University of Miami. ocument anagement. IWPM Scan and View Manual

Transcription

1 University of Miami ocument anagement IWPM Scan and View Manual

2 Table of Contents To Start the Document Management System To Sign On to the Document Management System... 4 To Begin Scanning....5 To Select a Document Type To Scan a Document....7 To Select a File Cabinet...8 Type in Field Information....9 To End Scanning To Import Documents To Select a Document Type To Open a Document...13 To Select a File Cabinet...15 Type in Field Information To View Documents To Select a File Cabinet..18 Type in Search Criteria...19 To Display a Document

3 To Display Document Information To Add Pages to an Existing Document...22 To Remove Pages from an Existing Document...28 To Change Keywords...29 To Delete Documents...30 To Create Document Type Profile To Change Document Type Profile To Create Printer Profile To Print a Document To Save and Scanned Documents To Reset Your Password To Sign Off from the Document Management System...50 Important Things to Know

4 Document Management IWPM Scan and View Manual Revised 06/25/08 To Start the Doc Mgt System: Turn on the scanner before turning on the computer Connect the E drive to \\ \qdls using a Scan ID. For detailed instructions on this step, go to the Document Management Home Page, and follow these steps. 1. Click AskUM. 2. Type e drive in the Search Text box, click on Search. 3. Click on the first answer Reconnecting the E Drive. This will have a step by step on how to connect. Double Click on the StartImage icon Let the countdown complete the EHLLAPI window will be displayed Minimize the EHLLAPI window (verify that EHLLAPI says Connected session: A before minimizing it). Do not close the EHLLAPI window. 3

5 To Sign On to the Doc Mgt System: Type your User ID Press Tab Type your Password Press Enter 4

6 To Begin Scanning: Type 2 from the Main Menu Press Enter 5

7 To Select a Document Type: Tab down until you are next to the desired Document Type Type 1 to select it Press Enter (If you see More in the lower right corner press the Page Down key to see additional Document Types.) 6

8 To Scan a Document: Place the document in the scanner Verify that the Description shows the correct setting Follow this 4-step process: 1. Click on Scan 2. Verify that the document has been scanned correctly (Use the fit in window speed button to view the entire page) 3. Click on Store 4. Index the document as follows 7

9 To Select a File Cabinet: DO NOT type anything in the first 3 lines Tab down to the File Cabinet Code field Type in the File Cabinet Name (See note below) Verify that the Document Type field is correct Press Enter Note: You can change the File Cabinet Name by pressing the F4 key when your cursor is positioned on the File Cabinet Code field. You will then get a list. Tab down to the desired File Cabinet, type 1 to select it, and press Enter. (If you see a + or more in the lower right corner, press the Page Down key to see additional File Cabinets.) 8

10 Type in Field Information: Type in the indexes following the correct standards for your department Press Enter (If you subsequently scan a document with similar index, press the F9 Retrieve Key and the information you typed in previously will be displayed.) Continue scanning following the same procedure. 9

11 To End Scanning: Click on Cancel Press F12 to go back to the Main Menu When finished, type 90 from the Main Menu to sign-off 10

12 To Import Documents: Type a 2 from the Main Menu Press Enter 11

13 To Select a Document Type: Type 2 to Capture from Workstation Tab to the Document Type field Type in the Document Type Press Enter (If you see More in the lower right corner, press the Page Down key to see additional Document Types.) 12

14 To Open a Document: Click on Documents in the IWPM window Click on Open 13

15 Open the document (it has to be a.tiff file type) Click on Documents from the menu bar Click on Store to host 14

16 To Select a File Cabinet: DO NOT type anything in the first 3 lines Tab down to the File Cabinet Code field Type in the File Cabinet Name (See note below) Verify that the Document Type field is correct Press Enter Note: You can change the File Cabinet Name by pressing the F4 key when your cursor is positioned on the File Cabinet Code field. You will then get a list. Tab down to the desired File Cabinet, type 1 to select it, and press Enter. (If you see a + or more in the lower right corner, press the Page Down key to see additional File Cabinets.) 15

17 Type in Field Information: Type in the indexes following the correct standards for your department Press Enter (If you subsequently scan a document with similar index, press the F9 Retrieve Key and the information you typed in previously will be displayed.) 16

18 To View Documents: Type a 1 from the Main Menu Press Enter 17

19 To Select a File Cabinet: Tab down until you are next to the desired File Cabinet Type 1 to select it (If you see + in the lower right corner, press the Page Down key to see additional File Cabinets) Press Enter 18

20 Type in Search Criteria: Specify at least one field to be searched The wildcard character * can be appended to incomplete keywords for a broader search, or by itself to display field contents in the results Press Enter 19

21 To Display a Document: Tab down until you are next to the desired document Type 5 to display it (If you see + in the lower right corner, press the Page Down key to see additional documents) Press Enter 20

22 To Display Document Information: From the previous screen shot, tab down to the desired document Type 7 to view document information (If you see + in the lower right corner, press the Page Down key to see additional documents) Press Enter 21

23 To Add Pages to an Existing Document: Search for the document as you would to view it Type 15 instead of 5 next to the document to display it (this will be referred to as Document #1) Press Enter 22

24 Click on Documents Click on Scan to working set 23

25 Scan the pages to be added When finished scanning, click on Cancel in the Scan and Index window (Document #2 will be created) 24

26 Go to Document #2 Click on Edit Click on Remove Page 25

27 Go to Document #1 Click on Edit Click on Insert Page (the page will be inserted in Document #1 after the page that is currently displayed) 26

28 Click on Documents Click on Store notes, highlights and masks Repeat this process for every page you scanned Note: The changes do not take effect immediately. It is a batch process and may take several minutes before the changes can be seen in the revised document. 27

29 To Remove Pages from an Existing Document: Display the document that needs to be modified by typing 15 instead of 5 Remove the pages by pressing the Delete key Click on Documents Click on Store notes, highlights and masks 28

30 To Change Keywords: Search for the document as you would to view it Type 9 next to the document Press Enter Modify the keywords Press Enter 29

31 To Delete Documents: Search for the document as you would to view it Type 4 next to the document Press Enter 30

32 Press Enter to confirm deletion or press F12 to cancel this action 31

33 To Create Document Type Profile: Bring up the IWPM window (the window where the documents are displayed) Click on Setup Click on Scanner 32

34 Double-click on New Document Type Type in a Description and a Short Name Click on the New button 33

35 Select the correct scanner model Select Simplex or Duplex scanning Click on Configure Image Parameters 34

36 It is recommended to use a setting of 200 dpi Click on OK Click on OK Enter a description for the new settings, e.g., Simplex: Ltr Normal Doc Click on Save 35

37 Click on OK. You are ready to use your new setting. Please note that whatever setting is displayed when you close the Document Type Profile window will become the default. 36

38 To Change Document Type Profile: Bring up the IWPM window (the window where the documents are displayed) Click on Setup Click on Scanner 37

39 Double-click on existing Scan and Index profile Click on the New button 38

40 Select the correct scanner model Select either Simplex or Duplex scanning Click on Configure Image Parameters 39

41 It is recommended to use a setting of 200 dpi Click on OK Click on OK Enter a description for the new settings, e.g., Duplex: Ltr Normal Doc Click on Save 40

42 Click on OK. You are ready to use your new setting. Please note that whatever setting is displayed when you close the Document Type Profile window will become the default. 41

43 To Create Printer Profile: Bring up the IWPM window (the window where the documents are displayed) Click on Setup Click on Printer 42

44 Double-click on New Profile Type a name in the Description field, e.g. hp deskjet Choose PCL Optimized (black and white only) 43

45 Click on Adjust Settings (verify the default printer name is correct) Click on OK 44

46 To Print a Document: Open the document as you would to view it Click on Documents from the IWPM window Click on Print Click on Print document 45

47 To Save and Scanned Documents: Display the document using Option 5 as you would normally From the IWPM window, click on Documents, then Save As Type in a name for the document you re saving, for example, TestDoc as shown below Change the content class to TIFF Choose the directory where to save the document in or change the Drive to A: to save the document on a floppy disk Select to save either Current page, Current document or Pages Click on OK 46

48 To include the document in an , use the insert function of Outlook (to attach files to an ) and point to the directory where the document is saved. 47

49 To Reset Your Password: Go to From the Document Management home page, click on Reset Password 48

50 Fill out the form with all the required information Click on Submit You will receive instructions within 2 business days 49

51 To Sign Off from the Doc Mgt System: Type 90 from the Main Menu Press Enter 50

52 Important Things to Know The F12 key takes you back one screen at a time. To go back to the Main Menu, press F12 multiple times or F3 if available. To change your password, type 40 from the Main Menu. The message X System at the bottom of the screen means that the input was inhibited or that the system is busy. To Reset, press the left Ctrl key. (When your status bar turns red, you will need to reset. For example, if you type outside the allowed typing area.) A + sign or -more- in the lower right corner indicates that you have more pages of information. Use the Page Down key to scroll down. If you stored a document with the incorrect keywords you can change the keywords by going into VIEW, then selecting Option 9 to change the keywords. If you type 8 (the Reindex option) next to a document, it will remove it from the file cabinet and put it in a reindex queue. If this happens, contact us at or dm.it@miami.edu so that we can restore the document for you. If you are unable to store the document, it s likely that the E drive is not connected. For specific instructions on how to reconnect the E drive, go to and click on the AskUM logo. Type the keyword reconnect in the search box and click the "Search" button to get a list of related questions and answers. 51