PaperVision Enterprise. User Guide. PaperVision Enterprise Release 76

Transcription

1 PaperVision Enterprise User Guide PaperVision Enterprise Release 76 May 2013

2 Chapter 1 - Welcome to PaperVision Enterprise Information in this document is subject to change without notice and does not represent a commitment on the part of Digitech Systems, Inc. The software described in this document is furnished under a license agreement or nondisclosure agreement. The software may be used or copied only in accordance with the terms of the agreement. It is against the law to copy the software on any medium except as specifically allowed in the license or nondisclosure agreement. No part of this manual may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose without the express written permission of Digitech Systems, Inc. Copyright 2013 Digitech Systems, Inc. All rights reserved. Printed in the United States of America. PaperFlow, DataFlow, OCRFlow, QCFlow, and the Digitech Systems, Inc. logo are trademarks of Digitech Systems, Inc. PaperVision, PaperVision.net, and PaperVision Capture are registered trademarks of Digitech Systems, Inc. Microsoft, Windows, Windows XP, and Vista are registered trademarks of Microsoft Corporation. All other trademarks and registered trademarks are the property of their respective owners. PaperVision Enterprise contains text search technology provided under license by dtsearch. All rights reserved. PaperVision Enterprise contains technology under license from Autonomy, Inc. All rights reserved. PaperVision Enterprise contains portions of imaging code owned and copyrighted by Pegasus Imaging Corporation, DBA Accusoft Pegasus, Tampa, FL. All rights reserved. Digitech Systems, Inc E. Crescent Parkway, Suite 500 Greenwood Village, CO Phone: Fax:

3 Table of Contents Chapter 1 - Welcome to PaperVision Enterprise... 1 Key Features... 1 PaperVision Enterprise Terminology... 2 Entity... 2 Entity ID... 2 Project... 2 Data Groups... 2 Detail Sets... 2 Index Values... 3 Documents... 3 System Requirements... 3 Minimum Requirements for Hardware and Virtual Hardware... 4 Supported Users... 4 Users (End Users)... 5 Global Administrators... 5 System Administrators... 5 Workflow Administrators... 5 Capture Administrators... 5 Using Online Help... 5 Accessing Online Help... 6 Navigating Online Help... 6 Understanding Online Help Conventions... 7 Printing Online Help... 7 Viewing Online Help in IE Downloads... 8 PaperVision Viewer... 9 Downloading and Installing the Web Assistant... 9 Viewing Documents in the PaperVision Viewer Performing Tasks in the PaperVison Viewer Help Resources Technical Support Chapter 2 - Getting Started General Security Features Entry-Level Security User-Level and Group-Level Security Project-Level Security Document-Level Security Field-Level Security PaperVision Enterprise Links and Directories Logging In Optional Login Parameters Logging Out Supported Hot Keys Common Hot Keys Available Projects Main Page Project Search Page Add New Documents Windows PaperVision Enterprise User Guide i

4 Table of Contents Worksteps Waiting in Queue Page Global Searches Page Destruction Lists - Min Page Destruction Lists - Search Results Page Add Global Search System Settings Page Notification Page Migration Jobs Page Administration (Only administrators can access this tab) Project Search Results and Global Search Results Document Associations Search Results PaperVison Viewer Window Alter Index Values Window Available Document Security Levels Window Document Grant Window Folder Tab Browser-Based Viewer Home Tab Edit Tab Additional Hot Keys Adding New Documents Adding Documents from Project Search Adding Documents from Project Results Adding Documents from Global Search Results Adding Documents from Folders Tab Available Projects Searching Capabilities General Search Criteria Document Indexing Performing Project-Level Searches Search Screen Overview Document Index Field Search Criteria Project Search Options Full-Text Search Criteria Search Screen Buttons Full-Text Searches Perform a Full-Text Search Perform a Boolean Full-Text Search Perform a Natural-Language Full-Text Search Working with Search Results The Search Results page displays the following items: Search Results Toolbar Viewing Documents Printing Results Exporting Results Altering Indexes Deleting Documents Printing Documents ing Documents Exporting Document Submitting Documents for Migration Adding New Documents Scanning New Documents Scanning Prerequisites Applying Document-Level Security Applying Records Retention Locks PaperVision Enterprise User Guide - ii -

5 Table of Contents Applying Records Destruction Locks Copying/Pasting Document Shortcuts from Search Results to Folders Document Types Supported for Full-Text Extraction Chapter 3 - Folders Expanding/Collapsing Folders Cutting, Copying, and Pasting Folders Cutting, Copying, and Pasting Document Shortcuts Copying/Pasting Document Shortcuts from Search Results Deleting Folders Deleting Folder Shortcuts Deleting Documents and Document Shortcuts Renaming Folders Delete a Folder Creating New Folders Refreshing Folders Refreshing Documents Chapter 4 - Viewing Documents PaperVision Viewer Downloading and Installing the Web Assistant Viewing Documents in the PaperVision Viewer Performing Tasks in the PaperVison Viewer PaperVision Viewer Window Viewing Documents in Native Applications Supported File Formats Archive Formats Binary Formats Computer Aided Design Formats Database Formats Graphic Formats Mail Formats Multimedia Formats PDF Formats Presentation Formats Spreadsheet Formats Text and Markup Formats Word Processing Formats Miscellaneous File Types and Items PaperVision Viewer Toolbar Operations in the PaperVision Viewer Toolbar Viewing Documents Browser-Based Viewer Printing Regions of Documents Adding New Documents Scanning and Uploading New Documents Scanning Prerequisites Scanning from the PaperVision Viewer Exporting Documents Opening Files in Native Applications ing Documents Creating Document Grants Altering Document Index Values Viewing Associated Documents Finding Text Adding and Printing Textual Notes Navigating Documents Searching Text in Documents PaperVision Enterprise User Guide iii

6 Table of Contents Right-Click Menu in the PaperVision Viewer Copying Data to the Clipboard Resetting an Image Printing the Current Page Viewing Full-Text Data Viewing Full-Text Search Results Viewing Source File Information Deleting/Moving the Page Range Checking a Document In/Out Undoing a Check Out Viewing the Current Status Viewing the Revision History Applying/Removing Retention Locks Applying/Removing Destruction Dates Performing Security Audits Creating Workflow Instances Viewing Workflow Status Setting a File Password Extracting Selected Files Options Making a Disclosure/Enhanced Auditing Revision Control Scanned Document Checkout Checking Out/Checking In Documents Revision History and Rolling Back Documents Enhanced Auditing Security Audits Workflow Instances in Documents Creating a Workflow Instance Viewing a Document's Workflow Status Options in the PaperVision Viewer System Settings Select Scanner Scanner Settings Document System Settings ASCII Font ASCII Display Options Word Processing Document Display Options PDF Rendering Scan/Edit Settings Scanning Options Annotation/Textual Note Handling for Editing Image-Based Documents Workflow Settings Header/Footer Settings Annotating Documents Hiding/Displaying Annotations Annotating Documents Using the Annotation Selector Tool Editing Annotations Deleting Annotations Forcing Annotation on Documents Right-Clicking on Annotations Viewing Documents with Annotations Changing the Document View Zooming and Panning Browser-Based Viewer PaperVision Enterprise User Guide - iv -

7 Table of Contents Security Audits Supported Hot Keys Supported Native File Types in the Browser-Based Viewer COLD/ERM Formats Image Formats Informational Formats PDF/Postscript Formats Message Formats PMicrosoft Visio Files Multi-Part Files Non-Converted Files Presentation Formats Spreadsheet Formats Textual Documents Operations in the Browser-Based Viewer Viewing Documents Printing Documents Adding New Documents Opening Files in Native Applications Document and Page Navigation Item Navigation Scaling, Zooming, and Rotating Revision Control Revision History and Rolling Back Documents Altering Document Index Values ing Documents Sharing Documents Viewing Associated Documents Viewing Source Files Information Adding Textual Notes Showing and Hiding Annotations Browser-Based Viewer Options Genferal Rendering Fonts Plain Text Font COLD Font Toolbar Supported File Formats (Full-Text) Chapter 5 - Worksteps Waiting in Queue Understanding Basic WorkFlows Workflow Terminology Workflow/WorkFlow Instance Pre-Conditions Workstep Definition Workstep/Workstep Instance Tasks Workstep Participants Task/Workstep Transition Post-Conditions Workstep Owner Modifying Workflow Options Understanding the WorkFlow View Features of the Workflow Window Taking Ownership of Worksteps Tasks List My Worksteps PaperVision Enterprise User Guide v

8 Table of Contents Chapter 6 - Global Searches Viewing a Global Search List Adding a Global Search Editing a Global Search Deleting a Global Search Running a Global Search Printing Search Results Printing Search Results Exporting Search Results Global Search Results The Global Search Results page displays the following items: Viewing Global Search Results Viewing Documents Viewing Documents Exporting Results Altering Indexes Deleting Documents Printing Documents ing Documents Exporting Documents Tagging Documents for Migration Adding New Documents Scanning New Documents Applying Document-Level Security Applying Retention Locks Applying Destruction Locks Copying/Pasting Documents Shortcuts from Search Results to Folders Refreshing the Global Results List Chapter 7 - Destruction Lists Viewing Destruction Lists Confirm/Deny Document Destruction Retention Destruction Refreshing the Destruction List Chapter 8 - System Settings User Options Search Settings Document Viewing Display Settings Notifications Sorting Information Viewing Notifications Refreshing Notifications Deleting Notifications Printing the Notifications List Migration Jobs Understanding Migration Jobs (Documents Tagged for Migration Viewing Migration Jobs Submitting Migration Jobs Deleting Migration Jobs Change Password Appendix A: Frequently Asked Questions Q: To better understand the Maximum Results per Query and Document Q: How does PaperVision Enterprise s file caching scheme work? When a user retrieves a document Appendix B: PVESearchURL Feature PaperVision Enterprise User Guide - vi -

9 Table of Contents Index PaperVision Enterprise User Guide vii

10 Chapter 1 - Welcome to PaperVision Enterprise Any document. Anywhere. Anytime. As the amount of recorded information increases, businesses struggle to manage content. Digitech Systems enables businesses of any size to more effectively and securely manage, retrieve, and store corporate information of any kind, including electronic files, paper documents, images, print streams, and . Through our Enterprise Content Management (ECM) systems, PaperVision Enterprise and ImageSilo, Digitech Systems enables businesses to reduce document-management costs, enhance information security and compliance with regulations, and improve process efficiency. With software and services that deliver any document, anywhere, anytime, organizations create a sustainable competitive advantage. We take pride in offering software that is easy to use, feature rich, and exceptionally flexible in both architecture and integration options. All Digitech Systems products easily scale to meet the needs of very large organizations and single desktop installations. Integration with Microsoft Office products is included, and additional integrations are available for virtually any Windows application. Organizations can store their information on premises and access it internally with PaperVision Enterprise, or they can outsource their ECM system and access information anywhere, anytime over the Internet with ImageSilo, the on-demand system from Digitech Systems. Alternatively, both ImageSilo and PaperVision Enterprise can work together seamlessly as a hybrid system to meet a variety of business needs. Key Features ImageSilo offers 24/7 online data access without requiring that you make additional investments in hardware, software, or IT personnel. This massive on-demand service securely delivers data to any Internet-accessible computer, anywhere in the world, at any time. ImageSilo is powered by PaperVision Enterprise, so it inherits all the same security, collaboration, efficiency, and reporting tools. As an outsourced ECM system, ImageSilo automatically scales to meet growing data-storage needs, and provides extensive physical and electronic safeguards to protect the system from interruption. Digitech Systems' engineers maintain, monitor, and manage all the software, servers, and storage. Multiple redundant systems mitigate the potential for hardware failures affecting information availability. PaperVision Enterprise allows organizations to securely protect and access information of any kind; the system supports the storage of more than 250 file types in their native formats. Extensive security configurations, optional encryption, and audit tracking and reporting keep administrators informed of system activity and give assurance that information is safely protected. Using the solution's desktop and browser-based installation options, organizations can design a system that fits their environment and needs. Architectural flexibility allows the system to scale to meet the demands of any size business. Powerful check-in/check-out and version controls combined with intelligent search options that locate documents by index value, keyword or phrase within full text enable organizations to efficiently manage their business and save time. PaperVision Enterprise User Guide 1

11 Chapter 1 - Welcome to PaperVision Enterprise For a list of features and enhancements found in recent software releases, log into: PaperVision Enterprise Terminology To fully understand PaperVision Enterprise, the following key terms are used throughout the application: Entity An entity is a corporation or organization. Each entity is autonomous and administers its own projects, users, groups, workflows, and security policies. An entity never shares elements with other entities, and you cannot switch between entity In general, most users (including users at large enterprise installations) use only a single entity. Only a few special circumstances require more than one entity. For example, you might see more than one entity in a hosting environment in which an application service provider (ASP) is hosting data for multiple companies and each company will administrate itself and its users. The Digitech Systems ImageSilo service is a good example of an ASP that hosts multiple entities. You might also see more than one entity in a large enterprise made up of different departments that require the ability to administrate themselves separately from other departments without needing to involve a central IT organization. Depending on your configuration, you might be required to log in to your entity from the same computer or network each time. Entity ID An entity ID is a unique number that identifies each entity. Each entity is autonomous; you cannot change your entity ID after you log in and cannot work across entities. Project A project is a logical grouping of documents based on a common indexing schema. For example, ABC Company has three projects: Human Resources, Accounts Receivable, and Sales. The Human Resources project contains Human Resources records, such as employee records and health insurance information. The Accounts Receivable project contains billing, purchase order, and invoice information. The Sales project contains prospect and client information. Each of these projects is a separate logical grouping within the ABC Company entity. Projects support up to 200 named index fields. Project names must be unique within an entity, but you can create an unlimited number of projects. Data Groups A data group is a set of documents and their index values. A data group can contain one or many documents, and those documents can be grouped into one or many projects. A data group holds information for only a single client, but it can contain an unlimited number of projects. Typically, a data group only contains documents for one project, as this makes organization easier. Detail Sets Detail sets (also referred to as "duplicate documents") define a collection of index values that allow multiple sets of field data to reference a single document. If documents with detail sets appear in a search results screen in the PaperVision Enterprise Web Client, they display with a plus sign, allowing PaperVision Enterprise User Guide 2

12 Chapter 1 - Welcome to PaperVision Enterprise you to expand all documents contained in the detail set. Detail sets can be created in PaperFlow, PaperVisionCapture, PaperVisionMessage Manager, and PaperVision Enterprise Report Management. The example below illustrates a search results screen with detail sets that have been expanded to show the documents' related Check Number, Check Date, and Payee index values. The Invoice Number and Invoice Date detail sets vary across documents. Index Values Detail Sets Document index fields contain values that enable you to identify key elements of documents within a project during the capture process. You then use these index field values to search for and retrieve documents in retrieval programs such as PaperVision Enterprise. When you enter an index value to perform a search for a document, the application compares the value you entered against your database tables and retrieves documents that meet your specific criteria. Documents Documents contain the individual pages or images for a given set of index values. When document grouping is enabled in, System Settings > User Options, documents are grouped per page results. The default number of results that will display is 100 in PaperVision Enterprise. System Requirements The following table outlines the recommended minimum requirements for the operating system, the browser, and monitor resolution for end-users operating PaperVision Enterprise. If any of the recommended minimum system requirements are not met, please contact your company's system administrator for proper installation and configuration. Operating Systems.NET Framework Windows Installer Windows PowerShell Microsoft SQL Server Minimum System Requirements Windows XP Pro SP3 or later (both 32- and 64-bit operating systems supported) required for PaperVision Enterprise Version 4.0 Version 4.5 or later Version 1.0 or later SQL Server 2005 or later Note: Optionally,if you are installing PaperVision PaperVision Enterprise User Guide 3

13 Chapter 1 - Welcome to PaperVision Enterprise Minimum System Requirements Enterprise from the DVD, you can also install Microsoft SQL Server 2008 R2 Express Edition from the same DVD. Internet Browser Monitor and Screen Resolution Internet Explorer version 8 or later (PaperVison and Browser-Based Viewer) Mozilla FireFox latest version (PaperVision and Browser-Based Viewer) Google Chrome latest version (PaperVison and Browser-Based Viewer) Safari on ipad devices and Macs latest version (Browser-Based Viewer) SVGA Monitor (1024 x 768 or higher recommended) Minimum Requirements for Hardware and Virtual Hardware Gone are the days of "minimum hardware configurations" as most enterprise software is capable of operating to a degree on practically any hardware capable of running the operating system in a usable manner. Under most circumstances, the most basic of configurations of hardware that can be purchased today (i.e. a current processor and 4 GB of memory for desktops and 8 GB of memory for servers) will be plenty to run your PaperVision software. However, each organization and their intended use of PaperVision is unique. Your intended workload (max number of users, quantity and types of operations performed within a specific periodicity, etc.), coupled with your security and redundancy requirements, will dictate the hardware requirements for your implementation. PaperVision enjoys the distinct capability of being able to scale both up and out. By that, we mean that most, if not all of the functions performed by PaperVision can be configured to take advantage of immensely powerful hardware configurations, such as those with many processor cores and dozens or hundreds of GB of memory (scaling up). Additionally, PaperVision was also designed to be able to spread its processing requirements across numerous computers (scaling out). PaperVision products are designed and tested for specific operating systems, not hardware environments. We have numerous customers that successfully run PaperVision in virtual environments, including VMWare and Microsoft s Hyper-V. While this technology has come a long way over the years, we have seen issues with common software (other than PaperVision) not operating properly or efficiently because of the virtual environment. In those cases that we have witnessed, the issue was with the virtual environment, not the software product. If our technical support believes that the hardware environment (including a virtual hardware environment) is contributing to an operational or performance issue, they may request that you assess that the issue under a different (or non-virtual ) environment. If you do intend to use a virtual environment for your PaperVision implementation, be sure to carefully consider the implications of running in a shared environment. Remember, you are not just sharing processors and memory; you are also sharing network and disk resources with the other virtual environments on the same hardware. Supported Users PaperVision Enterprise supports the following types of users: PaperVision Enterprise User Guide 4

14 Chapter 1 - Welcome to PaperVision Enterprise Users (End Users) By default, end users have no rights until an administrator explicitly grants them access to projects or functionality. Global Administrators Global administrators can control every aspect of configuration for the PaperVision Enterprise system, including configurations for all entities. However, they cannot access the documents in a project, as a system (entity) administrator can. Global administration is only performed in the PaperVision Enterprise Administration Console application. System Administrators System administrators are entity administrators. They can administrate a single entity and have access to all functionality in all projects for that entity. However, system administrators cannot assign the entity's data group, full-text, migration and batch paths, for example, that a global administrator can assign. Workflow Administrators Workflow administrators are able to design and configure workflows within an entity. They can configure workflow definitions for any project and view workflow history and workflow status reports, but they have no access to documents or functions in any projects unless a system administrator explicitly grants them access. If they do have access to view documents within a project, workflow administrators can create workflow instances for a particular document and view its workflow status. Capture Administrators Capture administrators can define Capture Jobs for use with the PaperVision Capture product. Capture administrators have no administrative capabilities in PaperVision Enterprise. Using Online Help For you to effectively use this Help file, you should be familiar with your computer and know how to perform basic tasks such as launching applications; opening, saving, and closing files; using menus, dialog boxes, and windows; and using the mouse, keyboard commands, and modifier keys. If you have questions about performing any of these tasks, consult the documentation resources provided with your computer. If you are a new user of PaperVision Enterprise, it is recommended to view the Getting Started topic to familiarize yourself with PaperVision Enterprise concepts and terminology. Additionally, log into MyDSI to learn about new features in this release of the application. The PaperVision Enterprise Help topics contain two types of information: Task-specific information: This procedural information is designed to help you accomplish your dayto-day tasks with PaperVision Enterprise. Conceptual information: Overview information covers the basic concepts and interface elements contained in the software so that you can fully understand not only what you are doing, but why you are performing a certain task or applying a particular setting. Note: Throughout this Help file, you will see green underlined links like the ones below that will open related instructions that describe task-specific or supplemental information to the topic you are currently viewing. PaperVision Enterprise User Guide 5

15 Chapter 1 - Welcome to PaperVision Enterprise Use the Expand/Collapse All button in the Help toolbar to open or close all of the related instructions or supplemental information to the topic currently viewed. Accessing Online Help To obtain Help from any page within the PaperVision Enterprise application, click the upper right Help link or press the F2 key. Navigating Online Help The information in this Help file is tied to the page you are accessing in the application. To view other topics, click the appropriate button in the Contents pane. Contents display the table of contents for the online Help. Click a book to display the pages that are associated with each topic and then click a page to display the corresponding topic in the right pane. Index facilitates the search for specific words or phrases or allows you to select from a list of index keywords. Click the keyword to display the corresponding topic in the right pane. Search allows you to locate words or phrases within the content of your topics. Type the word or phrase to search for in the text field, press the Enter key, and select your topic from the list. Glossary displays a list of definitions for words and short phrases related to PaperVision Enterprise and the Digitech Systems product suite. When you select a term, its corresponding definition displays. Expand/Collapse All will expand all of the green drop-down text within a topic. Click this button once again to collapse all of the drop-down text. If you expand topics manually and then attempt to collapse all of them, you might need to click this icon twice. Additionally, if you expand all drop-down text in one topic (and not collapse the drop-down text), then proceed to another topic containing drop-down text, you might need to click this icon twice to expand all drop-down text in the second topic. Print icon will expand all drop-down text within a topic and display a list of printers. Choose the appropriate printer and click Print. This Help file employs the following types of navigation aids: Click the green hyperlinks to open additional instructions or supplemental information within a topic currently viewed. Click orange hyperlinks to display another topic or link to a web site. These clickable navigational features are underlined and display in a different color so that you can easily locate them. Click the Related Topics button to display a list of associated topics; to open a topic in the menu, simply click it. Click the Previous Page and Next Page arrows in the secondary Help toolbar in the left navigation pane to page forward and backwards in the Table of Contents. You may also press BACKSPACE to return to your previously-viewed topic. Or, right-click within the topic and select Back or Forward from the context menu to move backward or forward in your browsing history. Click the Hide Navigation Pane icon in the secondary Help toolbar in the left navigation pane to close the pane. To display it again, click the Contents button or press F5. Additionally, a Show PaperVision Enterprise User Guide 6

16 Chapter 1 - Welcome to PaperVision Enterprise Navigation Pane link displays the first time you open the Help files. Click it to display the navigation pane. Understanding Online Help Conventions This Help file contains various conventions or styles to help you find information quickly: Bold type style - The names of all dialog boxes, fields, and other controls are set in bold type. For example, Click the Available Projects tab to search for documents in a project. Arrows and references - You will often see arrows (>), which map out the menu path to a feature. For example, Choose System Settings > User Options to modify your display settings. Icons - Rather than using a graphical reference to identify every element in the user interface, steps in this Help file refer to each element by its textual name. The icons are defined on the Getting Started topic. Notes and Tips - Notes cover additional information about particular features or concepts. Tips contain suggestions to improve your workflow or to help you perform a step more efficiently. Printing Online Help To print a topic in online Help: 1. Click the Print icon in the Help toolbar. This icon expands all drop-down text in the topic and displays the Print dialog box. 2. Choose the appropriate printer and click Print. Viewing Online Help in IE 8 If you view the PaperVision Enterprise online help file in Internet Explorer 8 and certain elements of the help file contain an inconsistent appearance (e.g., some green drop-down links are underlined and some are not), enabling the "Display all Websites in Compatibility View" setting in Internet Explorer may improve the help file's appearance. Alternatively, increasing the zoom level to 125% may also improve the appearance of the help file. To enable the Display All Websites in Compatibility View setting: 1. In Internet Explorer 8, select the Tools drop-down list. 2. Select Compatibility View Settings. The Compatibility View Settings dialog box appears. PaperVision Enterprise User Guide 7

17 Chapter 1 - Welcome to PaperVision Enterprise Compatibility View Settings 3. Select the option, Display all Websites in Compatibility View. 4. Click Close. Downloads The Downloads directory contains updates for PaperVision Enterprise or downloads to install other Digitech Systems tools and software. You can install the available tools and software directly from the web site, or you can download them and install them at a later time. You must have appropriate permissions granted by the administrator to perform the tasks that are available in this directory. Additionally, it is also required to have administrative rights in Windows to successfully install the PaperVision Web Assistant. Note: Windows XP Pro Service Pack (SP3) is the minimum supported operating system in PaperVision Enterprise. For more information on installing Windows XP Pro SP3, see the Microsoft TechNet web site at To install an application from the Downloads directory: 1. From the Downloads page, choose the application and click Install Now. 2. If a security dialog box displays, click Install. 3. In the InstallShield Wizard window, click Next. 4. Click Yes to accept the end-user license agreement. PaperVision Enterprise User Guide 8

18 Chapter 1 - Welcome to PaperVision Enterprise 5. Click Finish when the installer notifies you that the software is installed. To download applications to install at a later time: 1. From the Downloads page, choose the application to download and click Download. 2. When the File Download dialog box appears, click Save. 3. Choose the file location. 4. Click Save once again. PaperVision Viewer The PaperVision Enterprise solution supports the native viewing of more than 250 file types. The PaperVision Viewer creates a clean and navigable user interface and enforces applicable functional security while enabling document-management, manipulation features, and workflow capabilities. The first time you attempt to view a document through the PaperVison Viewer, the system displays a link for you to download the PaperVision Enterprise Web Assistant (Web Assistant).. Important: To install the Web Assistant, you must be using Windows XP SP3 or later. Additionally, the viewer must be configured properly in System Settings > User Options > Use PaperVision Viewer. Depending on document function rights granted by the administrator, using the PaperVision Viewer might be your only option. This functionality is supported on any Windows-based browser. Alternatively, you can use the Browser-Based Viewer (System Settings > User Options > Use Browser-Based Viewer) to view documents. If you opt to view documents in their native format when using the PaperVision Viewer or Browser-Based Viewer, please be advised that documents viewed in their native applications are not governed by the strict security features in PaperVision Enterprise. Downloading and Installing the Web Assistant You can install the Web Assistant from the Downloads screen. You must have the correct access to log onto the Downloads screen. If you cannot install the Web Assistant, contact your administrator for assistance. Note: Installing the Web Assistant requires administrative rights in Windows. To download the Web Assistant from the Downloads screen: 1. From the Downloads screen, scroll to the PaperVision Enterprise Web Assistant entry, and then click Download. 2. When the File Download dialog box appears, click Save. 3. Choose the file location. 4. Click Save once again. To install the Web Assistant: 1. Browse to the location where you downloaded the Web Assistant. 2. Double-click the PaperVision Web Assistant.exe file. The InstallShield Wizard window appears. PaperVision Enterprise User Guide 9

19 Chapter 1 - Welcome to PaperVision Enterprise 3. Click Next. The License Agreement window appears. 4. Click Yes to accept the terms of the license agreement. 5. After the installation has completed, click Finish. Viewing Documents in the PaperVision Viewer To view documents: 1. Expand the Available Projects directory and select the project. 2. Perform a search for documents in a project. The results display in the Search Results page. 3. To view a document, double-click it in the Search Results list. The document displays in the PaperVision Viewer window. See the PaperVision Viewer Window topic for additional information. Performing Tasks in the PaperVison Viewer When you are viewing a document in the PaperVision Viewer, click a toolbar icon to perform a task, or right-click within the PaperVision Viewer and choose a command from the context menu. The choices that are available to you depend on the permissions granted by the administrator and on the type of document viewed. Help Resources At Digitech Systems, we provide multiple resources to help find answers to your questions. Technical Support Contact our legendary customer support staff Monday through Friday between the hours of 8 a.m. and 6 p.m. Central Time for answers to your questions about our products. Direct: Toll-free: support@digitechsystems.com Help On the Web MyDSI is an interactive tool for all Digitech Systems customers. Log in to MyDSI to download product updates, license purchased software, view support contract renewals, and check the status of your software support cases and requests. User Forums Join the Digitech Systems user forums to exchange answers and ideas with other users in our moderated community. Knowledge Base Search our extensive database for articles on all Digitech Systems products. This feature is accessible to all registered Digitech Systems product licensees. PaperVision Enterprise User Guide 10

20 Chapter 2 - Getting Started This topic describes the screens, links, and tabs found in PaperVision Enterprise. Additionally, PaperVision Enterprise terminology, security features, and links and directories found in the application are summarized. Note: If your session times out and you log in again, the application retains the most recent page you accessed. The amount of time allotted before your session times out depends on the system administrator's settings that have been assigned. General Security Features To grant autonomous security, data is separated into entities, each of which is defined by a specific entity ID. The robust security architecture in PaperVision Enterprise grants control of nearly every aspect of your entity's access to an entity administrator, who configures the entity's permissions and projects. After setting up an entity's users and groups (including user and group access to specific functionality), the administrator configures the entity's general security properties and defines all project- and document-level security definitions from within the project configuration. Entry-Level Security PaperVision s entity-level security policies grant entity administrators the ability to define entity-wide security settings. Administrators can define general system settings, account lockout settings, login restriction settings, and password settings. User-Level and Group-Level Security User- and group-level security defines which projects or documents users can view and the functionality that is available (for example, whether users can print or a document). Additionally, administrators can limit which fields can be searched, viewed, and altered. Note: Before configuring project- and document-level security definitions, it is first required that administrators define system users and groups. PaperVision Enterprise supports the following types of users: Users (end users), by default,have no permissions until an administrator explicitly grants them access to projects or functionality. System administrators are entity administrators. They can administrate a single entity and have access to all functionality in all projects for that entity. However, system administrators cannot assign the entity's data group, full-text, and migration and batch paths, for example, that a global administrator can assign. Workflow administrators are able to design and configure workflows within an entity. They can configure workflow definitions for any project and view workflow history and workflow status reports, but they have no access to documents or functions in any projects unless a system administrator explicitly grants them access. If they do have access to view documents within a project, workflow administrators can create workflow instances for a particular document and view its workflow status. PaperVision Enterprise User Guide 11

21 Chapter 2 - Getting Started Global administrators can control every aspect of configuration for the PaperVision Enterprise system, including configurations for all entities. However, they cannot access the documents in a project, as an entity system administrator can. Capture administrators can define Capture Jobs for use with the PaperVision Capture product. Capture administrators have no administrative capabilities in PaperVision Enterprise. If users require similar permissions, administrators can assign them to groups and then assign a common set of permissions to those users at once. For example, if you are on an accounting team with five other people and all of you require the same type of access to a project, your administrator can create an accounting group with specific permissions and assign everyone on your team to that group. Workflow administrators use groups to assign tasks during workflow design. For example, your workflow administrator can assign tasks to your accounting group, and anyone from your team can complete the task. One of the most important concepts about permissions is that your rights are accumulative. If you lack access to a function on the user level, but you are assigned to a group that has been granted a higher level of permissions than you were granted as an individual user, you acquire all permissions assigned to that group. Conversely, if you are a member of a group with a higher level of permissions as an individual user, you possess those higher-level permissions. Project-Level Security Administrators define project-level security. Project-level security permissions provide functionality-based security at the project level, and administrators grant or deny users access to specific projects and functionality within those projects. Document-Level Security Administrators define document-level security from within projects. Document-level security provides more fine-grained settings than project-level security, enabling administrators to define users' security access to individual documents. For example, document-level security can restrict access to certain people based on date ranges or invoice amount ranges. Field-Level Security These security rights define user access to specific fields within documents. For example, certain users or groups might be restricted from viewing document fields that contain social security numbers. PaperVision Enterprise Links and Directories After a successful login to an entity, the following directories and links appear in the initial page. Some of these items may not be available, depending on your permissions granted by your administrator. Link or Directory Description Logout Help Available Projects Logs a user out of the application's current session Opens the Online help specific to the tab or page Contains documents specific to each project PaperVision Enterprise User Guide 12

22 Chapter 2 - Getting Started Link or Directory Description Worksteps Waiting in Queue Global Searches System Settings Downloads Administration Contains worksteps awaiting processing if the user is a member of a group assigned to a workflow Facilitates a document search across multiple projects Modifies user options' settings; allows user to work with migration jobs and notifications; password changes Accesses application updates and downloads; facilitates the installation of other Digitech Systems software and tools Only users designated as administrators have access to this directory to modify an entity's settings Logging In When you log in to the application, the system authenticates you based on the user name and password you provide. Passwords are case-sensitive. Users will have to log in with the correct Entity ID as well, which is provided by the system administrator. To log into PaperVision Enterprise: 1. Open your PaperVision Enterprise web site, which follows the format " The login dialog displays. Note: If you have never logged in before, contact your system administrator for your user name and password. By clicking Login, you acknowledge that you accept the terms of the Digitech Systems acceptable use policy. PaperVision Enterprise User Guide 13

23 Chapter 2 - Getting Started 2. Type your user name and password. PaperVision Login 3. Select the appropriate language and click Login. The PaperVision Enterprise application window displays. Optional Login Parameters PaperVision Enterprise Optional login parameters are available when you log into the PaperVision Enterprise Web application. For example, to automatically log in and select a specific project, you can type a URL address using the following general format: To automatically log into a specific entity, you can type: To automatically log into the system, type the entity ID number, your user name, and then your password, separated by the ampersand '&' symbol Note: The 'txtpassword' parameter precedes your designated password, so type your password after the equal '=' sign PaperVision Enterprise User Guide 14

24 Chapter 2 - Getting Started Logging Out To log out of the application, click Logout and then OK. The system displays the Login page once again. It is recommended to log out of PaperVision Enterprise once you are finished with your current session. Supported Hot Keys PaperVision Enterprise provides support for hot keys outlined in this topic. These keyboard shortcuts consist of one keystroke or multiple keystroke combinations that activate operations within certain screens in the application. Common Hot Keys F2: Opens online help file Alt + End: Logs out user F5: Refreshes screen Enter: OK Available Projects Tab: Moves down projects Shift + Tab: Move up projects First letter of project name: Selects project Spacebar (if tabbing) : Selects current project Main Page Alt + Shift + P: Displays/hides Available Projects Alt + Shift + W: Displays/hides Worksteps Waiting in Queue Alt + Shift + G: Displays available Global Searches Alt + Shift + I: Displays Document Destruction Lists Alt + Shift + S: Displays/hides System Settings Alt + Shift + O: Displays Downloads Alt + Shift + A: Opens Administration options Project Search Page Ctrl + Alt + A: Adds new document Ctrl + Alt + S: Scans new document Ctrl + X: Clears search criteria Enter: Executes project search (Search) PaperVision Enterprise User Guide 15

25 Chapter 2 - Getting Started Add New Documents Windows Ctrl + Alt + A: Add additional files Ctrl + X: Clears all fields Enter: Saves documents Esc: Closes window and returns user to Project Search screen Worksteps Waiting in Queue Page Tab: Moves down workstep Shift + Tab: Moves up workstep First letter of workstep name: Selects workstep Spacebar (if tabbing) : Selects current workstep Global Searches Page Ctrl + X: Clears all fields Enter: Initiates search Destruction Lists - Min Page Enter: Opens selected list Ctrl + Alt + R: Refresh list Destruction Lists - Search Results Page Shift + P: Prints entire results list Alt + F1: Exports selected results list item Alt + F2: Alters selected documents' index values Alt + Delete: Deletes selected documents Alt + F3: Prints selected documents Alt + F7: Sends selected documents by Alt + F8: Exports selected documents Alt + F9: Tags selected documents for migration Alt + F12: Applies security to selected documents Ctrl + Comma: Confirms/denies document destruction Ctrl + Period: Applies/removes retentions locks Ctrl + Forward Slash: Applies/removes destruction dates Ctrl + Alt + R: Refreshes list Ctrl + Alt + A: Selects/deselects all Ctrl +C: Copies selected documents to Clipboard (to be pasted into a folder within corresponding project) PaperVision Enterprise User Guide 16

26 Chapter 2 - Getting Started Add Global Search Ctrl + Alt + A: Adds new global search Alt + F2: Edits global search Alt + Delete: Deletes global search Ctrl + X: Clears criteria Enter: Saves search Esc: Cancels search System Settings Page Tab: Moves down a setting Shift + Tab: Moves up a setting Spacebar (if tabbing) : Chooses settings option Alt + Shift + U, then press Spacebar: Displays user options Alt + Shift + N, then press Spacebar: Displays notifications list Alt + Shift + M, then press Spacebar: Displays migration jobs Alt + Shift + H, then press Spacebar: Changes password Enter: Saves user options (saves user password in Change Password page) Notification Page Alt + Delete: Removes selected notifications Shift + P: Prints notifications list Ctrl + Alt + R: Refreshes notifications list Migration Jobs Page Enter: Submits selected migration jobs for processing (Submit) Alt + Delete: Removes selected migration jobs from queue Ctrl + Alt + R: Refreshes list Administration (Only administrators can access this tab) Spacebar (if tabbing) : Opens administration options Project Search Results and Global Search Results Esc: Returns to search criteria Enter: Views selected item Alt + Up Arrow: Selects first document Down Arrow: Selects next document Shift + Down Arrow: Selects next documents PaperVision Enterprise User Guide 17

27 Chapter 2 - Getting Started Up Arrow: Selects previous document Shift + Up Arrow: Selects previous documents Ctrl + Alt + X: Expands/collapses all duplicate documents Ctrl + Alt + A: Selects/deselects all Alt + Page Up: Displays previous page Alt + Page Down: Displays next page Shift + P: Prints entire results list Alt + F1: Export selected results list items Alt + F2: Alters selected documents index values Alt + Delete: Deletes selected documents Alt + F3: Prints selected documents Alt + F7: selected documents Alt + F8: Exports selected documents Alt + F9: Tags selected documents for migration Alt + F10: Adds new documents Alt + F11: Scans new documents Alt + F12: Applies document security to selected documents Alt + Insert: Toggles full-text display on/off Ctrl + Period: Applies/removes retention locks Ctrl + Forward Slash: Applies/removes destruction dates Ctrl + Alt + R: Refreshes list Ctrl + C: Copies selected documents to clipboard (to be pasted into a folder within corresponding project) Document Associations Search Results Ctrl + Alt + A: Selects/deselects all Shift + P: Prints entire results list Alt + F1: Exports selected results list items Alt + F2: Alters selected documents' index values Alt + Delete: Deletes selected documents Alt + F3: Prints selected documents Alt + F7: selected documents Alt + F8: Exports selected documents Alt + F9: Tags selected documents for migration Alt + F12: Applies document security to selected documents Ctrl + Period: Applies/removes retention locks PaperVision Enterprise User Guide 18

28 Chapter 2 - Getting Started Ctrl + Forward Slash: Applies/removes destruction dates Ctrl + Alt + R: Refreshes pager PaperVison Viewer Window Ctrl + F: Displays first page of the first document in the search results list Ctrl + P: Displays first page of the previous document in the search results list Ctrl + N: Displays first page of the next document in the search results list Ctrl + L: Displays first page of the last document in the search results list F: Displays first page of the current document P: Displays previous page of current document J: Jumps to specific page of current document N: Displays next pager of current document L: Displays last page of current document W: Scales image or document to full width H: Scales image or document to full height Ctrl + W: Scale to Window is assigned Spacebar: Scales images or document to fit inside window R: Rotates images 90 degrees Ctrl + Z: Prints current document Ctrl + R: Prints displayed region of current image to default printer Ctrl + Alt + A: Adds new document Ctrl + S: Scans new document Ctrl + U: Upload scanned documents X: Exports current document Ctrl + Alt + O: Open file in native application E: s current document G: Creates a document grant I: Alters current documents' index values D: Opens associated documents Ctrl + T: Finds specific word or phrase in current document F3: Finds next occurrence of text that is searched for S: Shows/hides annotations for image A: Edits annotations for image Ctrl + A: Shows textual annotations for a document F2: Opens online help file O: Toggles overlay on/off for a COLD/ERM document PaperVision Enterprise User Guide 19

29 Chapter 2 - Getting Started Z: Prints current page of document to default printer T: Toggles between displaying an image's full-text information Esc: Returns to search results or close window Alter Index Values Window Enter: Saves changes Esc: Cancels changes Available Document Security Levels Window Enter: Saves Changes Esc: Cancels changes Document Grant Window Enter: Submits document grant Folder Tab Esc: Moves up one folder (level) Ctrl + C: Copies selected documents to clipboard (to be pasted to another folder) Ctrl + X: Cuts selected documents (to be pasted into another folder) Shift + P: Prints entire results list Alt + F1: Exports selected results list items Alt + F2: Alters selected documents' index values Alt + Delete: Deletes selected documents Alt + F3: Prints selected documents Alt + F7: s selected documents Alt + F8: Exports selected documents Alt + F9: Tags selected documents for migration Alt + F10: Adds new documents Alt + F11: Scans new documents Alt + F12: Applies document security to selected documents Ctrl + Period: Applies/removes retention locks Ctrl + Forward Slash: Applies/removes destruction dates Ctrl + Alt + R: Refreshes page Browser-Based Viewer The Browser-Based Viewer provides support for hot keys outlined below. These keyboard shortcuts consist of one keystroke or multiple keystroke combinations that activate operations within the Browser- Based Viewer. PaperVision Enterprise User Guide 20

30 Chapter 2 - Getting Started Home Tab Ctrl + Z: Print document Ctrl + Alt + A: Add new document Ctrl + Alt + O: Open file in native application Ctrl + P: Previous document Ctrl + N: Next document Ctrl + F: First document Ctrl + L: Last document P: Previous page N: Next page F: First page L: Last page J: Jump to page R: Rotate image Spacebar: Reset image W: Scale to width H: Scale to height Alt + W: Scale to window Ctrl + M: Minimize ribbon Ctrl + V: Viewer options F2: Opens online help file Edit Tab Ctrl + X: Check out/in document Ctrl + U: Undo checkout Ctrl + C: Current status Ctrl + H: View revision status I: Alter document index values E: document G: Share document D: View associated documents C: Source file information Ctrl + T: Textural notes S: Show/hide annotations PaperVision Enterprise User Guide 21

31 Chapter 2 - Getting Started Additional Hot Keys The following hot keys are functional only if you are assigned to use operating system defaults in System Settings > User Options in PaperVison Enterprise R74.5 and earlier: Ctrl + F: Displays the first page of the first document in the search results list Ctrl + P: Displays the first page of the previous document in the search results list Ctrl + N: Displays the first page of the next document in the search results list Ctrl + L: Displays the first page of the last document in the search results list F: Displays the first page of the current document P: Displays the previous page of the current document N: Displays the next page of the current document L: Displays the last page of the current document Esc: Closes window F2: Opens online help file Adding New Documents An infinite number of documents can be added to projects in the Project Search, Project Search Results, Global Search Results, and Folders screens. Depending on the organization of the project (and how the administrator set up the index field values), it may be possible to enter new index values, or choose index values from a drop-down list. If you are granted the appropriate folder security access rights, you can also add new documents to folders in the Folders tab. The Folder field allows you to add new documents to a folder in the Folders tab. The Additional Files button allows you to add multiple documents during one upload. The Clear All Fields button removes all text within the index fields. The Cancel button returns you to the initial Project Search page or the Project Search Results page. Add New Documents PaperVision Enterprise User Guide 22

32 Chapter 2 - Getting Started Note: If applicable, document security levels may be applied. If you are adding text-type documents for full-text searching, the system populates the full-text database. Adding Documents from Project Search 1. In the Available Projects directory, choose the appropriate project, and then click the Add icon. The Add New Documents page appears. Add New Documents Note: If you select a document in the search results and then select the Add icon, the selected documents' index values automatically populate the new document's index criteria. This can be overwritten by the user prior to saving. 2. In the Document Index Fields section, enter the required index values. 3. In the Folders section, you can (optionally) add the new document to a folder (in the Folders tab). To add the document to a folder, click the Browse button to locate the folder. The Choose Folder dialog box appears. 4. In the Choose File dialog box, select the file, and then click Open. 5. In the Files section, click the Browse button to locate the document. PaperVision Enterprise User Guide 23

33 Chapter 2 - Getting Started Choose Folder 6. In the Choose Folder dialog box, select the folder, and then click OK. 7. To add a new folder (optional), select the parent folder, and then click the New Folder button. 8. If you added a new folder, enter the folder name, and then press Enter to save the new folder. 9. Click OK. 10. To add more documents, click the Additional Files button and repeat steps 5 through 9. The same index values will be assigned to all documents added in one operation. 11. Click Save. Adding Documents from Project Results 1. From the Project Search Results page, click the Add icon. The Add New Documents page appears. Add New Documents PaperVision Enterprise User Guide 24

34 Chapter 2 - Getting Started Note: If you select a document in the search results and then select the Add icon, the selected documents' index values automatically populate the new document's index criteria. This can be overwritten by the user prior to saving. 2. In the Document Index Fields section, enter the required index values. 3. In the Folders section, you can (optionally) add the new document to a folder (in the Folders tab). To add the document to a folder, click the Browse button to locate the appropriate folder. The Choose Folder dialog box appears. 4. In the Choose File dialog box, select the file, and then click Open. 5. In the Files section, click the Browse button to locate the document. Choose Folder 6. In the Choose Folder dialog box, select the folder, and then click OK. 7. To add a new folder (optional), select the parent folder, and then click the New Folder button. 8. If you added a new folder, enter the folder name, and then press Enter to save the new folder. 9. Click OK. 10. To add more documents, click the Additional Files button and repeat steps 5 through 9. The same index values will be assigned to all documents added in one operation. 11. Click Save. Adding Documents from Global Search Results 1. From the Global Search Results screen, choose the appropriate project from the Project drop-down list and then click the Add icon. The Add New Documents page appears. PaperVision Enterprise User Guide 25

35 Chapter 2 - Getting Started Add New Documents 2. In the Document Index Fields section, enter the required index values. 3. In the Folders section, you can (optionally) add the new document to a folder (in the Folders tab). To add the document to a folder, click the Browse button to locate the appropriate folder. The Choose Folder dialog box appears. 4. In the Choose File dialog box, select the file, and then click Open. 5. In the Files section, click the Browse button to locate the document Choose Folder 6. In the Choose Folder dialog box, select the folder, and then click OK. 7. To add a new folder (optional), select the parent folder, and then click the New Folder button. 8. If you added a new folder, enter the folder name, and then press Enter to save the new folder. 9. Click OK. PaperVision Enterprise User Guide 26

36 Chapter 2 - Getting Started 10. To add more documents, click the Additional Files button and repeat steps 5 through 9. The same index values will be assigned to all documents added in one operation. 11. Click Save. Adding Documents from Folders Tab 1. From the Folders tab, choose the appropriate folder in which to add the new document, and then click the Add icon. The Add New Documents page appears. Add New Documents 2. In the Document Index Fields section, enter the required index values. 3. In the Folders section, you can (optionally) add the new document to a folder (in the Folders tab). To add the document to a folder, click the Browse button to locate the appropriate folder. The Choose Folder dialog box appears. 4. In the Choose File dialog box, select the file, and then click Open. 5. In the Files section, click the Browse button to locate the document. PaperVision Enterprise User Guide 27

37 Chapter 2 - Getting Started Choose Folder 6. In the Choose Folder dialog box, select the folder, and then click OK. 7. To add a new folder (optional), select the parent folder, and then click the New Folder button. 8. If you added a new folder, enter the folder name, and then press Enter to save the new folder. 9. Click OK. 10. To add more documents, click the Additional Files button and repeat steps 5 through 9. The same index values will be assigned to all documents added in one transaction. 11. Click Save. Available Projects The Available Projects directory holds all of the available projects assigned by the administrator. The system displays the Add and Scan icons as well as the Project Search page. Access to all projects in an entity is defined by function-level, user-level, group-level, document-level, and field-level security rights, and only an administrator can create or delete projects. Searching Capabilities The search capabilities in PaperVision Enterprise allow you to perform detailed or broad document searches within a project or across multiple projects that have multiple index field values in common. You can also perform limiting searches on dates and numbers that allow you to specify ranges of values. Within seconds, the server performs your search and displays a list of documents that meet your criteria. For the system to include documents among your search results, you must have been granted documentlevel security access to those documents. The number of documents that meet your criteria displays at the top of the list. If no documents meet the criteria you enter, the system displays a notification. Your search results display in the sort order you designate in the Sort By field on the project search page and in the order and grouping you specified in your user option settings found in System Settings > Options. The number of results the system displays per page is limited to the number of documents you specified in the Max. Results Per Query field on the user options page. PaperVision Enterprise User Guide 28

38 Chapter 2 - Getting Started General Search Criteria PaperVision Enterprise provides flexible searching features to enable fast and accurate document retrieval. To maximize your search results, you can follow the following general searching rules: You can specify the number of documents to return in a single query through settings in System Settings > Options. All numeric and date fields allow you to perform "limiting searches" to limit the results to a specific range of values. If both range limits are not filled for a particular index field, the system will search for the value that you entered. Index field searches are not case sensitive (e.g., a search for "smith" will find "Smith"). PaperVision Enterprise allows you to utilize the asterisk "*" wildcard to specify any number of unknown characters. For example, searching for "T*" in a name field would locate any document that had a name beginning with the letter "T". Furthermore, searching for "*T*" would locate any document that included a letter "T" anywhere in the name. Finally, searching for "*T" would locate any document whose name ended with the letter "T". PaperVision Enterprise allows you to utilize the underscore "_" wildcard to specify a single unknown character. For example, searching for "S_N" would locate "SON", but it would not locate "SOON". Additionally searching for "_*" would locate any non-blank value. PaperVision Enterprise allows you to search for a single character within a range or list by using the bracket "[ ]" characters. For example, searching for "A[456]TEST" would locate "A4TEST, A5TEST, and A6TEST". The same result occurs from searching for "A[4-6]TEST". You can also utilize letters within the brackets to search for a range or list of letters (e.g., [a-f]). You can perform multiple searches within a single index field by using and "&" and/or "^" operators. To perform a search on a name field for names that begin with an "A" or "Z", you could simply enter "A*^Z*". To perform a search on a name field for names that begin with "A" and end with "P", you could enter "A*P". To search for a document whose index field contains an ampersand, simply use two ampersands in your search. For example, to find "Johnson & Johnson", you would search for "Johnson && Johnson". You can perform searches on multiple fields at once. Simply enter the search criteria into the desired fields and select the appropriate search type. "And" finds documents where all criteria have been met. "Or" finds documents where any of the criteria has been met. You can enter the [CURRENTDATETIME] tag as general search criteria to represent the current date and time that the search is run. This is particularly useful in situations where documents need to be identified that are of a certain age. A specified number of years (Y), months (M), days (D), hours (H), minutes (N), or seconds (S) can be added to or subtracted from the current date and time. Possible uses for the [CURRENTDATETIME] tag are as follows: [CURRENTDATETIME] = Current Date/Time [CURRENTDATETIME+1Y] = Current Date/Time plus 1 year [CURRENTDATETIME-12M] = Current Date/Time minus 12 months [CURRENTDATETIME+2D] = Current Date/Time plus 2 days [CURRENTDATETIME-96H] = Current Date/Time minus 96 hours [CURRENTDATETIME+900N] = Current Date/Time plus 900 minutes [CURRENTDATETIME+120S] = Current Date/Time plus 120 seconds Note: Long text fields cannot be sorted. PaperVision Enterprise User Guide 29

39 Chapter 2 - Getting Started Document Indexing The following information explains how the application employs document indexing. Document index fields contain values that enable the identification of documents' key elements within a project during the capture process. These index field values are used to search for and retrieve documents in PaperVision Enterprise. When you enter an index value to perform a search for a document, the application compares the value you entered against your database table and retrieves documents that meet your specific criteria. PaperVision Enterprise supports eight types of index fields, and each document can contain up to 200 named index fields: Boolean: Stores values such as yes/no, on/off, and true/false. Currency: Stores currency (monetary) values. Date: Stores date/time values between January 1, 1753 and December 31, 9999; this type of index field supports searches on date ranges. Double Number: Stores numbers that require decimal places or exceed the limitations of a Number field; the format this number is saved in is defined in the Format Type field; this type of index field supports searches on number ranges. Long Text: Stores textual data that exceeds 255 characters in length (up to approximately 64,000 characters in total). Because this type of field does not use database indexes, consider using the Text(900) field type if possible. Using the Long Text field type in projects that contain huge volumes of documents can degrade search performance. Number: Stores whole-number values between -2,147,483,648 and 2,147,483,647; this type of index field supports searches on number ranges. This field type supports hyphens or dashes at the beginning of the number to indicate a negative value, but it does not support hyphens or dashes within the number, such as dashes within a social security number ( ). Exclude these dashes from the number. Text: Stores textual data up to 255 characters in length; this type of field is the most common. Text(900): Stores textual data up to 900 characters in length. Note that migration databases support only 255 characters, so any data that has been assigned this field type will be truncated during migration. Note: Microsoft Server supports maximum row sizes of 8060 characters. If the length of the combined index field (excluding long-text fields) data for a document exceeds 8060 characters, SQL Server cannot support it, and the system displays an alert. Performing Project-Level Searches Projects are available within the Available Projects directory. To view projects to which you have been granted access, expand the Available Projects directory. Once you select a project within the directory, the Search <Your Project Name> screen enables you to perform searches for documents. Two types of search criteria may be available, depending on the administrator's configuration of this screen. The first type includes the Document Index Field Search Criteria that facilitates index-level (metadata) searches. The second type, Full-Text Search Criteria, is explained in more detail in the upcoming section on Full-Text Search Criteria in this chapter. 1. Open the Available Project directory if it is not already open. 2. Select a project in which to search. The Search: <Your Project Name> screen displays. PaperVision Enterprise User Guide 30

40 Chapter 2 - Getting Started Project Search Criteria Note: The number of search fields in the Document Index Field Search Criteria section in your application may be different than the fields represented in the screen shot above. Search Screen Overview The search screen is divided into three sections: Document Index Field Search Criteria, Project Search Options, and Full-Text Search Criteria. Each section is explained below. Document Index Field Search Criteria Document index fields contain values that enable the identification of documents' key elements within a project during the capture process. These index field values are used to search for and retrieve documents in PaperVision Enterprise. When you enter an index value to perform a search for a document, the application compares the value you entered against your database table and retrieves documents that meet your specific criteria. Document Index Field Search Criteria PaperVision Enterprise User Guide 31

41 Chapter 2 - Getting Started The project s index fields can be used to refine your searches. Depending on permissions granted by the administrator, you might be able to define your own search criteria, or you might be required to select your criteria from a list of existing search terms. Both options may also be available. Numeric, currency, and date fields can be used to limit search results to a specific range of values. You can enter a single value in the first field of the range and leave the other field blank, and the system will only search for documents with your specified value. Project Search Options These criteria contain the Search Type drop-down list (click Or or And). The Sort Bydrop-down list allows you to assign the sorting results by a specific index value in ascending [+] or descending [-] order. Project Search Options To sort the search results by in ascending order by company name, select COMPANY NAME [+]. Full-Text Search Criteria PaperVision Enterprise offers extensive full-text searching capabilities. In a full-text search, the system searches for your full-text criteria in every text-type document stored in the current project. "Text-type" documents include Microsoft Word or Adobe PDF documents, COLD documents, messages, or optical character recognition (OCR) images. To enable full-text search capabilities, the system populates your full-text database each time a supported document type is added. Full-text searches may be performed in combination with standard index-field-level searches. In other words, you can specify your index field search criteria and then have those documents further filtered by adding full-text search criteria. When performing a combined search, both the index field criteria and the full-text criteria must be met for the document to be found. The Full-Text Search Criteria section contains a Criteria field and Search Type buttons (click Boolean Search or Natural Language). Note: To show the Full-Text Search Criteria section, navigate to System Settings > Options and select the Show Full Text Options check box. You can use full-text searches to perform partial searches, for example, if you are unsure of the entire document number. PaperVision Enterprise User Guide 32

42 Chapter 2 - Getting Started Full-Text Search Criteria Search Screen Buttons The search screen buttons enable you to initiate a search or clear the search criteria already entered. Search - The Search button initiates the search. The requested documents are displayed in the Search Results screen. Searches are not case sensitive; for example, a search on the name "smith" locates "smith" and "Smith". If you enter invalid search criteria, the system displays an alert. Zero Document Alert Clear Criteria - The Clear Criteria button removes text entries and selected options from every field. Full-Text Searches PaperVision Enterprise offers extensive full-text searching capabilities. In a full-text search, the system searches for your full-text criteria in every text-type document stored in the current project. Text type documents include Microsoft Word or Adobe PDF documents, COLD documents, messages, or optical character recognition (OCR) images. To enable full-text search capabilities, the system populates your full-text database each time a supported document type is added. Full-text searches may be performed in combination with standard index-field-level searches. In other words, you can specify your index field search criteria and then have those documents further filtered by adding full-text search criteria. When performing a combined search, both the index field criteria and the full-text criteria must be met in order for the document to be found. Perform a Full-Text Search The full-text search options enable you to limit or expand your search results. Use them to perform the following search types: Variable Term Weighting - This option allows you to weigh some words more heavily than others in ranking search results (e.g., apple:5 and pear:3). PaperVision Enterprise User Guide 33

43 Chapter 2 - Getting Started Stemming - This option extends a search to cover grammatical variations of a word. For example, a search for "fish" would also find "fishing". A search for "applied" would also find "applying", "applies", and "apply". You can either perform stemming for all of the words in your query by selecting this option, or for specific words by placing a tilde (~) character at the end of the desired word(s) in your criteria (e.g., fish~). Phonic - This option searches for a word that sounds like the word you are searching for and begins with the same letter. For example, a phonic search for "Smith" will also find "Smithe" and "Smythe". You can either perform a phonic search for all of the words in your query or for specific words in your query by placing a pound (#) character in front of your search criteria (e.g., #Smith). Fuzzy Searching - This option finds a word even if it is misspelled. For example, a fuzzy search for "apple" will find "appple". Fuzzy searching will locate text that may contain typographical errors or text that was created from optical character recognition (OCR). The fuzziness value ranges between 1 and 10. A search for "alphabet" with a fuzziness value of 1 would find "alphaqet". A fuzziness value of 3 would find both "alphaqet" and "alpkaqet." You can perform a fuzzy search in one of two ways. First, you can search for all of the words in your query by selecting this option and entering a fuzziness value; or, you can enter the percent (%) character in the search criteria as shown in the examples below: ba%nana: The word must begin with "ba" and have at most one difference between it and "banana" b%%anana: The word must begin with "b" and have at most two differences between it and "banana" Synonym Searching uses a thesaurus to automatically expand a search to include synonyms or related concepts. For example, a search for the word "fast" would also find "quick". You can either perform synonym searching for all of the words in your query by selecting this option or by placing an ampersand (&) after certain words (e.g., improve& w/5 search). You do not need to select Synonym Searching when you use the "&" character, but you must select one or more synonym libraries. At least one of the following options must be selected to perform synonym searching for either all of the words in your query or certain words: WordNet Synonyms - This option uses the WordNet thesaurus developed at Princeton University WordNet Related Words - This option uses WordNet's extensive lexical and semantic network of the English language to include links between words other than synonym relationships, including antonyms, hypernyms, hyponyms, meronyms, and holonyms User Synonyms - This option uses the server's user-defined synonyms To perform a Full-Text search: 1. Enter search criteria in the Criteria Field. 2. Select the type of search to be performed: Boolean or Natural Language. 3. Select the appropriate options for this search. 4. Click the Search button. Perform a Boolean Full-Text Search A Boolean search request consists of a group of words or phrases that are linked by search operators such as "AND" and "OR". These operators precisely indicate the relationship between the words or phrases. Boolean searches treat two or more words that occur together as a phrase, so a search request for "apple sauce w/10 grape juice" results in a search for apple sauce within 10 words of the phrase grape juice. PaperVision Enterprise User Guide 34

44 Chapter 2 - Getting Started To narrow your search results during Boolean searches, apply the following criteria: AND (both words must be present) OR (at least one of the words must be present) NOT (word is not present (use with "AND" or "OR") w/n (words must occur no more than n words apart (for example, "w/10" creates a search for words that are not more than 10 words apart) * (this wildcard character matches any number of letters)? (this wildcard character matches any single letter) The following examples describe the types of Boolean searches you can perform in PaperVision Enterprise: apple AND pear: Results in a search for documents that contain both "apple" and "pear" *apple AND pea* : Results in a search for documents that contain any word that ends with "apple" and any word that begins with "pea" apple w/6 pear: Results in a search for documents that contain the word "apple" within six words of the word "pear" apple w/6 pea?r: Results in a search for documents that contain the word "apple" within six words any word that begins with "pe" and ends with "r" and contains any one letter in between apple sauce w/6 grape juice: Results in a search for documents that contain the phrase "apple sauce" within six words of the phrase "grape juice" apple AND NOT pear: Results in a search for documents the contain the word "apple" and not "pear" apple AND (pear W/5 banana): Results in a search for the word apple and the word pear when "pear" occurs within five words the word "banana" To perform a full-text Boolean search: 1. Enter the search criteria in the Full-Text Search Criteria fields. 2. Select Boolean Search (and, or, not, ). 3. Select the appropriate full-text options. 4. Click Search. Perform a Natural-Language Full-Text Search Natural-language searches use "term weighting", which evaluates the frequency and density of a word's occurrences in documents. The system searches for words in phrases individually (not as a full phrase) and ranks the search results based on this term weighting. For example, perform a search for the following text: "Get me Sam's memo on the 1999 takeover of CorpX". The system locates all documents that contain words that match the following individual search terms: "Sam", "memo", "1999", "takeover", and "CorpX. The system then weighs the terms. For example, if the term 1999 exists in 3,000 files and the term Sam exists in only two files, the files that also contain the term Sam receive a higher relevancy ranking than those that do not contain Sam. In a natural-language search, words such as "get", "me", "on", "the", and "of" are considered "noise" and are ignored. Other words that are ignored are "and" and "or". Administrators can define the words the system ignores. PaperVision Enterprise User Guide 35

45 Chapter 2 - Getting Started Note: If you are performing a combined index-field/full-text search, the system first searches for documents that meet your full-text criteria and then searches only those documents for your index-level search criteria. To perform a full-text Natural Language search: 1. Enter the search criteria in the Full-Text Search Criteria fields. 2. Select Natural Language. 3. Select the appropriate full-text options. 4. Click Search. Working with Search Results Based on the search criteria you provide, the server performs your search and displays a list of documents that meet your criteria. By default, the server limits the number of documents returned according to your Max Results Per Query value in System Settings > User Options. If applicable, a notification may inform you that additional pages of search results exist (e.g., Page 1 of 3). If document security, retention locks, or destruction dates have been applied on documents, a corresponding icon will display in the Status column. Search Results The Search Results page displays the following items: The current project name and the number of documents are displayed per page. The number of documents listed is limited to the number of documents specified in the Max. Results Per Query field in the User Options page. If applicable, you will see a notification that more search results exist ( Page 1 of?). The system must cycle through the results in the database before it can verify the number of pages that match your search criteria. As soon you click through to the last page of results, the "?" turns into the actual number of pages. Index fields display as column headers in the search results list. PaperVision Enterprise User Guide 36

46 Chapter 2 - Getting Started You will see a list of matching documents and their index values, which display in the appropriate columns. These documents display in the sort order you designated in the Sort By field on the Project Search page and in the order and grouping you specified in your user option settings found in System Settings User Options. If applicable, you can expand and collapse documents containing detail sets (also referred to as "duplicate documents") that appear in the search results list (indicated with a plus sign). The expandable left navigation pane allows you to view more index fields in the search results list. Note: No document grouping is applied during full-text search results. Icon or Link Search Criteria Expand/Collapse Duplicates Next/Previous Select All/Deselect All Show Full Text Hide Full Text Description Returns to Project Search page Expands/collapses all duplicate documents Moves the search to the page before or after the currently-viewed search results page, if applicable Selects/deselects all documents in the search results list Displays the first 512 characters in matching full-text documents Hides the first 512 characters in matching full-text documents Column Description Status Score Hits If applicable, shows documents as checked out Can also display a locked status if documents are assigned document-level security (for administrators only) For end-users, only documents will appear to which they have access. The score percentage is an indicator of the ranking of a document based on its number of hits compared to the document receiving the most hits. The document with the most hits always receives a score of 100%. For example, if a search returns four documents with hits of 115, 77, 50, and 4, the document with 115 hits receives a score of 100%; the remaining documents receive 67% (77 of 115 is 67%), 43%, and 5%, respectively. The score percentage is an indicator of the ranking of a document based on its number of hits compared to the PaperVision Enterprise User Guide 37

47 Chapter 2 - Getting Started Column Description document receiving the most hits. The document with the most hits always receives a score of 100%. For example, if a search returns four documents with hits of 115, 77, 50, and 4, the document with 115 hits receives a score of 100%; the remaining documents receive 67% (77 of 115 is 67%), 43%, and 5%, respectively. To quickly locate a document in a lengthy results list, click a column header to sort the columns in ascending or descending order. Search Results Toolbar In addition to selecting a document to view, a variety of operations can be performed from a search results list, including altering document index values, deleting, printing, ing, exporting, migrating, and adding new documents. Depending on access to specific operations controlled by your administrator, you may be able to apply document-level security, records retention locks, and destruction dates and times on documents. The Search Results toolbar allows you to perform operations on documents in the Search Results list. Viewing Documents Search Results Toolbar Double-click a document in the Search Results page to view it. You can use the PaperVision viewer or the Browser-Based viewer to display the documents. Note: Depending on the permissions granted to the user by the administrator, annotations may be forced on for the project. This causes you to only see the document's edited portions and not the full-text data below the annotations. Printing Results When printed, the search results will display in a reformatted, print-friendly version. To print project search results: 1. Click the Print Results icon. 2. Select the appropriate printer, and then click Print. Exporting Results You can export one or more search results items to an XML file. To export project search results: PaperVision Enterprise User Guide 38

48 Chapter 2 - Getting Started 1. Select one or more items in the search results list. 2. Click the Export Results icon. 3. Click Open to view the exported results in the XML file. 4. Or, click Save to save the exported results to a location in your directory. 5. Enter the file name, and then click Save. If you entered a file with the XML file extension on the end, the selected items will be exported into an XML formatted text file. Otherwise, the selected items will be exported into a tab-delimited text file. 6. Click Save once again. Altering Indexes When you alter a document's index values, the server updates the values immediately. Depending on the way your projects are set up by the administrator, you might be able to enter new index values or choose the new value from a drop-down list. If you are altering only specific values of multiple selections (for example, you are modifying the dates of multiple selections but not the file names), leave the values you are not changing at their current value. Index values can be changed within a search results list or within the document viewer. To alter index values: 1. Select one or more documents. 2. Click the Alter icon Note: If you do not select a document, the system displays an alert. Click OK to close the alert. 3. Enter the new index values, and then click Save. Deleting Documents Deleting documents from PaperVision Enterprise will remove the documents (and all associated versions and annotations) from the system. Depending on the way the administrator has configured the data group for the documents, PaperVision Enterprise may also delete the physical files from their source media. The administrator grants you the right to delete documents, so you may not have access to this operation. To delete documents: 1. Select one or more documents. 2. Click the Delete icon. 3. Click OK to confirm the deletion. Printing Documents If annotations appear on the document, they may print on the document. To print documents: 1. Select one or more documents. 2. Click the Print icon. 3. Select the printing parameters, and then click Print. PaperVision Enterprise User Guide 39

49 Chapter 2 - Getting Started ing Documents You can send documents from any MAPI-compliant application. The system includes the document files and index values in the message. If annotations are visible in a document, they may also appear in the document when it is sent. To send documents by 1. From the Project Search Results page, select one or more documents. 2. Click the icon. 3. Select the page range. 4. Select the format for the document. Note: Only image-based documents can be converted (e.g. if the image is a.tif, it can be converted to a.pdf when exported). Microsoft Word documents, however, will remain as Word documents. 5. Complete your message, and then click Send. Exporting Document Exporting documents converts them to a specified format (if the document is comprised of images) and writes the files to a specified location on your local drive. If the document is not comprised of images, it will be exported in its original format. If annotations are visible in a document, they may also appear in the document when it is exported. To export documents: 1. Select one or more documents. 2. Click the Export icon. 3. From the Image Format drop-down list, select the appropriate format in which to export documents. Note: Only image-based documents can be converted (e.g., if the image is a.tif, it can be converted to a.pdf when exported). Microsoft Word documents, however, will remain as Word documents. 4. From the File Name Field drop-down list, select how the exported document will display the file name (either as a date/time stamp or based on the documents index field values). 5. Select the output directory. 6. Select the pages to export, and then click Export. Annotations and document index values may be exported with the documents. Submitting Documents for Migration PaperVision Enterprise facilitates the process of collecting documents from your repository into external data groups (CD-ROMs, etc.). Migrating documents becomes particularly useful in applications where specific sets of data are required to give to an end-user (e.g. legal projects where an attorney wishes to extract information about a specific case and have it placed on a CD-ROM to take to trial). See the Migration Jobs topic for more information. To tag and submit documents for migration: PaperVision Enterprise User Guide 40

50 Chapter 2 - Getting Started 1. Select one or more documents. 2. Click the Migrate icon. Note: If you do not select a document, the system displays an alert. Click OK to close the alert. 3. Click OK to submit the documents for migration. A confirmation message will appear if the documents were successfully tagged for migration. Note: An administrator will perform the actual migration through the PaperVision Enterprise Administrative Console, not the PaperVision Enterprise Web Client. Adding New Documents An infinite number of documents can be added to projects in the Project Search Results screen. You can add multiple documents during one upload by selecting the Additional Files button. Depending on the organization of the project and how the administrator set up the index field values, it might be possible to enter new index values, or you may be able to choose index values from a drop-down list. If applicable, document-level security may be applied. If text-type documents are added for full-text searching, the system will populate the full-text database. If you are granted the appropriate folder security access rights, you can also add new documents to folders in the Folders tab. To add documents to projects: 1. Choose the appropriate project from the Project drop-down list, and then click the Add icon. The Add New Documents page appears. Add New Documents Note: If you select a document in the search results and then select the Add icon, the selected documents' index values automatically populate the new document's index criteria. This can be overwritten by the user prior to saving. 2. In the Document Index Fields section, enter the required index values. 3. In the Folders section, you can (optionally) add the new document to a folder in the Folders tab. To add the document to a folder, click the Browse button to locate the appropriate folder. The Choose Folder dialog box appears. PaperVision Enterprise User Guide 41

51 Chapter 2 - Getting Started 4. In the Choose File dialog box, select the file, and then click Open. 5. In the Files section, click the Browse button to locate the document. Choose Folder 6. In the Choose Folder dialog box, select the folder, and then click OK. 7. To add a new folder (optional), select the parent folder, and then click the New Folder button. 8. If you added a new folder, enter the folder name, and then press Enter to save the new folder. 9. Click OK. 10. To add more documents, click the Additional Files button and repeat steps 5 through 9. The same index values will be assigned to all documents added in one transaction. 11. Click Save. Scanning New Documents You can use the Scan2PVE feature to scan and upload single-page or multi-page documents directly from a TWAIN-enabled scanning device into PaperVision Enterprise. This feature enables you to add, move, or delete pages within a document and maintain version control of those documents; any PaperVision Enterprise machine can pull double duty by serving as an ad-hoc scan station for distributed scanning. You can also use Scan2PVE to capture documents and upload them into a new or existing workflow process in PaperVision Enterprise WorkFlow. Scanning Prerequisites Before you scan documents, you must choose a scanner from Options > Select Scanner and define your scanner settings in Options > Scanner Settings. Additionally, your system settings must be defined in Options > System Settings. Important: To scan documents into PaperVision Enterprise, the scanner must be connected directly to the scanning machine (no wireless or other network connections). When new documents are scanned, they are temporarily stored on the local computer (where they were scanned) until you manually upload them. This is intended to optimize throughput for remote users, allowing multiple documents to be scanned and then transferred all at once. To select or configure a PaperVision Enterprise User Guide 42

52 Chapter 2 - Getting Started scanner, right-click the document, and then select Options > Select Scanner or Scanner Settings. Optionally, you can add new documents to folders as you scan them into the system. To scan one or more documents from the Project Search Results page: 1. For each document, click the Scan icon. The document viewer window appears. 2. In the document viewer toolbar, click the Scan the Scan New Document dialog box appears. icon. Pages from the feeder are scanned, and then Scan New Document Note: If you select a document in the search results and then select the Scan icon, the selected documents' index values automatically populate the new document's index criteria. This can be overwritten by the user prior to saving. 3. Enter the required document index field values. 4. In the Add to Folder field, you can (optionally) add the new document to a folder in the Folders tab. If you do not want to add the document to a folder, proceed to step 9. To add the document to a folder, click the ellipsis button to locate the folder. The Select Folder dialog box appears. PaperVision Enterprise User Guide 43

53 Chapter 2 - Getting Started Select Folder Note: For more information on folders, see the Folders topic. 5. In the Select Folder dialog box, select the folder in which to add the document. Or, you can create a new folder (proceed to the next step). If the folder already exists and you do not want to create a new folder, proceed to step To create a new folder, select the appropriate parent folder, and then click the Create Folder button. The Create Folder dialog box appears. Create Folder 7. Enter the name of the new subfolder, and then click OK. 8. In the Select Folder dialog box, click OK after you have created all required folders. 9. In the Scan New Document dialog box, click Save. Note: If a message displays to notify you that the files are being written to a temporary cache location, click OK. 10. For each additional document, repeat steps After all documents have been scanned, click the Upload Scanned Documents icon to upload them to the server. As each document is successfully uploaded, it is removed from the temporary cache location. Applying Document-Level Security PaperVision Enterprise applies extensive security measures beyond project-level security permissions. Project-level security permissions provide functionality-based security at the project level, and administrators grant or deny users access to specific projects and functionality within those projects. Document-level security provides more fine-grained settings, enabling administrators to define users' security access to individual documents. For example, document-level security can restrict access to certain people based on date ranges or invoice amount ranges. If you do not have access to a document, you do not see it in your results list. If you are an administrator, you see a padlock icon in the Status column of secure documents. Note: For more information about document-level security, see the Getting Started topic's section, General Security Features. To manually apply document-level security: 1. Select one or more documents. 2. Click the Secure icon. PaperVision Enterprise User Guide 44

54 Chapter 2 - Getting Started 3. Select the document-security level definitions to apply to the documents. Any definitions that are currently applied to the selected documents are already selected. 4. Click Save. The server applies the document-level security definition to the documents. To remove document-level security: 1. Select one or more documents whose document security should be removed. 2. Click the Secure icon. 3. Remove the document-security level definitions that should no longer be assigned. 4. Click Save. The server removes the document-level security definition from the documents. Applying Records Retention Locks To apply a document retention lock: 1. Select one or more documents. 2. Click the Retention icon, and the Apply/Remove Retention Lock dialog box appears. Apply/Remove Retention Lock 3. If not already selected, select Apply Retention Lock. 4. If calendars are viewable, click within the Lock Date/Time field to open the drop-down calendar, and then select the date. 5. If calendars are not viewable, enter the date. 6. Enter additional comments about the retention lock, if applicable. 7. Click Save. 8. Click OK to confirm the retention lock. To remove a retention lock: 1. Select one or more documents whose retention locks should be removed. 2. Click the Retention icon. 3. In the Apply/Remove Retention Lock dialog box, select Remove Retention Lock. PaperVision Enterprise User Guide 45

55 Chapter 2 - Getting Started 4. Click Save. 5. Click OK to confirm the retention lock removal. To edit an existing retention lock: 1. Select one or more documents. 2. Click the Retention icon. 3. In the Apply Retention Lock dialog box, edit the date in the Retention Lock Date field, and/or edit the comments. 4. Click Save. 5. Click OK to confirm the changes. Applying Records Destruction Locks While viewing documents, system administrators and authorized users can apply, remove, and edit destruction dates and times. To apply a document destruction date/time: 1. Select one or more documents. 2. Click the Destruction icon, and the Apply/Remove Destruction Date dialog box appears. Apply/Remove Destruction Date 3. If not already selected, select Apply Destruction Date. 4. If your calendars are viewable, click within the Destruction Date/Time field to open the drop-down calendar, and select the date. 5. If calendars are not viewable, enter the date. 6. Enter any additional comments about the destruction date/time, if applicable. 7. Click Save. 8. Click OK to confirm the destruction date. To remove a destruction date/time: PaperVision Enterprise User Guide 46

56 Chapter 2 - Getting Started 1. Select one or more documents whose destruction dates/times should be removed. 2. Click the Destruction icon. 3. In the Apply/Remove Destruction Date dialog box, select Remove Destruction Date. 4. Click Save. 5. Click OK to confirm the destruction date removal. To edit an existing destruction date/time: 1. Select the document. 2. Click the Destruction icon. 3. In the Apply/Remove Destruction Date dialog box, edit the date in the Destruction Date/Time field, and/or edit the comments. 4. Click Save. 5. Click OK to the confirm the changes. Copying/Pasting Document Shortcuts from Search Results to Folders You can copy document shortcuts from a project or global search results screen and paste the document shortcuts into a folder. You can perform these operations by right-clicking the document in the search results screen and selecting the operation from the context menu. For more information, see the Folders topic. Note: You can only copy document shortcuts from a project s search results screen to a folder in that same project. To copy documents from search results and paste them into a folder: 1. From the project or global search results screen, select one or more documents. 2. Right-click and select Copy Shortcut from the context menu. 3. Select the Folders tab, and then select a folder within the same project. 4. Right-click the folder, and select Paste from the context menu. Document Types Supported for Full-Text Extraction The full-text database engine in PaperVision Enterprise can extract full-text information from many different document file formats. Even if the application does not support full-text extraction for a document type, you can still upload the document and search for it using index field values; the application will simply be unable to extract the full-text information from the document. The full-text database engine in PaperVision Enterprise supports the following document types: Adobe Acrobat - pdf Adobe Flash - SWF Ami Pro - sam ANSI/ASCII text - txt Digitech Systems PaperFlow data groups that have been processed with OCRFlow PaperVision Enterprise User Guide 47

57 Chapter 2 - Getting Started Digitech Systems DataFlow data groups EBCDIC Eudora MBX message files - mbx GZIP - gz HTML - htm/html JPEG - jpg Lotus 123 MBOX archives including Thunderbird - mbx MHT archives (HTML archives saved by Internet Explorer) - mht Microsoft Access 95 through MDB Microsoft Excel - xls/xlsx Microsoft Excel 2003 XML - xml Microsoft Internet Explorer Archives - mht Microsoft Outlook files - eml Microsoft Outlook Express 5 and 6 message stores - dbx Microsoft Outlook Message files - msg Microsoft PowerPoint - ppt/pptx Microsoft Rich Text Format - rtf Microsoft Vista XML Paper Specification - xps Microsoft Word for DOS - doc Microsoft Word for Windows versions 1, 2, 6, 7, 8 (Word 97), 9 (Word 2000), 10 (Word XP), 11 (Word 2003), 12 (Word 2007) - doc/docx Microsoft Word 2003 XML - xml Microsoft Works - wks MIME messages MP3 (metadata only) - mp3 Multimate Advantage II - dox Multimate version 4 - doc OpenOffice 2.x and 1.x documents, spreadsheets, and presentations - sxc, sxd, sxi, sxw, sxg, stc, sti, stw, odt, ott, odg, otg, odp, otp, ods, ots, odf (includes OASIS Open Document Format for Office Applications) Quattro Pro TAR - tar TIFF - tif Transport Neutral Encapsulation Format - tnef Treepad - hjt PaperVision Enterprise User Guide 48

58 Chapter 2 - Getting Started Unicode (UCS16, Max or Windows byte order, or UTF-8) WMA media files (metadata only) - wma WMV video files (metadata only) - wmv WordPerfect versions 5 and later - wpd, wpf WordStar versions 4, 5, 6 - ws Write - wri XBase (including FoxPro, dbase, etc.) - dbf XML - xml XSL - xsl ZIP - zip PaperVision Enterprise User Guide 49

59 Chapter 3 - Folders The Folders tab in PaperVision Enterprise allows you to organize documents in your own customized arrangement, similar to Windows Explorer. If you have been granted the appropriate folder security access rights by your administrator, you may be able to view, create, delete, rename, and move folders within the Folders tab. Folder operations, such as cutting, copying, and pasting, can be performed by right-clicking on a folder, and then selecting the operation from the context menu. With the appropriate security access rights, you also may be able to move documents into folders and remove documents from folders. The Folders view provides you infinite flexibility to organize folders and documents, providing you with quick and convenient access to any document. To switch to the Folders view, select the Folders tab next to the main PaperVision Enterprise System tab. Note: All folder operations are specific to the project in which you are working. Folders Documents exist simply as shortcuts in the Folders view. As you place a document into a folder, a shortcut for that document is created to reference it into that specific folder. You can place one document in multiple folders, which will simply create multiple shortcuts (to that specific document) into each folder. You can perform all of the same operations on documents in the Folders view that are available in any Search Results screen, such as printing, exporting, altering indexes, deleting, etc. Within the Folders tab, you can delete documents from the PaperVision Enterprise system or you can simply delete the document shortcuts. Expanding/Collapsing Folders You can expand or collapse a folder (indicated with a folder icon) to show or hide its subfolders and documents. To expand or collapse a folder, right-click the folder and select Expand or Collapse from the context menu. PaperVision Enterprise User Guide 50

60 Chapter 3 - Folders Cutting, Copying, and Pasting Folders With the appropriate security access rights, you can cut, copy and paste folders to different locations within the tree. All of the folder s subfolders and documents will be transferred. To cut and paste a folder: 1. Right-click the folder and select Cut from the context menu. 2. Open the parent folder where the selected folder will reside. 3. Right-click and select Paste from the context menu. To copy and paste a folder: 1. Right-click the folder and select Copy from the context menu. 2. Open the parent folder where the selected folder will reside. 3. Right-click and select Paste from the context menu. Cutting, Copying, and Pasting Document Shortcuts You can cut, copy, and paste document shortcuts from one folder to another folder. The copy/paste operation allows you to place a document in multiple folders, which creates multiple shortcuts (to that specific document) in each folder. To cut and paste document shortcuts: Note: A folder cannot be copied and pasted into another project. Folders are project specific. 1. In the Folders tab, select one or more documents. 2. Right-click on the selected documents and choose Cut Shortcut from the context menu. 3. Navigate to the appropriate folder. 4. Right-click on the folder and select Paste from the context menu. To copy and paste document shortcuts: 1. In the Folders tab, select one or more documents. 2. Right-click on the selected documents and choose Copy Shortcut from the context menu. 3. Navigate to the appropriate folder. 4. Right-click on the folder and select Paste from the context menu. Copying/Pasting Document Shortcuts from Search Results You can copy document shortcuts from a project or global search results screen and paste the document shortcuts into a folder. You can perform these operations by right-clicking the document in the search results screen and selecting the operation from the context menu. To copy documents from search results and paste them into a folder: 1. From the project or global search results screen, select one or more documents. PaperVision Enterprise User Guide 51

61 Chapter 3 - Folders 2. Right-click and select Copy Shortcut from the context menu. 3. Select the Folders tab, and then select a folder within the same project. 4. Right-click the folder, and select Paste from the context menu. Deleting Folders When you delete a folder, the entire folder and its contents, including all subfolders, folder shortcuts, and document shortcuts are also removed. To delete a folder: 1. In the Folders tab, select the folder. 2. Right-click and select Delete Folder from the context menu. 3. To confirm the folder deletion, select Yes. Deleting Folder Shortcuts To delete a folder shortcut: 1. In the Folders tab, select the folder shortcut. 2. Right-click and select Delete Folder Shortcut from the context menu. 3. To confirm the folder shortcut deletion, select Yes. Deleting Documents and Document Shortcuts You can delete documents from folders (document shortcuts), or you can permanently delete documents from the PaperVision Enterprise system. To delete documents and document shortcuts: 1. In the Folders tab, select one or more documents. 2. Click the Delete icon in the toolbar. The Confirm Document Delete dialog box appears. 3. To remove the document shortcut from the folder, select Shortcut. If you want to permanently delete the document from the PaperVision Enterprise system, select Document. 4. Click Yes to confirm the deletion. Renaming Folders If you have been granted the appropriate security access right, you can rename folders. PaperVision Enterprise User Guide 52

62 Chapter 3 - Folders To rename a folder: 1. In the Folders tab, select the folder. 2. Right-click and select Rename from the context menu. 3. Enter the new name of the folder, and then press Enter. Delete a Folder When you delete a folder, the entire folder and its contents, including all subfolders, folder shortcuts, and document shortcuts are also removed. To delete a folder: 1. In the Folders tab, select the folder. 2. Right-click and select Delete Folder from the context menu. 3. To confirm the folder deletion, select Yes. Creating New Folders When you create a new folder, both a folder entry and a shortcut entry are created. The shortcut entry is created to link the new folder into another folder (or the base/default folder for that specific project). You can create a new folder that resides in one folder but shortcuts to another folder (allowing you to see the folder s contents). To create a new folder: 1. Right-click the parent folder and select Create from the context menu. The new folder appears directly below the selected parent folder. 2. Enter the new folder name, and then press Enter. Refreshing Folders To refresh the Folder list, right-click in the Folders tree and select Refresh from the context menu. Refreshing Documents To refresh the document list for the selected folder, right-click in the document list and select Refresh from the context menu. PaperVision Enterprise User Guide 53

63 Chapter 4 - Viewing Documents There are two document viewers supplied with PaperVision: the PaperVision Viewer and the Browser-Based Document Viewer. The PaperVision Viewer enables you to view documents from within the PaperVision application. The Browser-Based Viewer enables you to view documents from outside the PaperVision application. 1. On the PaperVision Enterprise screen, click System Settings to expand the menu. User Options Screen 2. Click User Options and then select the Document Viewing tab. 3. Complete the following fields: Document Display Method - Select which document viewer will be used. Show First Document - Select this option to have the first document in a search automatically displayed. 4. Click Save to persist the changes PaperVision Viewer The PaperVision Enterprise solution supports the native viewing of more than 250 file types. The PaperVision Viewer creates a clean and navigable user interface and enforces applicable functional security while enabling document-management, manipulation features, and workflow capabilities. The first time you attempt to view a document through the PaperVison Viewer, the system displays a link for you to download the PaperVision Enterprise Web Assistant (Web Assistant).. PaperVision Enterprise User Guide 54

64 Chapter 4 - Viewing Documents Important: To install the Web Assistant, you must be using Windows XP SP3 or later. Additionally, the viewer must be configured properly in System Settings > User Options > Use PaperVision Viewer. Depending on document function rights granted by the administrator, using the PaperVision Viewer might be your only option. This functionality is supported on any Windows-based browser. Alternatively, you can use the Browser-Based Viewer ( System Settings > User Options > Use Browser-Based Viewer) to view documents. If you opt to view documents in their native format when using the PaperVision Viewer or Browser-Based Viewer, please be advised that documents viewed in their native applications are not governed by the strict security features in PaperVision Enterprise. Downloading and Installing the Web Assistant You can install the Web Assistant from the Downloads screen. You must have the correct access to log onto the Downloads screen. If you cannot install the Web Assistant, contact your administrator for assistance. Note: Installing the Web Assistant requires administrative rights in Windows. To download the Web Assistant from the Downloads screen: 1. From the Downloads screen, scroll to the PaperVision Enterprise Web Assistant entry, and then click Download. 2. When the File Download dialog box appears, click Save. 3. Choose the file location. 4. Click Save once again. To install the Web Assistant: 1. Browse to the location where you downloaded the Web Assistant. 2. Double-click the PaperVision Web Assistant.exe file. The InstallShield Wizard window appears. 3. Click Next. The License Agreement window appears. 4. Click Yes to accept the terms of the license agreement. 5. After the installation has completed, click Finish. Viewing Documents in the PaperVision Viewer To view documents: 1. Expand the Available Projects directory and select the project. 2. Perform a search for documents in a project. The results display in the Search Results page. 3. To view a document, double-click it in the Search Results list. The document displays in the PaperVision Viewer window. See the PaperVision Viewer Window topic for additional information. Performing Tasks in the PaperVison Viewer When you are viewing a document in the PaperVision Viewer, click a toolbar icon to perform a task, or right-click within the PaperVision Viewer and choose a command from the context menu. The choices PaperVision Enterprise User Guide 55

65 Chapter 4 - Viewing Documents that are available to you depend on the permissions granted by the administrator and on the type of document viewed. PaperVision Viewer Window The PaperVision Viewer window displays the documents after you open them in a search results screen. To view documents: 1. Perform a search for documents. 2. Double-click a document in the search results. The document opens in the document viewer. This window contains the following features: PaperVision Viewer Window Depending on your permissions and the type of document you are viewing, you can right-click on a document to perform various operations on the document. The PaperVision Viewer toolbar contains viewing commands that enable you to scale, zoom, and rotate documents. Additionally, you can perform document operations such as printing, ing, and exporting. To preview the functions of each toolbar button, hover the mouse over the button, and its description will appear as a tool-tip. The Help button opens the related online help information. The Status bar at the bottom displays the document's associated index values. The Annotations toolbar, when enabled, allows you to create annotations. PaperVision Enterprise User Guide 56

66 Chapter 4 - Viewing Documents The scroll bars found at the bottom and side of the viewing window allow you to move the documents up, down, left or right within the window. In addition to the various context-menu options, use the mouse for the following tasks: Click and hold the left mouse button, then drag it around an area to zoom in on a particular region. Press the CTRL key and hold the left mouse button to pan the displayed image. Viewing Documents in Native Applications PaperVision Enterprise supports more than 250 file formats with the PaperVision Viewer. To view documents in their native applications, that application must be loaded on your local machine. If the administrator allows you to view documents in their native applications, you are not restricted from exporting, printing, or ing the files. Viewing documents in native applications does not provide full functionality that the document viewer provides, but several operations are accessible and are outlined in this topic. When viewing documents in native applications, the following functions are available: First Doc: Displays the first page of the first document in the search results list Previous Doc: Displays the first page of the previous document in the search results list Next Doc: Displays the first page of the next document in the search results list Last Doc: Displays the first page of the last document in the search results list First Page: Displays the first page of the current document Previous Page: Displays the previous page of the current document Next Page: Displays the next page of the current document Last Page: Displays the last page of the current document Close: Closes the document viewer Help: Opens the related Online Help file topic To view documents in their native formats: 1. In the search results list, highlight the document. Note: The browser might be set to block the external viewer. If you see a Download message in the Information toolbar, select it and choose Download File. Before you make any changes to your system configuration, contact your IT department. 2. Click Open to view the document. 3. Click Save to save the document to a different location. Supported File Formats The permissions granted by the administrator determine if users will have access to documents in native formats. The following file formats are supported in the PaperVision Document Viewer without requiring the installation of additional software: PaperVision Enterprise User Guide 57

67 Chapter 4 - Viewing Documents Archive Formats 7-Zip version 4.57 BinHex Bzip2 Expert Witness Compression (EnCase) GZIP version 2 ISO Java Archive Legato Xtender Archive MacBinary Mac Disk Copy Disk Image Microsoft Backup File Microsoft Cabinet format version 1.3 PKZIP versions through 9.0 Tape Archive UNIX Compress UUEncoding all versions WinZip versions through 10 Note: You can extract files from password protected.rar and 7-Zip files. In addition, the ZIP reader supports LZMA, BZIP2, and Deflate64 compression methods. Binary Formats Executable Link Library Computer Aided Design Formats AutoCAD drawing (DWF, DWG, and DXF files) versions 2.5 through 2009 Microsoft Visio versions, 5, 2000, 2002, 2003, 2007, 2010 Note: Graphic rendering for AutoCAD Drawing R13, R14, and R15 files are supported Database Formats dbase III+ and IV Microsoft Access (versions 95, 97, 2000, 2002, 2003) Microsoft Project 2000, 2002, 2003, 2007 PaperVision Enterprise User Guide 58

68 Chapter 4 - Viewing Documents Graphic Formats Computer Graphics Metafile CorelDRAW versions through 9.0 DCX Fax System EMF Encapsulated Postscript (raster) TIFF header Enhanced Metafile GIF versions 87 and 89 HD Photo (JPEG XR) with.hdp or.wdp extensions JBIG2 JPEG JPEG2000 (includes.j2k,.jp2, and.jpx) JPEG LS with.jls extension Lossless JPEG with.ljp extension Lotus AMIDraw Graphics Lotus Pic Macintosh Raster version 2 MacPaint Microsoft Office Drawing PC PaintBrush version 3 Portable Network Graphics (PNG) RAW SGI RGB Image Sun Raster Image Tagged Image File (TIFF) versions through 6.0 Truevision Targa version 2 WBMP Windows Animated Cursor Windows Bitmap Windows Icon Cursor Windows Metafile version 3 WordPerfect Graphics 1 version 1 WordPerfect Graphics 2 version 2 and 7 WSQ PaperVision Enterprise User Guide 59

69 Chapter 4 - Viewing Documents Note: Graphic rendering for AutoCAD Drawing R13, R14, and R15 files is supported. Mail Formats Documentum EMCMF Domino XML Language (includes support for non-encrypted embedded files and embedded images in DXL files) Legato Extender Lotus Notes Database versions 4, 5, 6.0, 6.5, 7.0, 8.0 Mailbox (MBX) created by Eudora 6.2 and Thunderbird 1.0 Microsoft Entourage Database 2004 Microsoft Outlook DBX 5.0 and 6.0 Microsoft Outlook Express (EML) versions 5 (Mac) and 6 (Windows) Microsoft Outlook Message (MSG) versions 97, 2000, 2002, 2003, 2007 Text Mail (MIME) Transport Neutral Encapsulation Format Multimedia Formats Note: Multimedia files are played using the Windows Media Control Interface Audio Interchange File Format (AIFF) Microsoft Wave Sound (WAV) MIDI MPEG-1 Audio layer 3 versions ID3 v1 and v2 MPEG-1 Video version 2 and 3 MPEG-2 Audio NeXT/Sun Audio QuickTime Movie version 2, 3, 4 Windows Video (AVI) version 2.1 PDF Formats Adobe PDF versions through 1.7 (includes password-protected PDF files) Presentation Formats Apple iwork Keynote versions 2, 3, '08, and '09 Applix Presents versions 4.0, 4.2, 4.3, 4.4 Corel Presentations versions 6, 7, 8, 9, 10, 11, 12, X3 PaperVision Enterprise User Guide 60

70 Chapter 4 - Viewing Documents Extensible Formats Description Language (XFD, XFDL) IBM Lotus Symphony Presentation 3.0 Lotus Freelance Graphics 2 Lotus Freelance Graphics versions 96, 97, 98, R9, 9.8 Macromedia Flash versions through 8.0 Microsoft PowerPoint Macintosh versions 98, 2001, v.x, 2004 Microsoft PowerPoint PC version 4 Microsoft PowerPoint Windows versions 95, 97, 2000, 2002, 2003 Microsoft PowerPoint Windows XML versions 2007, 2010 Note: Transparent shapes in Microsoft PowerPoint files are also supported. OASIS Open Document Format versions 1 and 2 OpenOffice Impress versions 1, 1.1, 2.0 StarOffice Impress versions 6, 7, 8 Spreadsheet Formats Apple iwork Numbers versions '08 and '09 Applix Spreadsheets versions 4.2, 4.3, 4.4 Comma Separated Values (CSV) Corel Quattro Pro versions 5, 6, 7, 8 Data Interchange Format IBM Lotus Symphony Spreadsheet 3.0 Lotus versions 2, 3, 4, 5, 96, 97, R9, 9.8 Lotus Charts versions 2, 3, 4, 5 Microsoft Excel Charts versions 2, 3, 4, 5, 6, 7 Microsoft Excel Macintosh versions 98, 2001, v.x, 2004 Microsoft Excel Windows versions 2.2 through 2007 Microsoft Excel Windows XML versions 2007, 2010 Microsoft Office Excel Binary Format versions 2007, 2010 Note: Merged cells and those containing Unicode text in Microsoft Excel files are supported. In addition, charts, cell color, and border formatting in Microsoft Excel 2007 spreadsheets are also supported. Microsoft Works Spreadsheet versions 2, 3, 4 OASIS Open Document Format versions 1, 2 OpenOffice Calc versions 1, 1.1, 2.0 PaperVision Enterprise User Guide 61

71 Chapter 4 - Viewing Documents StarOffice Calc versions 6, 7, 8 Text and Markup Formats ANSI ASCII HTML versions 3, 4 Note: Character set detection is supported in HTML files. Microsoft Excel Windows XML version 2003 Microsoft Word Windows XML version 2003 Microsoft Visio XML version 2003 MIME HTML (.mht) Rich Text Format versions 1 through 1.7 Unicode HTML Unicode Text versions 3, 4 XHTML version 1.0 XML (generic) version 1.0 Word Processing Formats Adobe FrameMaker Interchange Format versions 5, 5.5, 6, 7 Apple ichat Log versions 1, AV 2, AV 2.1, AV 3 Apple iwork Pages versions '08, '09 Applix Words versions 3.11, 4, 4.1, 4.2, 4.3, 4.4 Corel WordPerfect Linux versions 6.0, 8.1 Corel WordPerfect Macintosh versions 1.02, 2, 2.1, 2.2, 3, 3.1 Corel WordPerfect Windows versions 5, 5.1, 6, 7, 8, 9, 10, 11, 12, X3 DisplayWrite version 4 Folio Flat File version 3.1 Fujitsu Oasys version 7 Health Level7 version 2.0 IBM DCA/RFT version SC IBM Lotus Symphony Documents 3.0 JustSystems Ichitaro versions 8 through 2010 Lotus AMI Pro versions 2, 3 Lotus AMI Professional Write Plus version 2.1 Lotus SmartMaster versions 96, 97 PaperVision Enterprise User Guide 62

72 Chapter 4 - Viewing Documents Lotus Word Pro versions 96, 97, R9 Microsoft Windows Write versions 1, 2, 3 Microsoft Word Macintosh versions 4, 5, 6, 98, 2001, v.x, 2004 Microsoft Word PC versions 4, 5, 5.5, 6 Microsoft Word Windows versions 1.0, 2.0, 6, 7, 8, 95, 97, 2000, 2003 Microsoft Word Windows XML version 2007, 2010 Note: WordArt text in Microsoft Word 2007 is supported. Microsoft Works versions 1, 2, 3, 4, 6, 2000 OASIS Open Document Format versions 1, 2 OmniOutliner versions v3, OPML, and Outline OpenOffice Writer versions 1, 1.1, 2.0 OpenPublication Structure ebook version 2.0 Skype Log version 3 StarOffice Writer versions 6, 7, 8 WordPad versions through 2003 XML Paper Specification XyWrite version 4.12 Yahoo! Instant Messenger Miscellaneous File Types and Items OpenOffice 3 tables in presentation (.ODP) files Quantum compression format when extracting.cab files Self-extracting archives created with WinZip, WinRar, and AllZip Timestamps are preserved when files are extracted; however, there is no correction for Daylight Savings Time. PaperVision Viewer Toolbar Document types and page counts help determine the number of available operations in the PaperVision Viewer toolbar. Additionally, your permissions granted by the administrator will affect the number of available operations in the toolbar. Multi-page documents will enable the white document toolbar buttons; single-page documents will not. Image files, such as those with. jpg,.bmp, and.tif extensions, will enable the scaling buttons within the toolbar; documents created in a word processing program will not. Prints the document, a selection or selected pages in the document Prints the region you have displayed PaperVision Enterprise User Guide 63

73 Chapter 4 - Viewing Documents Adds a new document to the project Scans a document directly into PaperVision Enterprise Uploads scanned documents into PaperVision Enterprise and displays the number of documents that are awaiting upload Exports the document in a variety of file formats Opens the document in its native application Sends the document in an Creates a document grant Alters the index values of the current document Opens all associated documents Searches text in a full-text document Locates the next occurrence of matching text in a full-text document Hides the annotations on an image Shows the annotations on an image Shows or hides the annotations toolbar (the Annotations toolbar adds, modifies, or deletes document annotations) Adds a textual note to an image Displays a textual note on an image Toggles the overlay on or off a COLD or PaperVision Enterprise Report Management image PaperVision Enterprise User Guide 64

74 Chapter 4 - Viewing Documents Opens the online help file associated with the PaperVision Viewer Operations in the PaperVision Viewer Toolbar The PaperVision Viewer offers a wide array of operations that can be performed on documents. Accessibility to specific operations is controlled by your system administrator. Document operations such as printing, adding, editing, deleting, exporting, scanning, and uploading may be available. Depending on your user rights, you may be able to open documents in their native applications, send them by , issue document grants, perform audit reviews (on individual documents), and apply records retention locks and dates. Additionally, text searching and annotation functions might also be accessible. Viewing Documents 1. In the Search Results list, double-click the document to view. 2. Click any of the navigational toolbar icons to look through documents or pages in a document, scale images, or rotate images. For more information, see Navigating Documents. Note: If you adjust your view of a document, the system applies the same adjustments to all of the documents you are viewing. For example, if you rotate an image 90 degrees, the rest of the images will be rotated 90 degrees. Browser-Based Viewer You can print documents using the toolbar command, or you can right-click within the document or image to print from the context menu. Depending on your printer configuration, the document or image might print to a file or to a printer. To print a document: 1. Click the Print Document icon. 2. Select the printing parameters, and then click Print. 3. Click OK. To print the current page of a document: 1. Right-click on the document, and then select Print Current Page. 2. Click OK. Printing Regions of Documents After zooming, scaling or rotating an image or document, you can print the exact region that appears in the document viewer. 1. Click the Print Displayed Region icon. 2. If necessary, select the printing parameters, and then click Save. 3. Click OK. PaperVision Enterprise User Guide 65

75 Chapter 4 - Viewing Documents Adding New Documents In the PaperVison Viewer, documents must be added one at a time. If applicable, the system applies document-level security levels to these documents as they are uploaded to the system. If you add texttype documents for full-text searching, the system will populate the full-text database. Optionally, you can add new documents to folders as you add them to the system. Note: If applicable, document security levels may be applied. If you are adding text-type documents for full-text searching, the system populates the full-text database. To add documents in the PaperVision Viewer: 1. In the PaperVision Viewer toolbar, click the Add New Document icon. Index values for the currently-displayed document pre-populate the Add New Document dialog box. Add New Document 2. In the Document Index Fields section, enter the required document index values. 3. In the Add to Folder field, you can (optionally) add the new document to a folder in the Folders tab. If you do not want to add the document to a folder, proceed to step 8. To add the document to a folder, click the ellipsis button to locate the folder. The Select Folder dialog box appears (proceed to the next step). PaperVision Enterprise User Guide 66

76 Chapter 4 - Viewing Documents Select Folder 4. In the Select Folder dialog box, select the folder in which to add the document. Or, you can create a new folder (proceed to the next step). If the folder already exists and you do not want to create a new folder, proceed to step To create a new folder, select the appropriate parent folder, and then click the Create Folder button. The Create Folder dialog box appears. Create Folder 6. Enter the name of the new subfolder, and then click OK. 7. In the Select Folder dialog box, click OK after you have created all required folders. 8. In the Add New Document dialog box, click the ellipsis button in the Document File field to locate the new document. 9. In the Add New Document dialog box, click Save. A progress message appears briefly while the document is uploaded. Scanning and Uploading New Documents You can use the Scan2PVE feature to scan and upload single- or multi-page documents directly from a TWAIN-enabled scanning device into PaperVision Enterprise. This feature enables you to add, move, or delete pages within a document and maintain version control of those documents; any PaperVision Enterprise machine can pull double duty by serving as an ad hoc scan station for distributed scanning. You can also use Scan2PVE to capture documents and upload them into a new or existing workflow process in PaperVision Enterprise WorkFlow. PaperVision Enterprise User Guide 67

77 Chapter 4 - Viewing Documents Scanning Prerequisites Before you scan documents, you must choose a scanner from Options > Select Scanner and define your scanner settings in Options > Scanner Settings. Additionally, your system settings must be defined in Options > System Settings. Important: To scan documents into PaperVision Enterprise, the scanner must be connected directly to the scanning machine (no wireless or other network connections). Scanning from the PaperVision Viewer When you scan documents from the PaperVision Viewer, the system will add the documents to the current project. During the scanning process, the documents are stored in a temporary location on the scanning machine until users upload them. This design is intended to optimize productivity for remote users because they can scan multiple documents and then transfer them all at once. If applicable, the system applies any document-level security definitions. 1. For each document, click the Scan New Document icon. Pages from the feeder are scanned, and then the Scan New Document dialog box appears. 2. Enter the required document index field values. Scan New Document 3. In the Add to Folder field, you can (optionally) add the new document to a folder in the Folders If you do not want to add the document to a folder, proceed to step 8. To add the document to a folder, click the ellipsis button to locate the folder. The Select Folder dialog box appears. tab. PaperVision Enterprise User Guide 68

78 Chapter 4 - Viewing Documents Select Folder 4. In the Select Folder dialog box, select the folder in which to add the document. Or, you can create a new folder (proceed to the next step). If the folder already exists and you do not want to create a new folder, proceed to step To create a new folder, select the appropriate parent folder, and then click the Create Folder button. The Create Folder dialog box appears. Create Folder 6. Enter the name of the new subfolder, and then click OK. 7. In the Select Folder dialog box, click OK. 8. In the Scan New Document dialog box, click Save. Note: If a message displays to notify you that the files are being written to a temporary cache location, click OK. 9. For each additional document, repeat steps 2-8.After all documents have been scanned, click the Upload Scanned Documents icon to upload them to the server. As each document is successfully uploaded, it is removed from the temporary cache location. Exporting Documents 1. Click the Export icon. 2. In the Export dialog box, select the appropriate Image Format in which to export the documents. PaperVision Enterprise User Guide 69

79 Chapter 4 - Viewing Documents 3. From the File Name Field drop-down list, select the format of the file name (based on date/time stamp or one of the document s index field values). 4. Select the output directory location. 5. Select the page ranges. 6. Click Export. The system exports the documents' annotations and document index values that appear in the document viewer. 7. Click OK to the confirmation message. Opening Files in Native Applications Although PaperVision Enterprise offers document viewing capabilities for over 250 different document and image formats, it is sometimes necessary to open a document in its native application. PaperVision Enterprise offers the ability to open the file that you are viewing in its native application as determined by your operating system. When documents with annotations are viewed in native applications, the annotations are not applied to the document. 1. Click the Open File in Native Application icon. Note: If you have security access to document versioning and this document is an external document, you have the option of checking the document out. 2. To open the document in its native application while checking it out, click Yes. The file opens in its associated application. Note: Changes to image-based documents will not affect the retrievable document until your changes have been checked in. You can still access the document (on the same computer) to make additional changes prior to checking it in. ing Documents To send documents by 1. While viewing the document that will be sent, click the 2. In the dialog box, select the page range. 3. Select the format in which to send image attachments, if applicable. You can send as a multi-page.pdf or.tif file. 4. Click Choose the appropriate options, and then click Send. Creating Document Grants A document grant allows a user outside a network or company to access a document directly through a URL address. For example, instead of faxing or ing sensitive loan-processing information directly as an attachment in an , you can create a document grant. Since the administrator grants permission to create document grants, you may not have access to this operation. You can create multiple document grants for the same document. Passwords and expiration dates can be applied to document grants, and document security is fully protected during transmission. Since the document viewer plug-in is not used by those who access these icon. PaperVision Enterprise User Guide 70

80 Chapter 4 - Viewing Documents types of documents, the document opens through an application on the user's computer. As such, annotations do not render in these documents. Note: A PaperVision Enterprise license is consumed only during the active viewing of a document grant through the provided URL. The license is not consumed for the duration of the document grant. To create a document grant: 1. Click the Create Document Grant icon. The Create Document Grant dialog box appears. Create Document Grant 2. Do one of the following: Enter the date and time that the document grant will expire in the "yyyy-mm-dd hh:nn:ss" format. Accept the default 24-hour expiration 3. Enter a password. Note: It is not recommended to leave this field blank. If you leave the Password field blank, any user who obtains the URL can view the document. 4. Click Create. 5. If the document grant information is correct, click Yes. The document grant URL displays in the Document Grant Created dialog box. Document Grant Created 7. Click Copy to Clipboard to copy the URL to your Clipboard. 8. Click OK. Note: It is highly recommended to perform the Copy to Clipboard operation at this time since this is the only time the URL appears. Otherwise, your administrator will have to manually delete the document grant so the grant can be available once again. Or, you will have to wait until the document grant expires in order to recreate the grant. PaperVision Enterprise User Guide 71

81 Chapter 4 - Viewing Documents 9. If desired, paste the URL into the message that will be sent. 10. Click Close. Altering Document Index Values Index values can be changed from a search results page or the document viewer. Depending on each project s configuration, you may be able to enter new index values or choose new index values from a drop-down list. When you alter a document's index values in the document viewer, the server updates the values immediately. To alter index values: 1. In the Document Viewer toolbar, click the Alter Document Index Values icon. Note: If you are scanning a new document and the document viewer is open, the Alter Document Index Values function will be disabled. 2. Enter the new index values in the Alter Document Index Values dialog box. Only the index values specific to the currently-viewed document will change. 3. Click Save. Alter Document Index Values Viewing Associated Documents If your administrator has configured document associations for the project in which you are searching, you can view all associated documents (across multiple projects) that have been linked to the document you are currently viewing. Associated documents can be linked by common index values, index field names, wildcards, or other criteria defined by your administrator. PaperVision Enterprise User Guide 72

82 Chapter 4 - Viewing Documents Note: If the document you are currently viewing does not have any associated documents, the icon will be disabled. When an index field or index value (or wildcard) has been configured for a Document Association, the following search methods are used when you execute the Associated Documents operation in the document viewer (and Workflow window): When an index field has been configured, the index value in the configured field for the current document will be used to search the index field configured in the associated project (to find any documents with the same index value). When an index value (or wildcard) has been configured, the index value configured in the Document Association will be used to search the index field configured in the associated project (to find any documents with the same index value). 1. Click the Associated Documents icon. The Document Association Search Results screen appears. The project containing the associated documents displays at the top of the screen, along with the number of associated documents. All Document Associations defined by your administrator, along with the number of associated documents, appear in the drop-down list at the top of the screen. Document Association Search Results 2. Select the appropriate Document Association from the drop-down list to view the list of its documents. 3. Double-click a document to view it in the document viewer. You can perform most of the operations that are available in the Search Results screen (except the Add and Scan operations), such as printing search results, exporting, altering index values, ing, deleting documents, etc. Finding Text 1. In the search results list, double-click on the document. The document opens in the document viewer. 2. In full-text view, the system enables the Find Text and Find Next Occurrence icons. 3. Click Find Text. 4. Enter the text to search for, and then click OK. The system locates the next instance of the word and highlights the text in the document. PaperVision Enterprise User Guide 73

83 Chapter 4 - Viewing Documents Adding and Printing Textual Notes You can add textual notes to documents to indicate their progress or share other information. Textual notes are not full-text searchable. If a page contains a textual note, the pencil on the textual notes button displays in green. Once textual notes are created, they cannot be modified or deleted. To add a textual note for a document: 1. Click the Textual Note icon. The Textual Note dialog box appears. Textual Note 2. In the top window, enter information on the textual note, and then click the Add button. The text, user, and date/time stamp appear in the bottom window. 3. Click Save. To print a textual note: 1. In the document viewer toolbar, click the Textual Note 2. In the Textual Note dialog box, click the Print button. 3. Select the printing parameters, and then click Print. icon. Navigating Documents Depending on the number of documents found in the search and the number of pages comprising each, some of the navigational toolbar icons may be disabled. The following toolbar icons navigate you through documents and pages: PaperVision Enterprise User Guide 74

84 Chapter 4 - Viewing Documents Returns to the first document in the search results list Hot Key: Ctrl+F Returns to the previous document in the search results list Hot Key: Ctrl+P Proceeds to the next document in the search results list Hot Key: Ctrl+N Advances to the last document in the search results list Hot Key: Ctrl+L Returns to the first page of the current document Hot Key: F Returns to the previous page of the current document Hot Key: P Jumps to the user's specified page of the current document Hot Key: J Proceeds to the next page of the current document Hot Key: N Advances to the last page of the current document Hot Key: L Searching Text in Documents Depending on the type of document you are viewing, the Find Text and Find Next Occurrence operations may be available within the PaperVision Viewer. These operations allow users to quickly locate specific words or phrases within documents. Both operations are not case-sensitive. To find a word or phrase: 1. Click the Find Text icon. The Find Text dialog box appears. Find Text 2. Enter the text, and then click OK. The first occurrence of the word or phrase (from the cursor location) will be highlighted. 3. To search for the next occurrence of the same text, click the Find Next Occurrence icon. PaperVision Enterprise User Guide 75

85 Chapter 4 - Viewing Documents Right-Click Menu in the PaperVision Viewer Depending on security access rights granted by the administrator and the type of document open in the PaperVision Viewer, right-clicking within the document enables specific operations that are described in this topic. Copying Data to the Clipboard Document contents (other than image portions) can be copied to the clipboard to be pasted into other applications. 1. Highlight the information to copy. 2. Or, right-click on the document, and choose Select All from the context menu. 3. Right-click on the document, and select Copy to Clipboard from the context menu. The information will be copied to the clipboard. Resetting an Image After scaling, zooming or rotating the image, right-click on the image, and select Reset Image from the context menu. The document returns to its original view. Printing the Current Page 1. Right-click on the document, and select Print Current Page from the context menu. 2. Click OK. Viewing Full-Text Data If the image has been processed through OCR, you can view the full-text data. If the image has not been processed with OCR, a message will notify you that no full-text data exists. 1. Right-click on the document, and select View Full Text from the context menu. 2. To return to the image view, right-click the full text, and select View Full Text once again. Viewing Full-Text Search Results You can view the full text search results after you perform a full text search and subsequently open a document found in the search. 1. Right-click on the document, and select Full Text Search Results from the context menu. 2. The results display the page word/phrase, and context. Highlight one of the results, and click View. The full text that you searched will be highlighted in the document. PaperVision Enterprise User Guide 76

86 Chapter 4 - Viewing Documents Text Search Results To display the associated page of the document, double-click the item. If you are viewing the textual contents of the document (versus the image contents), you can highlight the words or phrase that was located. The score percentage is an indicator of the ranking of a document based on its number of hits compared to the document receiving the most hits. The document with the most hits always receives a score of 100%. For example, if a search returns four documents with hits of 115, 77, 50, and 4, the document with 115 hits receives a score of 100%; the remaining documents receive 67% (77 of 115 is 67%), 43%, and 5%, respectively. For full-text searches, the hits value displays the number of times (hits) the text exists in the document. Viewing Source File Information This operation will display the original data group name and source path for a document. 1. Right-click on the document, and select Source File Information from the context menu. 2. Click OK to close the source file information window. Deleting/Moving the Page Range When you check out an image-based document, you can make changes to the temporary checkout file. While the document is checked out, you have the ability to move, delete, and insert/append pages within PaperVision Enterprise User Guide 77

87 Chapter 4 - Viewing Documents the document. When you check the document back in, the temporary checkout file is used to update the document on the server. To delete a page range: 1. Right-click on the document, and select Delete Page Range from the context menu. 2. Enter the starting page and ending page range. 3. Click Continue. 4. A confirmation prompt lists your selected page range. Click Yes to continue, and your pages will be deleted from the document. Note: Your changes will not take place in the central repository until you have checked in the document. To move a page range: 1. Right-click on the document, and select Move Page Range from the context menu. 2. In the Source Page Range section, enter the starting page and ending page range to move. 3. In the Destination Page Range section, enter the starting page and ending page (if applicable) where the pages will be moved. Click Continue. 4. A confirmation prompt appears. Click Yes to continue, and your pages will be moved. Note: Your changes will not take place in the central repository until you have checked in the document. Checking a Document In/Out Checking out image-based documents is handled differently than non-image documents. When a nonimage document is checked out, it is simply copied to a location on the local computer and then opened in the native application. When an image-based document is checked out, things must be handled differently as the document typically has multiple image files for the single document (note that multi-page TIFF s, PDF s, etc are treated as non-image documents). As such, a temporary checkout file is placed on the local computer. Until you check the document in, when you access the document from that computer, you can move, delete, and insert/append pages within the document (which can be accessed by right-clicking on the page). All of your changes are made to the temporary checkout file. When you check the image-based document back in, the temporary checkout file is used to update the document on the server. To check out a document: 1. Right-click on the document, and select Check Document Out from the context menu. 2. Choose the location to save the document and click Save. The document opens in its native application, as specified by the operating system. To check in a document: 1. Right-click on the document and select Check Document In from the context menu. PaperVision Enterprise User Guide 78

88 Chapter 4 - Viewing Documents Check In window 2. Click New Version or New Revision. These options are defined by the administrator; one option may be considered more substantial than the other. A new version increments the version by a whole number (i.e becomes and becomes 3.000). A new revision increments the minor version of the document (i.e becomes 1.002). 3. In the File Path field, click the navigation button to locate the file containing the new document version or revision. The original checkout location pre-populates this field. 4. To delete the local file after check-in, select Delete Source File after Checked In. 5. Enter any comments about the document and click Save. Undoing a Check Out Only the administrator or the original user who checked out the document can undo a check-out. 1. Right-click on the document, and select Undo Check Out from the context menu. 2. Click Yes to continue. Your changes made during the checkout will not be submitted. 3. Click OK to the confirmation message. Viewing the Current Status You can view who has checked out a document and when it was checked out. 1. After checking out a document, right-click on the document, and select Current Status from the context menu. The checkout date/time, user, and name appear. 2. Click OK to close the status window. Viewing the Revision History 1. Right-click on the document, and select View Revision History from the context menu. The Revision History dialog box appears. PaperVision Enterprise User Guide 79

89 Chapter 4 - Viewing Documents 2. Choose the version and click View. 3. Click Yes. Revision History 4. Click Close to close the document revision window. To roll back a document in the revision history menu: 1. Right-click on the document, and select View Revision History from the context menu. 2. Select the roll back version. 3. Select Roll Back, and then click Yes. The previous document version appears, and the new version is added to the revision history list. Applying/Removing Retention Locks While viewing documents in the document viewer, the administrator and authorized users can apply and remove records retention lock dates. You can also apply and remove retention locks within the search results screen. Note: Users who are not granted rights to remove retention locks will not be able to apply a new lock date that is later than the current lock date. 1. Right-click on the document, and select Apply/Remove Retention Lock from the context menu. The Records Retention and Destruction dialog box appears. PaperVision Enterprise User Guide 80

90 Chapter 4 - Viewing Documents Records Retention and Destruction - Retention Lock 2. Select Apply Retention Lock, and enter a valid Lock Date/Time. 3. Or, select Remove Retention Lock. 4. Click Save. 5. Click Yes to confirm the application/removal of the retention lock. Applying/Removing Destruction Dates While viewing documents, system administrators and authorized users can apply and remove records retention destruction dates. If you apply a destruction date to a document, the document is removed from any destruction list to which it was previously associated. You can also apply and remove destruction dates within the search results screen. 1. Right-click on the document, and select Apply/Remove Destruction Date from the context menu. The Records Retention and Destruction dialog box appears. Records Retention and Destruction - Destruction Date 2. Select Apply Destruction Date, and enter a valid Destruction Date/Time. 3. Or, select Remove Destruction Date. PaperVision Enterprise User Guide 81

91 Chapter 4 - Viewing Documents 4. Click Save. 5. Click Yes to confirm the application/removal of the destruction date. Performing Security Audits In addition to the extensive security reporting capabilities in the Administration Console, PaperVision Enterprise offers you the ability to perform security audits for individual documents. You must be granted the appropriate user rights to perform a security audit. These audits provide a detailed list of who accessed the document and the operations performed on each. 1. Right-click on the document, and select Security Audit from the context menu. The system displays the document s associated activity in the Security Audit dialog box. 2. To print the contents of the audit, click Print. 3. Select the printing parameters, and then click OK. 4. To export the data to an XML file, click Export. 5. Enter the file name for the audit, and choose the output directory and file type. 6. Click Save. 7. Click OK to the confirmation message. 8. To close the audit window, click Close. Creating Workflow Instances Only system and workflow administrators can create a workflow instance. Multiple workflow instances can be applied to one document. 1. Right-click on the document, and select Create Workflow Instance from the context menu. The system displays all available workflows. 2. In the Create Workflow Instance dialog box, select the workflow, and then click Create. 3. Click OK to close the confirmation message. Viewing Workflow Status Only system administrators or workflow administrators can view a document s workflow status. 1. Right-click on the document, and select View WorkFlow Status from the context menu. The system displays a drop-down list of workflow instances associated with the current document. 2. Since a document may have multiple workflow instances associated with it, you may select from the Associated Workflow Instances drop-down list to view the information for another instance. 3. Click Close to close the workflow status window. Setting a File Password Some archive file types, such as ZIP files, contain additional files within their container that are often password-protected. When you assign passwords to ZIP files or Microsoft Office files in their native applications (e.g., Word, Excel, etc.), users will be required to enter the password to view the content of these files from the document viewer (or application). Once a password is set, it will remain in memory until the document viewing window (or application) is closed. 1. Ensure a password was applied to the document in the ZIP container or native application (e.g., Word, Excel, etc.) before it was added to PaperVision Enterprise. PaperVision Enterprise User Guide 82

92 Chapter 4 - Viewing Documents 2. In PaperVision Enterprise, view the password-protected archive or Microsoft Office file. 3. Click OK to the prompt that indicates the file is password-protected. 4. To view the contents of the password-protected file, right-click on the document, and select Set File Password from the context menu. 5. Enter the password, and then click OK. The supplied password will be applied to the document so its contents will be displayed. Extracting Selected Files Some archive file types, such as ZIP files, contain additional files within their container. These files can be extracted to your hard drive for further use. 1. While viewing an archive document, highlight the files. 2. Right-click on the document, and select Extract Selected Files from the context menu. 3. Select a directory to extract into, and click OK. Options Options include System Settings, Select Scanner, and Scanner Settings. For more information, see the Options in the PaperVision Viewer or Document System Settings topic. Making a Disclosure/Enhanced Auditing All document operations, such as viewing, searching, printing, ing, exporting, etc., are tracked by PaperVision Enterprise. Additionally, administrators may enable enhanced auditing for a project. When enhanced auditing is enabled, performing document operations may require you to enter a recipient of the information (i.e. ed to whom), the reason for the disclosure of information, and (optionally) notes pertaining to the disclosure. If you perform an operation on a document whose associated project has enhanced auditing enabled, you will be required to select from existing disclosure information or you may be allowed to enter new information. 1. Click the appropriate icon to perform an operation. (For example, click .) 2. Choose the method of the disclosure (in this example, ). 3. Select or enter the name of the recipient. 4. Select or enter the reason for the disclosure. 5. Enter any additional information in the Notes field. 6. Click OK. To disclose information manually, it may be required to record a disclosure of information that is not associated with a specific operation in the application. To track such information, right-click the document, select Manual Disclosure, make the appropriate modifications, and click OK. Revision Control PaperVision Enterprise offers extensive document revision control features so you can manage multiple versions of documents. In addition to standard document check-out and check-in operations, you can roll documents back to previous versions and view old versions of documents. PaperVision Enterprise User Guide 83

93 Chapter 4 - Viewing Documents The process for checking out image-based documents differs from non-image documents. When you check out non-image documents, they are simply copied to a location on the local computer and then opened in the native application. When you check out image-based documents, the check-out process differs since image-based documents typically contain multiple image files for the single document (however, multi-page TIFFs, PDFs, etc. are considered non-image documents). As such, a temporary checkout file is placed on your local computer. While the image-based document is checked out on your local computer, you can access the document to move, delete, and insert/append pages within the document. The changes are made to the temporary checkout file; when you check in the document, this temporary checkout file updates the document on the server. To view a document's checkout status: 1. Right-click on the document, and select Current Status. The user who checked it out and the checkout date appear. 2. Click OK to close the status window. Scanned Document Checkout Checking out scanned documents differs from checking out documents originating from external files, such as Microsoft Word documents. Users are not prompted to save scanned documents; rather, documents are marked as checked out so they cannot be modified. Documents are not removed from the system, but when they are checked out, users can add, delete or reorder pages using the PaperVision Viewer specifically. You cannot make changes with any other program and be able to save those changes. Additionally, this applies to.tif files that were imported into the system and not scanned. Checking Out/Checking In Documents To check out a document: 1. Right-click the document and choose Check Document Out. For documents, the Check Out Document dialog box will appear, so select the location where the document should be saved. When checking out image-based documents, they are automatically saved to the C:\Document and Settings\<user name>\local Settings\Application Data\Digitech Systems\Papervision\Checkout Queue folder. Image-based documents are saved as a pvecheckout file and when they are checked back in, they are automatically deleted. Image files can only be added and deleted, and pages can be reordered. Image files can only be checked back in through the PaperVision Viewer. 2. Type a file name for the document if necessary. 3. Click Save. The document will open for editing in its native application specified by the operating system. Make the appropriate edits, then save the document while in its native application. To check in a document: 1. Right-click the document and choose Check Document In. The Check In dialog appears. PaperVision Enterprise User Guide 84

94 Chapter 4 - Viewing Documents Check In Note: If no revisions were made to images, a prompt will appear that asks to undo the checkout instead of checking the document back in. Click Yes when this appears. 2. Click New Version or New Revision. 3. Note: These options are defined by the administrator; one option may be considered more substantial than the other. New Version increments the version by a whole number. New Revision increments the minor version of the document. See the next section on Revision History and Rolling Back Documents for more information. In the File Path field, click the ellipsis button to locate the file containing the new document version or revision. The original checkout location pre-populates this field. 4. To delete the local file after check-in, select Delete Source File after Checked In. 5. Enter any comments (optional) and click Save. The new version is copied to the server and updated. Revision History and Rolling Back Documents When a document version is updated, the system increments the document version number by a whole number (e.g., becomes and becomes 3.000). A new revision increments the minor version of the document (e.g., becomes 1.002). When a document rolls back to an earlier version, the system increments the number, even though the contents of the document are restored to the contents of the earlier version. For example, version does not roll back to version 2.000; instead, the system increments the version to To view document revision history: 1. Right-click the document and choose View Revision History. PaperVision Enterprise User Guide 85

95 Chapter 4 - Viewing Documents Revision History 2. Choose the version and click View. 3. Click Yes. 4. Click Close to close the document revision window. To roll back a document in the revision history menu: 1. Right-click the document and choose View Revision History. 2. Choose the version to roll back to, click Roll Back, and then click Yes. The previous document version will appear. The application adds the new version to the revision history list. Enhanced Auditing Administrators may enable the Enhanced Auditing feature for projects, which will require users to enter each document's recipient, a disclosure reason and other notes if necessary. The instructions in this topic describe how to select disclosure reasons and disclosure recipients prior to ing, exporting or printing a document. To make a disclosure: 1. Select an operation from the document viewer toolbar, such as , export, or print. 2. Before you can perform the operation, select the method, recipient, and reason from the Enhanced Auditing dialog box. PaperVision Enterprise User Guide 86

96 Chapter 4 - Viewing Documents Enhanced Auditing 3. Type in the recipient or reason if it is not available in the drop-down lists. Depending on the user rights granted by the administrator, some users may not have the option to type in a disclosure reason. 4. Enter any notes if necessary. 5. Click OK. Security Audits The disclosure will be recorded into a log that the administrator can access. Entity administrators can perform security audits on individual documents and view a detailed operations log on the document. To perform a security audit, right-click within the document and select Security Audit. Click Print to print out a hard copy of the log. To export the security audit into an XML file: Security Audit PaperVision Enterprise User Guide 87

97 Chapter 4 - Viewing Documents 1. Click the Export button. 2. In the Export Audit Info dialog, type the file name and select the appropriate export location. 3. Click Save. A confirmation message appears reminding you of the location where the XML file resides. 4. Click OK to close the message. Workflow Instances in Documents Users designated as system administrators or workflow administrators can use the Create Workflow Instance and View Workflow Status tools within the PaperVision Viewer. The tool is activated by rightclicking within the document or image. One document can be applied to multiple workflow instances in the PaperVison Viewer. Creating a Workflow Instance Only system administrators or workflow administrators can create a workflow instance. Multiple workflow instances can be applied to one document. 1. Right-click on the document and select Create Workflow Instance from the context menu. The system displays all available workflows in the Create Workflow Instance dialog box. Create Workflow Instance 2. Select the workflow and click Create, which applies the workflow instance to the document. 3. Click OK to close the confirmation message. Viewing a Document's Workflow Status Only system administrators or workflow administrators can view a document s workflow status. 1. Right-click the document and select View Workflow Status from the context menu. Since multiple workflow instances may be applied to a document, the Associated Workflow Instances drop-down list will filter the data based on each instance. PaperVision Enterprise User Guide 88

98 Chapter 4 - Viewing Documents Workflow Status 2. Click Close to exit and return to the document viewer. Options in the PaperVision Viewer The Options command is available when you right-click on a document or image within the document viewer, and then select Options > System Settings > Select Scanner (or Scanner Settings). The following settings are available for both documents and images: System Settings System Settings include those for printing, scanning, workflow, and header/footer options. 1. Right-click on a document and choose Options > System Settings. 2. Make the appropriate modifications in each tab. 3. Click Save. For more information on configuring settings in each tab, see the following topics: Modify ASCII font and display options in the General tab. Modify workflow options in the Workflow tab. Modify scanning and document editing capabilities in the Scan/Edit Tab. Modify headers and footers in the Header/Footer tab. Select Scanner This option allows you to configure the scanner used to scan in documents to PaperVision Enterprise. PaperVision Enterprise User Guide 89

99 Chapter 4 - Viewing Documents 1. Right-click on a document and choose Options > Select Scanner. 2. Select the scanner from the drop-down list and click OK. Scanner Settings Scanner Settings include the Image Type and Scan Resolution drop-down lists. Additional scanner settings include options for ADF Enabled (Document Feeder) and Duplex Scanning Enabled. Options available in the drop-down lists will vary across scanners. In addition, all TWAIN driver options available from your scanner driver are now available in PaperVision Enterprise. For example, you can change TWAIN driver options such as page size and color type while viewing documents in PaperVision Enterprise. 1. Right-click on a document and choose Options > Scanner Settings. 2. Make the appropriate modifications depending on the scanner you are using, and then click OK. Document System Settings System settings, including general document settings, printing, and scanning options, can be assigned in the PaperVision Viewer. The General tab contains ASCII font and display settings and word processing document display options. Options chosen in this tab will be saved on your local computer. To access system settings for the PaperVision Viewer, right-click on the document and select Options > System Settings. ASCII Font System Settings - General ASCII Font: Specifies the font that is used to display ASCII documents (including COLD/ERM documents) PaperVision Enterprise User Guide 90

100 Chapter 4 - Viewing Documents Filter non-printable Characters: Specifies whether non-printable characters are filtered out of the view when displaying ASCII documents (including COLD/ERM documents) ASCII Display Options ASCII Margins: Specifies the size of the left, right, top, and bottom margins in twips (1440 twips = 1 inch) when displaying ASCII documents (including COLD/ERM documents) ASCII Character Set: Specifies the character set used to display ASCII documents (including COLD/ERM documents) The ANSI Character Set is the Microsoft Windows default. DOS Code Page should only be used if the text file was created with a DOS editor. Word Processing Document Display Options Display Mode: Specifies whether to display textual documents (i.e. word-processing files) to fit within the window (Fit to Window) without full formatting, or to display the document with full formatting in Page Layout Mode Note: When in Fit to Window mode, font sizes can be increased and decreased for easier viewing. Page Layout: Specifies the page layout of textual documents (i.e. word-processing files) when they are displayed in Page Layout Mode PDF Rendering You can specify a dots per inch (DPI) value at which PDF files are rendered. The default value is 96 DPI, but you can enter a value between 1 and 500. Higher values will result in larger files. Scan/Edit Settings Scan and Edit settings define how the system handles the scanning and editing capabilities. These options are saved on your local computer. The Scanning Options section defines the document scanning and indexing settings. The settings for Annotation/Textual Note Handling for Editing Image- Based Documents define how the system handles annotations when someone modifies an image-based document. PaperVision Enterprise User Guide 91

101 Chapter 4 - Viewing Documents System Settings - Scan/Edit Scanning Options New Document File Type: Choose Single-Page TIFF to save each scanned image as an individual image within the document. This option enables you to modify scanned documents. You cannot modify Multi-Page PDF images within the document viewer; you must modify them in a third-party application. Pre-Populate New Fields: Check this box to configure the system to pre-populate document index values with the same values as the document currently being viewed. Prompt to Add Pages: Check this box to prompt to add additional pages to the scanned document once the scanner has scanned all of its pages, giving you the opportunity to add additional pages to the feeder. Once a document has been scanned and indexed, it cannot be modified until it has been uploaded and checked out. Explicitly Save/Restore Settings: - When selected this option initiates the ActiveX control to save and restore the scanner's TWAIN settings. Some scanners were not restoring their TWAIN setting correctly after being entered. This setting saves the configuration and doesn't allow the scanner's driver to overwrite the updated configuration. Annotation/Textual Note Handling for Editing Image-Based Documents These settings specify how annotations are to be handled when an image-based document is modified. When a modified document is checked in, this value is used to determine whether the annotations will remain associated with the image (useful for annotations that highlight or redact portions of the image) or the page number (useful where annotations are simply notes). Annotations might be deleted if the image or page that an annotation was associated with is removed from a modified document. PaperVision Enterprise User Guide 92

102 Chapter 4 - Viewing Documents No annotation shuffling is performed when rolling back to a previous version (annotation are left associated with their page numbers). Workflow Settings Depending on your permissions, you may be allowed to make modifications to your workflow options found in the Workflow tab. Options that are modified in this tab are saved on your local computer. In addition, any settings that your administrator defines for your entity override any modifications you make here. Modify the following fields: System Settings - Workflow Refresh Period: The amount of time (in seconds) the system must remain idle (without the user doing anything in the workflow screen) before automatically refreshing the Worksteps Waiting in Queue and My Worksteps lists. Enter 0 to disable the automatic refresh feature. Maximum Items in Lists: You can limit the total number of worksteps that display at a given time in the Worksteps Waiting in Queue and My Worksteps lists. This number indicates the maximum number that displays in both lists. Enter 0 to display all worksteps. Confirm Ownership: Check this box if you want the system to display a confirmation message each time you take ownership of a workstep. If you leave this box unchecked, no confirmation message displays; you assume ownership without confirming. Take Next Available Workstep: When you are a member within a group of workflow participants, you might attempt to take ownership of a workstep that another participant has just assumed. Check this box if you want the system to automatically assign the next available workstep to you in such a case. Only one workflow participant can own a workstep at a time, and if you attempt to take ownership of an owned workstep, the system denies you access to that workstep. If you leave this box unchecked, the system displays an alert that the workstep is already owned, but it does not automatically assign the next available workstep to you. PaperVision Enterprise User Guide 93

103 Chapter 4 - Viewing Documents Header/Footer Settings The Header/Footer tab contains font and placement settings for document headers and footers. These settings are saved on your local computer. In the Image Printing Header/Footer Font area: System Settings - Header/Footer Font Name: Displays the name of the current font Font Size: Displays the current font size Bold: Displays True if the header prints in bold font; displays False if the header is not bold Italics: Displays True if the header prints in italics; displays False if the header is not in italics Select button: Modifies the current font settings In the Image Printing Header/Footer Data area: Top Left: Positions the header or footer in the top left corner of the page Top Center: Positions the header or footer in the top center of the page Top Right: Positions the header or footer in the top right corner of the page Bottom Left: Positions the header or footer in the bottom left corner of the page Bottom Center: Positions the header or footer in the bottom center of the page Bottom Right: Positions the header or footer in the bottom right corner of the page You can select from the following types of data: None: No value prints in the selected position Current Date: The current date prints in the selected position PaperVision Enterprise User Guide 94

104 Chapter 4 - Viewing Documents Current Date and Time: The current date and time prints in the selected position Current Time: The current time prints in the selected position Index Fields: The index fields for the document print in the selected position in comma-delimited format Page Number: The document prints page numbers in the selected position User Defined Value: A user-specified value prints in the selected position. Enter the value in the Value field Annotating Documents PaperVision Enterprise offers a wide array of operations that can be performed on documents in the document viewer. Accessibility to specific operations is controlled by your system administrator. Document operations such as printing, adding, editing, deleting, exporting, scanning, and uploading may be available. Depending on your security access rights, you may be able to open documents in their native applications, send them by , issue document grants, perform audit reviews (on individual documents), and apply records retention locks and dates. Additionally, text searching and annotation functions might also be accessible. Note: Additional document operations are accessed by right-clicking the document and selecting the operation from the context menu. Depending on your security access rights, the Show/Hide Annotations tool may be available in the document viewer. Annotations allow you to highlight important sections of documents or to hide sensitive information from unauthorized users. If you are assigned the right to create and modify annotations, you can completely annotate, or mark up, images within a document. Textual annotations (running notes) are available for all document types. Annotations are stored in a separate database table that can be affected when data groups are reloaded. Annotations are simply overlays on images, but they cannot be applied to all document types. Note: Depending on the entity's import settings assigned by your administrator, annotations may be lost when data groups are reloaded into the PaperVision Enterprise system. Administrators can define user permissions so that annotations are "forced on", which means that users are able to perform operations on documents to which they have access, but they cannot remove, hide, or move the annotations. For full-text documents with annotations forced on, full-text is hidden behind the annotation, but users can still perform a full-text search on the document. In addition, if the "Force Annotations On" security access setting is enabled and an annotation fails to display, the document will not display, protecting the security of the annotations. Click the Edit Annotations toolbar: icon in the Document Viewer toolbar to display the annotations Selects annotations already present in the document or image Inserts text on the document or image PaperVision Enterprise User Guide 95

105 Chapter 4 - Viewing Documents Draws a straight line on the document or image Draws multiple, connected lines on the image Draws a rectangle to highlight or block out an area Draws freehand elements on the document or image Draws a solid, transparent, or translucent rectangle around an area Draws a solid, transparent, or translucent ellipse around an area Hiding/Displaying Annotations Draws a solid, transparent, or translucent polygon around an area Click Show and Hide Annotations icons to toggle the annotations on and off. Annotating Documents To apply annotations to documents: 1. Click the Edit Annotations icon. 2. Select the appropriate annotations tool to make your annotations, and use the left mouse button to define the area containing the annotation. Note: If you use the Multiple Connected Lines or Polygon tool, double-click the left mouse button to end the drawing. 3. Click Edit Annotations once again to save the changes. Using the Annotation Selector Tool Click the Annotation Selector tool and then select the annotation. Editing Annotations To edit annotations: 1. Click the Edit Annotations icon. PaperVision Enterprise User Guide 96

106 Chapter 4 - Viewing Documents 2. Click the Annotation Selector tool. 3. Right-click on the annotation. 4. In the context menu, select the appropriate option. 5. Click Edit Annotations once again to save the annotation changes. Deleting Annotations You can delete annotations individually or all at once. To delete one annotation: 1. Click the Edit Annotations icon. 2. Click the Annotation Selector tool and then right-click the annotation to delete. 3. Choose Delete from the context menu. To delete all annotations: 1. Click the Edit Annotations icon. 2. Click the Annotation Selector tool, and then right-click any annotation. 3. Choose Delete All from the menu. 4. Click Yes to confirm the deletion. Forcing Annotation on Documents You must have administrative rights to force annotations on documents. To force annotations on: 1. Log into the appropriate entity. 2. Click Administration > Projects and choose the project to modify. 3. Select Security Access, locate the user or group to modify, and click Properties. If the user does not yet have access to the project, click Add and check the appropriate users or groups. 4. Select Force Annotations On. This setting requires that users view annotations on documents (useful for enforcing redacted portions of documents). If this option is selected, users are able to perform operations on documents to which they have access, but they cannot remove, hide, or move the annotations. For full-text documents with annotations forced on, full-text is hidden behind the annotation, but users can still perform a full-text search on the document. In addition, if the "Force Annotations On" security access setting is enabled and an annotation fails to display, the document will not display, protecting the security of the annotation. 5. Click Save, and then click OK. Note: While "Force Annotations On" will be enforced within PaperVision, there are extenuating circumstances outside of PaperVision when a determined user may be able to view a previously unannotated page, thereby exposing any information hidden underneath the annotation. PaperVision Enterprise User Guide 97

107 Chapter 4 - Viewing Documents Right-Clicking on Annotations After you apply annotations to documents, you can use the Annotation Selector tool to right-click on an annotation to open a context menu. The context menu displays the operations and properties specific to the selected annotation tool. Depending on the type of document or image viewed, the annotation s context menu will contain different options. For example, right-clicking on a text annotation will display the following context menu: Context Menu - Text Annotation Most of the annotation tools contain related properties that you can customize, including the pen and back color, as well as the movable and sizable properties. You can right-click on any annotation, and then cut, copy, or delete the selected annotation (or all annotations) on the document. Textual properties are applicable only to the Text Annotation tool, including the Text color, Orientation, Locked, and Text justification properties. Viewing Documents with Annotations Depending on security access rights granted by the administrator, the Show/Hide Annotations tool may be available in the PaperVision Viewer. Annotations highlight important sections of documents or to hide sensitive information from unauthorized users. ' PaperVision Enterprise User Guide 98

108 Chapter 4 - Viewing Documents Document without Annotations Document with Annotations PaperVision Enterprise User Guide 99

109 Chapter 4 - Viewing Documents Changing the Document View You can manipulate a document's view by scaling, zooming, and rotating it with the scaling toolbar buttons. Image files with extensions such as.bmp,.gif,.jpg, and.tif can be scaled and rotated in the PaperVision Viewer. The following toolbar icons change the display of the image in the Document Viewer window: Displays the image at its full width Hot Key: W Displays the image at its full height Hot Key: H Scale to Window Fits the image within the window Hot Key: CTRL + W Rotates the image 90 degrees Hot Key: R Toggles the overlay on and off for a COLD/ERM document. Hot Key: O Zooming and Panning The PaperVision Viewer contains a zooming feature that is initiated by dragging the mouse around an area of the image. To zoom in on an area: 1. With the left mouse button, drag around an area of the document. A bounding outline appears. 2. Once the area is the appropriate size, release the mouse. The zoomed area appears within the PaperVision Viewer window. 3. To return to the original view, right-click the image, and select Reset Image. To pan around a zoomed area: 1. Press the CTRL key and the left mouse button. The pointer appears as a hand instead of an arrow. 2. Move the pointer to pan around the area. Browser-Based Viewer When you view documents in the Browser-Based Viewer, you can view documents using Internet Explorer, Chrome, Firefox, or Safari (on ipad devices and Macs), android devices and web browsers after you open them from a Search Results screen. The Browser-Based Viewer features an intuitive ribbon interface with large icons representing groups of related operations, such as scaling, zooming, and document/page navigation operations. Several file types, including TIFF, JPG, PDF, PPT(X), DOC(X), XLS(X), VSD, etc., are supported in the Browser-Based Viewer, and you are not required to install additional software. PaperVision Enterprise User Guide 100

110 Chapter 4 - Viewing Documents Security Audits Browser-Based Viewer The Browser-Based Viewer includes the following features: The Home tab provides primary document operations including printing, adding, document/page navigation, and formatting operations for scaling, zooming, and rotating The Edit tab provides versioning (check in/out, revision history, etc.), document management (altering index values, document sharing, etc.), and annotation (share and ) operations The Quick-Access Toolbar contains a set of commands that are independent of the currently displayed page. You can customize this toolbar with operations that you most commonly use in the Browser- Based Viewer The Help button opens the related online help information The Status bar at the bottom displays the document's current page position (e.g., Page 1 of 1) and its associated index values. The Annotations toolbar, when enabled, allows you to view annotations PaperVision Enterprise User Guide 101

111 Chapter 4 - Viewing Documents The scroll bars found at the bottom and side of the viewing window allow you to move the documents up, down, left or right within the window You can drag the mouse around an area to zoom in on a particular region. On an ipad, pinch the area in which you want to zoom. Supported Hot Keys The Browser-Based Viewer provides support for hot keys outlined below. These keyboard shortcuts consist of one keystroke or multiple keystroke combinations that activate operations within the Browser- Based Viewer. Home Tab Ctrl+Z: Print Document Ctrl+Alt+A: Add New Document Ctrl+Alt+O: Open File in Native Application Ctrl+P: Previous Document Ctrl+N: Next Document Ctrl+F: First Document Ctrl+L: Last Document P: Previous Page N: Next Page F: First Page L: Last Page J: Jump to Page R: Rotate Image Space: Reset Image W: Scale to Width H: Scale to Height Alt + W: Scale to Window Ctrl+M: Minimize Ribbon Ctrl+V: Viewer Options F2: Help File Edit Tab Ctrl+X: Check Document Out Ctrl+U: Undo Check Out Ctrl+C: Current Status Ctrl+H: View Revision History I: Alter Document Index Values PaperVision Enterprise User Guide 102

112 Chapter 4 - Viewing Documents E: G: Share Document D: View Associated Documents C: Source File Information Ctrl + T: Textual Notes S: Show/Hide Annotations Supported Native File Types in the Browser-Based Viewer The permissions granted by the administrator determine whether or not users will have access to documents in native formats. Since the Browser-Based Viewer does not use ActiveX components, several additional browsers to Internet Explorer are also supported, including Chrome, FireFox, and Safari (on ipad devices and Macs) and android devices. When you select the Browser-Based Viewer to view documents, the following file formats are supported, and you are not required to install additional software: COLD/ERM Formats COLD documents (DataFlow texual documents and PVERM COLD documents) Image Formats BMP (Standard Windows format, including OS/2, bitmap) CGM (Computer Graphics Metafile) CLP (Windows Clipboard) CUR (Windows 3.x and Win95 cursor) CUT/PAL (Dr. Halo CUT) DCX (Intel multi-page FAX) DIB (Microsoft Device Independent Bitmap) DICOM/DICM/DCM (Digital Imaging & Communication in Medicine versions 3.0, ) DNG (Adobe Digital Negative) GEM (GEM Paint) GIF (Graphic Image Format) ICA/MOD (IBM IOCA and MO:DCA) ICO (Windows Icon) IFF (Electronic Arts) IMT (IMNET Groups III and IV) JFX (Kofax Group4) JPG/JPEG (JPEG) LV (Lazer View) MSP (MS Paint) NCR (NCR) PaperVision Enterprise User Guide 103

113 Chapter 4 - Viewing Documents PBM (Portable Bitmap) PCD (Kodak Photo CD) PCX (PC Paintbrush) PGM (Portable Graymap) PNG (Portable Network Graphics) PNM (Portable Any-Map) PPM (Portable Pixmap) PSB (Adobe Photoshop Big) PSD (Adobe Photoshop) PTOCA/PTO/MOD (Presentation Text Object Content Architecture) SGI (Silicon Graphics Image) TGA (Truevision Targa) TIF/TIFF (Tagged Image File Format version ) U3D (Universal 3D version 1.0) WBMP (Wireless Bit-Map) WDP (HD Photo/Windows Media Photo) WPG (WordPerfect Graphics Metafile) XBM (X BitMap) XPM (X PixMap) XWD/WD (XZ Windows Dump) Informational Formats CAR PDF/Postscript Formats PDF (Adobe PDF version ) PS/EPS (Adobe PS v3) Message Formats EML MSG PMicrosoft Visio Files VDX VSD VSS VST PaperVision Enterprise User Guide 104

114 Chapter 4 - Viewing Documents VSX VTX VZW Multi-Part Files GZIP TAR ZIP Non-Converted Files HTML TXT XHTML Presentation Formats ODP PPT PPTX Spreadsheet Formats CSV ODS XLS XLSB XLSM XLSX XLTX XML (Office Format) Textual Documents DOC DOCX MHT/MHTML ODT RTF XML (Office Format) PaperVision Enterprise User Guide 105

115 Chapter 4 - Viewing Documents Operations in the Browser-Based Viewer PaperVision Enterprise offers a variety of operations that can be performed on documents in the Browser-Based Viewer. Accessibility to specific operations is controlled by your system administrator. Document operations such as printing, adding, and sharing may be available for selection. Depending on your user rights, you may be able to open documents in their native applications, alter document index values, associate documents, add textual notes, and other operations. Additionally, text searching and annotation operations may also be accessible. Viewing Documents The Browser-Based Viewer displays the documents after you open them in a search results screen. Depending on your security access rights and the type of document you are viewing, you may be able to perform various document operations. The Browser-Based Viewer toolbar contains operations that enable document scaling, zooming, and rotating; page and document navigation; and document-related tasks such as printing, sharing, and annotating. You must select the Use Browser-Based Viewer user option prior to viewing documents in the Browser-Based Viewer. See the User Options topic for more information. 1. Perform a search for documents. The results display in a search results list. Search Results 2. In a Search Results list, double-click the document to view, and the document opens in the Browser- Based Viewer window. PaperVision Enterprise User Guide 106

116 Chapter 4 - Viewing Documents Browser-Based Viewer Window 3. Click a toolbar icon to perform an operation. Operations available in the toolbar depend on your security access rights granted by the administrator and the type of document viewed. Instructions for all operations in the Browser-Based Viewer begin are described in the remaining sections of this topic. Printing Documents You can print the currently-displayed page in the Browser-Based Viewer. 1. In the Browser-Based Viewer's General toolbar group, select the Print 2. Select the printing parameters, and then click Print. 3. Click OK. icon. Adding New Documents Depending on the permissions granted to users by the administrator, documents can be added to projects from the Browser-Based Viewer. PaperVision Enterprise User Guide 107

117 Chapter 4 - Viewing Documents Note: If applicable, document security levels may be applied. If you are adding text-type documents for full-text searching, the system populates the full-text database. 1. In the Browser-Based Viewer's General toolbar group, select the Add icon. Index values for the currently-displayed document pre-populate the Add New Document dialog box. Add New Document 2. In the Document Index Fields section, enter the required document index values. 3. In the Folder field you can (optionally) add the new document to a folder in the Folders tab. If you do not want to add the document to a folder, proceed to step 7. To add the document to a folder, click the Browse button to locate the folder. The Choose Folder dialog box appears (proceed to the next step) PaperVision Enterprise User Guide 108

118 Chapter 4 - Viewing Documents Choose Folder 4. In the Choose Folder dialog box, select the folder in which to add the document. Or, you can create a new folder (proceed to the next step). If the folder already exists and you do not want to create a new folder, proceed to step To create a new folder, select the appropriate parent folder, and then click the New Folder button. 6. Enter the name of the new folder, and then click OK In the Add New Document dialog box, click the ellipsis button in the File field to locate the new document. In the Add New Document dialog box, click Save. A progress message appears briefly while the document is uploaded. Opening Files in Native Applications Although PaperVision Enterprise offers document viewing capabilities for various document and image formats, it is sometimes necessary to open a document in its native application. PaperVision Enterprise offers the ability to open the file that you are viewing in its native application as determined by your operating system. When documents with annotations are viewed in native applications, the annotations are not applied to the document. If you attempt to open an unsupported file type on an ipad or Android device, the native application must be installed on the device. Otherwise, the document may not open outside the Browser-Based Viewer. 1. In the Browser-Based Viewer's General toolbar group, select the Open icon. Note: If you have security access to document versioning and this document is an external document, you have the option to check out the document. PaperVision Enterprise User Guide 109

119 Chapter 4 - Viewing Documents 2. To open the document in its native application while checking it out, click Yes. The file opens in its associated application. Note: Changes to image-based documents will not affect the retrievable document until your changes have been checked in. You can still access the document (on the same computer) to make additional changes prior to checking it in. 3. Or, select Cancel to open the document without checking it out. Proceed to the next step. 4. You can either open or save the file if you did not check out the document. Select Open or Save. If you select Open, the file will open in its native application. If you select Save, the Save As dialog opens, where you can select the local or network directory in which to save the file. Proceed to the next step. Save As 5. In the Save As dialog, enter the file name, and then click Save. Document and Page Navigation Depending on the number of documents found in the search and the number of pages comprising each, some of the navigational toolbar icons may be disabled. The following toolbar icons navigate you through documents and pages: Previous: Returns to the previous document in the search results list Next: Proceeds to the next document in the search results list PaperVision Enterprise User Guide 110

120 Chapter 4 - Viewing Documents First: Returns to the first document in the search results list Last: Advances to the last document in the search results list Previous: Returns to the previous page of the current document Next: Proceeds to the next page of the current document First: Returns to the first page of the current document Last: Advances to the last page of the current document Jump: Jumps to the user's specified page of the current document Item Navigation Depending on the whether you have enabled the Document Grouping feature in User Options, the Item Navigation toolbar icons may not appear in the Browser-Based Viewer's toolbar. The following toolbar icons navigate you through grouped documents: Previous Item: Returns to the previous item in the grouped document Next Item: Proceeds to the next item in the grouped document Scaling, Zooming, and Rotating You can manipulate a document's view by scaling, zooming, and rotating it with the operations in the Format toolbar group. Image files with extensions such as.bmp,.gif,.jpg, and.tif can be scaled, rotated, and reset in the Browser-Based Viewer. The Browser-Based viewer contains a zooming feature that is initiated by dragging the mouse around an area of the image or pinching the area on an ipad or Android device. Note: If you adjust your view of a document, the system applies the same adjustments to all of the documents you are viewing. For example, if you rotate an image 90 degrees, the rest of the images will be rotated 90 degrees. The following toolbar icons change the display of the image in the Browser-Based Viewer: Scale to Width: Displays the image at its full width Scale to Height: Displays the image at its full height PaperVision Enterprise User Guide 111

121 Chapter 4 - Viewing Documents Scale to Window: Fits the image within the window Rotate Image: Rotates the image 90 degrees clockwise Reset Image: Resets the image to its original size within the window To zoom in on an area: 1. With the left mouse button, drag around an area of the page. A bounding outline appears. Note: On the ipad or Android device, pinch the area you want to zoom. 2. Once the area is the appropriate size, release the mouse. The zoomed area appears within the Browser-Based Viewer window. 3. To return to the original view, select the Reset Image icon. Revision Control To view a document's checkout status: 1. After opening the document in the Browser-Based Viewer, select the Edit tab. 2. In the Versioning toolbar group, select the Current Status the checkout date appear. icon.the user who checked it out and Current Status 3. Click OK to close the status window. To check out a document: 1. After opening the document in the Browser-Based Viewer, select the Edit tab. 2. In the Versioning toolbar group, select the Check Out Cancel the check out. icon. You are prompted to Open, Save, or PaperVision Enterprise User Guide 112

122 Chapter 4 - Viewing Documents Open - Click Open.The document is opened in the native application for the select file. Save - Click Save and then click open to select the folder in which the document will be saved. Cancel - Click to cancel the Save process. The document is still checked out. You must check in the document to allow access to it in the future. 3. Type a file name for the document if necessary. 4. Click Save. The document will open for editing in its native application specified by the operating system. Make the appropriate edits, then save the document while in its native application. To check in a document: 1. After opening the document in the Browser-Based Viewer, select the Edit tab. 2. In the Versioning toolbar group, select the Check In icon. The Check In dialog appears. Check In 3. Click New Version (major) or New Version (minor). Note: These options are defined by the administrator; one option may be considered more substantial than the other. New Version (major) increments the version by a whole number. New Version (minor) increments the minor version of the document. See the next section on Revision History and Rolling Back Documents for more information. 4. In the File Path field, click the ellipsis button to locate the file containing the new document version or revision. The original checkout location pre-populates this field. 5. Optionally enter any comments (optional) and click Save. The new version is copied to the server and updated. PaperVision Enterprise User Guide 113

123 Chapter 4 - Viewing Documents Revision History and Rolling Back Documents When a document version (major) is updated, the system increments the document version number by a whole number (e.g., becomes and becomes 3.000). A new version (minor) increments the minor version of the document (e.g., becomes 1.002). When a document rolls back to an earlier version, the system increments the number, even though the contents of the document are restored to the contents of the earlier version. For example, version does not roll back to version 2.000; instead, the system increments the version to To view a document's revision history: 1. After opening the document in the Browser-Based Viewer, select the Edit tab. 2. In the Versioning toolbar group, select the Revision History appears. icon. The Revision History dialog Revision History 3. Choose the version and click View. 4. Click Yes. 5. Click Close to close the document revision window. To roll back a document in the revision history menu: 1. In the Revision History dialog, select the Roll Backbutton. PaperVision Enterprise User Guide 114

124 Chapter 4 - Viewing Documents 2. Choose the version to roll back to, click Roll Back, and then click Yes. The previous document version will appear. The application adds the new version to the revision history list. Altering Document Index Values Index values can be changed from a search results page or the document viewer. Depending on each project s configuration, you may be able to enter new index values or choose new index values from a drop-down list. When you alter a document's index values in the document viewer, the server updates the values immediately. 1. In the Browser-Based Viewer, select the Edit tab. 2. In the Manage toolbar group, select the Alter 3. Enter the new index values in the Alter Index Values dialog box. Only the index values specific to the currently-viewed document will change. icon. Alter Index Values 4. Click Save. ing Documents Documents can be ed from the Browser-Based Viewer. 1. With a document open in the Browser-Based Viewer, click the icon. One of two screen display: If the selected document is an imaged based document, TIFF, JPG, etc, you are presented with page range option as shown below: PaperVision Enterprise User Guide 115

125 Chapter 4 - Viewing Documents dialog with page range options If the selected document in the Browser-Based Viewer is in a format other than a graphic format such as PDF, or Microsoft Word format, you are presented with the document screen without the page range options as shown below: 2. At the dialog, complete the following fields: dialog without page range options PaperVision Enterprise User Guide 116

126 Chapter 4 - Viewing Documents To: Enter the address of the recipient. Subject: Optionally enter a subject for the . Message: Optionally enter a message describing the document. Note: Annotation will not be included on the image when ing it from the Browser-Based Viewer. 3. Click the button to send the document to the recipient. Sharing Documents When you share a document, a user outside a network or company can access the document directly through a URL address. For example, instead of faxing or ing sensitive loan-processing information directly as an attachment in an , you can share a document. Since the administrator grants permission to share documents, you may not have access to this operation. You can share multiple documents at a given time. Passwords and expiration dates can be applied to shared documents, and document security is fully protected during transmission. Since the PaperVison viewer is not used by those who access these types of documents, the document opens through an application on the user's computer. As such, annotations do not render in these documents. Note: A PaperVision Enterprise license is consumed only during the active viewing of a shared document through the provided URL. The license is not consumed for the duration of the shared document. 1. In the Browser-Based Viewer, click the Edit tab. 2. In the Manage toolbar group, select the Share icon. The Share Document dialog box appears. Share Document 3. Enter the date and time that the shared document will expire in the "yyyy-mm-dd hh:nn:ss" format. 4. Or, accept the default 24-hour expiration. 5. Enter a password. Note: It is not recommended to leave this field blank. If you leave the Password field blank, any user who obtains the URL can view the document. 6. Click Create. PaperVision Enterprise User Guide 117

127 Chapter 4 - Viewing Documents 7. If the shared document information is correct, click Yes. The shared document URL displays in the Share Document dialog box. Share Document 8. Click Copy to Clipboard to copy the URL to your Clipboard. 9. Click OK. Note: It is highly recommended to perform the Copy to Clipboard operation at this time since this is the only time the URL appears. Otherwise, your administrator will have to manually delete the document share so it can be available once again. Or, you will have to wait until the document share expires in order to recreate the share. 10. If desired, paste the URL into the message that will be sent. 11. Click Close. Viewing Associated Documents If your administrator has configured document associations for the project in which you are searching, you can view all associated documents (across multiple projects) that have been linked to the document you are currently viewing. Associated documents can be linked by common index values, index field names, wildcards, or other criteria defined by your administrator. Note: If the document you are currently viewing does not have any associated documents, the icon will be disabled. When an index field or index value (or wildcard) has been configured for a Document Association, the following search methods are used when you execute the Associated Documents operation in the document viewer (and Workflow window): When an index field has been configured, the index value in the configured field for the current document will be used to search the index field configured in the associated project (to find any documents with the same index value). When an index value (or wildcard) has been configured, the index value configured in the Document Association will be used to search the index field configured in the associated project (to find any documents with the same index value). 1. In the Browser-Based Viewer, click the Associated icon. The Document Association Search Results screen appears. The project containing the associated documents displays at the top of the screen, along with the number of associated documents. All Document Associations defined by your PaperVision Enterprise User Guide 118

128 Chapter 4 - Viewing Documents administrator, along with the number of associated documents, appear in the drop-down list at the top of the screen. Associated Documents 2. Select the appropriate Document Association from the drop-down list to view its list of documents. 3. Double-click a document to view it in the Browser-Based Viewer. 4. You can perform most of the operations that are available in the Search Results screen (except the Add and Scan operations), such as printing search results, exporting, altering index values, ing, deleting documents, etc. Viewing Source Files Information This operation will display the original data group name and source path for a document. 1. In the Browser-Based Viewer, select the Edit tab. 2. In the Manage toolbar group, select the Source File appears. icon. The Source File Information dialog Source File Information 3. Click Close. PaperVision Enterprise User Guide 119

129 Chapter 4 - Viewing Documents Adding Textual Notes You can add textual notes to documents to indicate their progress or share other information. Textual notes are not full-text searchable. If a page contains a textual note, the pencil on the textual notes button displays in green. Once textual notes are created, they cannot be modified or deleted. To add a textual note for a document: 1. In the Browser-Based Viewer, select the Edit tab. 2. In the Annotate toolbar group, select the Notes icon. The Textual Note dialog box appears. Textual Note 2. In the top window, enter information on the textual note, and then click the Add button. The text, user, and date/time stamp appear in the bottom window. 3. Click Save. To print a textual note: 1. Open the document containing the textual note. PaperVision Enterprise User Guide 120

130 Chapter 4 - Viewing Documents 2. In the Browser-Based Viewer, select the Edit tab. 3. In the Annotate toolbar group, select the Notes 4. In the Textual Note dialog box, click the Print button. 5. Select the printing parameters, and then click Print. Showing and Hiding Annotations Depending on your security access rights, the Show/Hide Annotations tool may be available in the Browser-Based Viewer. To show/hide annotations: 1. In the Browser-Based Viewer, select the Edit tab. icon. 2. In the Annotate toolbar group, select the Show or Hide icon to toggle the annotations on and off. Browser-Based Viewer Options Within the Browser-Based Viewer, you can select how certain types of documents are rendered once you open them from a search results screen. Generally, you can render documents as images or in their native applications. Font options are also available for textual documents in the Browser-Based Viewer. Additionally, you can select the icons to display in the Quick Access Toolbar. To modify Browser-Based viewer options, select the Viewer Options icon. PaperVision Enterprise User Guide 121

131 Chapter 4 - Viewing Documents Edit Viewer Options - General Rendering The following list summarizes how specific documents are rendered in the Browser-Based Viewer: Images are displayed in their native format and are not converted to another format in the Browser- Based Viewer. Non-converted documents, such as text, HTML, files of unknown types, and files with missing extensions, are not converted in the Browser-Based Viewer. As a result, these types of files do not support graphical annotations. PDF and Postscript documents (such as PS, EPS) are not converted in the Browser-Based Viewer. However, PDF files support existing annotations. Multi-Part Files, such as ZIP, GZIP, and TAR, are displayed in a tree structure. If you select a file in the container, its contents are displayed if they are supported file types. Message documents (EML and MSG) and their attachments, are displayed in a general layout. When you select an attachment in a supported file format, the page navigation operations are accessible. Genferal Rendering The General Rendering tab provides rendering options for spreadsheet, textual, presentation, and diagram documents in the Browser-Based Viewer. The following settings are available: Spreadsheets - By default, spreadsheets are rendered as PNG images at 200 DPI. Alternatively, you can render spreadsheets natively, and they will open in their respective application. Textual Documents - By default, textual documents, such as those with the.doc,.docx, and.rtf extensions, are rendered as PNG images at 200 DPI. Alternatively, you can render textual documents in their native formats, and they will open in their respective applications. Presentation Documents - By default, presentation documents are rendered as PNG images at 200 DPI. Alternatively, you can render presentation documents natively, and they will open in their respective application. For the Page Size property, you can select the Letter, Legal, A4, or Custom page size in inches or centimeters. For the Paper Orientation property, you can display presentation documents in either the Portrait (vertical) or Landscape (horizontal) orientation. Diagram Documents - By default, diagram documents are rendered as PNG images at 200 DPI. Alternatively, you can render diagram documents natively, and they will open in their respective application. Fonts The Fonts tab provides font options for textual documents in the Browser-Based Viewer. When finished with your selections, click the Save button. PaperVision Enterprise User Guide 122

132 Chapter 4 - Viewing Documents The following font settings are available for selection for plain text and COLD fonts: Plain Text Font You can select the type of font that appears on textual-based documents: Font Name: By default, text is displayed in Courier New font, but you can select another option. Font Size: By default, text is displayed in font size 12, but you can select another option. Font Bold: By default, this setting is not selected. Insert a check mark to change the font appearance to bold. Font Italics: By default, this setting is not selected. Insert a check mark to change the font appearance to italics. COLD Font You can select the type of font that appears on COLD documents. Font Name: By default, text is displayed in Courier New font, but you can select another option. Font Size: By default, text is displayed in font size 12, but you can select another option. Font Bold: By default, this setting is not selected. Insert a check mark to change the font appearance to bold. PaperVision Enterprise User Guide 123

133 Chapter 4 - Viewing Documents Toolbar You can customize the Quick Access toolbar with operations that you commonly use in the Browser- Based Viewer. The icons displayed in this toolbar are accessible from the File or Edit tab. Edit Viewer Options - Toolbar The following Quick Access icons are available for selection: Print Document Add New Document Open File in Native Application Previous Document Next Document First Document Last Document Previous Item Next Item Previous Page Next Page First Page Last Page Jump to Page PaperVision Enterprise User Guide 124

134 Chapter 4 - Viewing Documents Rotate Image Reset Image Toggle Overlay (COLD/ERM) Scale to Width Scale to Height Scale to Window Check Document In Undo Checkout Current Status Revision History Alter Document Index Values Share Document Associated Documents Source File Information Textual Note Show/Hide Annotations Supported File Formats (Full-Text) The full-text database engine in PaperVision Enterprise can extract full-text information from many different document file formats. Even if the application does not support full-text extraction for a document type, you can still upload the document and search for it using index field values; the application will be unable to extract the full-text information from the document. Adobe Acrobat pdf Adobe Flash SWF Ami Pro sam ANSI/ASCII text txt Digitech Systems DataFlow data groups Digitech Systems PaperFlow data groups that have been processed with OCRFlow EBCDIC Eudora MBX message files mbx GZIP gz HTML htm/html JPEG jpg Lotus 123 MBOX archives including Thunderbird mbx MHT archives (HTML archives saved by Internet Explorer) mht PaperVision Enterprise User Guide 125

135 Chapter 4 - Viewing Documents Microsoft Access 95 through 2007 MDB Microsoft Excel xls/xlsx Microsoft Excel 2003 XML xml Microsoft Internet Explorer Archives mht Microsoft Outlook files eml Microsoft Outlook Express 5 and 6 message stores dbx Microsoft Outlook Message files msg Microsoft PowerPoint ppt/pptx Microsoft Rich Text Format rtf Microsoft Vista XML Paper Specification xps Microsoft Word 2003 XML xml Microsoft Word for DOS doc Microsoft Word for Windows versions 1, 2, 6, 7, 8 (Word 97), 9 (Word 2000), 10 (Word XP), 11 (Word 2003), 12 (Word 2007) doc/docx Microsoft Works wks MIME messages MP3 (metadata only) - mp3 Multimate Advantage II dox Multimate version 4 doc OpenOffice 2.x and 1.x documents, spreadsheets, and presentations sxc, sxd, sxi, sxw, sxg, stc, sti, stw, odt, ott, odg, otg, odp, otp, ods, ots, odf (includes OASIS Open Document Format for Office Applications) Quattro Pro TAR tar TIFF tif Transport Neutral Encapsulation Format tnef Treepad hjt Unicode (UCS16, Max or Windows byte order, or UTF-8) WMA media files (metadata only) wma WMV video files (metadata only) wmv WordPerfect versions 5 and later wpd, wpf WordStar versions 4, 5, 6 ws Write wri XBase (including FoxPro, dbase, etc.) dbf XML xml XSL xsl PaperVision Enterprise User Guide 126

136 Chapter 4 - Viewing Documents ZIP zip PaperVision Enterprise User Guide 127

137 Chapter 5 - Worksteps Waiting in Queue If you are assigned to worksteps within a workflow definition in PaperVision Enterprise, you can access the Worksteps Waiting in Queue directory to complete your worksteps and associated tasks. When you select a workstep from the directory, the Workflow View opens and displays all worksteps to which you have been granted access, along with their associated documents. Workflow definitions, pre- and post-conditions, workstep participants, and tasks are configured and assigned by your administrator in the PaperVision Enterprise Administration Console. To view a workstep that is waiting in your queue, click it to open the WorkFlow View. To view a complete list of workflow terms, see the Workflow Terms section in the WorkFlow Definitions topic. Understanding Basic WorkFlows To build a workflow definition, administrators include the following elements: Defined workflow participants Workflow definition, which serves as a template of the activities that must occur in the workflow Start workstep, which kicks off the first workflow instance when an associated pre-condition is met Worksteps, including the associated tasks, post-conditions, time limits, and workflow participants; worksteps can be automated, which means the system undertakes them, or manual, which means a user or group undertakes them. Stop step, which serves as the last step in the workflow instance Notes: A single document can be active in multiple workflow instances at the same time. If someone deletes the document from the system, the workflow instance automatically transitions to the stop step, and the application sends the workflow administrator a notice in the log file. The system tracks all workflow instances individually for audit reports. PaperVision Enterprise User Guide 128

138 Chapter 5 - Worksteps Waiting in Queue The following figure illustrates an example loan-processing workflow instance: Example of a Loan-Processing Workflow Instance As illustrated in the loan-processing workflow instance, workflow instances follow the same basic steps: 1. The workflow instance begins. 2. If the first workstep is manual, as in the loan-processing example, the workflow participant takes ownership of it. If the workstep is automated, the system undertakes it. 3. If the workstep is manual, the workflow participant checks off each associated task upon completion (similar to a "To-Do" list). If the workstep is automated, the system undertakes the associated tasks. PaperVision Enterprise User Guide 129

139 Chapter 5 - Worksteps Waiting in Queue 4. As soon as at least one post-condition in the workstep is complete, the system transitions the instance to the next workstep. 5. When the last workstep meets a post-condition, the workflow instance transitions to the stop workstep, and the workflow instance is complete. Workflow Terminology The following terms are used in the Workflow component in PaperVision Enterprise. These terms adhere to the standard terms prescribed by the Workflow Management Coalition (WFMC) or WFMC-approved synonyms. A workflow definition describes a series of activities (workstep definitions), and the order and conditions under which they execute, that are controlled by the workflow engine to automate a business process. Workflow/WorkFlow Instance A workflow or workflow instance is a representation of a single enactment of a workflow definition. A workflow definition is a description (definition), and a workflow instance is the live execution of that definition. When a document is imported into PaperVision Enterprise, the system may, based on preconditions, spawn a workflow instance of a workflow definition. In other words, you may create a workflow definition for a loan processing application, but the workflow instances are the live representations of loans as they are processed through that workflow. Note: A single document can be active in multiple workflow instances at the same time. If the document is deleted from the system, the workflow instance will be transitioned to the end automatically with a history entry outlining that the document was deleted. Pre-Conditions Pre-conditions define a set of rules based on document index criteria that are used to determine if documents should automatically spawn new workflow instances when a document is added to the system (via importing data groups or manually adding a new document). A workflow definition can contain multiple pre-conditions. Once a pre-condition is met for a specific workflow definition and the workflow instance has been instantiated, no additional pre-conditions for that same workflow will be evaluated. However, other workflow definitions pre-conditions will be evaluated to see if workflow instances should be created for them. If no pre-conditions are defined for a workflow, workflow instances will have to be manually created by administrators or users explicitly granted access to do so. Note: Pre-conditions defined as new versions are not re-evaluated for existing documents (those already residing in the system) when importing with the Full Reload as New Object Version option. Pre-conditions defined as new versions are only re-evaluated during document check-in. Workstep Definition A workstep definition describes an activity that forms one logical step within a process defined by a workflow definition. This activity may be automated by the workflow server (with no user intervention) or may require the user to perform one or a series of tasks. A workstep definition includes one or more tasks that are assigned to a single participant. While worksteps must be performed in the order defined by the workflow definition, tasks within a workstep can be performed in any order. PaperVision Enterprise User Guide 130

140 Chapter 5 - Worksteps Waiting in Queue Workstep/Workstep Instance A workstep or workstep instance is a representation of a single enactment of a workstep definition within a workflow instance. It is the smallest unit of work scheduled by the PaperVision Enterprise WorkFlow engine. Once a workflow instance is created, there is always exactly one active/current workstep instance representing the workstep that the workflow is currently on. The workstep instance may be owned by a single user who is currently working on it or it may be unowned (waiting to be taken ownership of). A workstep instance does not have to be completed all at once. In other words, a user may perform certain tasks on Workstep A; complete work on Workstep B; then return to complete Workstep A at a later time. Tasks A task represents an item of work that can be performed during a workstep. Only one user can own a workstep; all tasks to be performed within that workstep must be performed by that one user (more than one user cannot be assigned to the tasks comprising the workstep). Tasks within a workstep do not have to be performed in any specific order. However, the administrator can order the tasks differently for each user. Tasks can include user operations or automated operations. User tasks are simply instructions telling the user to do something. Once the user has done that task, the user can mark it as completed. Automated tasks are operations that are carried out by the system for the user. Automated tasks include forcing a document index field to a specific value, executing command-line instructions (to launch separate applications or perform a system operation), and raising COM events (to allow a third-party application to interact with the workstep). Automated tasks are executed after the previous task in the workstep is executed. Workstep Participants A workstep participant indicates whether a group of users will complete the workstep or the server (Automated) will automatically perform every task in the workstep. Task/Workstep Transition A workstep transition occurs when a workstep is completed and the flow of the workflow moves (transitions) to another workstep. Post-Conditions Post-conditions are rules that are evaluated when a workstep instance is activated. After each task is processed, post-conditions are used to determine whether the workstep is completed. Post-conditions contain two pieces of information, including evaluation rules and the transition workstep. The evaluation rules specify the tasks to be completed and/or any document index criteria that must exist in order for the rule to be satisfied. If the rule is satisfied, then the workstep is marked as completed and then transitioned to its transition workstep. The transition workstep specifies the next workstep; it can also specify the end of the entire workflow or transition to another workflow entirely. A workstep definition may contain multiple post-conditions. Each post-condition is evaluated in order (i.e. when a workstep contains multiple post-conditions, the first post-condition that is met will initiate the workstep transition, and the workstep will be completed. Workstep Owner As workstep instances are created, defined workstep participants can assume ownership of them. Once a specific user (or the system) has assumed ownership of the workstep instance that user (or the system) becomes the Workstep Owner. Once a workstep instance is owned, no other participants can perform any of the tasks for that particular workstep instance. Ownership of a workstep instance can only be revoked by an administrator PaperVision Enterprise User Guide 131

141 Chapter 5 - Worksteps Waiting in Queue Modifying Workflow Options 1. Select Options > System Settings > Workflow. 2. Make the appropriate modifications. These settings are saved to your local computer. Depending on your permissions, you might be unable to make modifications to your workflow options. Additionally, any settings defined by the administrator for the entity will override any modifications made in this location. 3. Click Save. Understanding the WorkFlow View You can select any workstep in the Worksteps Waiting in Queue directory to open its associated document(s) in the WorkFlow window. The Workflow view contains workstep tasks, worksteps owned by the user, and worksteps waiting in queue. Features of the Workflow Window WorkFlow View The following operations and features are available in the Workflow Window: PaperVision Enterprise User Guide 132

142 Chapter 5 - Worksteps Waiting in Queue Workstep Tasks displays tasks associated with the selected workstep. Depending on the workflow configuration, you must complete the associated tasks to complete a workstep. PaperVision Viewer Window displays the document associated with the current workstep instance. Help opens the related online help information. Options allows you to configure system settings, including workflow options. Refresh allows you to refresh both the Worksteps Waiting in Queue and My Worksteps lists. Workstep drop-down menu, found next to the Options and Refresh buttons, displays the user's accessible worksteps and associated workflows. Worksteps Waiting in Queue displays worksteps not yet owned within the selected workflow instance. My Worksteps displays worksteps owned within the selected workflow instance. Taking Ownership of Worksteps The Worksteps Waiting in Queue list displays unowned worksteps within the selected workflow instance and appears within the WorkFlow window. Worksteps Waiting in Queue WorkFlow Instance displays a unique number assigned to each workflow instance. WorkFlow Started displays the time the workflow instance began. Workstep Instance displays a unique number assigned to each workstep instance. Workstep Started displays the date and time the workstep instance entered the workflow. Once you take ownership of a workstep, the ownership cannot be canceled. Only an administrator can reassign ownership of a workstep. To take ownership of a workstep: 1. Double-click a workstep in the Worksteps Waiting in Queue list. Or, right-click the workstep and choose Take Ownership. To take ownership of multiple worksteps, press the Shift or Control key while selecting worksteps. 2. Depending on your workflow options, you might need to click Yes to confirm ownership. The workstep displays in your My Worksteps list, and the system displays the appropriate document in the PaperVison Viewer Window. Tasks List The Workstep Tasks list displays on the left side of the WorkFlow window and lists associated tasks belonging to the selected workstep. Use the left mouse button to mark tasks as complete and to route worksteps to completion. PaperVision Enterprise User Guide 133

143 Chapter 5 - Worksteps Waiting in Queue Tasks Awaiting Completion Task Completed To complete workstep tasks: 1. Select the check box next to the appropriate task. Each time you complete a task, the system evaluates whether any post-conditions have been met. As soon as a post-condition is met, the system transitions to the next workstep. 2. Click Yes if a confirmation message appears (it may not appear, depending on your assigned Workflow settings). 3. Otherwise, click No to return to the Workflow window. My Worksteps The My Worksteps list displays the worksteps you own within the selected workflow instance. Your worksteps appear in the bottom left of the WorkFlow window. My Worksteps The My Worksteps list contains the following columns: WorkFlow Instance displays a unique number the system assigns to the workflow instance. WorkFlow Started displays the time the workflow instance began. Workstep Instance displays a unique number the system assigns to the workstep instance. Workstep Started displays the date and time you assumed ownership of the workstep. PaperVision Enterprise User Guide 134

144 Chapter 6 - Global Searches The Global Searches directory facilitates document searches across multiple projects. If you consistently perform searches by certain criteria such as social security number, account number or company ID, you can add a global search to streamline the search process. Because the Page Forward or Page Backward commands are not included on the Global Search Results page, define specific criteria so that your search produces only the most applicable results. All users are allowed to define an unlimited number of global searches. Searches are not case sensitive; for example, a search on the name "smith" locates both "smith" and "Smith". Global searches that are run against certain databases are often added to these databases' log files. Consequently, these log files can grow over time and can possibly cause these databases to perform much more slowly. Because of this possibility, it is recommended to select only the relevant fields to perform the global search. For example, to search only for social security numbers across projects, you should not select irrelevant index fields for the global search; fields like company name, employee name, department name, etc. should not be selected. Global Search Criteria Note: It is required to search at the project level when searching for full-text data. After defining a Global Search, the page consists of the following elements: Global Searches list (displays a list of existing global searches) Global Search Criteria field Add Search command Edit Search command Delete Search command Search button Clear Criteria button PaperVision Enterprise User Guide 135

145 Chapter 6 - Global Searches Viewing a Global Search List To view all available global searches, click the Global Searches directory and a list will be returned. If no searches have been defined, a notification indicates that no global searches exist. Adding a Global Search To add a new global search: 1. Click the Add Search icon. The Add New Global Search window displays. Add New Global Search 2. Enter the search name in the Global Search Name field. Use the right vertical scroll bar to move up and down the list. Move the horizontal scroll bar to view longer-named fields. 3. Select the appropriate projects and index fields to include in the search. 4. To select all projects and criteria, check the Select All box. 5. Click Save. Editing a Global Search To edit a global search: 1. Select the global search to edit. PaperVision Enterprise User Guide 136

146 Chapter 6 - Global Searches 2. Click Edit Search. 3. Make the appropriate modifications by selecting or removing the criteria in the list. 4. Click Save. Deleting a Global Search To delete a global search: 1. Select the global search to remove. 2. Click Delete Search, and then click OK. Running a Global Search To search projects globally: 1. From the Global Searches screen, select a predefined global search from the Global Searches list. 2. Enter the search criteria in the Global Search Criteria field, and then click Search. Note: You cannot use the "&" or "^" characters in global search criteria. Global Search Results The search goes through the projects' appropriate index fields and returns the documents fitting the criteria. If you enter invalid global search criteria, the system displays an alert. 3. If the search returns documents from multiple projects, select the appropriate on from the Project dropdown list. Printing Search Results In addition to selecting a document to view, a variety of operations can be performed from a search results list, including altering document index values, deleting, printing, ing, exporting, migrating, and adding new documents. Depending on access to specific operations controlled by your administrator, you may be able to apply document-level security, records retention locks, and destruction dates and times on documents Printing Search Results You can print a search results list in a formatted, print-friendly version. PaperVision Enterprise User Guide 137

147 Chapter 6 - Global Searches To print the project search results: 1. Click the Print Results icon. 2. Select the appropriate printer, and then click Print. Exporting Search Results You can export one or more search results items to an XML file. To export a selected results list item: 1. Select one or more items in the search results list. 2. Click the Export Results icon. 3. Click Open to view the exported results in the XML file. 4. Or, click Save to save the exported results to a location in your directory. 5. Enter the file name, and then click Save. If you entered a file with the XML file extension on the end, the selected items will be exported into an XML formatted text file. Otherwise, the selected items will be exported into a tab-delimited text file. 6. Click Save once again. Global Search Results The Global Search Results screen contains similar operations and hot keys as the Project Search Results screen. Although documents can also be viewed from this screen, only the first page of results appears within each searched project, and no Next or Previous links are available. Global Search Results The Global Search Results page displays the following items: Current project name Number of documents displayed per page (limited to the number of documents specified in the Max. Results Per Query field in User Options) If applicable, a notification that more search results exist Project drop-down list (click the down arrow to view results in a different project) Project index fields which display as column headings in the search results table Document list that matches search criteria and index values as specified in User Options Search Criteria link that returns to the Global Search page If applicable, you can expand and collapse documents containing detail sets (also referred to as "duplicate documents") that appear in the search results list (indicated with a plus sign). PaperVision Enterprise User Guide 138

148 Chapter 6 - Global Searches Select All link that selects all documents in the search results list (Deselect All is also available) Status column that displays an icon when documents are checked out (administrators see a lock icon identifying documents assigned with document-level security; non-administrators do not see the lock and only see documents as assigned by the administrator) The Global Search Results toolbar provides the following operations: Viewing Global Search Results After performing a global search for documents in a project, the results will display in the Global Search Results page. To perform a global search: 1. From the Global Searches screen, select a global search. 2. Enter the search criteria and click the Search icon. The system displays the first page of results within the first searched project. 3. From the Project drop-down list, select the project to display. To easily locate a document in a large results list, click a column header to sort the columns in ascending or descending order. Viewing Documents Double-click a document in the Search Results page to view it. Use the included PaperVision Viewer or your operating system's default viewer to display the documents. Note: Depending on the permissions granted to the user by the administrator, annotations may be forced on for the project. This causes the user to only see the document's edited portions and not the full-text data below the annotations. Viewing Documents You can print search results exactly as they display on screen. To print global search results: 1. From the Global Search Results page, choose the appropriate project, and then click the Print Results. 2. Select the appropriate printer, and then click the Print icon. Exporting Results You can export global search results exactly as they display on screen. The system exports the search results and the associated document index values in an XML file. PaperVision Enterprise User Guide 139

149 Chapter 6 - Global Searches To export global search results: 1. From the Global Search Results page, choose the appropriate project and click the Export Results icon. 2. Click Open to view the exported results. 3. To save the results to a different location, click Save. 4. Browse to the location where the results should be saved. 5. Enter the file name. 6. Select the appropriate file format. 7. Click Save once again. Altering Indexes When you alter a document's index values, the server updates the values immediately. Depending on the way your projects are set up by the administrator, you might be able to enter new index values or choose the new value from a drop-down list. If you are altering only specific values of multiple selections (for example, you are modifying the dates of multiple selections but not the file names), leave the values you are not changing at their current value. To alter index values: 1. From the Global Search Results page, select the documents. 2. Click the Alter icon. Note: If you do not select a document, the system displays an alert. Click OK to close the alert. 3. Enter the new index values and click Save. Deleting Documents Deleting documents from PaperVision Enterprise will remove the documents (and all associated versions and annotations) from the system. Furthermore, depending on the way the administrator has the data group for the documents configured; PaperVision Enterprise may also delete the physical files from their source media. The administrator grants you the right to delete documents, so you may not have access to this operation. To delete documents: 1. From the Global Search Results page, select the documents, and then click the Delete icon. Note: If you fail to select a document, the system displays an alert. Click OK to close the alert. 2. Click OK to confirm the deletion. Printing Documents If annotations are displayed, those annotations will be printed on the document. To print documents: PaperVision Enterprise User Guide 140

150 Chapter 6 - Global Searches 1. From the Global Search Results page, select the documents and click the Print icon. Note: If you do not select a document, the system displays an alert. Click OK to close the alert. 2. Select the pages and printer, then click Print. ing Documents You can send documents from any MAPI-compliant application. The system includes the document files and index values in the message. If annotations are visible in a document, they will also appear in the document when it is sent. To send documents by 1. From the Global Search Results page, select the documents, and then click the icon. Note: If you fail to select a document, the system displays an alert. Click OK to close the alert. 2. Select the page range. 3. Select the document format. Note: Only image-based documents can be converted (e.g. if the image is a.tif, it can be converted to a.pdf when sent in an .) Microsoft Word documents, however, will remain as Word documents. 4. Type your message, and then click Send. Exporting Documents Exporting documents converts them to a specified format (if the document is comprised of images) and writes the files to a specified location on your local drive. If the document is not comprised of images, it will be exported in its original format. If annotations are visible in a document, they will also appear in the document when it is exported. To export documents: 1. From the Global Search Results page, select one or more documents. 2. Click the Export icon. 3. From the Image Format drop-down list, select the appropriate format in which to export the documents. 4. From the File Name Field drop-down list, select how the exported document will display the file name (either as a date/time stamp or based on the documents index field values). 5. Select the output directory ( Output Directory). 6. Select the pages to export, and then click Export. Annotations and document index values are exported with the documents. Tagging Documents for Migration PaperVision Enterprise facilitates the process of collecting documents from your repository into external data groups (CD-ROMs, etc.). Migrating documents becomes particularly useful in applications where PaperVision Enterprise User Guide 141

151 Chapter 6 - Global Searches specific sets of data are required to give to an end-user (e.g. legal projects where an attorney wishes to extract information about a specific case and have it placed on a CD-ROM to take to trial). To tag documents for migration: 1. From the Global Search Results page, select one or more documents. 2. Click the Migrate icon. 3. Click OK to submit the documents for migration. A confirmation message will appear if the documents were successfully tagged for migration. Note: An administrator will perform the actual migration through the PaperVision Enterprise Administration Console, not the PaperVision Enterprise Local Client. For more information about migration, see Working with Migration Jobs. Adding New Documents An infinite number of documents can be added to projects. You can add multiple documents during one upload by selecting the Additional Files button. Depending on the organization of the project and how the administrator set up the index field values, it might be possible to enter new index values, or you may be able to choose index values from a drop-down list. If applicable, document-level security may be applied. If text-type documents are added for full-text searching, the system will populate the full-text database. If you are granted the appropriate folder security access rights, you can also add new documents to folders in the Folders tab. To add a document: 1. From the Global Search Results page, choose the appropriate project from the Project drop-down list. 2. Click the Add icon. The Add New Documentspage appears. Add New Documents 3. In the Document Index Fields section, enter the required index values. PaperVision Enterprise User Guide 142

152 Chapter 6 - Global Searches 4. In the Folders section, you can (optionally) add the new document to a folder (in the Folders tab). To add the document to a folder, click the Browse button to locate the appropriate folder. The Choose Folder dialog box appears. 5. In the Choose Folder dialog box, select the folder, and then click OK. 6. To add a new folder (optional), select the parent folder, and then click the New Folder button. 7. If you added a new folder, enter the folder name, and then press Enter to save the new folder. 8. Click OK. 9. In the Choose File dialog box, select the file, and then click Open. 10. In the Files section, click the Browse button to locate the document. Choose Folder 11. To add more documents, click the Additional Files button and repeat steps 9 through 10. The same index values will be assigned to all documents added in one operations. 12. Click Save. Scanning New Documents To scan one or more documents from a search results page: 1. For each document, click the Scan icon. The document viewer window appears. 2. In the document viewer toolbar, click the Scan New Document icon. Pages from the feeder are scanned, and then the Scan New Document dialog box appears. PaperVision Enterprise User Guide 143

153 Chapter 6 - Global Searches 3. Enter the required document index field values. Scan New Document 4. In the Add to Folder field, you can (optionally) add the new document to a folder in the Folders tab. If you do not want to add the document to a folder, proceed to step 9. To add the document to a folder, click the ellipsis button to locate the folder. The Select Folder dialog box appears. Select Folder 5. In the Select Folder dialog box, select the folder in which to add the document. Or, you can create a new folder (proceed to the next step). If the folder already exists and you do not want to create a new folder, proceed to step To create a new folder, select the appropriate parent folder, and then click the Create Folder button. The Create Folder dialog box appears. PaperVision Enterprise User Guide 144

154 Chapter 6 - Global Searches Create Folder 7. Enter the name of the new subfolder, and then click OK. 8. In the Select Folder dialog box, click OK. 9. In the Scan New Document dialog box, click Save. Note: If a message displays to notify you that the files are being written to a temporary cache location, click OK. 10. For each additional document, repeat steps After all documents have been scanned, click the Upload Scanned Documents icon to upload them to the server. As each document is successfully uploaded, it is removed from the temporary cache location. Applying Document-Level Security PaperVision Enterprise applies extensive security measures beyond project-level security rights. Projectlevel security access rights provide functionality-based security at the project level, and administrators can grant or deny user access to specific projects and functionality within those projects. Document-level security provides more fine-grained settings, enabling administrators to define users' security access rights to individual documents. For example, document-level security can restrict access to certain people based on date ranges or invoice amount ranges. If you do not have access to a document, you will not see it in your results list. If you are an administrator or a user with the appropriate rights, a padlock will appear in the Status column of secured documents. To manually apply document-level security: 1. From the Global Search Results page, select one or more documents. 2. Click the Secure icon. 3. Select the document-security level definitions to apply to the documents. Any definitions currently applied to the selected documents are shown as selected. 4. To remove a document-level security definition, clear the check box. 5. Click Save. The server applies the document-level security definition to the document. To remove document-level security: 1. From the Global Search Results page, select the documents whose document security should be removed. 2. Click Secure. 3. Remove the document-security level definitions that should no longer be assigned. 4. Click Save. The server removes the document-level security definition from the documents. PaperVision Enterprise User Guide 145

155 Chapter 6 - Global Searches Applying Retention Locks While viewing documents, administrators and authorized users can apply, remove, and edit records retention lock dates. Note: If you have not been granted security rights to remove retention locks, you will not be able to apply a new lock date that is later than the current lock date. To apply a document retention lock: 1. Select one or more documents. 2. Click the Retention icon. The Apply/Remove Retention Lock dialog box appears. Apply/Remove Retention Lock 3. If not already selected, select Apply Retention Lock. 4. If calendars are viewable, click within the Lock Date/Time field to open the drop-down calendar, and then select the date. 5. If calendars are not available, enter the date. 6. Enter additional comments about the retention lock, if applicable. 7. Click Save. 8. Click OK to confirm the retention lock. To remove a retention lock: 1. Select one or more documents whose retention locks should be removed. 2. Click the Retention icon. 3. In the Apply/Remove Retention Lock dialog box, select Remove Retention Lock. 4. Click Save. 5. Click OK to confirm the retention lock removal. To edit an existing retention lock: PaperVision Enterprise User Guide 146

156 Chapter 6 - Global Searches 1. Highlight the document(s) in the list. 2. Click the Retention icon. 3. In the Apply Retention Lock dialog box, edit the date in the Retention Lock Date field, and/or edit the comments. 4. Click Save. 5. Click OK to confirm the changes. Applying Destruction Locks While viewing documents, system administrators and authorized users can apply, remove, and edit destruction dates and times. To apply a document destruction date/time: 1. Select one or more documents. 2. Click the Destruction icon. The Apply/Remove Destruction Date dialog box appears. Apply/Remove Destruction Date 3. If not already selected, select Apply Destruction Date. 4. If your calendars are viewable, click within the Destruction Date/Time field to open the drop-down calendar, and select the date. 5. If calendars are not viewable, enter the date. 6. Enter any additional comments about the destruction date/time, if applicable. 7. Click Save. 8. Click OK to confirm the destruction date. To remove a destruction date/time: 1. Select one or more documents whose destruction dates/times should be removed. 2. Click the Destruction icon. 3. In the Apply/Remove Destruction Date dialog box, select Remove Destruction Date. PaperVision Enterprise User Guide 147

157 Chapter 6 - Global Searches 4. Click Save. 5. Click OK to confirm the destruction date removal. To edit an existing destruction date/time: 1. Select the document. 2. Click the Destruction icon. 3. In the Apply/Remove Destruction Date dialog box, edit the date in the Destruction Date/Time field, and/or edit the comments. 4. Click Save. 5. Click OK to confirm the changes. Copying/Pasting Documents Shortcuts from Search Results to Folders You can copy document shortcuts from any search results screen and paste the document shortcuts into a folder (within the same project). You can perform these operations by right-clicking the document in the search results screen and selecting the operation from the context menu. For more information, see the Folders topic. To copy documents from search results and paste them into a folder: 1. From the Global Search Results screen, select one or more documents. 2. Right-click and select Copy Shortcut from the context menu. 3. Select the Folders tab, and then select a folder within the same project. 4. Right-click the folder, and select Paste from the context menu. Refreshing the Global Results List To refresh the Global Search Results list, click the Refresh icon. PaperVision Enterprise User Guide 148

158 Chapter 7 - Destruction Lists If destruction dates/times have been applied to documents, you can view destruction lists (per project) and their associated documents. Permissions to view destruction lists are designated by the administrator, so not all users will have access this list. To open this screen, expand the Destruction Lists directory, and then highlight the project. Destruction Lists The following commands are available in the toolbar: Viewing Destruction Lists To view the documents that comprise a records destruction list: 1. Highlight the appropriate destruction list. Note: You can only view one destruction list at a time. 2. Click the View icon, or press Enter. The documents comprising the Destruction List will appear in the next screen. 3. Double-click a document to view it in the Document Viewer. In addition to most of the standard operations (except the Add and Scan operations) available in the Search Results toolbar, you can also confirm/deny document destruction and apply/remove retention locks and destruction dates. Destruction Lists Toolbar Confirm/Deny Document Destruction You can confirm or deny the destruction of one or more documents. PaperVision Enterprise User Guide 149

159 Chapter 7 - Destruction Lists To confirm document destruction: 1. Select one or more documents. 2. Click the Confirm/Deny icon. The Confirm/Deny Document Destruction dialog box appears. Confirm/Deny Document Destruction 3. Select Confirm Document Destruction. 4. If calendars are viewable, select the date from the drop-down calendar. 5. Or, enter the destruction date and time. 6. Enter any comments (optional). 7. Click Save. To deny document destruction: 1. Select one or more documents. 2. Click the Confirm/Deny icon. 3. Select Deny Document Destruction. 4. Click Save. 5. Click OK to confirm the denial. Retention You can apply, remove, or edit document retention locks. To apply a document retention lock: 1. Select one or more documents. 2. Click the Retention icon, and the Apply/Remove Retention Lock dialog box opens. PaperVision Enterprise User Guide 150

160 Chapter 7 - Destruction Lists Apply/Remove Retention Lock 3. If not already selected, select Apply Retention Lock. 4. If calendars are viewable, click within the Lock Date/Time field to open the drop-down calendar, and select the date. 5. Or, if calendars are not available, enter the date. 6. Enter comments about the retention lock, if necessary. 7. Click Save. 8. Click OK to confirm the retention lock. To remove a retention lock: 1. Highlight one or more documents. 2. Click the Retention icon. 3. In the Apply/Remove Retention Lock dialog box, select Remove Retention Lock. 4. Click Save. 5. Click OK to confirm the retention lock removal. To edit an existing retention lock: 1. Highlight one or more documents. 2. Click the Retention icon. 3. In the Apply Retention Lock dialog box, edit the date in the Retention Lock Date field, and/or edit the comments. 4. Click Save. 5. Click OK to confirm the changes. Destruction You can apply, remove, or edit document destruction dates and times. To apply a document destruction date/time: PaperVision Enterprise User Guide 151

161 Chapter 7 - Destruction Lists 1. Highlight one or more documents. 2. Click the Destruction icon, and the Apply/Remove Destruction Date dialog box opens. Apply/Remove Destruction Date 3. If not already selected, select Apply Destruction Date. 4. Click within the Destruction Date/Time field to open the drop-down calendar, and select the date. 5. If calendars are not viewable, enter the date. 6. Enter any comments about the destruction date/time, if necessary. 7. Click Save. 8. Click OK to confirm the destruction date. To remove a destruction date/time: 1. Highlight one or more documents. 2. Click the Retention icon. 3. In the Apply/Remove Destruction Date dialog box, select Remove Destruction Date. 4. Click Save. 5. Click OK to confirm the destruction date removal. To edit an existing destruction date/time: 1. Highlight one or more documents. 2. Click the Destruction icon. 3. In the Apply/Remove Destruction Date dialog box, edit the date in the Destruction Date/Time field, and/or edit the comments. 4. Click Save. 5. Click OK to confirm the changes. Note: To return to the Destruction Lists screen, press the Escape key; or, click the Destruction List icon. PaperVision Enterprise User Guide 152

162 Chapter 7 - Destruction Lists Refreshing the Destruction List To refresh the list, click the Refresh icon. PaperVision Enterprise User Guide 153

163 Chapter 8 - System Settings The System Settings directory holds settings for user options, notifications, migration jobs, and passwords. User options define each user's display and application settings as well as the search results' parameters. Depending on permissions granted by the administrator, some users may not be able to make changes in the System Settings directory. Additionally, any settings that the administrator defines for the entity will override any modifications made in this directory. User Options The User Options screen contains settings that modify search results, document views display settings. Depending on permissions assigned by the administrator, some of these options may be unavailable for some users. Additionally, the administrator can define entity settings that will override any modifications made in this screen. To open this screen, open System Settings > User Options. The following tabs contain the PaperVision Enterprise user settings: Search settings contain options for modifying the search or search results display. Document Viewing contains options to use by either the PaperVision Enterprise Web Assistant document viewer or the Browser-Based Viewer to view documents. Additionally, options are available to show the first document within your search results and/or whether documents should open in a new window. Display Settings contain options to modify the user interface display. PaperVision Enterprise User Guide 154

164 Chapter 8 - System Settings User Options - Search Search Settings Search settings contain options for modifying your search results. Max. Results Per Query: Enter the maximum number of search results to display on a search results page in the Max. Results Per Query field. This value cannot exceed the value defined by your administrator. Show Full Text Options: Select this option to display the complete list of full-text searching options. Document Grouping: Document grouping enables the viewing of multiple documents with the same index values (as if they were a single document). None applies no grouping. Oldest First positions the oldest documents at the beginning of the grouped document. Most Recent First positions the newest documents first. Document Viewing Document Viewing settings allow you to select the Browser-Based Viewer or the PaperVision Enterprise ActiveX document viewer to view documents. Additional options allow you to display the first document within your search results and whether documents should open in a new window. PaperVision Enterprise User Guide 155

165 Chapter 8 - System Settings User Options - Document Viewing Document Display Method: You can select the method for displaying documents. If using Microsoft Internet Explorer 8 or later on Windows XP Pro SP3 or later, you can select the Use PaperVision Viewer to view documents. If you choose this option, you might need to install the Web Assistant. The document viewer is now available for other browsers. Note: Some operations that are available in the PaperVision Viewer may not be available in the Browser- Based Viewer. Show First Document: To display the first result among the documents that meet your search criteria when the search completes, select this option. Open Documents in New Window: To open documents in a new window, select this option. Display Settings Display Settings contain options that enable you to modify the user interface display. PaperVision Enterprise User Guide 156

166 Chapter 8 - System Settings User Options - Display Settings Icon Display: Click the option that corresponds to the toolbar display. The system displays text and icons, text only, or icons only. Entity ID: To display/hide your entity ID in the Login window, select Display Entity ID or Hide Entity ID. Hide Browser Menus: Select this option if you do not want the browser menu to appear in PaperVision Enterprise. Display Calendar: To display calendars in the date fields of your search pages, check Display Calendar. Retain Tab Selection: Select this option to retain your last selected system project/screen or last selected folder when you switch between the System and Folders tab. The selected system project/screen as well as the selected tab and folder are retained per user session, and the selected tab is retained per workstation. Retain Last Project Selected: Select this option if you want the most recently-opened project to be selected when you log in, as long as you still have security access rights to the project. If the Retain Tab Selection option is also enabled and you most recently opened the Folders tab, the project will not be selected when you log in (the Folders tab will be selected instead). Notifications The Notifications screen contains system messages that alert users when certain events occur that may require attention. Many of these notifications are specific to administrators, but some also display to nonadministrative users. The screen contains a list of notifications and the toolbar contains links to refresh, delete, print and select all of the notifications. PaperVision Enterprise User Guide 157

167 Chapter 8 - System Settings Notifications The system automatically generates notifications for the following events and users/administrators: Data group loaded successfully (entity administrators) Submittal of migration job (entity and global administrators) Migration job finished running (submitting user, entity and global administrators) Data purge failure (entity and global administrators) An attempted user login to a "locked" account (entity administrators) An attempted user login when all licenses were in use (entity administrators) Workstep that remains unprocessed for a long period of time (user group of assigned workstep) Sorting Information To sort information that appears in the list, click any of the column headers to sort in ascending or descending order. The screen will refresh itself to the new sorting view. The column headers indicate the following information: Date/Time (date/time the system generated the notification) Source (activity that initiated the notification; e.g. if a user initiates the notification, the user name displays) Notification (notification message) Viewing Notifications The system displays the notifications in the System Settings > Notifications screen. Refreshing Notifications To refresh the notifications list, click Refresh in the System Settings > Notifications screen. Deleting Notifications 1. Highlight the appropriate notifications. 2. Or, click Select All. Note: If you do not select a notification, the system displays an alert. Click OK to close the alert. 3. Click Delete. PaperVision Enterprise User Guide 158

168 Chapter 8 - System Settings Printing the Notifications List 1. Click Print. 2. Select the printing parameters, and then click Print. Note: The system prints all of the notifications; you cannot select individual notifications to print. Migration Jobs Migration jobs are created after documents are tagged for migration within the System Settings directory. Additionally, new migrations jobs are created as documents are tagged for new projects or if the project's migration job has been submitted for processing. After documents are tagged for migration, the administrator is required to submit migration jobs for processing. Note: Only an administrator can complete the final process of a migration job. Once migration jobs have been processed, a notification will appear in the System Settings > Notifications screen. The migration job page contains a list of migration jobs as well as Submit, Delete and Refresh commands. The column headers indicate the following information: Project: Displays the name of the project to which the documents are associated Description: Displays the description of the migration job # of Docs: Displays the number of documents to be migrated Submit Time: Displays the time when job was submitted for processing; displays as Not Submitted if job not yet submitted for processing Finish Time: Displays the time when job was processed; migration job status is Not Yet Run if an administrator has not yet run it Understanding Migration Jobs (Documents Tagged for Migration The PaperVision Enterprise migration feature enables your organization to collect documents from various data groups in your repository and save them and any existing or modified document index fields into a new data group. An administrator can then save this new data group to any location, including external media. For example, your group might need to supply an attorney with documents that apply to a specific case. Your team can migrate only the applicable documents and burn them onto a CD or DVD so that the attorney can access the information. The original documents are not altered, nor are they removed from the PaperVision Enterprise. When documents are migrated, the following conditions are applied: Users must have appropriate permissions to tag documents for migration. Migration jobs do not export document annotations. Migration databases do not support the Text(900) index field type; these databases truncate index fields at 255 characters. PaperVision Enterprise User Guide 159

169 Chapter 8 - System Settings The original documents are not altered, nor are they removed from the PaperVision Enterprise. COLD/PaperVision Enterprise Report Management documents and CAR references are not supported for migration. The administrator or user who submitted the migration jobs must manually delete migration jobs after they are completed and no longer needed. Any errors that occur during the migration process are written to a Migration Errors X.txt file in the data group s directory. When migrating information, three basic steps are followed: 1. Documents are tagged for migration in the Search Results page. 2. Tagged documents are submitted as migration jobs. 3. An administrator runs the migration process to locate the tagged documents in their original data groups. The documents are then copied to a separate location, where they are formatted into a standard PaperFlow data group. This data group can then be saved to any supported media type. The system displays the notification in the System Settings > Notifications screen or sends an e- mail message to alert when the migration job has been processed. Viewing Migration Jobs All migration jobs are listed in this screen. If no documents are tagged for migration, a notification displays a message that no migration jobs have been created. Submitting Migration Jobs To submit migration jobs: 1. Highlight the appropriate migration jobs. 2. Or, click Select All. 3. Click Submit in the Migration Jobs dialog. Note: If you do not select a migration job, the system displays an alert. Click OK to close the alert. 4. Click OK to confirm, and the jobs will be added to the Submit queue for processing. Deleting Migration Jobs PaperVision Enterprise does not automatically delete migration jobs after an administrator processes the migration. An administrator or the user who submitted the job for migration must manually delete the migration job. To delete a migration job: 1. From the System Settings > Migration Jobs screen, select the appropriate migration jobs. 2. Or, click Select All, and then click Delete. Note: If you do not select a migration job, the system displays an alert. Click OK to close the alert. PaperVision Enterprise User Guide 160

170 Chapter 8 - System Settings 3. Click OK to confirm the deletion. Change Password Depending on how the administrator set up the entity, users' passwords may expire periodically or require a minimum number of characters. Depending on each user's permissions granted by the administrator, the Change Password feature may be disabled. If you enter an incorrect password a predefined number of times, you might be locked out of your entity. It is recommended to refer to your company's administrator if you have questions about your password. You must enter your current password before entering a new password in the Change Password screen. After entering the new password, it must be confirmed then saved. A blank password is not recommended because it can compromise your security. After changing the password, the change is updated immediately in the system. This page contains the Current Password, New Password and Confirm New Password fields. To open this screen, open System Settings > Change Password. Note: Passwords are case-sensitive. To change your password: 1. Enter your current password. 2. Enter the new password. 3. Enter the new password once again to confirm it. 4. Click Save, and the system updates your password immediately. 5. If you entered a blank password (which is not recommended because it can compromise your security), click Yes to confirm it. Note: If you enter an invalid current or new password, the system displays an alert. Click OK to clear the password fields. PaperVision Enterprise User Guide 161

171 Appendix A: Frequently Asked Questions Q: To better understand the Maximum Results per Query and Document A: PaperVision Enterprise searches for documents (excluding full-text search criteria) by following the steps below: 1. PaperVision Enterprise executes the submitted index value query against the SQL database, limiting the results to the value specified by Maximum Results per Query and sorting by the Document ID value. 2. For each document returned from that database query, PaperVision checks to ensure the requesting user has document level access to it. 3. If, after stripping out documents, there are fewer than Maximum Results per Query, PaperVision Enterprise will repeat steps 1 and 2 for the next group of documents. When the correct number of documents are found (or no more meet the criteria), PaperVision Enterprise will continue to step PaperVision Enterprise sorts the final set of documents based on the user s requested sort order and field. 5. PaperVision Enterprise cycles through the documents, queuing them up to be returned to the client. As it does this, if the user has document grouping enabled, PaperVision Enterprise will compare document index values to see if any document groups should be created. PaperVision Enterprise searches for documents (including full-text search criteria) by following the steps below: 1. PaperVision Enterprise submits the full-text search criteria to the full-text database engine, instructing it to return, at most, the number of documents specified by Maximum Full-Text Items configured by the system administrator. The engine returns the Document ID values (and additional information) of any documents that the full-text engine finds. 2. PaperVision Enterprise appends the submitted index value query (if any) to also require the resulting documents to have Document ID values that are in the list of those found by the full-text engine. 3. PaperVision Enterprise executes the submitted index value query against the SQL database, limiting the results to the value specified by Maximum Results per Query and sorting by the Document ID value. 4. For each document returned from that database query, PaperVision Enterprise checks to ensure the requesting user has document level access to it. 5. If, after stripping out documents, there are fewer than the specified Maximum Results per Query, PaperVision Enterprise will repeat steps 3 and 4 for the next group of documents. When the correct number of documents are found (or no more meet the criteria), PaperVision Enterprise will continue to step PaperVision Enterprise sorts the final set of documents based on the user s requested sort order and field. 7. PaperVision Enterprise cycles through the documents, queuing them up to be returned to the client. Since a full-text search was issued, no document grouping is used. PaperVision Enterprise User Guide 162

172 Appendix A: Frequently Asked Questions Q: How does PaperVision Enterprise s file caching scheme work? A: PaperVision Enterprise implements advanced caching processes to minimize the chance of a document being accessed by an unauthorized party. When using an application server or PaperVision.net Enterprise in your PaperVision Enterprise installation, the document store is never exposed to outside users, nor is it exposed to the PaperVision Enterprise users. When a user retrieves a document 1. The PaperVision Enterprise server caches the first page of that document to a temporary location and then passes that information to the PaperVision document viewer. 2. The PaperVision Enterprise document viewer retrieves the file from the temporary location on the server and stores it in a temporary location on the client machine. 3. The PaperVision Enterprise document viewer notifies the PaperVision Enterprise server that the cached file can be removed. 4. The PaperVision Enterprise server removes the cached file. 5. Steps 1 through 4 are repeated for any additional documents or pages. 6. When the PaperVision Enterprise document viewer is closed, it clears out the cached files on the local machine PaperVision Enterprise User Guide 163

173 Appendix B: PVESearchURL Feature The PVESearchURL feature is use to locate documents in your database. To locate documents using the PVESearchURL feature, you must include the following parameters in your URL: UserName = (A valid user name.) Password = (A valid password.) EntID = (The ID of the entity to search.) ProjID = (The ID of the project to search.) IndexFields = (A pipe-delimited list of the index fields to search.) * ResultsType = (Options are 'List' to display a list of search results or 'Docs' to display specific documents.) The following elements are optional if you use the default value or the value is blank: Password = (If the password is blank.) IndexValues = (A pipe-delimited list of Index Values for which you want to search.) * IndexValuesTo = (A pipe-delimited list of the 'To' index values in a date range. The default is blank or no range searching. If you use the default and enter a date in the 'IndexFields' or 'IndexValuesTo' fields, the system searches for that specific date.)* SortBy = (The name of the index field to sort the results by. The default is the first index field in ascending order. To sort in descending order, add ' [-]' to the end of the index field.) FTQuery = (The full text string you are searching for.) FTOptions = (Tab Delimited( \t ) list of full-text search options which can use the following BOOLEAN or NATURAL: specifies to use either a Boolean or Natural Language search. STEMMING: specifies that stemming is to be used on all words. PHONIC: specifies that a phonic search is to be performed on all words. FUZZY=x: specifies that a fuzzy logic search is to be performed on all words with a fuzziness setting of x (where x is between 1 and 10). SYNONYM: specifies that a synonym search is to be performed on all words. WNSYNONYM: specifies that any synonym searching should use the WordNet thesaurus of synonyms. WNRELATED: specifies that any synonym searching should use the WordNet related words list. USERSYNONYM: specifies that any synonym searching should use the user-defined thesaurus. SearchTyp e= (The type of search; enter 'And' or 'Or'. The default is 'Or'.) ShowHomeLink = (Options are 'true' or 'false'. If this value is 'true', the resulting page displays a link to the main project page.) Locale = (Used when executing on a translated web site. The Locale parameter must use the same country code as the translated strings). The default is EN-US. PaperVision Enterprise User Guide 164

174 Appendix B: PVESearchURL Feature Note: IndexFields' values and 'IndexValues'/'IndexValuesTo' values are range values and are directly related to each other. When you design your PVESearchURL string, enter your values in the same order as your index fields. For example, if your 'From' value is the first index field value, that value needs to come first in your PVESearchURL string. Here are some examples of what the URL might look like: /PVESearchURL.aspx?UserName=User1&Password=pAsswOrd1&EntID=4&ProjID=1&IndexFields=N ame Date Amount&IndexValues=John Doe &SortBy=Date&SearchType=And&ResultsType=Docs You can use a valid a session ID ('SessionID') value instead of a 'UserName'/'Password' pair to search for documents. /PVESearchURL.aspx?SessionID= &EntID=4&P rojid=1&indexfields=name&indexvalues=john Doe&ResultsType=List /PVESearchURL.aspx?UserName=Public&EntID=4&ProjID=1&IndexFields=Name&IndexValues=John Doe&ResultsType=List /PVESearchURL.aspx?UserName=Test&EntID=4&ProjID=1&IndexFields=Date&IndexValues= &IndexValuesTo= &ResultsType=List /PVESearchURL.aspx?UserName=Public&EntID=4&ProjID=1&IndexFields=Name&ResultsType=List& FTQuery=John Doe&FTOptions=NATURAL\tPHONIC\tFUZZY=0 Note: These elements can optionally be passed as form fields instead of URL values. PaperVision Enterprise User Guide 165

175 Index A ACSCII Font, 89 Active X document viewer, 153 adding annotations, 94 new documents in Browser-Based Viewer, 105 adding new documents, 64 altering indexes, 38 annotation tools, 97 annotations, 97 documents, 94 setting for image-based documents, 90 viewing, 97 applying document level security, 35 records destructions locks, 35 ASCII Character Set, 90 ASCII Display Options, 90 ASCII Margins, 90 ASCII settings, 89 assigning, 94, 99 records retention locks, 37 associated documents, 71 authentication, 12 Available Projects, 10 overview, 27 B Brower-Based Viewer, 99 Viewer Options, 120 browser, 3, 8, 54 Internet Explorer, 3, 8, 53 Mozilla Firefox, 3 Browser-Based document viewing option, 153 C change font size, 74 change password, 159 change views, 74 check in documents, 74 check out documents, 74 Clipboard, 55, 88 copying data, 55 COLD documents Browser-Based Viewer, 120 comopressed files, 56 confidence-level scoring, 35 confirm ownership, 92 copy data to Clipboard, 74 copying data to the Clipboard, 55 creating folders, 49 workflor instances, 74 creating folders, 49 criteria, 27 searching, 74, 134 CURRENTDATETIME tag, 27 cut/copy/paste folders, 49 D data groups, 2 defined, 10 supported types, 10 database formats, 57 deleting documents, 38, 139 deleting documents, 38 deleting folder shortcuts, 51 deleting global searches, 136 PaperVision Enterprise User Guide 170