Series 6 Technical Admin Guide Page 1

Transcription

1 Series 6 Technical Admin Guide Page 1

2 TABLE OF CONTENTS PRODUCT REGISTRATION... 6 Free Trial Registration and the Wizard...7 How the Trial Works...8 Register Invu Document Management...8 Privileges for the Administrator...9 FILE AND SAVE ADMINISTRATION Preparation...11 Filing Cabinets and Folders...11 Information Types...11 Standard Documents...11 Document References...11 The Filing Cabinets...12 Create a New Filing Cabinet...12 To Edit a Filing Cabinet or Folder...12 Add a New Folder...12 To Copy a Folder or a Filing Cabinet...13 To Move (cut) a Folder...13 To Move all Documents from One Folder to Another...13 View Folder Properties...14 Edit Folder Security...14 Edit Members and Information Types...14 To Delete Folders or Filing Cabinets...14 Document References...15 Create a Document Reference...15 View Existing Document References...16 Edit an Existing Document Reference...16 Delete an Existing Document Reference...16 Fixed Lists...16 Creating a Fixed List...16 Import Fixed List Values from a File...18 Creating a Fixed List with Manual Links...19 Associate a Fixed List to a Document Reference...20 Show Existing Fixed Lists...21 Edit an Existing Fixed List...21 Delete a Fixed List...21 Standard Documents...22 Create a Standard Document...22 Show Existing Standard Documents...23 Remove a Document Reference from a Standard Document...23 Edit an Existing Standard Document...23 Delete an Existing Standard Document...23 Information Types...23 Create an Information Type...23 View an Existing Information Type...24 Delete an Existing Information Type...24 Associate Information Types to a Folder...24 Zonal Indexing...25 Create a Zonal Template...25 To Create a New Zone...26 OCR...26 Barcode...26 Page 2

3 Standing Data...26 Notes on Zone Definition...26 Example...26 Advanced Processing Options...27 Bulk Reindexer...27 USERS Import Users from Active Directory...29 Show Users and External Members...29 User Maintencance (Member Details)...30 External Members...32 Creating an External Member...32 Log in as an External Member...33 SECURITY Membership...35 Add Members to a Folder...35 Add Members to all Folders...36 Add a Member to become a System Administrator...36 Privileges...36 Creating a Privilege Preset...37 View Privilege Presets...37 Edit an Existing Privilege Preset...37 Security Profiles...37 Basic Folder Permissions...38 Create a Security Profile...38 Associate the Security Profile to a Folder(s)...39 Access Rights Tab in Security Profile Details...39 View and Edit Existing Security Profiles...40 Security Profile Options...40 GROUPS What are Groups?...43 Using Groups...43 Create a Group...43 Click the Members Tab...43 View/Edit and Delete a Group...44 Associate a Group to a Folder...44 Synchronize an Active Directory Group with Invu Document Management Group...44 Manually Synchronize a Group...44 OFFLINE MODE SECURE STORAGE Maintain Text Indexes...47 Show Secure Store Locations...49 Schedules...49 Indexing Times...50 SCANNING ADMINISTRATION Scanning Administration...52 Show Scanner Presets...52 Page 3

4 Create a Scanner Preset...52 Edit/Delete Existing Scanner Preset...54 AUDITING Auditing...57 Audit Logs...57 Expunge Log...58 GLOBAL SETTINGS Edit global Settings...61 Document Templates...69 Indexing File Types...70 DPE (Document Processing Engine) Netscan...72 Netscan Functionality Explained...72 Barcode Seperators and Netscan...73 Create a Netscan Path...73 View/Edit & Delete Existing Netscan Paths...74 Link Manager...74 Create a Link Manager path to Import Fixed List Values...75 Create a Link Manager path to Import a Fixed List from XML file...76 Create a Link Manager path to Import Fixed List Values and Links...77 Create a Link Manager path to Import and File and Save Documents...78 The Link Manager Rules Parser Screen...79 Extraction Methods...79 Extract Delimited Value...80 Extract Between Two Static Values...80 File and Save Tab...81 Secrutiy and Members Tab...83 Document Number Tab...84 Document Notebook Tab...84 Scheduling Tab...85 Link Manager Monitor...86 View/Edit and Delete Existing Link Manager Paths...86 EXPUNGE DOCUMENTS View Deleted Documents...88 Expunge Documents...88 Restore/Expunge Individual Documents...88 Schedule Expunge...89 Expunge All Documents...89 Restore all Documents...90 Expiring Documents...90 FILING STRUCTURE MAINTENANCE Create New Standard Structure...92 Create Database Restore Point...94 Clean Database...94 Apply Restore Point...95 Page 4

5 Commit Filing Structure...95 Document Reclaim MANAGER What is Manager?...98 Create an Path...98 Default filing Action Do Nothing Send to Folder Index via Netscan Index via Link Manager Filing Rules Rule Testing Maintenance Show Path Edit Settings APPENDIX A Invu Document Seperator APPENDIX B Sample XML APPENDIX C Testing a POP3 Connection APPENDIX D Extensibility APPENDIX E Regular Expression Basic APPENDIX F Data Types APPENDIX G Privileges APPENDIX H Mail Rule Engine Page 5

6 PRODUCT REGISTRATION Page 6

7 PRODUCT REGISTRATION The following sections of the manual will contain some basic configuration guidelines to be carried out by the Administrator after an IDM installation. Product Registration Setting Custom Privileges The first time IDM client is run after installation, it will prompt the Administrator to register the software and set the number of licences required. There are two ways the register IDM; use the 30 day Free Trial feature which will apply S600 and Office Addin. Similarly you can fully register a new or existing installation with activation codes obtained from Invu Technical Support. Both methods are explained below: FREE TRIAL REGISTRATION AND THE WIZARD On the Product Registration screen click the Free Trial button and the licences will be applied. You will get 200 S600 and 200 Office Addin licences for 30 days. Click the Close button and the following message will be displayed: When using the 30 day trial licence you will be able to use the wizard to generate a Filing Cabinet and folders, File and save structure and security by using preset structures. Please see page 92 for more information on the wizard. When the user logs in, a blue splash screen appear displaying the days you have remaining. To close the above splash screen click the white X in the top right corner. NB: Please be aware that the 200 licences given for the Free Trial period are not carried over when the product is registered. The number of licences will depend on what has been purchased. The Administrator will then be logged in by default the client will open in the Advanced mode. Page 7

8 How the Trial Works For any user from 10 days before the Free 30 day trial ends a message will be displayed notifying the expiry date. (See Previous Page) When the 30 Day trial has expired when any user logs in, the Invu splash screen will appear. Click the white X in the top right hand corner. You will then again be prompted with the license expiry date. Click the OK button and a normal user will be logged in with read only access which means that you will only be able to search and view document already in the system. You will not be able to edit or bring any new documents into IDM. If you are an Administrator then, the Registration box seen in the Free Trial Registration and the Wizard section will be displayed: You will need to register the IDM system please see the next section for more information. REGISTER INVU DOCUMENT MANAGEMENT If you wish to register IDM when you log in for the first time then click into the Registration Name field in the Product Registration screen on the previous page. Enter the name of the company the software is for then click the Confirm button and the Series 6 Product Registration screen will be displayed. This message is a warning that the filing structure has not been committed and you cannot register Invu Document Management without committing the filing structure. Click the Yes button to commit or the NO button to cancel. If you click the Yes button, you will be prompted that the filing structure has been committed. Click the OK button and a message asking you to confirm the registration name. Click the OK button and another Confirmation screen will appear. Click the Yes button to continue and register the name or click the No button to cancel. The screen on the left will then be displayed. Entry of the Registration Name will provide a Security Code, when contacting Invu Technical Support for an activation key the user will be asked to provide this code. See the last page of the manual for contact details. Alternatively you can access the screen on the right to update an existing installation by clicking Administration, Product Registration and then choosing the Edit Product Registration option. Next you will need to activate the products, double click the product i.e. S600. (Activate the products you wish to license) Repeat until all required licences have been activated. Click the Close button to exit the screen, IDM will the open. To apply licenses to individual users, click Administration, Product Registration and choose the Allocate Users to Products option. Here individual users can be assigned IDM products by ticking check boxes. Page 8

9 PRIVILEGES FOR THE ADMINISTRATOR By default, the System Administrator has custom built limited privileges. To ensure we can test the IDM system we will need to apply full privileges. To show users, click Administration, Users, and then select the Show Users and External Members option. Double click the System Administrator Account user from the middle pane and the screen on the next page will be displayed: Click the Security tab then click the button and the following screen will be displayed: Click the All button and this will apply all privileges. Click the OK button then click the OK button again to finish. In order for these changes to be implemented close down the IDM Client and restart. Page 9

10 FILE AND SAVE ADMINISTRATION Page 10

11 FILE AND SAVE ADMINISTRATION PREPARATION The File and Save structure is made up of: Filing Cabinets and Folders Information Types Standard Documents Document References Fixed Lists Zonal OCR Bulk Reindexer Filing Cabinet and Folders When creating the existing structure for IDM, you must first plan the Filing Cabinets. This should be planned in conjunction with the customer and is often based on their current business model. Departments and groups will generally help define the Folders within the Filing Cabinets. An example of a Filing Cabinet is shown to the right. Filing Cabinets are configured by an Administrator and are displayed in a folder hierarchy structure as shown to the right. The Filing Cabinets and Folders make up the structure for filed documents. When you File and Save a document you will choose which folder the document will be located. Think of a real filing cabinet and the draws are the sub folders. Information Types The Information Types are the category of a document and are used when filing the documents/information into the Filing Cabinets. An Information Type is defined by the Administrator and is used to categorise the document. An Information Type is associated with folder(s) within the Filing Cabinets, and this dictates hierarchically where the document will be stored. Standard Documents A Standard Document relates directly to an Information Type and is used to provide sub category for that variety of document. This functionality provides a very flexible structure for the organisation of documents within the database and aims to make the system as simple as possible for the end-users. As an example Letter could be defined as an Information Type with Acceptance Letter, Inquiry Letter and Letter of Complaint being three related Standard Documents. A customer could also choose to work with Invoice as an Information Type and categorise Purchase Invoice and Sales Invoice as Standard Documents. As an alternative, a more general approach could be taken and Purchasing Document could be setup as the Information Type with Purchase Invoice, Credit Note, and Purchase Order etc being defined as Standard Documents. A Standard Document can also be defined to have no related document. This will allow the users to File and Save an entry into the system without the need for a physical document. An example of this kind of Standard Document could be a Phone call. This allows the IDM system to be not only a Document Management system but also an Information Management system. Document References Document References add further detail when filing the documents into the Filing Cabinets and also allow to you use this information to find the document in the future. Document References are associated with the Standard Documents, which means each Standard Document can have a differing set of Document References. There is no set number as to how many Document References should be associated with a Standard Document; one Standard Document may have five Document References, another nine and a third just one. Page 11

12 When defining a Document Reference you are able to specify a data type (e.g. numeric, string, date, currency, true/false etc.), set a default value, define a format (Regular Expression) for the data or even create fixed lists. This validation will provide additional confidence that the correct information is being supplied during the filing process. THE FILING CABINETS Create a New Filing Cabinet To create another Filing Cabinet first, select Administration, under the Filing Cabinets tab please click the Create a Filing Cabinet option. The Folder' screen will be displayed: Enter the Name (this name must be unique), and Description. The Address option will be used to determine which s should be automatically filed into this Folder. Click the OK button. If you try to create a Filing Cabinet with a name which is already in use then you will get a message prompting that the filing cabinet already exists. To add a Folder below the new Filing Cabinet, right click on the Filing Cabinet, and from the menu choose Add Folder option. The Folder' screen will be displayed, enter the Name, Description and the Address option. Click the OK button. Repeat for each new Folder required. To Edit a Filing Cabinet or Folder To configure the Filing Cabinet or Folder right click the text for the Filing Cabinet or Folder and from the menu select the Edit Members and Info. Types option. Click the General tab. Change the Name which must be unique and Description for the Filing Cabinet or Folder. The Address option will be used to determine which s should be automatically filed into this Filing Cabinet. (Legacy Capture Only) Click the OK button then click the OK button again to save the changes. Add a New Folder The process to create a new Folder within a Filing Cabinet, is very similar to creating a new cabinet. Right click on the existing Filing Cabinet or Folder. From the menu select the Add Folder option. The Folder screen will appear. Enter the Name, Description and the Address, this will be used to determine which s should be automatically filed into this folder. Click the OK button. This should be repeated for each Folder that needs to be created. Click the OK button. Change the name of the folder and click the OK button to create the new folder. Page 12

13 To Copy a Folder or Filing Cabinet A Folder or whole Filing Cabinet and the content below (Folder Tree) can now be duplicated by using the Copy and Paste function. To Copy a Folder or Filing Cabinet, right click the Folder or Filing Cabinet and from the menu select the Copy Folder option. To paste the copied Folder or Filing Cabinet right click the text Filing Cabinets at the top of the middle pane or where the folder needs to be copied to. Then from the menu select the Paste Folder option. You will then be prompted to enter a title for the new folder. Type in the new title of the Folder or Filing Cabinet and then click the OK button. The copied Folder or Filing Cabinet will be created with the new title. If the Filing Cabinet or Folder has sub Folders attached they will also be duplicated. The Information Types, Security Profiles including permissions and Members will be duplicated for each Folder or Filing Cabinet copied. To Move (Cut) a Folder A Folder and the content below can now be moved by using the Cut and Paste function. To move a Folder, Right click the Folder and select the Cut Folder option. To paste the cut folder right click the text Filing Cabinets at the top of the middle pane or where the folder needs to be moved to. Then from the menu select the Paste Folder option. You will then be prompted to move the folder. Click the Yes button to move the folder or click the No button to cancel the move. If you click yes then a box will appear warning if you would like to replace all of the security permissions on the folder(s). Click the Yes button to inherit the security permissions from the folder above. Click the No button to retain the security already applied. A message box will then appear warning that all members and Information Types on the folder will be replaced. Click the Yes button to inherit the Members and Information Types from the folder above. Click the No button to retain the Members and Information Types already applied. If the Filing Cabinet or Folder has sub Folders attached they will also be moved. The Information Types, Security Profiles including permissions and Members will be inherited from the Filing Cabinet the folders have been moved to. To Move all Documents from one Folder to Another You are able to move the documents from one folder to another folder. This could be useful if the all of the documents have been filed in the wrong folder. If you wish to move documents you must make sure that the Information Types the documents are associated to are associated to the Folder you are moving them to. It is an all or nothing features which means when you move the documents it will move all. To move documents, first right click the folder you are moving the documents from and from the menu select the Cut documents option. Then right click the folder you wish to move the documents to and from the menu select the Paste documents option. A message will appear prompting if you are sure you want to move all documents from Folder A to Folder B. Click the Yes button to continue and paste the documents to the new folder or click the No button to cancel the move. It will tell you the number of documents it has moved, click the OK button to close. Page 13

14 At this point an error message can be generated informing that, some (or all) documents have an Information Type not associated with this destination folder, this means you have not added the correct Information Types to match the documents that are being moved. View Folder Properties To view the properties for a folder double click the Folder in the middle pane or right click the Folder or Filing Cabinet and from the menu select the Properties option. This view is read only no changes can be made. Edit Folder Security To edit Folder security, right click the Folder or Filing Cabinet and from the menu select the Edit Security option. The following screen will be displayed: Make the necessary changes then click the OK button to save the changes. For more information on Security please see page 35. Edit Members and Information Types To edit Folder Members and Information Types, right click the Folder or Filing Cabinet; select the Edit Members and Info. Types option. The following screen will be displayed: For more information on Members please see Pg. 35. Make the necessary changes and click the OK button again to save the changes. You will then be prompted with the following options: Select the Update this folder only option to save the Information Types and Members you have added. Select the Update all folders beneath this folder option to save the Information Types and Members to this folder and any sub folders below it. Select the Update all folders at the same level as this folder option to save the Information Types and Members to this folder and any other folders at the same level. To Delete Folders or Filing Cabinets To Delete a Folder or Filing Cabinet, in the middle pane right click the Folder or Filing Cabinet you wish to delete and then from the menu select the Delete Folder option or click the delete button from the toolbar. A message will then be displayed prompting if you would like to delete the item. Click the Yes button to delete the selected Folder or Filing Cabinet. Page 14

15 If the Folder or Filing Cabinet has not had any documents Filed & Saved into it, then you are able to delete the folder. If the folder does contain a document has association such as a Sub Folder, Security Profiles associated or even Members, the following message will be displayed: In order to delete the Folder or Filing Cabinet all association (Such as information Types, Members, Security Rights etc) must be removed prior to deletion. NB: If a document has been filed into a folder then the folder cannot be deleted. Even if all documents are removed from that folder you cannot delete it you would need to ensure that all the deleted documents have been expunged from IDM. Please refer to the Expunge section on Pg. 87 for more information.. DOCUMENT REFERENCES Create a Document Reference To create a new Document Reference click Administration, File & Save, and then select the Create a Document Reference option and the Document Reference Details screen will be displayed: In the General tab complete the mandatory field Default Title, enter a Description if required and then choose the data Type from the drop down menu. The data type can ensure that the user enters appropriate data for each Document Reference at the point of File and Save. When working with a String (data type) you are required to specify the string Length. This field dictates the maximum number of characters which can be entered into the Document Reference at the point of File and Save. The maximum recommended number you should specify is 900 otherwise the Document Reference will not be indexed in the SQL database for searching. Units can also be specified against the Document Reference. These are then used to indicate a unit when Filing & Saving. E.g. If the unit of kg was set on the Document Reference of Weight, the Document Reference would be displayed as Weight (kg). There is a drop-down list of common units although you can also type your own into the Units field. The Field Name text box is not editable (read-only) and displays the internal reference created for the Document Reference. It is used for reference only and may prove useful when working with Inputs/Outputs and XML. The Document Reference is global check box, if ticked, will apply the Document Reference to every existing Standard Document in IDM. If a new Standard Document is created it will also automatically add the Document Reference when it is saved. When the Document Reference is global has been ticked two extra options are enabled to further configure the global Document References. Document Reference is mandatory when global and Document Reference is editable when global. Page 15

16 If the global Document Reference should be mandatory tick the Document Reference is mandatory when global check box. If the global Standard Document should be editable tick the Document Reference is editable when global check box. In the Validation tab you are able to enter a Regular Expression to restrict the way in which users complete the Document Reference when Filing a document. Click the Edit button to change the current regular expression. Click the Edit button and the Regular Expression Editor screen will be displayed. Within this screen you are able to write and test your own expressions or choose from pre-defined examples (such as UK Post Code or UK Phone Number). To choose a predefined Regular Expression double click the example in the Examples area or write your own Regular Expression. More information on Regular Expressions can be found in Appendix E. View Existing Document References To view the Document References created click the Show Document References option under the File & Save section. The Document References will appear in the middle pane. Edit an Existing Document Reference To edit a Document Reference double click the Document Reference in the middle pane. Delete an Existing Document Reference To delete a Document Reference, first highlight the Document Reference in the middle pane, then click the delete button on the toolbar. You will then be prompted to confirm the deletion. Click the Yes button to delete the Document Reference. Click the No button to cancel the deletion. If the Document Reference is associated to a Standard Document(s) the delete will fail. You will be prompted with the Delete Failed message. If you wish to delete a Document Reference which is associated you will need to disassociate from the Standard Document first. FIXED LISTS A Document Reference can be populated by a predefined Fixed List. This will create a drop-down menu for the user to choose from at the point of filing the document away. Fixed list can also be linked, this feature will link fixed lists together say Customer Reference and full Customer Name no matter which is chosen first it will automatically complete the other fixed list. You can also import the values for the lists saving time. The Fixed List must be created first and then associated with the Document Reference via the Document Reference Details screen. Creating a Fixed List To create a new Fixed List, click Administration, expand File & Save, and then click the Create a fixed list option and the 'Document Reference Value List' screen will be displayed: Page 16

17 In the General tab enter a Title for the Fixed List, choose a data Type. The data type can ensure that the appropriate data for each Fixed List is stored. For more information on Data Types, see Appendix F. If you wish to search and filter when using the fixed list then tick the Is list searchable check box. When a user uses the Fixed List and manually enters the search criteria, it will filter the fixed list to only show values containing the word. This is very useful if the fixed list is large. The Description and Title fields are mandatory and denoted with the mandatory symbol. To add values to the list click the Values tab. You should enter each value into the Selection Value text box and then click the Add button. Each value will then be listed in the area Document Reference Values. To alter a previously added value highlight the value in the Document Reference Values list. The current value will then populate the Selection Value text box. Amend the Selection Value and click the Change button. To delete, highlight the value in the Document Reference Values list. Click the Remove button you will then be prompted to confirm the deletion before the value is removed. Click OK to save and close the Document Reference Value List details screen. IMPORT VALUES AND LINKS Click the Values tab and then click the Import Links and Values From File button. Browse to the correct location and highlight the correct file then click the Open button and the following Link List File Import Options screen will be displayed. In the CSV Preview (First Row) area will show the first record of the selected CSV file. In the Link Configuration area the greyed out drop down is the list we are in (Customer Reference). Choose which columns holds the values appropriate to Customer Reference, in this case enter 1 in to the With Values in Column field. Click the drop down to the LINKS TO field and choose the Company Name fixed list and in the With Values in Column field enter 2. Tick the Ignore First Row check box if you have headings on the first row of the CSV file. Page 17

18 Once you have completed the above click the Add Link Configuration button and the link will be added to the Link Configuration Preview area as below: If you would like to Append values then select the Append values and links to the existing fixed list values and links option. If you would like to replace values then select the Replace all fixed list values and links from file option. NB: If you have duplicate values then if you wish them to be added tick the Ignore Duplicate Values check box. If you do not check this box and you do have duplicates when you click the Add Link Configuration button, a dialog box will appear informing you of the duplicate links. If you do not wish to view the screens showing duplicate errors, then tick the Do not warn me of duplicates again (duplicate values will be ignored) check box then click the Close button. When finished, click the OK button the values and links will be added to the Customer Reference and Company Name Fixed Lists. Next we need to link the Contact Name. The same process for linking the Customer Reference and Company Name will need to be carried out for the Contact Name When finished, click the OK button the values and links will be added to the Customer Reference and Contact Name Fixed Lists. Import Fixed List Values from a File Rather than entering the values manually you are able to import the values from a CSV file outside of IDM. First ensure you have a CSV file with the values required as shown on the left. To import the values from a csv file click Administration, File & Save and then click the Create a fixed list option, or click the Show fixed lists and double click the Fixed List in the middle pane. The 'Document Reference Value List' screen will be displayed, make sure the Fixed list has a Title, Type and Description then click the Values tab. Click the Import Values from File button. Browse to the correct location and highlight the correct file. Click the Open button. This will bring up a Fixed List File Import Options screen as shown below: The Import Mode area has two options: Page 18

19 The Append values from a file to existing Fixed List values option, when selected, will append the values from the selected file under the existing entries on the Fixed List. The Replace all Fixed List values with values from file option, when selected, will remove all existing values from the Fixed List and replace them with the values from the selected file. NB: If there are no existing values on the fixed list then Import Mode area is greyed out as it will just add the values from the selected file. The CSV Preview area allows you to see the first row of the file. In the Import Options area you have three options: The Use All Values check box, if ticked, will allow you to use all values from the file no matter what column or row it is on. Also when the Use All Values check box is ticked the Use Values from Column option is greyed out. The Ignore Duplicate Values check box, If ticked, will remove any duplicates. The Ignore First Row check box, if ticked, will ignore the first row of the selected file. The Use Values From Column option will allow you to pick which column the values should come if the selected file has multiple columns. The List Preview area will show you exactly what values will be imported after all the above options have been configured. Once complete click the OK button and the new values will be imported. Click the OK button again to Save and Close the Fixed List screen. Create a Fixed List with Manual Links A Fixed List can be linked to other Fixed Lists if required. So you could set up links so that when a user chooses the Customer Reference Number it automatically picks the Company Name and even links the Reference to also identify the contact. We shall create a basic link between Employee Number and Manager. We will need to create 2 Fixed Lists in the normal way. Create the Employee Number & Manager Fixed List. (See Creating a Fixed List Section). In the Document Reference Value List screen click on the Links tab and the screen below on the left will appear: Page 19

20 We need to link the Managers Fixed List to the Employee Number Fixed List click the Add List button. This will bring up the Lists Linked To box as can be seen above on the right. Highlight the Fixed List to link then click the OK button and the chosen Fixed List will be displayed in the Lists Linked to area. Click on the Fixed List and the Links To area will be populated: You will need to link the Manager names to the Employee numbers. Click the Add Link button. Choose the Manager then select the Employee Number to link it to. Click the OK button and repeat until all values are linked as shown below: To edit an existing link click the Link then click the Edit Link button. If you wish to delete a certain link then highlight the link then click the Remove Link button. When finished click the OK button. Associate a Fixed List to a Document Reference To associate a fixed list to a document reference click Administration, File & Save, and then click Show Document References and double click the document reference in the middle pane. The 'Document Reference Details' screen will be displayed. Select the Validation tab within the Document Reference Details screen. Tick the Select values from list option. You are able to select an existing Fixed List, click the button to the right. You will then be presented with the Value List screen which displays the Fixed Lists created. Highlight the Fixed List required and then click the OK button. OR You are able to create a new Fixed List. Please see Pg.16 for more information. OR You are able to Import the value for the fixed list from a CSV file and create a new Fixed List at the same time. To do this click the Create List from CSV File button. Please see Pg.18 for more information. Once complete click the OK button and the new values will be imported. Page 20

21 NB: A Document Reference can either be linked to a Fixed List or have a Regular Expression you cannot have both. Click the Standard Documents tab. Here you are able to see which Standard Documents this Document Reference is associated to. You are able to add to a Standard Document that already exists in IDM, and change the Document Reference Details. Click the Add button and the Standard Documents screen will be displayed. Within the screen highlight the Standard Document you wish to associate. If you wish to select multiple Standard Document select the first Standard Document as normal then hold down the CTRL key then click each subsequent Standard Document. Once all the Standard Documents have been selected click the OK button to return to the Document Reference Details screen. Highlight each Standard Document to set further options such as a Default Value and Display Title and whether it is Mandatory or Editable. Enter the Default Value that you would like to automatically populate the Document Reference at the point of filing and saving. Specify a Display Title if you wish to have an alternative title for the Document Reference to be displayed. The title is pre-populated with the Document Reference name. Tick the Is Mandatory check box if the Document Reference must be completed when a document is filed. Tick the Is Editable check box if the Document Reference can be edited once the document has been filed when performing a Re-filed and Saved. Tick the Use document reference value as the document title check box if the Document Reference should be used as the document title instead of the filename. If you wish to remove association to a Standard Document highlight it as shown in the above picture then click the Remove button. NB: If you remove the Document Reference from the Standard Document it will remove any related values from the database. This cannot be undone. Once the Document Reference is complete, click the OK button to close and save. Show Existing Fixed Lists To show existing Fixed Lists, click Administration, File & Save, and then select the Show fixed lists option and the existing Document References will be displayed in the middle pane of IDM. Edit an Existing Fixed List To edit an existing Fixed List double click the title of the Fixed List in the middle pane and the 'Document Reference Value List' screen will be displayed. Make the necessary changes then click the OK button. Delete a Fixed List To delete a Fixed List first highlight the Fixed List within the middle pane and click the delete button on the toolbar. You will then be prompted to confirm the deletion. Click the Yes button to remove the Fixed List. Click the No button to cancel deletion. Page 21

22 If the Fixed List is associated to a Document Reference in IDM the delete will fail. You will be prompted with the Delete Failed message. If you wish to delete a Fixed List which is associated you will need to disassociate from the Document Reference first. STANDARD DOCUMENTS Create a Standard Document To create a new Standard Document, click Administration, File & Save and then select the Standard Document option and the Standard Document Details screen will be displayed: In the General tab you must enter a Title and can supply an optional Description for the Standard Document id required. In the Usage area the Are documents required to use this Standard Document? option allows you to choose if a physical document will be required at the File and Save stage. There are three options to choose from; Always, Never or Optional. If Always is selected there must be a physical document to file against this Standard Document, if Optional is selected there may or may not be a physical document, if Never is selected there will never be a physical document associated with this Standard Document. A Standard Document of 'Phone call' may have no document associated with it but information only. In the 'Workflow' area the Start this workflow when this Standard Document is used to index a document option allows you to choose which Workflow process you would like to start automatically when filing away via the Save and File button, through the Netscan paths and the Link Manager paths. Once the Workflow has been selected a further option will be displayed. The Show dialog on client to enter text when starting a workflow check box, if ticked, will allow you to enter comments when a Workflow is initiated. For more information please see the Technical Workflow Manual. In the Document References tab, you can associate the Document References to the Standard Document. Click the Add button and the Document References screen will be displayed. Within the screen highlight the Document Reference you wish to associate. If you wish to hide system document references such as (Author, Bcc, Compression etc.) please tick the check box Hide System Document References. Similarly the Hide System Standard Documents option is available when associating Standard Documents to Document References. If you wish to select multiple Document References select the first Document Reference as normal then hold down the CTRL key then click each subsequent Document Reference. The order of the Document References can be changed by using the Arrow buttons located to the right of the Document References list. First click the Document Reference you want to move then either click the button to shift the Document Reference up, or click the button to shift the Document Reference down. Page 22

23 The Document Reference order set (within the Standard Document Details screen) will be the order in which the Document References are listed to the end user when File & Saving. In the Records Management tab you are able to set how long the system will not allow user to delete the documents. In the Document Retention Period set the number of Years and Months this type of document should be kept and all users will not be able to delete the document until after the retention period has passed even if they do have rights to delete the document. The only user(s) that would be able to delete within the retention period would be an Administrator. The Administrator can also view documents that have expired and yet to expire. Please see Expiring Documents section on Pg.90 Show Existing Standard Documents To view the Standard Documents created, click the Show Standard Documents option under the File & Save section. This will display all existing Standard Documents in the Middle pane. Remove a Document Reference from a Standard Document To remove a Document Reference from a Standard Document, click the Show Standard Documents option under the File & Save section. In the middle pane double click the title of the Standard Document and then click the 'Document References' tab. Click the Document Reference then click the Remove button. You will be prompted that removing this document reference will delete data for any associated documents. Click the Yes button to remove or the No button to cancel. NB: If you remove the Document Reference from the Standard Document it will remove any related values from the database. This cannot be undone. Edit an Existing Standard Document To modify an existing Standard Document, double click the Standard Document s title within the middle pane. You will then be presented with the Standard Document Details Screen. Make the necessary changes and click the OK button. Delete an Existing Standard Document To delete a Standard Document, first highlight the Standard Document within the middle pane and click the delete button on the toolbar. You will then be prompted to confirm the deletion. Click the Yes button to delete the Standard Document. Click the No button to cancel the deletion. If the Standard Document is associated to an Information Type the delete will fail. You will be prompted to remove all references to this item before you can delete. If you wish to delete a Standard Document which is associated you will need to disassociate from the Information Type first. INFORMATION TYPES Create an Information Type To create a new Information Type, click Administration, File & Save and then select the Create an Information Type option and the Information Type screen will be displayed: Page 23

24 In the General tab you must enter a Title the Information Type. (mandatory) and can supply an optional Description for On the Standard Documents tab you should associate the Standard Documents (previously created) to the Information Type. Click the Add button and the Standard Documents screen will be displayed. Within the Standard Documents screen highlight the Standard Document you wish to associate with this Information Type. The Apply button when clicked, applies the selected Standard Documents but the selection screen remains open. When all the Standard Documents have been selected click the OK button to return to the Information Type screen. Once finished creating the Information Type click the OK button. View an Existing Information Type To view the Information Types created, click the Show Information Types option under the section and the following screen will be displayed: To modify an existing Information Type, double click the Information Type's title within the middle pane. You will then be presented with the Information Type Screen. Make the necessary changes and click the OK button to save. Delete Existing Information Type To delete an Information Type first, highlight the Information Type within the middle pane and click the delete button on the toolbar. You will then be prompted to confirm the deletion. Click the Yes button to delete the Information Type. Click the No button to cancel the deletion If the Information Type is associated within IDM (i.e. there are documents filed against this Information Type) the delete will fail. You will be prompted with the Delete Failed message. If you wish to delete the Information Type which is associated you will need to disassociate from the Folder or remove the document(s) that may be filed against it. Associate Information Types to a Folder The Information Type now needs to be associated to the Folder(s) within the Filing Cabinets, click Administration, Filing Cabinets and then select the Show Filing Cabinets option. In the middle pane right click the title of the Folder and from the menu choose Edit Members and Info. Types. The Folder screen will be displayed. Click the Information Types tab and then click the Add button. The Information Type screen will be displayed. Select the Information Type you wish to associate. When all the Information Types have been selected click the OK button. Click the OK button again to save the changes and the following will be displayed: Page 24

25 Select the Update this folder only option to save the Information Types you have added. Select the Update all folders beneath this folder option to save the Information Types to this folder and any sub folders below it. Select the Update all folders at the same level as this folder option to save the Information Types to this folder and any other folders at the same level. ZONAL INDEXING Zonal Indexing is used to File and Save batches of documents using OCR and barcode recognition technologies. The functionality of Zonal Indexing includes the ability to use standing data. A zone is a specified area on an image that is then created as a template to determine how a document is to be processed. The user then has the opportunity to correct information before documents are Filed and Saved. Creating a Zonal Template Zonal templates can be viewed/edited and created from the File and Save Administration tab. Click on Create a Zonal Preset and you will be presented with the following screen. You must now enter A title A description (this is displayed to the user) An information type A folder A standard document Then you should select an image file. This can be any image format but only tif and pdf files can be used when the Zonal Indexing is actually performed. Once the details have been filled and an image file is selected, the screen will look like the following: Page 25

26 To Create a New Zone Select the Zones tab. Click on the Document Reference combo box and choose the appropriate Document Reference. This will now enable the green + button. Select the + button and then define the area for the zone by click and drag with the mouse (you can zoom in first if necessary). Zones can be moved and resized. To move a zone, place the cursor on the red line of the zone outside the square boxes at which point the cursor will change to a hand. Click and hold and the entire region can then be moved around the screen To change the size use the same technique but place the cursor on the resize handles. OCR When the zone type is changed to OCR (Optical Character Recognition), the contents of zone is screened for characters, numbers and symbols. Select the next Document Reference for the list. The information screened by OCR is then populated when Filing and Saving. Barcode Once you have selected the zone click on the detect button (the button with the binoculars). The will detect the barcode type in the region you have defined. Should the recognition fail you can select the barcode type manually or select BARCODE_1D_READ_ANYTYPE if you do not know the barcode type. If the detect feature does not work on the template it is most likely that the barcodes will not read when performing the Zonal Indexing. Select the use check digit accordingly. This forces the check digit to be returned as part of the barcode recognition and may be required in some instances. Standing Data Where the data on a document is not dynamic and is permanently fixed, select Standing Data as a zone type. This must be appropriate to the Document Reference. You do no need to add a zone for this zone type although you can if you wish to. Continue to add all the zones you require. You do not have to create a zone for all Document References should you wish to enforce manual entry of a particular document reference. Click OK to add the template. Notes on Zone Definition BARCODES Avoid creating a large zone that encompasses other text or barcodes as this might lead to inaccurate results. It will also slow the recognition process down as the software is looking at a larger area for a barcode. If more than one barcode is detected then this will lead to failure. Barcodes need to be kept separate and clear so it can be easily picked up. OCR It is important to understand how the OCR zone works. When setting up a template using OCR, only words that wholly lie within the defined region will be included in the result. Similarly the text needs to be kept clear, and ensure it is not overlapping with other text. Example The data extracted from the above would be Page 26

27 The extra space on the right of the numbers give a leeway in case additional numbers would be added to the code in the future. If in this case you wanted to just have the number 65 form this field you could not define the zone like below: This would almost certainly always return an empty value (because the whole word will not lie with the zone). Even if designed to this would never work very well because of horizontal movement of the text on the document. The solution to the problems lies within the Advanced Processing Options. Advanced Processing Options The advanced processing options are a series of text processing commands that can be applied to the result of the OCR. Each command operates on the result of the previous command. When an Advanced Processing Option is selected, you can define a parameter. The green + button will be highlighted. Selecting thus would add the Processing command to the list. N.B. A description of the Advanced Processing Option can be found near the bottom of the Zones panel. BULK RE-INDEXER The Bulk Re-indexer is used for updating document metadata. If a user has incorrectly indexed documents with wrong data, or if a Person s name within the organization has changed, the Bulk Reindexer will allow any member of the Administration group to update the document reference. To open the Bulk Re-Indexer, click Administration, File & Save and then simply select the Bulk ReIndexer option. You will be presented with the following screen: Select the document reference you wish to update from the Document Reference drop down list. In the text box headed Find, enter the Document Reference value you wish to amend. In the Replace With text box, enter a new Document Reference value. This will amend the value specified in the Find text box. If you want to restrict the selection further you can specify whether or not to Match case. This will ensure the Find value is case sensitive. If you wish to use Wildcards, select the Use Wildcards checkbox. This will enable you to specify one or more class of characters when finding a Document Reference. N.B. The Bulk Re-indexer will change the specified value for the selected Document Reference across ALL Standard Documents. It is therefore highly recommended to take a backup of the database before using this feature. When you are happy with the required changes, click the OK button to start the bulk re-index process. Page 27

28 USERS Page 28

29 USERS In order for other users to gain access to IDM, they can either be imported from Active Directory or created via the External Members option IMPORTING USERS FROM ACTIVE DIRECTORY To import users from Active Directory, click Administration, Users and select the Import users from Active Directory option. Click the Find Now button to view the first 1000 users obtained from Active Directory. Click the drop arrow beside Domain Name and choose which domain the users are from. If the users are not listed in the first 1000, enter first few letters of the name of the user in to the Name starts with text box then click the Find Now button. The results will then be displayed. The Hide existing users check box, by default is ticked this will show only users which you have not already added to the system. Untick the check box and the screen will change to show all users. A symbol will appear beside users who are already within IDM as shown on the left. To import a user, highlight the user and then click the OK button. To import multiple users select the first user in the list, then hold down the CTRL key and click each subsequent user then click the OK button to add. SHOW USERS AND EXTERNAL MEMBERS To maintain a user, click the Show users and external members option from the Users section. The middle pane will display all users. The current users will then be listed and grouped into External and Internal Members. Filter control enables you to search for specific users and external members within IDM. The filter icon can be found in the top right hand corner of the screen. If you wish to view inactive users, tick the check box Show inactive users as show in the screenshot below: Page 29

30 User Maintenance (Member Details) To edit user details, double click the user in the middle pane. Within the 'Member Details' screen you are able to view the user s general information, display login details, provide security information, add contact details and view which products are enabled. The General tab provides details of the user s Active Directory settings. The Administrator is able to review or edit the Domain Name, Login Name, Name and Description for the user as well as create a new Member. The Default Storage Location drop down will allow the Administrator to choose which Secure Store this user will use as the default location for the documents brought into IDM. NB: This would only need to be changed if using Multiple File Stores. The Enable Workflow Notification option, if ticked, will enable a feature that will notify the user by that they have tasks that need to be dealt with using SMTP. The hours and minutes set how often this user will receive an . For more information please see IDM Technical Workflow Manual. If the user has been imported from Active Directory, the Description will contain the phrase Imported from Active Directory. The Login tab displays the date and time of the user s Last Logon and Last Logoff. This will then control what is shown in other parts of the system but only if the user has login/out as shown on the next page: The Administrator can also disable the users account by un-ticking the User is active check box. This is useful for stopping user from logging in and also then allows you to use the licenses elsewhere and allows you to move documents to another Intray using Document Reclaim. See Pg.96 The Security tab allows the Administrator to set the privilege level for the user. Click the button to the right of the Privileges text box and select a privilege level from the Privileges pop-up screen. Page 30

31 To set the appropriate privilege level for the user, the Administrator should choose from Presets drop down menu. The Presets drop down will list the previously defined Privilege presets. See Pg.36 for more information. Within the Privileges screen you are also able to define a custom set of Privileges by selecting the appropriate check boxes. Once you have made your selection click the OK button to confirm. The Security tab also contains a Password section. The password needs to only be set for an The user s address can also be defined. This is for the Automated Storage function and the Workflow Tasks notification function. This will automatically be captured if the user has been imported from Active Directory. The Default filing location will allow the Administrator to select a default Folder for s to be filed in through the Automated Storage function. The Exchange Server Location field allows the Administrator to enter a user s exchange server address, this would only be used if each user in the Invu Document Management system connects to multiple exchange servers. A setting would also need to be applied in the Edit Global Settings tab. NB: The user currently selected must be a Member of a Folder within a Filing Cabinet. The Groups tab will allow you to view the groups that a user is associated with and also add a group. Click the Add button, highlight the required Group then click the OK button. The Group will then be added to the tab. You can also create new Groups from this screen. Please see Pg.43 for more information. The Products tab lists the Invu Document Management licenses which are currently enabled for this user. Within the Enabled products section each product can be enabled* or disabled as needed for this user. * Only if there are appropriate licenses available. When the changes have been made to the Member Details screen, click the OK button. Page 31

32 EXTERNAL MEMBERS An External Member is a user account for an individual who will need access to the system from outside of the company s domain or for a single user/demonstration installation of IDM as there would be no domain. An External Member has access to IDM from outside of the company s domain. When creating an External Member, a local user account is created on the Invu server. It can be used for a single user or demonstration install of IDM where no domain is required. For example, an accountancy firm could create an External Member for each of their clients. This will allow a client to access their own files in IDM. External Members cannot login using Windows Authentication. Authentication is generally done through the Business Layer (web service) or the Business Engine (NT service) Creating an External Member To create an External Member, click Administration, Users, and then select the Create an external member option. NB: Please note as well as creating an External Member in IDM (and the database) a local user account will be created on the Business Engine\Business Layer server. It is therefore essential that the Administrator (current user) has network administration privileges on the Business Engine\Business Layer server. Without these appropriate rights the user may still be created in the IDM but the local account on the Business Engine\Business Layer server may not be set-up, and would need to be created manually in LocalUser & Groups. The Domain name should be set. If IDM is installed on a Domain Controller this field should be set to reference the Domain where Invu Document Management is located. If IDM is installed onto a Member Server then the name of the machine where the Business Engine is located will be entered. A Login name (mandatory) must be supplied. This will be used as the login The Name (mandatory) field is used to set the name by which the user is referred to within the system (i.e. their full name). The Default Storage Location drop down will allow the Administrator to choose which File Store this user will use when documents are brought into IDM. NB: This would only need to be changed if using Multiple File Stores. Page 32

33 An appropriate Description can also be added to further explain the use of this login account. The Enable Workflow Notification option, if ticked, will enable a feature that will notify the user by that they have tasks that need to be dealt with using SMTP. The hours and minutes set how often this user will receive an . For more information please see the IDM Technical Workflow manual. Click the Security tab to supply the Password Member to login to the system. (mandatory) which will be used by the External You must Confirm password (mandatory) by re-entering the password into the second text box. NB: Passwords must adhere to password policy defined on the Domain and are case-sensitive. You should also set the appropriate Privileges for this user by clicking the button and choosing a Preset. For more information on Privileges see Pg.36 Click the OK button to create the new user. Repeat for each new External Member required. Log in as an External Member To log in as an External Member, hold down the CTRL key and double click the Series 6 icon on the windows desktop and the Login screen will be displayed: Username If the External Member was created for a system installed on a Domain Controller, then enter Domain Name\username. If the External Member was created for a system installed on to a member server/client machine, and then enters Business Engine Sever\Username. Password Enter the password set for the External Member then click the Login button to access the system. As long as the User details are correct and that user has a license the client will login. The External Members can be configured in the same way as the imported users. Page 33

34 SECURITY Page 34

35 SECURITY Security can be broken down into 3 areas: Membership Privilege Presets Security Profiles Each section is explained in further detail. MEMBERSHIP Membership is adding a user to the Members tab of the Filing Cabinet or Folder. This allows the user to view the content of the folder and to file documents into the Filing Cabinet or Folder using File and Save. If membership is not added to a Filing Cabinet or Folder then the user will not have access. Simply put, if you make Jack Browne (a user), a member of the FINANCE folder within your Filing Cabinet and permissions have been set to the FINANCE folder within the system hierarchy. If a user is not granted Membership of a Filing Cabinet or Folder it may still be visible but the documents stored within it are inaccessible when the user is browsing or searching the Filing Cabinets or Folders. A user can be granted Membership to as many Folders as needed, to grant the appropriate securities. Add Members to a Folder Select Administration, filing Cabinets and select the Show Filing Cabinets option. To add Members to a Folder right click the Folder's title and from the menu select Edit Members and Info. Types and the Folder screen will be displayed. Click the Members & Groups tab and then click the Add button. The Groups and Members screen will be displayed. The above screen will list imported Active Directory Users, External Users & Groups created in IDM. Click the arrow to expand the users/groups then click the user or group you wish to add. If you wish to add multiple Members select the first Member as normal, hold the CTRL key, then click each subsequent Member. Tick the Show inactive users check box if you wish to see users in the IDM system which are not currently in use. NB: For more information on Groups please see Pg. 43. When all Members are highlighted click the OK button and the users will be added to the Members List within the Folder. Click the OK button and an Update Options screen will be displayed. Select the first option Update the folder only if the changes made to the Members & Groups and Information Types tab are for this folder only. If you wish to copy the changes made to the Members and Information Types tab to all folders on the same level then select the Update all folders at the same level as this folder option. If you wish to copy the changes made to the Members & Groups and Information Types tab to all folders below the selected folder then select the Update all folders beneath this folder option. Page 35

36 Click the OK button to apply selected option. Add Members to all Folders In Administration, under Filing Cabinets, select the Show Filing Cabinets option and the middle pane will display all existing Filing Cabinets. In the middle pane right click on From the menu click the Add Members option. You will then be presented with a Folder screen. Click the Add button and the Groups and Members screen will be displayed, and simply click the user/group you wish to add. When all Members are highlighted click the OK button. The Update Options screen will appear. Click the OK button to continue. The processing message will be displayed. When the processing message disappears the selected members have been added to all Filing Cabinets and Folders. Add a Member to become a System Administrator To grant a user access to the all of the Administration functions within IDM, they should be added as a member of the Administration group. By granting a user Administration rights they will be able to administer the Filing Cabinets, File and Save structure, System Security, etc. In Administration, under Filing Cabinets, select Edit the admin group option. Select the 'Members & Groups' tab and click the Add button. The Groups and Members screen will be displayed. Click the OK button to save any changes made. NB: The user specified as the Administrator at the point of installation automatically inherits the System Administrator Account privileges. PRIVILEGES The Privileges in the system are used to define user functionality. Depending on which Privilege Preset has been assigned to a user certain functionality will be enabled. This will affect the way in which the system behaves and appears for the individual users. Privileges are defined by creating a Privilege Preset and this preset is then associated with a user. The good thing about using a Presets instead of setting each user up individually is that a Preset can Page 36

37 be associated to as many users as required. So if the Preset is changed at any point it will affect all user associated making the system easier to maintain. Creating a Privilege Preset In Administration, Under the Security tab, select the Create a privilege preset option. The Privilege Preset Details Screen will be displayed. The Owner field is a mandatory field and should be set to the user creating the preset. To select an Owner click the button and highlight a user from the Members window displayed then click the OK button to return to the Privilege Preset Details screen. The Title field is also mandatory and defines the name for the Privilege Preset. When supplying a Title you should specify a descriptive name which refers to the preset created (e.g. General Users, Search Only, Administration, etc.). In the Description field you should detail the use of the preset, this will be useful when choosing or applying Privilege Presets within the system s administration. To define the privileges for this preset click the Privilege Settings tab. Privileges are grouped into categories. These categories are detailed in Appendix G. Select each category in turn and tick the appropriate privilege check boxes. To grant all privileges in all categories for the preset click the All button (this grants all privileges in ALL categories). To clear all privileges click the None button. Once all privileges have been applied click the OK button to accept. View Privilege Presets In Administration, under the Security tab, select the Show privileges option. This will display all existing privileges in the middle pane. Edit an Existing Privilege Preset To edit an existing Privilege, double click the name of the privilege in the middle pane and the 'Privilege preset details' screen will be displayed. Make the necessary changes and click the OK button. SECURITY PROFILES A Security Profile is associated to a folder then permissions are applied which would control what the members of the folder can do. The table below lists the full set of permissions which can be granted to a Folder or Filing Cabinet or even an individual user depending on how the security is setup. Page 37

38 Explanation of Permission Open Document Edit Document Delete Document Alter Security Profiles View Meta Data Edit Meta Data View Event History Full Control A user who is a Member of where the document is stored can open a document and view the contents and the thumbnail (if one has been created).... check out and edit document contents then check in as a new version.... delete a document Not Available Not Available... Re-file and Save a document but this will only work if a privilege called Edit Properties is ticked.... right click a document and view the Properties Event History. If this is ticked then it will automatically tick the 7 permissions above NB: The above permissions do not affect what a user can do in their Intray. There are security two levels of Basic Folder Permissions Explicitly Named Users Permissions Example screen Basic Folder Permissions A Security Profile controls what the members are allowed to do. If a user is a member but no Security Profile is associated to the folder the user would be able to see the folder through Explore or Search but no thumbnail would be displayed in the Right-hand pane and the user would not be able to view the content of the document either. If a user tried to open a document, then a message will be displayed stating that you have insufficient security levels to perform this action. The Security Profile is created and associated to the folder. The permissions are then set and all members of that Folder will have the same permissions. Create a Security Profile In Administration, under the Security tab, select the Create a security Profile option. Within the Security Profile Details screen you will first be presented with the General tab. The Owner field is a mandatory field and should be set to the creator of the Profile. To select an Owner click the button and highlight a user from the Members window displayed then click the OK button to return to the Security Profile Details screen. The Title field is also mandatory and defines the name for the Security Profile. When supplying a Title you should specify a descriptive name and try to avoid ambiguous words or phrases. In the Description field you should detail the use of the profile, this will be useful when choosing or applying Security Profiles within the System s Administration. Page 38

39 Associate the Security Profile to a Folder(s) Document Security/Permissions are defined by associating Security Profiles to Folders within your Filing Cabinets. In Administration, under the Filing Cabinets tab, select Show Filing Cabinets option. In the middle pane right click the title of the Folder you wish to associate the Security Profile to and from the menu select the Edit Security option. The 'Folders' screen will be displayed: Click the Add button to display the Security Profiles screen. NB: You can also create a new Security Profile and add to the folder from the above screen. Here highlight the Security Profile you wish to associate and click the OK button. Click the OK button to add the selected Security Profile to the Folder as shown on the next page: To apply the required Folder permissions highlight the Profile added and then tick the permissions you wish to apply which are shown to the right. Click the OK button to finish. The permission set on the Security Profile will be applied to all Members (users) listed in the Members and Groups tab of this Folder. For example, if all members of this Folder need Open and Edit document rights you should add an appropriate basic Security Profile, highlight it, and then specify Open Document and Edit Document permissions. Access Rights tab in Security Profile Details Within a Security Profile you can explicitly name a user (or users) to grant more or less permission than those applied to the Folder (basic permissions). This can be useful if a departmental manager or an Administrator needs Full Control but the main users within the department only need Open permissions. This would only work if the user explicitly named is a member of the Folder where the security profile is associated. An explicitly named user can also be given rights lower than those of the permissions applied to the Folder. In essence an explicitly named user can be used to restrict document permissions which would normally have been inherited. To explicitly name a user first ensure the Security Profile has been associated to the relevant Folders, click the section and select the Show security profiles option. Edit the Security Profile by double clicking the title within the middle pane. In the 'Security Profile Details' screen click the Access Rights tab and then the Add button. The Groups and Members screen will be displayed. Highlight the user/group you wish to add. Once the Member has been explicitly added you can then specify their permissions. To set the Member s permissions first highlight the Member within the Members section as shown below: Page 39

40 Tick the appropriate permissions within the Permissions pane for the selected user or group. Click the New button to create an external member and associate the user to the Security Profile. Repeat for each user or group added. Click the OK button to save and close. View and Edit Existing Security Profiles View Existing Security Profiles Security Profile maintenance is performed from the section, click on the Show security profiles option. In the middle pane the Security Profiles will then be listed and grouped into Profiles Defined By User and System Defined Profiles'. Edit an Existing Security Profile To edit an existing Security Profile click on the Show security profiles option located in the section. Double click the title of the Security Profile you wish to edit. The Access Rights tab displays the Folders to which the Security Profile has been associated to, as well as the Members (users) who have been explicitly named. You are also able to see and alter the permissions granted to the Folder and Users within the Permissions section. Users are explicitly added into the Security Profile by clicking the Add button and selecting the appropriate users from the Members screen. Security Profile Options Within the Folder screen, on the Security Profiles tab, there are three options which can affect the way in which the security is actioned. In Administration, under the Filing Cabinets tab, select the Show Filing Cabinets option. In the middle pane right click the title of the Folder and from the menu select the Edit Security option. Click the 'Security Profiles' tab. The check box options are located at the bottom of the screen. Allow explore without a profile The Allow explore without a profile tick box can hide a Folder within the Filing Cabinet. users who are not named as Members of the Folder. For the This effectively makes the Folder private. Users who are not Members will not know that the Folder exists (and of course the documents stored within it). The system can therefore be simplified to a certain extent, hiding the Folders which users do not need access to and also maintaining strict security controls. When a new Folder is created the Allow explore without a profile check box is by default ticked. To hide the Folder, untick the check box. This would need to be repeated for each Folder which needs to be hidden. Page 40

41 If you have a structure where a department has sub folders such the one on the right: You may wish to hide the whole group and folders below to any non-members. To do this you must first ensure that all members of the sub folder are added as members of the Training Folder. On the Training Folder also add the Training Profile but do not apply any permission. Ensure that on all Folders for training have the Allow explore without a profile is un-ticked. This would achieve the action of hiding the whole Training section from non-members. Apply changes recursively The Apply changes recursively check box allows the Administrator to copy the Security Profile, Permissions on an existing Folder and for those changes to affect any new Folders added directly below in the hierarchy structure. If the Folders below also have the Apply changes recursively check box ticked then the security will cascade further to the lower Folders too. NB: Security can be altered at within the lower Folders without affecting the Folders above. Override member rights The Override member rights check box is used in combination with explicitly named members (see page 39 for more information). This option reduces the permissions for the explicitly named user(s) within the profile associated to the Folder to that of the basic permissions. Page 41

42 GROUPS Page 42

43 GROUPS WHAT ARE GROUPS? A group is a collection of users within IDM that can be managed as a single unit. It can make administration easier by applying security rights that can be shared between the users. Now that you have looked at the basics of Security (Users, Membership, Privileges and Security Profiles) setting up and using Groups will be easier as it comprises of Users (Members), Security Profile and rights, Privileges and Products all in one place. The group would be associated to the Folder along with applying the Security Profile (that the group has been explicitly named in) to the folder. Instead of having to add the Users to the Member & Groups tab of the Folder you would add the Users, to the Group then add that Group to the Folder. The Group could be added to many folders but you only add the users once. This would make removing/adding a user quicker as you only need to add the user to the Group and that user would then receive the membership to the Folders the group is associated to and the Security applied to Folder. You are also able to add the Security Profile to the Group with permissions applied and these will superseded those applied to the Folder. The Groups function also has the capability to synchronise with an Active Directory Group which means when a user is added or removed from an Active Directory Group it will sync these changes with the group in IDM. If a new user is synchronised with an IDM Group it will be added and the settings for the Privileges and Products automatically applied. The Synchronise Groups option only works with systems installed onto a domain with Active Directory. If installed on to a workgroup network then the synchronise groups option will not be displayed. USING GROUPS Create a Group In Administration, under the Groups tab, select the Create a Group option. Within the Group Details screen you will first be presented with the General tab. The Name field is a mandatory field and defines the name for the Group. When supplying a Title you should specify a descriptive name and try to avoid ambiguous words or phrases. In the Description field you should detail the use of the Group, this will be useful when choosing or applying the Group within the System. If you wish to synchronise this Group with an Active Directory Group then click the button beside the Active Directory Group field choose the required AD group and click the OK button. Please see Synchronise an Active Directory Group with Invu Document Management Group on Pg.45 Click the Members tab. Here you would add the user who will be members of the Group. To add users click the Add button. Click the OK button and the users will be added to the Members tab, Tick the Show inactive members check to see users which are not currently in use. If you wish to delete a user highlight the user the click the Remove button. Click the Yes button to delete the user. Click the No button to cancel. You are able to create External Users from the Members tab of the Group. For more information see Users section on Pg.28 Click the Access Rights tab. Here you can add the Security Profile for the Group this is like explicitly naming users. Please see Pg. 34 on Security for more information. Once you have completed the above tabs click the OK button to save the Group. Page 43

44 View/Edit and Delete a Group To view existing Groups, select Administration, click on the Groups tab, and the Groups will be displayed in the middle pane. To edit a group double click the name of the Group in the Middle pane. Make the necessary changes to the Group then click the OK button to save the changes. The changes made will affect the Users, Security and Folders associated. To delete a group, select the name of the Group in the middle pane so that it is highlighted and then click the Delete button. Associate a Group to a Folder The next step is to add the group to the Folders. Select Administration, under the Filing Cabinets tab, select the Show Filing Cabinets option. The middle pane will display all existing Filing Cabinets. To add the Group, right click the Folder title and from the menu choose Edit Members and Info. Types option. Click the Members & Groups tab and then click the Add button. The Groups and Members screen will be displayed. Select the Add button. This will display all users and external members. Click the arrow to expand the Groups section then click the Group you wish to add. Synchronise an Active Directory Group with a Invu Document Management Group The Synchronise Groups function will allow you to use Active Directory Groups and sync the users from that to IDM Group. When a new user is added to the AD Group it will add that user into theidm Group if configured. If the Group is configured when the Groups are synced you can configure the new imported user with Privileges and Product licences. The Groups synchronise at midnight each day automatically but you can also manually synchronise a Group whenever you want to. If the IDM system is installed within a workgroup, then the Synchronise function will not be available. To use an Active Directory group with groups in IDM you can either create a new Group or edit an existing one. Please see Pg.43 on how to create groups. You will need to assign Security Rights and Privileges as normal. Manually Synchronise a Group Once you have configured a Group to synchronise the Group will automatically synchronise straight after midnight each day but you can also manually synchronise groups. Select Administration and click the Groups tab: Page 44

45 Tick the Groups you wish to manually synchronise or tick the Select All check box to tick all groups and then click the Run button. The Groups ticked will be updated with any new users if the user does not exist then it will be imported and configured with the chosen privileges and products on each group if configured. OFFLINE MODE When a user logs on and the Business Engine/Layer is unavailable i.e. not connected to the network the client will login in Offline Mode. Double click the Series 6 icon and the following message will be displayed: Click the Yes button and the Current documents section will be displayed: In offline mode you will only be able to see documents which are Checked Out or sent to Workspace as a read only copy. Once finished in offline mode click the close button in the top left of the screen. NB: The users must have logged into the system on the network once before offline mode will work. Page 45

46 SECURE STORAGE Page 46

47 SECURE STORAGE Documents that are Filed & Saved into IDM are all retained in a secure store. This is the repository where retrievable documents are retained. To view the Secure Storage options, select Administration, and under the Secure Storage button you will find the following options: Maintain Text Indexes Show Secure Locations Schedules Indexing Times MAINTAIN TEXT INDEXES The Maintain Text Indexes option will allow the Administrator to reindex, refresh or compress the Metadata Indexes or reindex the Content Indexes of the documents. This also includes the function to index numbers and noise words (such as the, a, is etc.). To maintain the text indexes, whilst in Administration. select the Maintain text indexes option. You will then be presented with the Maintain text indexes screen. NB: When selecting the Maintain text indexes option, you may be prompted to Commit the Filing Structure first. In the area called 'Index to update' one of the following options can be selected Metadata index or Content index. Metadata Index Option When updating Metadata indexes the Administrator is presented with three choices: Reindex, Refresh and Compress The Reindex button deletes all current metadata indexes from the quicksearch folder in the physical file store) and rebuilds the indexes from scratch. Click the Reindex button and the 'Schedule operation' screen will be displayed. There are two options on this screen: The Perform this operation now option, when selected, will run the reindex now. If you click the OK button you will be prompted: This operation may take a long time and will prohibit searches while the reindex is in progress, are you sure? Click the Yes button and once the reindex has completed you will be alerted with the amount of documents that have been successfully indexed. Page 47

48 The Schedule this operation option, when selected, will allow you to specify a suitanle date/time. Here you can specify the date and time you would like a content reindex to be performed. NB: While the Reindex is running user will be prohibited from searching.it is highly recommended that this is carried out of business hours. The Refresh button will update the existing Metadata index data held. The Reindex and Refresh buttons on Metadata index option should only be used if Technical Support at Invu suggests it. There is no need to use this option for regular maintenance. To improve performance when searching metadata you can compress the metadata index information. Click the Compress button and again the 'Schedule operation' screen will be displayed. Here you have the same two options (as above), and will be prompted each time you make an action. Content Index Option When updating Content indexes the Administrator is able to include Index Numbers which will index all numbers in the content of the document and/or Index Noise Words which will index all noise words in the content of the document. By default neither of the index options are enabled in the initial installation. When updating Content indexes the Administrator is presented with two choices: Index Numbers Index Noise Words Index Numbers To perform a Reindex of the content select the Content Index option then choose the Secure Store from the drop down list you wish to run the Reindex on (this is only required if multiple secure stores are installed). The Index Numbers check box, if ticked, will include numbers within the content index. NB: By default the Index Numbers check box is unticked and numbers are not indexed within the content of any document. Click the Reindex button and the Schedule Operation screen will be displayed. Please repeat the steps shown in the metadata reindex process. If you wish to index numbers, this will need to be enabled & a content reindex carried out. Noise Words The Index Noise Words check box, if ticked, will index all words in the content including any listed in the Noise.dat file. Noise words are common words such as and, or, not etc. We do not recommend ticking the Index Noise Words as this could drastically increase the overall size of your search index. However you may wish to change which words are excluded from content indexes on new and existing files. The Noise.dat file is located In: C:\Program Files\INVU Services Ltd\INVU Services\Noise.dat. C:\Program Files (x86)\invu Service Ltd\\INVU Services\Noise.dat To add new Noise words, open the Noise.dat file located in the path above. Find the bottom of the file, start a new line and enter the word you wish IDM not to Index from the content. If you wish to remove a word find and delete the word but ensure you have removed the line. Save and close the file. Page 48

49 You will then need to run Reindex on the Content Index to ensure that any new words added will be excluded from the content index. NB: If you wish to Reindex because you have added new noise words do not tick the Index noise words check box just click the Reindex button. Compress the Content Index To improve performance when searching the content of documents you can Compress the content index information. Click the Compress button and the 'Schedule operation' screen will be displayed. Please repeat the steps shown in the metadata reindex process. NB: While a Reindex/Refresh/Compress takes place users are not able to search. To find out the status of a Reindex, Refresh and Compress please view through messages in the Invu Service Monitor which is located in: C:\Program Files\INVU Service Ltd\ServiceMonitor\INVU.Services.ServiceMonitor.exe OR C:\Program Files (x86)\invu Service Ltd\ServiceMonitor\INVU.Services.ServiceMonitor.exe on the IDM server. SHOW SECURE STORE LOCATIONS The Secure Stores when created use the server name they re installed on as the display title. To make it easier to identify each store the title can be changed. Click the Secure Storage tab, click the Show Secure Stores option and the multiple Secure Stores will be listed in the Middle pane: Double click on the name of the secure store that requires amendment and the following screen will be displayed: Change the Title and then click the OK button. SCHEDULES When a Metadata or Content index Reindex/Compress is performed the Administrator has the choice to setup a schedule. All schedules created are shown in the Schedule option. View Existing Schedules Click the Secure Storage section, and then select the Schedules option. This will enable you to view a list of all existing schedules. Edit Existing Schedule In the middle pane, double click the Schedule you wish to change. The Schedule Operation screen will be displayed. Make the necessary changes and click the OK button. Delete Existing Schedule To delete the Schedule double click the title in the middle pane and then click the Delete button in the 'Schedule operation' screen. Page 49

50 INDEXING TIMES The Indexing Times option will allow you to control when documents are indexed and OCR'd. By default the documents are indexed on a 60 second cycle using the Invu v6 Indexing Engine. This means that when a document is brought into IDM within 60 seconds the document contents would be indexed. NB: In a new install, when you select the Indexing Times option you might be prompted to commit the filing structure first in which case you will need to do so. In the Secure access Locations drop down list choose which Secure Store you want to set the indexing times for (if you have multiple secure stores). In the Indexing times area the Administrator is able to set the times when indexing/ocring can take place. Tick the Index only during these periods check box and the options below will become available: Set when you would like the period to start in the Start Time (Hours and Mins) field then set when you would like the period to end in the Stop Time (Hours and Mins) field. For example: Set Start Time to 18:00 and Stop Time to 08:00 this would be the time each day the Indexing/OCR would take place. The Always index on weekends check box, if ticked, will always Index/OCR on the weekends regardless of the times set in the Start and Stop Time fields. The Only stop OCR process check box, if ticked, will stop the OCR Engine from running apart from the times set in the Start and Stop Time fields but the Indexing Engine will run in the normal way every 60 seconds. NB: These times set in the Start and Stop Time fields are the same for all days (there is no provision for bank holidays etc). Click the Apply button to save the changes on the currently selected Secure Store then change the Secure access Locations drop down list and set the option for a second store, if applicable. Click the OK button to save the changes and exit the screen. Page 50

51 SCANNING ADMINISTRATION Page 51

52 SCANNING ADMINISTRATION A local scanning facility is available which allows a user to scan documents directly into IDM via a scanner supported by a TWAIN driver. If you wish to incorporate a network scanner then refer to Netscan on Pg.72 for more information. SHOW SCANNER PRESETS Under the Scanning tab, click the Show Scanner Presets option. This will display all existing scanning presets. CREATE A SCANNER PRESET Ensure that the scanner is plugged into the machine you are configuring the preset for. Under the Scanning tab, click the Create a scanner preset option. You will then see the Scan Preset screen as shown to the left. Within the Scan Preset screen you are able to create the desired Scanning Preset and are able to customise the settings to your needs. The General tab allows you to provide details to identify the scan preset and set the local scanner. The Administrator is able to set a Title, set an Owner, provide a Description, and specify the Source Type (local scanner). A title is required to help identify the preset when a user is scanning. The title should be descriptive as this will be seen by the user at the point of scanning. An owner must also be selected. An owner can be specified by clicking the button and highlighting the owner from the Members screen displayed. The Description field should give detail as to how the Scan Preset will be used. Under the Source heading a source Type is required. From the drop down choose Twain scanner. NB: IDM scanning presets only support Twain drivers. Once the Type has been selected, click the screen will be displayed as shown below: button to the right of the Name field and the 'Scanner' Click the Select button and the Select Source dialog box will be displayed as shown above. Choose the appropriate driver from the list and click the Select button. The Scanner window will be displayed with the select scanner displayed in the Source section. Further options relating to the chosen scanner will be displayed. Page 52

53 Use manufacturer s dialog when scanning When Scanning Present the manufacturer s own scanning dialog box. Use scanner auto feed Use the automatic document feeder on the scanning device, rather than a flat bed. Duplex Turn on duplex scanning. I.E scan both sides of the document. NB: This option is only available for scanners which support duplex. Suppress blank pages This option is only available when Duplex scanning is enabled and allows blank pages to be suppressed (rejected) automatically during the scanning process. From the menu you can choose to suppress pages which are Pristine only, Dirty or Very Dirty. Mode The Mode option allows you to choose the type of scan from Black and White, Grey and RGB Colour. Paper size A specific paper size can be chosen from the drop-down menu (i.e. A4, A3 etc.) or the option Maximum Supported can be set. Resolution The resolution, measured in DPI can be set by using the sliding scale or typing into the numeric field below this setting. It can be set anywhere between the lowest DPI supported by the scanner (e.g. 75) or the highest supported setting (e.g. 600). The recommended DPI setting is 200. The Settings tab comprises of options which determine how the scanned document will be processed. The first option allows you to define if the image created is to be a Single page or Multi page document. A single page scan will create a file document (or file) for each page scanned. A multi page scan will create a single document (or file) containing all scanned pages. The Destination Intray option presents a drop menu where all individual, Folder Intrays and Group Intrays are listed. This sets the default destination Intray when a user uses this preset. The Batch options are not configurable. The Type of file to store option allows the Administrator to choose a file type for scanning (e.g..tif,.pdf). A complete list of support file types can be found in Appendix F. To specify the file type, click the button to the right of the Type of file to store field. You will then be presented with a pop up menu where the File extension and Quality can be set. Page 53

54 Click the first drop down and choose the File extension then choose the Quality. Once complete, click the OK button to return to the Settings tab. NB: If the Type of file to store is left blank it will default to.tif File extension and 1 bit BW Quality. The Image tab allows the Administrator to apply further actions to the processing of the document. The actions available are as follows: Invert The document will be inverted (such as a negative). Rotate The document will be rotated by the Angle specified. Deskew The image will be straightened automatically after scanning. Despeckle This option will clean the image and eradicate any grey blemishes from the body of the document. Trim Trim will cut the scanned image to main body of the document removing unnecessary white space or borders. Remove borders/remove hole punches Borders and hole punch marks can be removed. Edit Existing Scanner Preset To edit an existing Scan Preset, in the middle pane, double-click the title of the preset. Make the necessary changes and click the OK button to save. Delete Existing Scanner Preset To delete a preset first highlight the preset in the middle pane then click the Delete button on the IDM toolbar. You will be prompted to confirm the deletion. All Scanner Presets will be viewed by users through the Standard and Advanced mode (depending on privileges). Page 54

55 The Black and White and Colour presets are the only two presets displayed in IDM Simple mode. These two presets cannot be deleted but they can be changed if required by selecting the appropriate radio button. This is now a user selectable privilege. Barcode Seperation IDM has a barcode separator facility available for use with local scanners (scanning presets)there are no Licences or Privileges required for this. See Appendix A for Invu Document Seperator. There is no configuration for barcodes apart from to print out a barcode sheet, then place at the front of the whole batch and then one in front of each new document in the batch. The Scanner Preset must be configured for a minimum of 200 dpi, set to multiple pages and Group 4 Tif file type. When scanning within the 'Scan' screen select the correct preset and in the Scanned Document Title enter the name of the file i.e. Scanned Docs. When the Scan button is selected the documents will be scanned in for each Barcode sheet a new document will be created with the name entered into the Scanned Documents Title field with 3 digit incremental number i.e. Scanned Docs001. If no Scanned Document Title is entered then the name of each file will be: ComputernameYearMonthDayHoursMinutesSeconds. Page 55

56 AUDITING Page 56

57 AUDITING To access the Audit Log within the system, click Administration, under the Auditing tab there are two options available: View the audit logs View the expunge log Each of the above options are explained in turn below: Audit Logs To access the Audit Log, click the View the audit logs option. The Audit screen will be displayed: The audit log can be filtered by setting specific criteria within the left-hand pane of the screen. The audit history for a specific user can be seen by specifying the user s name in the Users menu. Actions can be tracked to a workstation (specific computer name). Type the workstation name into the Workstation text box. Actions can be tracked for a specific Date Range. A From and To date should be given to define the period required. The Document Number area allows you to search through the audit logs for a particular document based on the Invu document number. Tick the Document Number Search check box and select the Prefix from the drop down list. Then enter the Number of the document you wish to find. If you wish to allow results to be appended, select the Append Results to Current Search tick box option. The Save button at the top of the screen allows you save the contents to a CSV file. Page 57

58 The type of action carried out can also be specified. Within the Audit Type list tick the relevant audit type to be displayed. If all audit types should be searched click the button. Once the desired criteria has been selected, click the button, the audit results will then be displayed. Certain Audit Types will allow you to view more information in the Details section. If results include information on Audit types related to documents the Administrator can view it by double clicking the record. NB: Viewing a document through the Audit log is governed by Membership of the Folder where the document is filed and the rights assigned by the Security Profile. To reset the Audit screen and the criteria click the button on the toolbar. EXPUNGE LOG When a document is deleted, it is known as a logical delete. When the document is logically deleted it does not delete it from the Secure Store or the database, it means users are not able to see it. Expunge is the action of removing those deleted documents completely from IDM (from the database and the S6 folder). The Expunge Log will show you all the deleted documents which have been expunged. For more information on how to expunge documents please see Pg.87. To access the Expunge Log in the Auditing section, click the View the expunge log option. The Expunge Audit screen be displayed as shown on the next page: Within the 'Expunge Audit' screen you are able to search any documents which have been expunged from IDM. You are able to search on a number of different criteria such as User, Document Title, the Invu number, where the document is located or a Date Range. You can view expunged documents for specific User this can be seen by specifying the user s name in the Users drop down list. You can search by a specific title by entering the name of the document into the Document Title field. Within the Document Number area you are able to search for expunged documents by the Prefix drop down. The document prefix is the text that appears before the Invu number. You can also enter the Invu number into the Number field. Page 58

59 You can specify the location of the document into the Document Folder field. Actions can be tracked for a specific Date Range. A From and To date should be given to define the period required. Once the criteria has completed click the Search button. The results will then be displayed. To reset the results and the criteria click the button on the toolbar. Page 59

60 GLOBAL SETTINGS Page 60

61 GLOBAL SETTINGS The Administrator is able to control settings which will have a global effect on the entire IDM system. To access the Global Settings, under Administration, select the Global Settings option. The following options will be available: Edit global settings, Show indexing file types and Create an indexing file type. EDIT GLOBAL SETTINGS To edit the Global Settings, click the Edit global settings option and the System properties screen will be displayed. These control settings which will affect the whole system. Additional Codecs CodeFree Settings Additional Codecs - Any of the file types listed in the Codecs directory can be enabled and supported by the IDM viewer. If you wish to enable a file type please select the corresponding check box and then click OK. CodeFree Settings The Codefree Search key is used for CodeFree, and the CodeFree Index key is used for Advanced CodeFree. The Code Free Options area is used to control which letter will be used as the shortcut keys which are used to activate the Capture Method screen when training Code Free or Advanced Code Free When a single result is returned via CodeFree search, if you would like to automatically open the document please tick the check box.. Page 61

62 Document Tracking Document Tracking You can specify in days, how long a document has left before it is overdue. Make the change under Tracking Imminent Threshold (Days): If you would like Documents to be tracked by default then please select the check box. This screenshot has been described in the Manager section. Please see Pg.97 File and Save Folder File and Save Under the Global section of the screen, click the Hide the apply all feature to suppress the apply all check box in the file and save screen. If you wish to hide the system note, please select the Hide the system note check box. Under the Display style section of the screen, the Use original style index control check box, if ticked, will use the original (default style) in the order of Information Type, Folder location, Standard Document and Document Reference. If the Use original style index control check box is un-ticked, the Use drop down list to display Filing Cabinets and Folders option will be automatically activated and ticked. You can select the file and save order in many different ways. The available orders are listed below: Folder, Information Type the Standard Document (this is the default) Folder, Standard Document then Information Type Information Type, Folder then Standard Document Information Type, Standard Document then Folder Standard Document, Folder then Information Type Standard Document, Information Type then Folder Page 62

63 In the Display text area you can specify the text which will be displayed to the users in the 'File and Save' screen for each of the steps. Folder Under the Folder settings section on this screen, tick the Show folder lists for Filing Cabinet check box. This will show you a list of folders in the filing cabinet. General Global Hyperlinks General - The Thumbnail size field can be increased or decreased using the arrows to the right. This will change the size for all thumbnails produced from this point onwards. The thumbnail size is measured in pixels, the maximum being 250 and the minimum 100. The Maximum Drop Down List Items allows the administrator to set the search and index drop down list items separately. The maximum value is 1000 items. The settings for this feature are listed below: Value = 0 Switches off drop down list items for Document References and Fixed Lists. Value = 1 Switches on drop down list items for Fixed Lists except Document References. Value = 2+ Switches on drop down list items for Fixed Lists and Document References for 2 or more items. The Limit the number of results returned when exploring and Searching check box allows you to limit the number of results displayed in the middle pane when using Explore and Search screens. To enable this, tick the check box then in the field below the value will be displayed as a default, this can be changed if required. By default, the Use temporary table (tt) folder to populate temporary tables option is set to enabled. To disable, untick. The Show latest metadata only option allows only the current metadata for documents to be displayed in the drop down lists. Tick The Enable print for i600 users check box to allow i600 users to print out the document from the middle pane and the View Document screen. Tick Print footers on viewer prints check box to apply footers to the bottom of each page of the document when printing through the 'View Document' screen and from the middle pane by using the right click menu. The footer will contain the INVU number, Revision Number, and the last date modified. Global Hyperlink - In the Global Hyperlinks, you are able to manage how IDM will handle hyperlinks entered into the Document References (setup as String) and Document References which are specifically setup as hyperlinks. In the Hyperlink Detection area you are able to allow IDM to detect a Hyperlink in any Document Reference which is setup as a String data type. So if you have entered into any string Document Reference it would detect these and treat them as hyperlinks. Page 63

64 To use this feature tick the Enable hyperlink detection check box and the Regular expression field will become available. Here you are able to use the default regular expression which will look for a web hyperlink ( in any string Document Reference across the whole system. This will not affect Document References with the data type of Hyperlink. However if the Enable hyperlink detection check box is un-ticked then only those Document References with the data type of Hyperlink will work. In the Hyperlink Navigation area you can choose how a hyperlink will behave when selected in IDM: Select the Single click hyperlink navigation option so that when you click once the hyperlink will be activated. Select the Double click hyperlink navigation option so that when you double click the hyperlink will be activated. Select the Ctrl+click hyperlink navigation option so that when you hold the Ctrl key and click once the hyperlink will be activated. Help Options Integration Help Options - In Help Options you are able to specify the location of the help files. By default when the help files are selected these are then opened in an internet browser as the helps files are located on a website. The files could be hosted locally and then you would tick Use help at the following location check box then enter path where the help files are into the Location field. Integration - In the Integration tab you are able to manage configure the location of the Restful service. The Restful service allows you to right click on a document, and it as a link. Installation of this service is required. For more information please contact Technical Support (support@invu.net). Page 64

65 Notes Notifications Notes Select the tick box if you would like to Use simple notebooks or Use notebooks for workflow. Notification This will allow you to configure SMTP for notification on Group Synchronisation. In the SMTP Settings section enter a Host Address and Host Port. Then enter the Username and Password required. In the From Address enter a valid address for the notification to be sent from. The From Display Name is populated with Series 6 Notifications this can be change if required. In the Notifications section choose the type of notification (only Groups available at present) in the Name drop down and a Description will be displayed. You will need to choose the Recipients for this notification click the + button. If there is a problem with the automatic synchronisation performed at midnight each day an will be sent to the chosen recipients notifying them of this. Office Add in Outlook Addin Office Add in - In this section you are able to centrally control the way the Office Addin will behave for all users by ticking the following to all users check box. This will enable the areas below: In the Word, Excel and PowerPoint section, the Process the save event check box, if ticked, will give you a choice of how you save File and Save into IDM, send to the Intray or just save in the application will be displayed. This will also enable the Always save new document to Invu check box, if ticked, the save options are bypassed and the 'File and Save document' screen will be displayed. File and Save the document as normal. Page 65

66 Move documents to Invu - if ticked this option will move the original file into Invu Document Management when sent for File and Save or to the Intray. If not ticked when a file is sent to Indexing or the Intray the document will be copied into Invu and the file will remain in its original location. Disable Auto save feature - If ticked will disable the auto save feature in the MS Application. In the Outlook section tick the Delete mail items when sending to Invu check box to remove the from outlook when file messages through the Office Addin but this is for Outlook only. NB: By default central control of the Office Addin is turned off. Outlook Addin In the Outlook Addin configuration, the ECM Service Configuration need to be specified. Enter the name of the server the ECM services are running on and the port number. (By default the port number is 10001). In Office Add-in Install Path please specify the shared location of the outlook VSTO file. N.B. The above configurations are essential to successfully install the outlook addin. Please see the Assistant Manual for more Information. PDF Resource Portal PDF In the PDF Settings screen, any changes made will affect PDF documents for all users. Select the View PDF files in the viewer to view PDF documents in the IDM viewer. The Allow rich PDF s to be edited in the viewer option when selected will allow PDF documents that contain hyperlinks and more to be edited in the IDM viewer. If you wish to view PDF documents in Adobe when indexing, select the View PDF files using Adobe when indexing option. The Hide the thumbnail panel when indexing option will hide PDF thumbnails in the file and save screen. Resource Portal In the Resource Portal screen you are able to manage the web pages which are available through the Resource Portal button in IDM. So you could add you company Intranet and or your company web site. When in the Resource Poral function in IDM on the left-hand pane, you will see the headings Resource Portal and Invu these are Menu Groups and you are able to add more if needed. Underneath each heading are the Menu Items. Depending how these items are configured when clicked the page may appear in the Middle pane or in a new window. The Resource Portal Home Page text box will have the path to the web page which will appear when you access the Resource Portal or click the Home item. It is recommended to leave this. In the Resource Portal Menu area you are able to create/maintain Menu Groups and Items. Page 66

67 To create a new group, click the Menu Groups tab in the Resource Portal Menu area. In the Name text box enter the name of the group you wish to create then click the + button to add the new group to the list. If you need to change the display order of the groups then highlight the group in the list and click the up button to move the group up in the order or click the down button to move the group down the order. If you wish to remove a group then highlight the group in the list and click the X button. The following message will then be displayed: Click the Yes button to remove the group and the No button to cancel the delete To add the pages to the newly created group, click the Menu Items tab in the Resource Portal Menu area. Click the arrow beside Group and choose the group you wish to add your item to. Enter a Title for your item; this title will be the display title. In the Url text box enter the path to the web page this could be local or on the world wide web. Remember if you are entering a web address then ensure you enter as follows: for example Choose an Icon picture from the drop down list. For the page to appear in another window then tick the Load in external browser check box. If you do not tick this option then the page will load into the middle pane. Once you have completed the Menu Item click the + button and the item will be added to the selected group.repeat for further pages if required. To change the display order of the Items then highlight the Item in the list and click the up button to move the Item up in the order or click the down button to move the Item down the order. To view the changes you have added you will need to restart the IDM client to refresh the changes. The changes will then be displayed in the left-hand pane as shown above. Once all the changes have been made to the Global Settings click the OK button to save and exit. Scanning Security Scanning - Tick the Use new blank page detection check box to use the new method of detecting blank pages. This should only be used if you are having difficulties with the Duplex options. I.e. it is dropping pages when it should not. Page 67

68 In IDM simple mode, if you wish to enable the privilege to choose the scanner preset, select the Choose scanner preset in simple mode privilege option. Tick the Clean image before performing barcode recognition check box this will clean up the images so that the barcode recognition will work. Do not tick this option unless the Barcode separators are not working. Tick the Use new barcode separator page if you wish to separate documents using the new barcode separator. Security Selecting the Automatically apply FileAndSave Right to Members and Groups added via the API option, allows users and members of groups to index documents through the API. SharePoint Toolbar SharePoint When selecting the SharePoint option you may receive a prompt to commit the filing structure if this is a new installation of IDM. You are able to integrate IDM with your SharePoint site. You will need to enter The SharePoint Site path, the SharePoint Publisher installation path so that the SharePoint Publisher application can be installed and an Archive location for documents that are published to SharePoint directly from an Intray. For more information please see the manual on SharePoint integration. Toolbar This section will allow you to create custom button for IDM. Under the Button Properties you can specify the Icon of the button. You can also add Text and Tooltip Text for the button. The Selection Type will allow you to select a folder or a document, and Selection Style gives you the select and multi option. In the Button Availability section, you can select the toolbar for a certain area. In Button Action, there is a tick box where you can allow the custom button to Write Document File. You will also need to specify Custom Data and a DLL Name (which should be placed in the INVU Services Directory). Click the + button to add the button in the list and click OK. Page 68

69 Workflow Explorer Workflow Explorer - The Show MetaData First (Document References) check box, if ticked, will change the order of the columns in the Middle pane of the Work tasks. The Use New Style Workflow Task View check box, if ticked, will use a new screen to process workflow tasks. Please see the Technical Workflow manual for more information. Click the Apply button to save anything you have changed but keep the 'System Properties' screen open. Once the appropriate options have been selected, click the OK button to exit the 'System Properties' screen. NB: Depending on the Privileges applied to a user it is now possible to attach an Information Type to a Folder in the 'File and Save Document' screen automatically. DOCUMENT TEMPLATES Templates can be chosen by the users when they are creating documents within the system. E.g. when a user clicks the Create button in the Standard/Advanced mode or the Create tab in the Simple mode and then chooses to create an MS Excel Spreadsheet (.xlsx) they are also able to choose a Template such as an expenses claim. Templates can be chosen from the Document Templates area of the system (which can be seen in Explore function on the Left-hand pane). To Add a Document Template to Indexing File Type To add a new Document Template, first add the document into your Intray. Next right click the document in your Intray and from the menu click the Send to option. Select the Document Templates option as shown below: The template would be added to Document Templates area. The template now needs to be associated with the Indexing File Type. Page 69

70 INDEXING FILE TYPES To access the Indexing File Types, select Administration, under the Global Settings tab select the Show indexing file types option: In the middle pane double click the Title of the Indexing file type you wish to associate the template to and then click the 'Templates' tab. Click the Add button to choose from a list of available Document Templates. Within the File Type Templates screen highlight the template you wish to associate, or highlight multiple templates by holding down the CTRL key on the keyboard and then selecting each individual template. Click the OK button to confirm you selection and return to the File Type window. For each template added there are two further options in the Settings area: The Templates can be used to create documents check box, if ticked, will allow the template to be listed within the Create window s template drop-down. The Default template for this type of document check box, if ticked, is used to set the default template for this file type. To apply either of the above check boxes, ensure the template has been selected and tick the relevant option. The Remove button will remove the selected template from the list. NB: The default template is used when the user picks <Use Default> on the 'Create' screen. Also the Administrator is only able to set one default template per file type. Click the OK button to save the changes made to the Indexing File Type. Page 70

71 DPE DOCUMENT PROCESSING ENGINE Page 71

72 DPE (DOCUMENT PROCESSING ENGINE) The Document Processing Engine is an integral service of IDM. It preprocesses documents before they are added to the database. It handles imports through the Link Manager and Netscan features that are explained below. The DPE will provide the functionality needed for network scanning and bulk importing large number of files. To display the DPE settings, select Administration, under the DPE tab you will see three main features: Show and Create Netscan Paths Show and Create Link Manager Paths Monitor Link Manager NB: When you select any of the above options and you may be prompted to Commit the Filing Structure first. Netscan and Link Manager are functions that will import documents into IDM. Though they are both part of the The Document Processing Engine service, they are used for different tasks. Netscan provides the ability to import documents into the IDM system from network locations (local or shared folders) and is used to integrate existing network scanning devices (or Multi Functional Devices). Netscan will poll a predefined folder location and whenever a document is scanned/sent to this location, the DPE will pick it up. The imported documents can either be routed to a user, Folder Intray or filing the document automatically into the Filing Cabinets (with pre-populated Document References). Link Manager is a bulk import function which would be used to import documents into IDM using the File and Save option. This would poll a predefined folder which would contain the documents to be imported and a text based file known as the training file, this file would contain all the details of where each document should be Filed and Saved. Link Manager can also be used to import Fixed List values and links. This is normally imported as a CSV file (training file) and can populate a Fixed List either by appending or replacing the values which already exist and also linking Fixed Lists together. NETSCAN Netscan but can be configured locally through the IDM client by an Administrator. There are two types of Netscan paths that can be created: Local Path UNC Path A local path would be used if the folder that Netscan polls resided on the same sever as the Document Processing Engine. A local path would be C:\Scanned Docs. A UNC path would be used if the folder that Netscan polls does not reside on the same server as the Document Processing Engine. A UNC path would be \\Test\Scanned Docs. To use UNC you must create the folder and share it. In the share permissions give FULL CONTROL to the IDM Service account used when installing the product. To maintain the Netscan settings, select Administration, under the DPE tab there are two Netscan options; Show Netscan paths and Create a Netscan path. Netscan Functionality Explained Netscan will treat (import) all file types listed in the IDM Indexing File Types Pg.70. It will ignore any file types not specified. Microsoft Outlook messages will not be imported by using Netscan as there is an alternative method of automatically ( Manager) Page 72

73 When multiple Netscan paths are configured each location is treated in sequence. Multiple locations are not polled simultaneously. Barcode Seperators and Netscan The Netscan function can also deal with barcode separator sheets in very much the same way as the Scanning presets. There is no configuration for barcodes apart from to print out a barcode sheet, then place on at the front of the whole batch and then one in front of each new document in the batch. The document must be scanned at a minimum of 200 dpi and Group 4 Tif file type. The document will be named using an incremental number. i.e. if the document was called "Today's Post" and there were 2 documents in the batch then first document would be called "Today's Post0001" and the second "Today's Post0002". For the Barcode sheet please see Invu Document Separator in Appendix A. Create a Netscan path To create a Netscan path, click on the Create a Netscan path option. The Netscan Data screen will be displayed: On the General tab you are required to supply a Title (mandatory) for the path you are creating. This title will identify the path when referring to the Netscan paths created for administration. Under the Folder to watch heading type the path to the folder (or share) you wish to monitor or click the Choose path button to pick the location from the Browse for folder dialogue box. NB: Please note that the locations specified under Folder to watch are local to the DPE service (i.e. the server on which the File Store and DPE service is running). If you are referring to a folder on a different machine or server, UNC paths should be used. Once the Folder to watch has been specified there are three further settings to consider: The Monitor sub folders check box, if ticked, allows Netscan to poll not only the Parent folder specified but also any subfolder it contains. This can be extremely useful if a multifunctional device creates a batch subfolder each time a scan is produced. The Show feedback in the service monitor when processing files check box, if ticked, allows Netscan to display status messages for this path within the Invu Service Monitor. The Service Monitor is generally installed on the File Store and is used to monitor other IDM services. The Netscan messages will be displayed on the Processing Engine tab. See Installation manual for more information. The Folder watch is active check box, if ticked, enables the Netscan path to poll the directory specified. If un-ticked the Netscan path will not import documents from this location. Page 73

74 On the Destination tab the Administrator can set the location where the imported documents will be sent. This can either be to an Intray or filed into the Filing Cabinets. Under the Choose the destination heading the Send to an Intray option, if selected, will import the documents to a User, Folder Intray or Group. You will then be required to choose an Intray from the dropdown list. Alternatively you may wish to file the scanned documents, select the Index option. This will enable four indexing steps: Choose an Information Type Choose a Filing Location (Folder) Choose an appropriate Standard Document Enter appropriate File and (Document References) Save information The above four steps are exactly the same as the steps used in the 'File and Save Document' screen. NB: Ensure all Document Reference fields, which are mandatory are completed. Once the appropriate options have been selected, click the OK button to confirm the Netscan path. View/Edit & Delete Existing Netscan Paths Maintenance of existing Netscan paths can be performed by selecting the Show Netscan paths option under the DPE Section. All existing Netscan paths will be listed in the middle pane. To edit a Netscan path, double click the path you wish to modify from the middle pane, make the necessary changes and then click the OK button. To delete a Netscan path, first highlight the path name then click the Delete button on the IDM toolbar. You will be prompted to confirm the deletion. LINK MANAGER Link Manager provides the ability to import large numbers of documents or Fixed Lists via a text based files such as a CSV file. It provides the ability to map the location and File and Save structure along with the physical file. Fixed List values can also be appended or overwritten which have been generated through a third party application. Link Manager is configured locally through the IDM client by an Administrator. In order for the Link Manager to be available for users, ensure that a Link Manager license is allocated appropriately. To access the Link Manager settings, select Administration, and then expand the DPE tab: There are two Link Manager options Show Link Manager paths and Create a Link Manager path. Page 74

75 Create a Link Manager path to Import Fixed List Values First ensure you have created the Fixed List, if the Fixed List already exist then all you need to do is decide whether you want to overwrite or append the new values to an existing list. To import a Fixed List a text based file would need to be created with the values you wish to add. For more information please see Pg.18. You need to ensure that the Fixed List import file has been placed into a folder local to the Document Processing engine. To create a new Link Manager path, click on the Create a Link Manager path option. The Link Manager Configuration screen will then be displayed. On the General tab enter the details for the Link Manager path and the training file. Enter a Title for the Link Manager path you are creating. This title will identify the path when later referring to the Link Manager paths through Administration. The Service Location drop down list will show available DPE Service locations (only if Multiple Stores have been installed). This will ensure the correct Service is used to process and import the files into IDM. Enter the path to the folder (or share) you wish to monitor into the Folder to watch field or click the button to browse and select the path to the relevant folder. This will be the folder where the Fixed List import file is located. NB: Please note that the locations specified under the Folder to watch are local to the DPE service (i.e. on the server on which the DPE is running). If you are referring to a folder on a different machine or server, UNC paths must be used as mapped drives are not supported. Choose the file (Fixed List import file) you wish to use for the import into the Training File field. Click the button to browse and select the training file. This will be the source file containing the data you wish to use in you import. The training file can be.csv.xml or a.txt based file. The File extension for trigger field will be populated once the training file has been selected. The Link Manager will monitor the Folder to watch location and process any file with the file extension specified in this field. This will enable the Link Manager path to run again if a new Fixed List import file was placed into the Folder being watched by the DPE but it will only look for the Training File based on the file extension not the name. Once the Training file has been specified the configuration screen will expand to show the Processing action area. Here you are able to specify the type of import you wish to perform. The Update a fixed list Document Reference option, if selected, provides the ability to import data which will be appended the values to an existing Fixed List or replace the values in a Fixed List. The Fixed List must have been created and configured within the IDM system in advance. Click the Select the fixed list Document Reference to update drop down and choose which Fixed List you would like to update. The drop down will display all of the existing Fixed Lists within the IDM system. Page 75

76 Once the Fixed List has been selected, you will have the choice of two further options to complete the Link Manager path. The Append to the fixed list option, if selected, will append the values contained in the training file to the Fixed List and will not change any existing values. The Replace the fixed list option, if selected, will overwrite the values contained in the training file to the Fixed List. Ensure the Folder watch is active check box is ticked. This will enable the Link Manager path to poll the folder specified. If unticked, the Link Manager will not process the file(s) from this location. Click the OK button to save the Link Manager Path. The Path is now active. Create a Link Manager path to Import a Fixed List from XML file Link Manager can import from an XML format. You will need understanding on how to use and create XML and XSL files. In order to import the data from an XML file, you will need to create a style sheet (XSL file) which will transfer the data from the XML file and then import into a Fixed List. For more information, see Appendix B for Sample XML. In the example, the data to be imported into a Fixed List is highlighted in yellow which is the Identifier and Surname. It will be imported as Surname - Identifier. A style sheet (XSL file) needs to be created in order to pick out the right data and concatenate the Identifier and Surname together. <xsl:stylesheet version="1.0" xmlns:xsl=" <xsl:output method="text" /> <xsl:template match="/"> <xsl:for-each select="irisexport/client"> <xsl:value-of select="concat(identifier,' - ', PersonalInfo/Surname,' ')" /> </xsl:for-each> </xsl:template> </xsl:stylesheet> The above data is taken from the XSL file this file is used to extract the data from the XML file and in this case concatenate with a the value of a hyphen -. Then put into a text format ready for import into a Fixed List. You need to ensure that XML and XSL files have been placed into a folder local to the Document Processing engine. To create new Link Manager path click on the Create a Link Manager path option. The Link Manager Configuration screen will then be displayed: Enter the title and service location as described in the Create a Link Manager Path to Import Fixed List Values section. Page 76

77 Enter the path to the folder (or share) you wish to monitor into the Folder to watch field or click the button to browse and select the path to the relevant folder. This will be the folder where the XML and XSL files are located. Choose the XML file you wish to use for the import into the Training File field. Click the button to browse and select the training file. This will be the source file containing the data you wish to use in you import. The training file can be XML file format. This will enable the Link Manager path to run again if a new Fixed List import file was placed into the Folder being watched by the DPE but it will only look for the Training File if the file has an.xml extension. Once the Training file has been specified the configuration screen will expand to show the Processing action section. The Processing action section will allow you to specify the type of import you wish to perform. Please see Pg.75 for more information. Click the Fixed List tab and then select the XML option and the screen will change as shown below: Here the XSL file you have written needs to be picked up. In the Select XSLT File area click the button to browse and select the XSL file. In the Training Samples area the drop down will be populated with the data it has extracted from XML file (training file) set in the General tab. This will allow you to see the data before you run the Link Manager path. Click the OK button the path is now active. NB: Link Manager will delete all the files once the import is complete. Create a Link Manager path to Import Fixed List Values and Links As with importing values make sure you have created the Fixed Lists you wish to add the values to, link together and decide whether you want to overwrite or append the new values to an existing list. Essentially it is the same process as importing fixed lists only as shown on Pg. 75 The difference lies in selecting the Update fixed list Document References values and links radio button under the Processing Action Section in the Link Manager Configuration screen. Choose the Update a fixed list Document Reference values and links option as this will provide the ability to import data which will create the values to be appended/replace and then link two or more fixed lists by those values. The Fixed Lists must have been created and configured within the IDM system in advance. Click the Fixed List Links tab. Here you can specify whether the input file is a.txt or a.xml. Thereafter manually browse to the location and select the XSL/Text file. If you wish to Append to Page 77

78 these fixed list values and links OR Replace these fixed list values and links then select the relevant option. Click the Configure Rules button. A screen will be displayed allowing you to link the document reference values. When finished, click the OK button. This will take you back to the Link Manager Configuration. Again select the OK button to save the Link Manager Path. The Path is now active. Create a Link Manager path to Import and File and Save Documents. First ensure you know where the file is that will be filed during the Link Manager import. There are a few things you will need to ensure is already configured:ensure the correct Document References have been created. The Standard Documents have been created and the relevant Document References have been associated. Ensure that the Members required are added, and have the relevant Privileges. Ensure the Security Profile and any explicit members have been created During the Link Manager import Filing Cabinets and Folder structures and Information Types can be created by selecting the information from the training file or by using a default value feature. The Filing Cabinets and Folder structures and Information Types can also be from the existing ones configured in IDM. When creating the Link Manager Path, follow normal procedures. Ensure the Title, Service Location Folder to watch, and the training file is specified. Select the File and Save radio button from Processing Action as shown below: The File and Save option will allow you to configure a document import based on information contained within the training file as well as configuration already defined within the IDM system select this option. Select the File and Save option and this will expand to show the Processing action and Import filename sections below. Also two extra tabs Indexing and Security and Members as shown on the left. The File processing section has the following options: The Operation per line option, if selected, refers to the training file having multiple lines (1 line per file that requires importing) and therefore the Link Manager will process each line individually. The Operation per file option, if selected, refers to there being a training file for each file that requires importing into IDM. The Import filename section will be enabled based upon the option selected in the File processing section. If the Operation per line option is selected you will then need to create a rule via the File stem is obtained from the data file option. The Rules button, if clicked, will allow you to specify and Page 78

79 extract the file stem (file name and location) from within the training file. Click the Rules button to display the 'LinkManager Rules Parser' screen. For more information please see Pg.79. If the Operation per file option is selected then both option in the Import filename section will be enabled. The File stem is obtained from the data file option, will allow you to specify and extract the file stem (file name and location) from within each Training file (data/source file). Click the Rules button to display the 'LinkManager Rules Parser' screen. Once the rule has been created it will be displayed in the Import filename section. The File stem is the same as the data file option, if selected, extract the file stem (file name and location) from the name of each training file (data/source file). THE LINK MANAGER RULE PARSER SCREEN The rule parser will display the contents of the training files. This will depend on which option was selected in the File processing section. Extraction Methods Step 1 - Extract a substring. Click the drop down list and choose one of three methods. The method chosen will very much depend upon the source file, and the data contained within it. Extract a delimited value Extract between two static values Regular expression (Advanced) The Default value field would be used if the value was always consistent within the file. I.e. each time a file was imported the filename was exactly the same. The Default value field is the same no matter which Extraction method is selected. Page 79

80 Extract a Delimited Value This method will extract data based on a given Delimiter and Token numbers. Based on the source file format a delimiter may be. Comma, (CSV File), Forward slash / Hash # etc Delimiters are used to separate the values within the training file to enable ease of data extraction. Enter the symbol used to separate the values in the training file into the Delimiter value field. The Token number field represents a string of characters between each delimiter. Enter the number of tokens you wish to extract into the Token number field. Click the Test button and the data extracted will be displayed in the field as shown to the right. NB: This will always start at the top left of the training file. If the value 2 was entered into the Token number field it would, when tested, return a result of C:\Users\Jsmith\Desktop\LM\148.TIF based on the file data above. Working from left to right in the picture above C:\Users\Jsmith\Desktop\LM\148.TIF is the second string of characters. If the value was to be extracted from the training file, 5 would be entered into the Token number field. Step 2 - Parse the substring. This may occur if the substring needs to be broken down further to extract the data required. This will not be required in all circumstances however may be useful where perhaps the data between two delimiters contain more information than is needed. EG Invu, Services Ltd The example above shows :C:\Users\Jsmith\Desktop\LM\148.TIF has been further broken down in Step 2 to extract the value of 148.TIF. The Delimiter used in this case is a (\), the Token th number has been set to 6 as it s the 6 string of text with no spaces and the token count has been set to 1. Again this will work from the left of the substring to the right. If you wish to count from the end of the selected substring tick the Count tokens from the end check box. Click the Test button in step 2 to display the data extracted from the substring. Extract between two static values This method will extract data between two static values, using Preceding and Following text. In the Preceding text field refers to the text before the data you want to extract. Type in or Copy and Paste the text into the field. The Following text field refers to text directly after the data you want to extract. Type in or Copy and Paste the word into the field. If the data entered appears more than once in the training file then enter which Occurrence needs to be extracted. If the first occurrence is required enter 1 into the field. The Following text is new line check box, if ticked, will set the text entered into the Following text field as being on a new line and not on the same line as the text entered into the Preceding text field. Page 80

81 The New Line is CRLF (Character Return Line Feed) check box, if ticked, will be used in conjunction with the Following text is new line check box and instructs that the next character will appear on the line below the text preceding the new line. Click the Test button to check the data it will extract. Thereafter parse the substring as necessary. See previous page. Click the Test button at the bottom of the screen then click the Close button return to the to the 'Link Manager Configuration' screen. The extracted data will now be displayed in the relevant section the rule was created for back in the Link Manager Configuration screen. Back in the Link Manager Configuration screen the last section is a series of check boxes: The Allow Same File Import check box, if ticked, will allow you to import the same file more than once. I.e. if you had several versions of the same document so you could import 156.tif Version then 156.tif Version 2. This check box by default is unticked so will not allow you to import the same file more than once. The Move Source Files on Error check box, if unticked, will not move the documents that error to a failed folder, this works well if you have lots of documents coming from different locations. It will still create the failed folder (in the folder to watch location) and move the training file and create exceptions and errors; however it will not move the physical file. By default this check box this is enabled. The Delete source files check box, if ticked, will delete the files from the polled folder. If not ticked will leave the files but delete the CSV file (training file). Tick Always Ignore First Line, if you would like Link Manager to ignore the first line in a CSV file. Tick the Show feedback in services monitor when processing files check box to show the file processing in the Invu Service Monitor. Ensure the Folder watch is active check box is ticked. This will enable the Link Manager path to poll the folder specified. If unticked, the Link Manager will not process the file(s) from this location. File and Save Tab Click the File and Save' tab and the File and Save options will be displayed. You will need to configure the following options: Information Type Physical File location Folder, Standard Documents and Document References The Information Type field will allow you to select an Information Type already created within IDM or create a rule to have the Information Type extracted from the training file to be automatically created during the import. To select an existing Information Type in IDM click the Select button and the 'Information Type' screen will be displayed. Page 81

82 Select the Information Type and click the OK button. The chosen Information Type will be displayed in the File and Save tab. To create a new Information Type using the data from the training file, click the Rule button and the 'Link Manager Rule Parser' screen will be displayed. For more information please see Pg.79 Extraction Methods. NB: Documents Filed in this way will automatically be Filed and Saved under the Information Type created during the import. It is therefore important to ensure that the training file is correct prior to running the import. The Choose a physical location drop down list refers to which secure store the documents will be stored. In this only relates to installations where more than one Secure Stores has been installed. In the Folder, Standard Document and Document Reference section you can configure the Folder(s), Standard Documents and the Document References the documents will be stored under. There are four steps that need to be configured: Step1 - Configure the Filing Cabinet. The Folder can be configured in two ways by selecting an existing Folder from IDM or extracting the Folder name from the training file which would be created during the import automatically. To choose a Folder which already exists within the IDM, click the Select button and the 'Select a path' screen will be displayed. Browse and select the Folder where the documents will be filed to. Click the OK button and the selected Folder will be displayed. To create a new Folder click the Add button and the 'Link Manager Rule Parser' screen will be displayed. Once you have selected the rule for folder name, click the Close button to return to the 'Link Manager Configuration' screen where the new Folder will be displayed. The buttons Up and Down will allow you to re-arrange the Folder structure once it has been configured to ensure the Folder model is in the right format prior to the document import. The Remove button will allow you to delete individual Folders and the Clear button will remove all Folders from the screen. NB: Documents will automatically be filed under the newly created Folder during the import. It is important to ensure the training file is correct prior to running the import. Step 2 - Choose a Standard Document. Choose an appropriate Standard Document that corresponds with the Information Type chosen or created by the import. The Standard Documents can be picked up from the existing system or through a rule during the import but either way the Standard Document must exist in IDM. Select the Standard Document from the list of existing Standard Documents in the system. To pick up the Standard Document from the training file click the Rule... button and the 'Link Manager Rule Parser' screen will be displayed. The Standard Documents selected through a rule must already exist. You are not able to create new Standard Documents. For more flexibility, you can select a Standard Document from the training file using a rule. Once you have completed the rule to pick up the Standard Documents click the Close button to return to the Configuration screen. Page 82

83 Once the Standard Document has been selected the Document References will be displayed in Step 3. If you selected the Standard Document from the drop down list then the associated Document References will be displayed in Step 3. If you created a rule to pick up the Standard Document from the training file then all Document References will be displayed. The reason is, it does not know which Documents references it would need to fill in as for each document that is brought in to IDM could be filed under a different Standard Document. If you wish to change it to one Standard Document for the whole import then click the Select... button and the drop down list will be populated with all the Standard Documents that are currently in the system. Step 3 - Configure the rules for each Document Reference. The Document References displayed can be configured by creating rules to extract the values from the Training file. Click the button beside the Document Reference and the 'Link Manager Rule Parser' screen will be displayed. For more information please see page 79. Click the Close button to save the parsing rule for the Document Reference and return to the 'Link Manager Configuration' screen. The Document Reference field will be populated with the extracted value. Repeat this process for each Document Reference you wish to use for the document import. Security and Members Tab Click the Security and Members tab and the Security options will be displayed. If you are filing the documents to an existing Folder then there is no need to complete this screen. If you are filing documents to a new Folder this screen will need to be completed. This tab will allow you to choose the Security Profiles and Members for users who require access to the newly imported documents. There are two areas, Security and Members. To associate a Security Profile, click the Add button and then from the list select the required profile. Click the OK button to return to the Security and Members tab. To apply the access rights to the Security Profile, highlight the profile and tick the document rights on the right hand side of the screen. The Remove button will remove the selected Security Profile. To associate the Members that require access to the newly imported documents, click the Add button. Select the Member (for multiple Members, hold down the CTRL key and click each Member required) and then click the OK button. The Titles and Login Names of the chosen Members will be displayed within the Members area. The Remove button will remove the selected Member(s) from the Members section. disabled users in IDM tick the Show inactive members check box. To show Page 83

84 Document Number Tab Click the Document Number tab and the document number options will be displayed. Here you are able to choose the document number or let the system pick the next available number. This can be useful if you have the document number in the Training file this can be picked up through a rule. If you wish IDM to create the Document Number then leave this screen as it is. If you wish to pick up the Document Number then click the Rule... button and the 'Link Manager Rule Parser' screen will be displayed. Please see Pg.79 Extraction methods. Once you have created the rule to pick up the Document Number click the Close button to return to the Link Manager Configuration screen. The value picked for the Document Number will be displayed. Ensure that the value selected is always a numeric value. You will then need to enter a Document Prefix such as IMPORT this can be up to 50 characters long and alpha or numeric. To use this method each document you bring in must have a number in the training file. The Document Version section becomes available if you have selected the Document Number using a rule. If you leave it as Next Available then all the documents will be imported and allocated 1 as the version. You can also pick the version number of the document from the training file. Click the Rule... button and the 'Link Manager Rule Parser' screen will be displayed. Once you have created your rule to pick up the Document Version click the Close button to return to the Link Manager Configuration screen. The Document Version must be a numeric value. If you decide you do not want to use a rule then you are able to click the Next Available button to return the option to its default. NB: You are only able to set the Document Version if you have used a rule to set the Document Number otherwise it will be set to Next Available. Document Notebook Tab Click the Document Notebook tab here you are able to create and attach a Notebook to the documents which are being imported. This can only be done if you have the title of the note in the training file and/or a plain text file with the note book text. If you do not wish to import notes then leave the screen below as it is. If you wish to import a Notebook for each document that will be imported using this Link Manager Path then tick the Attach a Notebook to This Document check box and the tab option will be enabled. Page 84

85 Click the Rule... button beside Document Notebook Title section and the 'Link Manager Rule Parser' screen will be displayed. Once you have created your rule to pick up the Document Notebook Title, click the Close button to return to the Link Manager Configuration screen. Then next click the Rules... button beside the Document Notebook Text section and the 'Link Manager Rule Parser' screen will be displayed. Please see page 79 Extraction methods. Once you have created your rule to pick up the Document Notebook Text, click the Close button to return to the Link Manager Configuration screen. If the text you have selected is in the training file then select the Rule Defines Notebook Text option. But if the text resides in another plain text file then the file path needs to be in the training file you would then create your rule on that information and you would select the Rule Defines File Containing Notebook Text option. The file the rule points to must be plain text as it will pick up all the contents. Scheduling Tab Click the Scheduling tab here you are able to schedule when the Link Manager path will be processed. By default the Link Manager path will run on a 60 second cycle checking the folder to watch location. You may wish to use this if you have a large import which may impact on the performance of the system so you are able to set the Link Manager Path to run out of hours. If you wish to restrict when this Link Manager Path will run tick the Process only during these periods check box and the option below will be enabled. Enter the Start Time (when you would like the Link Manager Path to start processing) and a Stop Time (when you would like the Link Manager to stop processing). If you always want the Link Manager Path to run all weekend then tick the Always process on weekends check box. NB: turning on the scheduling feature will only affect that Link Manager Path it will not affect any other paths setup. Once the Link Manager path has been configured and checked click the OK button to save the Link Manager Path and return to the Administration section of IDM. Page 85

86 Link Manager Monitor To monitor Link Manager, click on the Monitor Link Manager path option under the DPE section. The Link Manager Monitor screen will be displayed: Here you are able to view processing, number of items to process, Number of Link Manager/Netscan Paths that have been processed and the number of Paths that were not found. You are also able to Pause the Service(Document Processing Engine) which runs Link Manager and Netscan and then Resume when ready continuing where you left off. Click the OK button to exit the screen. If you want full details then please use the IDM Service Monitor. View/Edit and Delete Existing Link Manager Paths Under the DPE section select the Show Link Manager Paths option. The Existing Link Manager paths will be listed in the middle pane. To edit a Link Manager path, double click the title of the path. Make the required amendments and click the OK button to save. Select the Save As button in the Link Manager Configuration screen if you wish to replace the existing path. The Title, Folder to Watch, and Training file fields will need to be changed. Click OK and another path will be created. To delete a Link Manager path, highlight the path name and then click the Delete button on IDM toolbar you will be prompted to confirm deletion. Click YES to remove the current Link Manager Path. Click NO to cancel the deletion. Failed Link Manager Imports There are many reasons why a document may not be brought in through Link Manager. It could be because it can t find the document, the data you are wishing to populate the Document References with is not valid or the Standard Document you wish to use does not exist. If a document does not get imported then by default the document is moved to a folder called Failed this will also have the date and time, a copy of the training file and a text file is created with the error, this folder will be located in the folder to watch location for the Link Manager Path. If an error occurs then Link Manager will skip that document and move on to the next one. Page 86

87 EXPUNGE DOCUMENTS Page 87

88 EXPUNGE DOCUMENTS When documents are deleted from IDM, they are stored in a repository should a user later wish to retrieve the document. The Expunge Documents function, allows users to completely erase documents from the IDM system. This can only be done by an admin user. To access the Expunge options, select Administration, under the Expunge Documents tab there are four options available: View Deleted Documents Schedule Expunge Expunge All Documents Restore All Documents Expiring Documents Each of the options are explained in turn below: VIEW DELETED DOCUMENTS To access the deleted documents, under the Expunge Documents section click the View Deleted Documents option as shown below. All the documents which have been deleted will be displayed. EXPUNGE DOCUMENTS You are able to expunge individual or all deleted documents from the system but if documents have been accidentally deleted and you would like to put them back you can also restore back to their original location. Once the documents in IDM have been expunged, there is no way they can be retrieved. RESTORE/EXPUNGE INDIVIDUAL DOCUMENTS To restore/expunge individual deleted document, click the View Expunge Documents option. Find the Document you wish to expunge in the middle pane then right click. If you want to expunge multiple documents then click the first document to highlight then hold down the CTRL key and then click each subsequent document. If you have documents you wish to expunge then click the first document then hold down the SHIFT key and click the last document in the batch. From the menu click the Expunge option. You will then be prompted to expunge the selected documents. Click the Yes button to expunge the document(s). Click the No button to cancel. Page 88

89 OR Click the Restore option to put the document back in its original location. There after you will be prompted if you would like to restore the selected documents. Click the Yes button to restore the document. Click the No button to cancel. SCHEDULE EXPUNGE To view the Schedule Expunge screen, under the Expunge Documents tab select Schedule Expunge. The following screen will be displayed: Here you can set a certain date and time for IDM to carry out an automatic expunge. A user can set a grace period. This allows documents that were deleted within the last X days to be ignored: If you wish you can select the relevant to radio buttons to either Run the Expunge once only, or on the selected days. NB. Before scheduling an expunge, the user must understand the wider implications. It will be an automatic process and there will be NO notification. EXPUNGE ALL DOCUMENTS To expunge all deleted documents, under the Expunge Documents tab, select the Expunge All Documents option. You will be prompted to confirm the expunge of all documents. Click the Yes button to expunge the documents. Click the No button to cancel the expunge. NB: Once the documents are expunged they are removed from the IDM Database and the physical file is removed from the S6 folder. This cannot be undone. To view the Expunge Log please see Pg.58. Page 89

90 RESTORE ALL DOCUMENTS To restore all deleted documents, under the Expunge Documents tab, select the Restore All Documents option. You will then be prompted to confirm the restore. Click the Yes button to restore the documents. Click the No button to cancel the restore function. EXPIRING DOCUMENTS To view Expiring Documents, under the Expunge Documents tab, select the Expiring Documents option and the Expiring Documents screen will be displayed. This allows the administrator to view all documents that are to expire within the next X amount of days, or within the previous X amount of days. Not only can you specify a date range for your search but there is also a tick box option to delete documents as a part of the search as well. Page 90

91 FILING STRUCTURE MAINTENANCE Page 91

92 FILING STRUCTURE MAINTENANCE The Filing Structure Maintenance option will only be displayed on new installations. This option allows you to create a structure for your system using a wizard. To access the Filing Structure Maintenance, select the Administration button, under the Filing Structure Maintenance tab there are five options: Please Note: that the Filing Structure Maintenance option will not be available if the filing structure has already been committed. CREATE NEW STANDARD STRUCTURE The Create New Standard Structure option will allow you to create a new structure for your system. If you use this option you are able to create a Restore Point for your existing structure but it will be overwritten by the new structure you choose it does not add to what you already have. You are not able to create a bespoke structure using this wizard but you are able to choose from a list of different packs. A pack is predefined with the Filing Cabinets, Folders, Information Types, Standard Documents, Document References, Privileges, Security details the only thing you have to do is choose the users and which packs they will need access to. From the 5 options, click Create New Standard Structure. A screen will appear and provide you information on what you are about to do. Please ensure you have read the README section and ticked the I Have Read and Understood the Above check box. The Next button will become available. Click the Next button. The next screen will allow you to create a restore point for your existing system just in case you wish to revert to the previous structure. It is highly recommended that you create a restore point. In the Restore Point Description text box enter a description which describes the restore point in case you need to apply the restore point later as shown in the above picture. Ensure that the Backup my existing Filing Structure option is selected and then click the Next button. OR If you have already created a restore point, click the Do not create a restore point for my existing filing structure option and then click the Next button. The following screen will allow you to choose the packs you wish to use in your structure. First you need to check the Company name in the Your Company Name text box, it will populate this automatically with information from the computer where Invu Document Management was installed or you can over type with a different if required. Then select what type of business you are click the drop down arrow in the section Select My Company Type. In the Select Additional Areas section you are able to choose from packs for Finance, Sales and Human Resources. Click the drop down for each heading and choose the Pack you wish to use. If you do not wish to have one of the additional areas the un-tick the check box to the left of the area. When happy with the chosen Business type and additional packs click the Next button. Page 92

93 The above screen will show you the Business Type and the additional packs you have chosen. To the right-hand side it will show the details of the packs chosen. If there are a few you do not want then don't worry they can be taken out once the structure has been implemented. To find out more about the structure click the symbols and a little information will be displayed in the Please select an item in the tree for further information section. To expand the areas further click the arrow beside the heading. This screen is read only no changes can be made here. If you need to change the packs you have chosen click the Back button or if you are happy to continue then click the Next button. The following screen allows you to add the users and choose whether they will be normal users or administrators. In the Find Domain Users area you are able to search for users in a particular domain. Enter the first few letters of the user or leave the Users Starting With text box empty and choose the Domain from the drop down list. Click the Find button and the users will be listed in the Domain User Search Results list as shown below: To select a user just click the name. Then click the button to add to the Users list. Repeat to add the Administrators. The user which appears in red in the Administrators area is the existing administrator, do not remove as this is likely to be you. If you wish to remove a user from the User or Administrator list then click the name on the right-hand side of the screen then click the button in the appropriate section. Click the Next button to continue. Page 93

94 For the business type and additional packs you selected earlier you now need to choose which users need to be able to access these areas to be able to file and view the documents. The packs selected were General Sales, Finance US, General Human Resources and the business type of Accountancy. The next screen is for the General Sales pack. Depending on the number of packs selected you may have anything from one up to 4 screens to configure the users for. The left-hand list shows the users you selected in the previous screen. On the right-hand side you need to add the users so that they have read or read/edit rights. To select a user just click the name. Then click the to add to the Read Only Users list. Repeat to add Read and Edit Users. Click the Next button to continue. Repeat the above for the number of packs/business type. On the last User rights screen, click the Next button to continue the structure will now be created. Click the Finish button the IDM client will restart with the new structure. You should now test your structure with a few documents. Until the structure has been committed many of the functions within Administration area will not be available these are listed as follows: Secure Storage Edit Global Settings - the and SharePoint tabs. Workflows DPE (Netscan and Link Manager) If you select one of the above listed options in the Administration area you will receive the following message: You are able to recreate the filing structure again if required. CREATE DATABASE RESTORE POINT While you are still in the construction stage of your system you are able to create restore points. If anything went wrong or you want to go back to a certain restore point you are able to. Click the Filing Sturcture Maintenance section and select the Create Database Restore Point option. You will be prompted to enter a description for the restore point. Enter a description for your restore point so that you can identify it when and if you wish to apply at a later stage. Click the OK button the restore point will be created. You can create as many restore points as you like see the next topic on how to Apply the Restore points. CLEAN DATABASE If you wish to clear out the structure and start again as if it was a new blank installation then the Clean Database option can be used. Before you use the Clean Database option it is highly recommended that you create a Restore Point. Page 94

95 Click the Filing Sturcture Maintenance section and select the Clean Database option. You will be prompted that cleaning the database will return it to a freshly installed state. All the Restore Points you have previously created will be kept. Click the Yes button to continue. The database will be put back to a freshly installed state and the Invu Document Management client will be restarted. APPLY RESTORE POINT Click the Filing Sturcture Maintenance section and select the Apply Restore Point option. You will be presented with a screen that provides information on what you are about to do. Please ensure you have read the README section and ticked the I Have Read and Understood the Above check box. The Next button will become available. Click the Next button. The next screen will allow you to create a restore point for your existing structure just in case you wish to revert to the previous structure. In the Restore Point Description text box enter a description which describes the restore point in case you need to apply the restore point later. Ensure that the Backup my existing Filing Structure option is selected and then click the Next button. OR If you have already created a restore point, click the Do not create a restore point for my existing filing structure option and then click the Next button. The next screen will display a drop down list of Restore Points as shown below: Once a Restore Point has been selected click the Next button and the chosen Restore Point will be applied. Click the Finish button the IDM client will restart. COMMIT FILING STRUCTURE Once you have finished your Filing Structure you will need to commit the structure. This will clear any Restore Points and remove the Filing Structure Maintenance function from the Administration area. Once you have committed the filing structure all changes would have to be done in the normal way. It is very important to note at this stage it is advisable to perform a full backup of the Invu Document Management system. To commit the filing structure, select the administration button, under the Filing Structure Maintenance tab, select the Commit Filing Structure option and the following will be displayed: Click the Yes button to continue. Page 95

96 Click the OK button and the Filing Structure Maintenance menu will be removed. NB: If you do not commit the changes you will not be able to use certain functions within Administration area. DOCUMENT RECLAIM The Document Reclaim feature will allow you to see Intray documents of any inactive users. This is useful when a user leaves the business. By making the user inactive you can then move the documents to another user rather than having to log in as the user and move the documents. To access the Document Reclaim, select the Administration button. Under the Document Reclaim tab, click the Show Documents option and the following will be shown in the middle pane: You can move documents individually or altogether. Move an individual document; right click the document name in the middle pane. OR To move a select click the first document hold down the CTRL key and select each subsequent document required then right click one of the highlighted documents. If selecting a block of documents click the first document then hold down the SHIFT key and click the last document in the block. OR If you wish to move all documents the click once in the middle pane then press CTRL +A this will select all documents. Then right click on of the highlighted documents. Once you have selected the document(s), select the Move To Intray option. Click the drop down and choose which Intray the document will go to. You can choose from Group, User and Folder Intrays. Expand the section and select the Intray. You can then enter a note to accompany the document. Once happy click the OK button and the document(s) will be moved to new location. Any documents that are moved are then set as unread in new location no matter whether they were unread or read in old Intray. Page 96

97 MANAGER Page 97

98 MANAGER (SERVER COMPONENT) WHAT IS MANAGER? Manager is a server side module that allows the processing of s within IDM. Manager uses input sources that sends the s to a Rules Engine, which is then filtered and routed to perform one of four actions: Send to Folder Index (Netscan) Index (Link Manager) Do Nothing CREATE AN PATH IMAP To create an path, in Administration, under the Settings tab, select the Create an Path option. The following screen will be displayed: Enter the name of the title of the path (mandatory). Select the Mail Input Source as IMap. This is one of the four Input Sources that can be used in Manager. Select the service location. This is the server name. If there is only one available, this will automatically be selected. Enter the details for the IMap server, IMap Account and IMap Password. Click to list and select from the available inboxes. If the account details are not valid then an error message will be displayed when clicking on this button. Alternatively click the Test Connection button. Processing Options Delete mails on success deletes s from the server once processed; otherwise they will be marked and moved to the processed folder. This does not apply to the Pop3 input source. Store in msg format will always be store s in msg format. Files that are msg will remain as msg irrespective, and eml files will be converted if this setting is selected. To use this feature Outlook must be installed on the Datahub server. You will need to configure Outlook. (Outlook installs MAPI used to carry out the conversion). N.B. Outlook is not supported on Exchange Server. It is recommended to store s in EML format. Page 98

99 Unwrap Enveloped Messages An enveloped message contains the sender address and the recipient address information used in MAIL FROM: and RECEPIENT TO. The is contained within an envelope, so when viewed by IDM, the main is only seen as an attachment. Ticking this option will ensure that Manager will unwrap the envelope and process the actual and not its headers. N.B. Exchange 2007 & 2010 Enveloped Journaling is on by default and cannot be turned off. POP3 When selecting POP3 as a Mail Input Source, you will have to follow the same process as choosing an IMAP source. The difference with POP3 is that you cannot specify an Inbox to process. This is because s need to be downloaded on the PC, and once it is downlaoded it is removed from the mailbox on the server. Select Requires SSL setting if required and the port (the default port used for this is already entered but it may be different). Please note that the Unwrap Enveloped Messages option is not available. N.B. Manager does not support all POP3 sources. A Proof of concept is recommended. You can then click the Test Connection to confirm authentication. For more information see Appendix C on Testing a POP3 Connection. FILE Another Input Source is by File. This option allows you to specify a directory that contains s to be processed by Manager. This can be a UNC path or local. The services account will need permissions to access this folder. (Read/Write). Click the Test Connection button. You will then be prompted if the directory has been found successfully. INTRAY Selecting Intray as a Mail Input Source, allows s to be processed from a specified intray within IDM. When the option is selected, an Intray drop down menu will appear where you can choose the intray that you would like processed by Manager. For the processing options will have no effect as the s would already exist in IDM: Delete s on success Store in Msg format Page 99

100 DEFAULT FILING ACTION This is where you can choose a method of processing the s to be inserted into Series 6. The Default Filing Location will only apply if an does not match a specified rule. One of four Filing Actions can be selected as you can see from the screenshot below. DO NOTHING This action will mark the as having been processed but will do nothing with the , IE the will not be brought into IDM. NB: If the rule is set to delete s the will be deleted! SEND TO FOLDER This sends the including its attachments to the specific folder in IDM. A drop down box will be displayed where you can select a folder in IDM for s to be sent to. INDEX VIA NETSCAN This File and Saves the s via a Netscan style interface. A text box will appear where you enter a description of the Netscan process. When selecting the symbol next to the description text box, the Netscan destination screen will be displayed. Here you can specify the Netscan path that File and Saves the . Please see Pg.72 for more information. INDEX VIA LINK MANAGER Index Via Link Manager allows more flexible indexing, as you can specify filing Locations, Standard Documents, Etc. all within the rule configuration. Once the IndexViaLinkManager option is selected, a text box will appear where you enter a description for Link Manager. Select the button. This will generate a prompt Please select an before continuing. To select an , in the Mail Setup Data screen, click on the Maintenance Tab. Select an so that it is highlighted. Once it is highlighted, go back to the General Tab to continue the setup. An alternative method would be to first select the from the maintenance tab and then select IndexViaLinkManager as your default filing action. Normally a CSV, TXT, XML etc can be used as a training file. In this case, the will be used as a template. This will include a number of lookup fields appended to the end <lu> etc. Please see Appendix D on Extensibility for more information. After entering a description, you may now click the button which will open up the Link Manager Configuration screen. For more information on how to configure please see Pg.75. Page 100

101 FILING RULES CONFIGURE A RULE In the Mail Setup Data screen under the General tab, after you have configured the input source and the Default Filing Action, the Filing Rules will need to be setup. Click on the Filing Rules tab and the following screen will be displayed: Click on the new button and create a name for the filing rule. After you have entered the name, you will need to create an expression. The expression example on the left will action an if the value contained within the SUBJECT field contains the word CLIENT. Please see Appendix E for more information. After you have created an expression (rule), a Filing Action will need to be specified. This is the action that will be performed on the if the expression returns TRUE. For more information on the different processing options, please see the previous section (Default Filing Action). To Change the order of Processing Select the rule, use the up/down buttons to move the selected rule. The rules get processed from top to bottom. Rules at the top of the list will get precedence in processing. To Edit/View an Existing Rule To view or edit an existing rule, select a rule listed so that it is highlighted. This will automatically populate all associated information against the rule specified. If necessary, make any changes, and then click the Add button. Confirm the changes when prompted. To Delete a Rule Select the rule and click the delete (Red Cross) button. RULE TESTING To test a rule, you will need some s available to test with. It is highly recommended to test against a small sample and not a live inbox. You can test the rules using a File Source and then change the input source to that required at a later stage or configure the path to look at a mail folder. Under the Filing Rules screen, click on the test button. This will display in the Test Results pane what rule the has been processed again and whether the rule is either TRUE of FALSE. You can see the example in the screenshot on the next page: Page 101

102 Next to the test button, there is a Log Diagnostics check box. If ticked, you will be provided with additional logging information in the Test Results pane. After you have established that s are being processed accordingly, click on the General Tab, and then tick the Active checkbox to make the path functional. Click OK to save the path. MAINTENANCE When the inbox is being processed, Manager will create 2 subfolders for it; Processed and Failed. The Processed folder will contain s that have met the conditions of the rules. The failed folder will contain s that have unsuccessfully been processed. To access the maintenance, open the Mail Setup Data screen and click on the Maintenance tab as shown below: Page 102

103 The Red and Green flags allow you to set manually whether the rule conditions have been met or not. The values can either be True or False. With these options you can resend an back through the Mail Rule Engine to be re-processed. The refresh button allows you refresh the list of s in the box specified. N.B. With POP3 you are limited to viewing the INBOX only. Green Flag = True Red Flag = False SHOW PATH To show paths select Administration, and under the Settings tab select the Show Paths option. This will display all configured paths in the IDM Administration screen. EDIT SETTINGS To edit the settings, select Administration, under the Settings tab, select Edit Settings option. Alternatively the Settings can also be accessed by selecting Administration, Global Settings, Edit global Settings option and then selecting the Tab. The screen can be seen below: Specify the IMAP server address, and tick the check box for Use Client Settings. This would use the settings set on an individual user basis. If selecting either of these the relevant port must be used. The default port is 993 but can be changed if necessary. Using SSL will secure the data transport of the mail over the network. Page 103

104 APPENDIX A INVU DOCUMENT SEPERATOR Page 104

105 APPENDIX B SAMPLE XML <Client> <UniqueId>1/41</UniqueId> <Amended>25/01/ :59</Amended> <Identifier>A001</Identifier> <Type>Person</Type> <PersonalInfo> <Surname>Armitage</Surname> <Title>Mr</Title> <Forenames>Martin David</Forenames> <Initials>M D</Initials> <FormalSalutation>Mr Armitage</FormalSalutation> <InformalSalutation>Martin</InformalSalutation> <NINumber>AB A</NINumber> <UTR> </UTR> <TaxDistrict>295</TaxDistrict> <Nationality>British</Nationality> <Sex>Male</Sex> <DateOfBirth>15/07/1962</DateOfBirth> </PersonalInfo> - <AddressUsed> <UniqueId>31/31</UniqueId> <MainAddress>True</MainAddress> <RegisteredOffice>False</RegisteredOffice> <BillingAddress>True</BillingAddress> <ServiceAddress>False</ServiceAddress> </AddressUsed> - <Job> <UniqueId>57/419</UniqueId> <JobType>GEN</JobType> <Recurrence>None</Recurrence> </Job> - <Job> <UniqueId>57/418</UniqueId> <JobType>7 PTAX</JobType> <Recurrence>None</Recurrence> <Description>Personal tax</description> </Job> </Client> Page 105

106 APPENDIX C TESTING A POP3 CONNECTION There are two stages to the test: Verify the connection to the server. Verify the account. Whilst the connection is verified a window will be displayed. This process will wait up to 30 seconds for a response. The error messages that can come back can be very detailed. You will be prompted that the connection to the actual server succeeded but that the account verification failed. Look for Pop3Response: -ERR Account discontinued, trial period expired. There can be no guarantee exactly what these error messages will look like. It will depend on the provider actually used. The screen (top left) shows a message shown when the server cannot be contacted (in this case by mistyping the Incoming mail (POP3) server. Look near the top where it says VerifyPopConnection Failed! A common problem is when the firewall is blocking the connection. This usually gives a specific error as shown (top right) look for the text SocketError: WSAEWOULDBLOCK The socket would block near the bottom of the message. Page 106