicking anywhere on the document applies the chosen stamp annotation to the right of that point (vertically centered about it). A stamp can also be applied with a click/drag which specifies it s bounding rectangle precisely, with word wrapping as needed. The stamp tool remains selected, so additional instances of the same stamp may be placed on the current page with single clicks. Closing the Toolbox Closing the annotation toolbox closes the stamps toolbox, too. Selecting any other annotation tool (eg. highlighter) deselects any selected stamp on the stamp toolbar but leaves it open. The stamps toolbox may be closed by clicking the X in its top, right corner. When this occurs, the Selector tool is selected in the annotations toolbox. Viewing or Modifying Stamps on a Document Once placed, a stamp behaves like other annotations in all respects. It may be selected

68 with the annotation toolbox s Selector tool (the arrow in its top, left corner). Its bounding rectangle may be resized by dragging its anchors, although this does not resize the font. Right-clicking it provides access to a properties dialog in which all of its properties (including color, font, etc.) may be changed. Placing, viewing, and modifying stamps are all governed by the same document security rules as other annotations. Thus, the right to view annotations is needed to view or print stamps. The rights to view both the original and annotated versions of a document, as well as modify it, are needed to place stamps. Note: Upgrading from 3ten - The stamp tool s former 3ten function placing a single stamp defined within User Preferences is superseded by this new feature. Upon upgrade to this version, the text stamp set in each user s preference becomes his/her first personal stamp. Related Documents Search While viewing a document, it is often valuable to find other documents related to the same customer, vendor, account etc. The Manual File/View window now offers the ability to find and view documents related to the current document. Custom fields are used to define relationships among documents. For instance, a custom field of Account with a value of 1117 could relate a document to any other with an Account equal to One or more custom fields of any types (date, numeric, or text) may be used. Defining Related Fields Before one can find related documents, the custom field or fields that define the relationship must be selected. This can be done in any of three places: The drop-down arrow on the new, Related Documents toolbar button. The Related Fields menu item in the main View menu. The Related Fields menu item in the Related Documents Context menu, which is opened by right-clicking anywhere on the new, Related Documents panel in the document information area. Each of these shows a sub-menu of distinct custom field names for the document. Each field name therein may be checked or unchecked. Showing Related Documents Once a field(s) has been defined, related documents are found by clicking on any of the following: The Related Documents toolbar button (not the drop-down arrow). The Show Related Documents menu item in the main View menu. The Show Related Documents menu item in the Related Documents Context menu. The + button, which opens the Related Documents panel. docstar searches for all documents with custom field values matching the current document s value(s) in each related field. Documents that match are listed in the Related

69 Documents panel, and the number of matching documents is shown in parenthesis in the panel s caption. Hovering the mouse over a document will display its keywords. The list of related documents can be sorted by clicking any of the column headers. Showing related documents again will re-execute the search, thereby refreshing the list to reflect any documents that have just been modified by other users. Viewing Related Documents Double clicking a document will display it in new View window. (Recall the user preference from 3ten, which determines if the windows will cascade.) Multiple documents can be selected using Shift+Click or Ctrl+Click. Document(s) can also be viewed via the View Related Documents menu items in the main View menu or the Related Documents context menu. Search Details When one related field is defined, and its value is not empty, the related documents search finds all documents that have the same value as the current document in that field. It is not restricted to documents assigned to the same template nor does it require that the documents be filed permanently, yet. It is the same search that would be executed in the Retrieve window by selecting the same custom field and entering the same value. Security restrictions, of course, apply; related documents for which the user does not have view rights will be omitted or will be shown with an ACCESS DENIED message, according to the system setting. If two or more fields are defined as related fields, then only documents which have matching values in all fields are found. This too, is the same as executing the search in the Retrieve window, selecting each field and entering each value. Why use two fields? One example comes from our TAM integration, which uses a ClientCode and ClientType custom field to identify clients and prospects. Multi-Valued Fields It is possible, of course, for a document to have multiple values for a single custom field. For instance, Account = 1117 and Account = In this case, the related documents search will find documents that have either of these values in its Account field(s). (If additional fields are related, then the other fields must match, too.) Fields without Values If the current document has no value for one of its related fields, then this field is excluded from the search and thereby treated as a wild card. For example, if ClientCode is blank and ClientType = P, a search for documents related by these two fields will find all documents with a ClientType = P regardless of ClientCode, if any. However, if the current document has no value for any of its related fields (or its only related field), then no search is performed. User Preferences The choice of related fields is saved as a user preference according to each template. Thus, if a user selects a related field for a document of template, Invoice, it will be remembered for this user for all Invoice documents. This user may choose other related fields for other templates. Other users may make their own choices.

70 The sort column and sort order, changed by clicking on the Related Document s column headings, is also saved as a user preference. (This isn t tied to each template.) Next Document Option One additional Related Documents user preference is accessed via the User Preferences window. It controls the behavior of Related Documents when stepping from one document to the next when the Related Document s panel is open. The default behavior it to perform a related documents search for the next document, but a user can choose to close the panel instead. This option makes stepping to a new document faster, particularly when there are large numbers of related documents. Saved Searches and ing Links docstar offers the ability to save document searches that are performed on a regular basis. This will allow you to click on a saved search link that will automatically open up the document inside of docstar without having to launch docstar and then search for that document. Document searches may be saved from two locations, one being at the document view level as seen below.. Click on the View Link menu and then select Save to File. You will be prompted to save the search link. A suggested place would be in a folder you have placed somewhere on your system or network share called Saved Searches. The second location you may save a document search is from the Results level after you have performed a search for a document and found it.

71 The saved search(s) can then be ed to other docstar users within your company saving server space as well as allowing for a speedy retrieval for them to locate the documents you wish them to view. To a saved search document(s) click on from the Link menu and it will automatically attach itself to your outbound . (Note: docstar feature only works with MAPI compliant programs and does not work with free programs such as Google, Yahoo or Hotmail.) saved search results. Selectable Main Screen Background You can choose from 14 different background images to suit your style. To change the background right click on the docstar main screen and select Change Background Image.

72 Select the background you want to use and click OK to save it. Left Nav Panel w/ My docstar space The newly added Nav panel stays with you as you navigate through docstar screens to always provide you access to the areas and information available to you within docstar. It also allows you to collapse the nav panel to make more space available to your document, folder, and package views when you need it. Even collapsed, the nav panel buttons remain functional allowing you to quickly jump to your next task. In addition, the following new selections can be found in the newly added My docstar space: My Alerts Allows you to see all document and Business Document Package alerts sent to you for your attention. My Favorites Gives you somewhere to place links to your frequently accessed documents, folders, business document packages, and saved searches for quick and easy access. My Windows Provides you a quick reference as to all docstar windows you currently have open so you can more easily manage multiple tasks.

73 To enable these functions log in and then from the Options menu click on User Preferences and then click on the Navigation Tab. Check the features you would like to enable and then click on Save. You ll now see the options you enabled in the My docstar panel. Single Document Approvals/Alerts Users are now able to immediately receive a document, view it, place their approval stamp on the document (or direct another approver to place their approval stamp on the document via an /docstar alert). The approval and associated reason are also

74 automatically indexed and searchable. As an example, this can be a huge time savings in an invoice approval process. To utilize this feature you must be given the ability to approve/reject documents by the manager of the document(s). If you have been given this ability you will be able to click on either Approve or Reject. By clicking on either of these buttons, you will be given the ability to enter a note along with your decision.

75 Multi Document handling With the addition of the persistent/collapsible nav panel allowing multiple window selection & tiling, multiple documents can be opened, processed, and even compared simultaneously faster and easier than ever before. This allows you to get through your document processing tasks more quickly and allows you a virtual docstar workspace for all your document handling & processing needs. To utilize this feature once you have opened up a window with a document simply click on the minimize button in the upper right corner and you can then move the minimized panels around to view each one and then either maximize it or even return it to the minimized position.

76 Section #7: docstar Administration This section will provide hands-on experience in administering a docstar using the docstar administration program. The docstar Administration program allows a Sales Associate, Trainer, Service Engineer or a designated docstar Administrator to administer a docstar System. Through the use of the Administration program you can set Host Settings, configure modules, view system information, and perform Maintenance functions. The available administration options are shown below. Please note: Some options require additional module licensing. Host Settings Option Panel These settings allow an Administrator to specify a variety of Host System options, administer security and view system statistics. Note: The same set of options can be accessed using the Host Settings File Menu. Host Setup: Allows an Administrator to specify how the Host System is set up. Host Name must represent the computer name you have installed the software on. Connection the provider and the database must not be modified from the naming convention seen below. Host Path must always be on the C drive Startup Options allows important messages to be displayed when a user logs on. These messages can be the canned messages or you can create a custom message. Host Settings Import Schedule/Filing Schedule times for the host to poll for any inbound documents to import or to file are set at 2 minutes by default. These settings can be adjusted as needed.

77 Host Idle Counter allows adjustment of the timing of the host s background processing, which includes importing faxes, monitoring client license usage, and other tasks. Log Critical Events allows docstar to be logged on the Windows Event logs which can then be ed to IT for notification Auto Import: Provides the ability to place documents into networked folders and have docstar import the documents from them into the Inbox. ** Special Note: If using Auto Import Paths that are not local, the Host Service Logon Account must be changed from Local System Account to Administrative Account in order to access a network location instead of a local path. *Note: The Host service does not offer the document separation and automatic processing features found in the client service. Therefore the Client service is recommended for new configurations.

78 Setting Auto Import Criteria Active allows the import to either be active or disabled Indexing Option select from normal importing or indexed importing (requires an XML file) Path allows you to browse out to a folder where the documents are residing Place Into Folder allows you to place a copy of the document(s) into a designated folder on docstar Place Into Inbox allows you to select an Inbox on docstar Security Classification allows you to set a security class on the document(s) Image Template allows you to predefine a template to be applied to the document(s) Native Template allows you to predefine a template to be applied to the document(s)

79 Devices: Allows for the setup of the Archiving devices or a NAS or SAN device. (Note: If Two Tier licensing is not available then the system will be set up to Archive to the desired drive. It is recommended then to look at third party backups of the Image folder. (Note: these settings should be made by a Certified docstar Service Engineer) Archiving: This tab allows you to configure Archiving options. (Note: these settings should be made by a Certified docstar Service Engineer)

80 Users and Security: Allows an Administrator to manage user accounts, security classifications, and system access and distribution settings. Change Admin Password: Allows an Administrator to change the admin password.

81 Page Statistics: Allows an Administrator to view the current document and page count, average document size and monthly scan/import volume history. Other Settings: This button allows for the Audit Trail be enabled and set for purging, document purging can be set to automated or an alert can be set to notify the Administrator to respond to the Undelete Queue and delete documents, enable or disable the USPS postmarking, to either cache thumbnails or not and set the maximum file size on them, to enable the enforcement of document approvals prior to filing, set notification on unused VCS activity, to enable or disable the Send To functions system wide, and allow for the automatic upgrade of new docstar software versions when they have been loaded on the Host.

82 Text Stamps: The Multi-Stamp Tool allows users to quickly mark documents just as one would use rubber stamps to place marks, such as received or paid on paper documents. (See Section #6 Additional Features Multi Stamp Tool for details) Alert Settings: The docstar Administrator program includes this PackageWorks Configuration window.

83 Alert Intervals Changes in status, approvals, or receipt of a document can produce alerts to designated users. (SINGLE DOC & PackageWorks) Immediate Alert Polling This setting determines how often the docstar host service polls the system to see if an alert is required. Generally, this should be set for a value around 30 seconds, so that alerts are sent promptly without using a lot of server processing cycles. Past Due Alert Polling Due date alerts are generated when a package or an individual slot remains incomplete beyond its due date. Timeliness is generally less critical for these alerts, so this setting which controls polling to check for overdue items can usually be set to one hour or more. Past Due Reminders Past due items will usually generate reminder alerts as long as they remain incomplete. This third setting determines the interval between the first alert and each successive reminder. Daily reminders are the default. OverDue Advance Reminders Overdue items will usually generate reminder alerts as long as they remain incomplete and overdue. This fourth setting determines the interval between the first alert and each successive reminder. Daily reminders are the default. Settings alerts are sent via Simple Mail Transport Protocol, so an SMTP server is needed. Either an internal SMTP server or one provided by an internet service provider can be used. In either case, you ll need the server name (or IP address) and port number (25 is the default). User name and password may or may not be required by the server. The sender s address should either be the administrator s address or you should create a generic that will be recognized by user s. Note that it is not necessary that this server allow SMTP Relay as long as all docstar PackageWorks users have an address on the same domain. If any users must receive alerts at external address, then SMTP Relay is required. Authenticated SMTP (SMTP-AUTH) and a good password policy are strongly recommended to ensure that server is not used by spammers. Maintenance Option Panel These settings allow an Administrator to create user Inboxes, manage Two-Tier storage options, view event logs, view licensing, view audit trails, manage client activity, manage custom fields, manage deleted documents, manage document tags, manage Native File Types and manage Update routines. Note: The same set of options can be accessed using the Maintenance File Menu.

84 Inboxes; Allows the Administrator to create user Inboxes to allow the utilization of document workflow to users. Two-Tier Utilities: Allows an Administrators use the Two-Tier utilities for migrating archive volumes to and from the Two-Tier Storage Device (RAID), recreating archive volumes from the Two-Tier Storage Device (RAID) and update tags on archive volumes. (Note: this topic will be thoroughly reviewed in the second study guide.)

85 Event Log: Allows an Administrator to view the Event Log for events that may require action (also accessible by logging in as Admin on the Main docstar window, selecting the System tab from the button bar and selecting the Event Log button). Note: If there are events in the event log then check the docstar Error Logs (c:\docstar\database\errorlogs) or launch DSTechUtil.exe and then click on Error Logs. Licensing: Allows an Administrator to view the current docstar licensing and licenses in use. Also used to add licenses or correct the secure clock date and time.

86 Audit Trail: Allows an Administrator to view and print the Audit Trail Log. Requires the Audit Trail and Access Management modules installed. Client Activity: Allows an Administrator to view and manage System and Client access and send messages. Requires the Access Management module to be installed.

87 Custom Fields: Allows an Administrator to create, edit, or delete Custom Fields. Requires the Advance Templates & OCR module installed. Backup/Restore: Allows an Administrator to set the location and time of automated nightly backups, whether or not to include documents that are in the inbox, perform/restore a backup now and save/load settings.

88 Undelete: Allows an Administrator to purge or undelete documents that have been deleted in docstar. Document Tags: Allows an Administrator to update out-of-date tags or upgrade tags from a prior version. File Types: Allows an Administrator to select how certain image file types are handled and which File Types are allowed to be imported into docstar. Requires the Native File Support module installed.

89 Updates: Allows an Administrator to pre-define data update routines that can be run by client stations. Add-In Modules Option Panel These settings allow an Administrator to manage Add-In modules that are currently available to the system. Note: The same set of options can be accessed using the Add-In Modules File Menu. Special Note: Each of the modules listed in this panel have their own User s Guide that explain their operation and management. These modules will be addressed in individual study/install/user guides.

90 Host Status Panel (Administration Program) The Host Status box lists the status of the docstar Host Service/Desktop and provides a button to start/stop the service. Possible conditions are: The docstar Host Service is running (on Windows 2000/XP/Server 2003 Systems). You may use the red square button to stop the docstar Host Service. The docstar Host Desktop program is running (graphical user interface version of the Host Service). To stop the docstar Host Desktop program, you must right-click on the star in the System Tray and select Exit docstar Host. The docstar Host Service/Desktop is not currently running. You may use the green arrow button to start the docstar Host Service (on Windows 2000/XP/Server 2003 Systems).

91 Client and Host Status Panels (docstar client program) Additional Administrative options are available on the Main window of docstar by logging in as Admin and selecting the Client or Host tab from the button bar. Client Tab (found only on the Host or a Scan Station): When the Client tab is selected, security, password, and ADP (Automated Document Preparation) Queue administration is possible. In addition, a user may also view the Client Status Panel, stop and start the Client Service, and start Client Processing now. Note: The client service is only used to process scheduled ADP jobs. Client Status Light: The Client Status Light is found on the Client Tab of the Main window of docstar on the Host system or Scan station. The Client Status Light Indicates: Red Status Light: The Client Service is stopped and scheduled ADP jobs will not be processed until the service is restarted. Green Status Light: The Client Service is running and able to process scheduled ADP jobs.

92 Client Status Panel: The Client Status Panel is found under the Client Tab of the Main window of docstar. The Client Status Panel Indicates: The current processing status of the client service. The number of documents to be processed by the client service. The next scheduled client service processing event. The last client service processing event completed. A button to Stop/Start the Client Service (a red square indicates the process is running and you may stop it by pressing the button. A green arrow indicates that the service is stopped and you may start it by pressing the button.). You may also select the Start Client Processing button to begin processing immediately. Host Tab: When the Host tab is selected, the current Host Status panel is visible and the Administrator may check the Event Log.

93 Host Status Light: The Host Status Light is found under the Host Tab of the Main window of docstar. The Host Status Light Indicates: No Status Light: The Host service is offline. The Host service may have been stopped or failed to start. Red Status Light: The Host service is online but it is currently waiting for user action in response to a request or the Host service may have experienced an error that was logged in the Event Log. The light will remain red until a response has been given and/or the Event Log has been reviewed by the Administrator. Yellow Status Light: There has been no Host service update for 30 minutes. The Host service may be busy or may have been terminated abruptly, not allowing a status update. Green Status Light: The Host service is online and ready.

94 Host Status Panel: The Host Status Panel is found under the Host Tab of the Main window of docstar. The Host Status Panel Indicates: The current processing status of the Host service. The number of documents to be indexed by the Host service. The number of documents to be completed/archived by the Host service. The number of documents that are currently in the Inbox. The number of documents that are currently in the Review Box. The number of new events recorded in the Event Log. You may also select the Start Host Processing button to begin processing immediately. Note: docstar client stations may hide the Host Status Panel and Host Status light, if so desired. This is covered in the Client Station Setup and User Preferences Section.

95 Section #8: Client Setup & User Preferences This section will cover setting up and selecting preferences for a docstar station. Setting Up the Client To set up the Client, select the Options menu from the Main Window. Then select Setup, you will see the following window: Connection Settings Tab: Active Connection Type: Switchable between Local Area Network (LAN) mode and Internet mode. Note: Must have NetConnect or WebView Module installed on the docstar Host for Internet Mode. Host Name: Computer name of the docstar Host Server. Internet Settings (Used only with optional NetConnect Module). Domain Name: Internet Domain Name of the docstar Host Server. Host Address: Internet Address of the docstar Host Server (IP Address). Host User Name: docstar Host Server User Login. Host Password: docstar Host User Password. Host Server Password. Use SSL Security: Use Secure Sockets Layer (SSL) Internet communication to the docstar Host Server.

96 Station Settings Tab: Idle Time Before Log Off: Amount of time, in minutes, to wait before logging off a client who has been idle. Client must be logged in with an account other than guest. Maximum OCR Uncertainty Rate: This rate is per 1,000 characters, any documents exceeding this uncertainty rate will be rejected back to the inbox. Show Host Status On System Button: This check box is used to show or hide the Host Status Panel and System Status Light on a client station. The Host station may not hide the Host Status Panel and System Status Light. Show Progress Dialog on Long Operations: This check box should be selected when monitoring the progress of a long operation is desired. Enable Scheduling: This check box should be selected when scheduling of the ADP process for specific times is desired. This will allow for deferred uploads from scan stations as well, to minimize bandwidth utilization during peak hours.

97 Auto Import Tab: Auto Import can run on any docstar client PC or on the docstar Host PC (server). Each is configured independently. Note: currently the docstar Client Service is installed on a client PC only when Scan Station Client is selected during installation. Therefore, select Scan Station Client during installation on any station where importing will be performed. This window shows each local or network folder from which documents will be imported. These must be set to match the destination folders set up via your MFP or other image source. The Use File System Notifications option allows docstar to respond immediately to new documents. Regardless of this setting, docstar also polls the import folders periodically to import files for which notifications were missed. This can be as rapid as every 5 seconds, but system performance can be adversely affected by a rapid polling interval on a large number of paths.

98 To add an import path, click New. Fill in the following information. Active Indexing Option Path Place Into Folder Place Into Inbox Security Classification Image Template This box must be checked for importing to run. Deactivate an auto import path if you wish to temporarily disable it without deleting it. Normal Import is used for importing files, which are not accompanied by XML index files. Indexed Import should be selected when a digital copier (MFP) or other document source delivers document files accompanied by a matching XML name. For more information, see Indexed Import, below. Select the directory from which documents will be imported. Note that local drives or UNC paths may be used, such as C:\DOCSTAR\IMPORT\TBARBER or \\BILBO\IMPORTS\ACCOUNTING. Don t use mapped network drive letters, because these may not be available to the client service. Optionally, imported documents may be placed into a docstar folder. Select the Inbox to which documents from this path will be imported. Sets the security class of all documents imported from this path. Select the default template to apply to image documents imported from this path. If ADP settings are enabled in this template, they will be

99 applied as described below. Native Template Select the default template to apply to native documents imported from this path. Auto import is not typically used to import native files, but it is possible. Separate Image Documents on Blank Pages If this feature is enabled, docstar will automatically detect blank pages in image documents while importing and remove any, spitting the pages before and after each blank into separate documents. (This setting is ignored for native documents.) Blank Page Threshold Margins No scans will be perfectly blank. The threshold setting lets you control how much non-blankness is acceptable on a blank page. It can be raised if blank separators are missed, or lowered if docstar erroneously splits a document on a sparsely covered page. The margin settings allow you to specify margins (in inches) that will be ignored, for the purposes of blank page detection. This helps account for shadows that may appear around the edges of pages on some MFPs or network scanners. Note on duplex (two sided) scanning: blank page detection should not be enabled for duplex scanning, unless you re sure that the front and back of every valid page is covered. Otherwise, a document will be split unexpectedly on a blank back of a page. Repeat the process for each auto import folder. A maximum of fifty paths may be created per station. More import paths can be supported simply by configuring the service on additional stations. Indexed Import This feature is used expressly to import documents, which are accompanied by indexing information (or metadata ) in XML format. Metadata in this format is available from many sources including these: MFP s (multifunction products), or digital copiers, which allow users to enter metadata while scanning. Generally a software accessory from the MFP manufacturer or a third party is needed. Output management software, which captures and manipulates print streams from data processing systems particularly legacy systems, which have limited inherent output options. Forms capture/processing software. These can be electronic forms or scanned paper forms. With the Indexed Import option selected, auto import looks for a pair of files: a document file and an XML index file with the same file base name, but with different extensions, such as: MYDOC.PDF

100 MYDOC.XML The document file can be any recognized native type or image type. The index file must be.xml. Single files will be ignored until the pair is present. The XML file is parsed and stored when the document is imported. The metadata within the XML file are accessed from templates using the Indexed Import data source as described in Chapter 3. For image documents, the ADP setting within the selected template determines whether the document will go to an Inbox and wait to be processed, or if it will be processed and filed automatically, as described below. Integration Settings

101 The Integration Settings tab will only be visible if you have the Integration Agent module. The following choices are available. Thin or Thick Client The docstar thin client (available through the WebView or Integration Agent modules) displays search results and documents within a web browser. It launches quickly and requires no installation or maintenance, but has limited functionality (eg. no annotating). The thick client is the standard Windows program described throughout this manual. Integration with each is selectable on a station-by-station basis, if supported by the integrated application. Each user may choose the integrated retrieval method he or she prefers. The following options apply to thick client integration only. View In Screen This option determines whether documents retrieved through integration will be displayed in the Results tab or the Browse tab of the Retrieve window. The Results tab is the default, but the Browse tab may be preferred when a folder-based filing scheme is employed. Search For Chooses whether integrated retrieval will yield documents or folders. Documents are the default, but the user may choose to retrieve folders. Search Results If checked, results will always be displayed in the View window. If not, search results are displayed in the Results or Browse tab first. docstar Client (Start) If checked, launches the docstar client (if necessary) when integrated retrieval occurs. If unchecked, docstar must be launched manually before integrated retrieval will work. Generally, this should be checked. Logon Information A valid docstar User Name and password may be specified here. If specified, all integrated retrieval at this station will use this username and password to determine security rights and audit trail entries. If these are left blank, integrated retrieval will use: the current Windows login, if integrated Windows login is enabled in the Administrator s program. the GUEST account, if integrated Windows login is not enabled. Generally, leave this blank if integrated Windows login is enabled. Otherwise, set the proper user name and password for the typical user of this workstation.

102 Selecting User/Guest Preferences To select user/guest preferences, select the Options menu from the Main Window. Then select User Preferences or Guest Preferences (you must be logged in as ADMIN to set Guest Preferences), you will see the following window: Scan Tab: Sets the default scanning options for the Scan window. Inbox/Review Tab: windows. Sets the default options for the Inbox and Review Box

103 File/View Tab: Sets the default filing mode and viewing options. Retrieve Tab: Sets the default retrieval options for the Retrieve window.

104 Results/Browse Tab: Sets the default options for the Results and Browse windows. Send To Tab: Sets the default Send To options for the Send To window

105 Navigation: Sets the user s view of their personal docstar and allow the removal of Alert settings.