Océ Engineering Exec. Advanced Import and Index

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1 Océ Engineering Exec Advanced Import and Index

2 Océ-Technologies B.V. Copyright 2004, Océ-Technologies B.V. Venlo, The Netherlands All rights reserved. No part of this work may be reproduced, copied, adapted, or transmitted in any form or by any means without written permission from Océ. Océ-Technologies B.V. makes no representation or warranties with respect to the contents hereof and specifically disclaims any implied warranties of merchantability or fitness for any particular purpose. Further, Océ-Technologies B.V. reserves the right to revise this publication and to make changes from time to time in the content hereof without obligation to notify any person of such revision or changes. Edition 6 US

3 Table of Contents Chapter 1 Chapter 2 Introduction Océ Engineering Exec 8 Advanced Import and Index Overview 10 Highlights of Advanced Import and Index 13 Basic Concepts 14 How to open Advanced Import and Index 19 How to change your Engineering Exec Password 20 How to exit Advanced Import and Index 21 How to choose a language in Advanced Import and Index 22 Importing Documents How to Index and Import Files 24 Images for Review 26 Add Files 28 How to add files 28 How to select a class and template 30 How to view files from Add Files 31 Océ File Viewer 32 How to copy reference files 36 Index 38 How to change a class or template 38 Document Attributes 39 How to find index information 41 How to set attribute jump regions 42 How to find attributes that exist 43 Quick Index 44 How to copy in Quick Index 46 How to sort in Quick Index 47 Edit and Clear in Quick Index 48 Vault Search 49 How to search the vault 49 How to use and create custom searches 52 Search Setup dialog box 54 The Add Search dialog box 55 The Setup tab of the Add Search dialog box 57 The Sorting tab of the Add Search dialog box 60 The Display tab of the Add Search dialog box 61 The Filter tab of the Add Search dialog box 63 Table of Contents 3

4 How to set search sorting, display and filters 65 How to edit custom searches 66 How to delete searches 67 How to limit search results 68 How to save a search as a view 69 The Color Coding 71 Print Report 72 How to view and add comments to documents 73 Document Comments dialog box 75 View Attributes 76 Import 78 How to approve files for import 78 How to approve files for import with Quick Index 79 How to disapprove files with Quick Index 80 Import dialog box 81 How to import files 83 How to import checked out document 84 Quick View 85 Quick View 85 Quick View Options 86 Quick View Information 87 Quick View Filters 89 Indexing Filters 90 Filters 90 Indexing Filters Setup tab 92 Indexing Filters Filter tab 94 Indexing Filters Display tab 96 How to apply filters 98 How to Edit Filter Sets 99 Chapter 3 Templates Templates 102 How to create a new template 104 Template Setup 105 How to edit a template 107 How to set a default template 108 How to delete a template 109 Population Methods 110 Population Methods 110 Attribute Value Population Method 111 Hollerith Population Method 112 How to load sample Hollerith Data 113 Auto-Increment Population Method 114 Lookup List Population Method 115 File Attribute Rules 119 Define File Attribute Rules Advanced Import and Index

5 Fixed Width File Attributes 121 Delimited File Attributes 122 Define Auto Detection Rules 123 Hollerith Rules 125 How to load sample Hollerith Data 127 How to use Auto Detection templates 128 Chapter 4 Chapter 5 Image Cleanup Functionality Image Cleanup 130 Edit Tool Bar Options 132 Viewing Tool Bar Options 135 Image Settings 137 Rotate Dialog Box 138 Despeckle Dialog Box 141 Deskew Option 143 Crop Dialog box 144 Crop Automatic 145 Crop To Size 146 Crop To Threshold 147 Invert Option 148 Default Image Settings 149 How to save cleanup settings to a template 151 How to copy an image 152 How to select a printer 153 How to print an image from Advanced Import and Index 154 Appendix Advanced Import and Index keyboard short cuts 156 Table of Contents 5

6 6 Advanced Import and Index

7 Océ Engineering Exec User Manual Chapter 1 Introduction 7

8 Océ Engineering Exec Introduction Océ Engineering Exec is a print management and document archive system that manages the capabilities to print and archive documents. Océ Engineering Exec provides the following. An efficient and effective method to look at and print document image files A document storage and retrieval system that allows quick access to the stored documents. Advanced Import and Index is one product of Engineering Exec. Engineering Exec Modules The modular design of Engineering Exec enables you to add the modules when you need to fit the changes in your organization. The basic system begins with the following. A print server The client print job submission functions that are provided in Electronic Job Ticket and Set Print Manager are added on a per need base. When the requirements of your organization change, your Engineering Exec system can change. The changes can include the addition of advanced modules, for example, Advanced Import and Index and Automatic Queue Processing, to provide the best performance and use. Process Flow In a basic Engineering Exec system, documents are selected from the document vault or from the files on a local or network drive and included in a print job. The print job is set in either Electronic Job Ticket or Set Print Manager. After the print job is created, the print job is submitted to the Job Manager. The Job Manager manages the job ticket and provides a method to get and change the information about the print job. The job is then sent to the Print Spooler. The Print Spooler sends the communication of the prints to the printer or printers assigned in the print job. 8 Advanced Import and Index

9 Pop up menus Several functions of Engineering Exec display in the pop-up menus. To display a pop-up menu, you must put your cursor in the dialog box and click the right mouse button. The menu appears on your screen and displays a list of options. Help The Help feature provides the answers to common questions about the Engineering Exec applications you use. The Help feature is available from both the 'Help' button and the pop-up menu. About The About feature displays product, version, and copyright information for the Engineering Exec applications you use. The About feature is available from the pop-up menu. Introduction 9

10 Advanced Import and Index Overview Introduction Océ Advanced Import and Index is an extension to Océ 'Print Exec Pro'. Advanced Import and Index provides the capability to store images of documents in an electronic vault and index the images in a database. After images are cataloged and stored, the users search for the documents and retrieve the documents to look at, print, or both. The document images that are stored and retrieved include scanned documents, drawings created by CAD programs, text files, PDF files, word processing documents, and spreadsheets. Advanced Import and Index contains a class management program that allows the definition of document profiles and an import program that allows the users to import and index images into the electronic vault. Advanced Import and Index provides the following features. The capability to scale an image to shades of gray Tools for image cleanup Auto detection template rules 10 Advanced Import and Index

11 Illustration [1] Advanced Import and Index [1] Advanced Import and Index Tasks The main Advanced Import and Index dialog box provides the following functions. 'Add Files' Import images Class and Template Selection 'Template Setup' Index documents View Images Image Cleanup Approve documents for Import Introduction 11

12 View window and Document Attributes The left side of the Advanced Import and Index dialog box is the View window. When there are files in Advanced Import and Index for review, the first file found displays in the View window. The attributes of the file display in the 'Document Attributes' section. If there are no files for review, you can add files to Advanced Import and Index with the 'Add Files' button. After files are added and you return to the Advanced Import and Index dialog box, use the 'Next' button and 'Prev' button to move through the images. 12 Advanced Import and Index

13 Highlights of Advanced Import and Index Image Cleanup The 'Image Cleanup' features enable you to automatically or manually correct errors to a raster image that resulted from scanning. There are five types of Image Cleanup tools. 'Rotate' 'Despeckle' 'Deskew' 'Crop' 'Invert' You can create a batch process that applies the same settings to all images that are in review or you can apply the settings manually to each image. For complete information about this feature, see chapter 4, 'Image Cleanup'. Auto detection template rules The 'Auto Detection Rules' index the Tiff files that include Hollerith data. The users can create many sets of rules to calculate the format of particular Hollerith data. Install Advanced Import and Index on a server where 'Print Exec Pro' exists. The installation of Advanced Import and Index automatically enables the document search functions of print job submission programs, like 'Electronic Job Ticket'. This manual describes these features and the following concepts. How to create document profiles How to index and import files into the archive vault Introduction 13

14 Basic Concepts Introduction To use the Advanced Import and Index function completely, users must understand the following basic concepts of operation. The relationship between Advanced Import and Index, the archive and the print elements The importance of classes and class attributes Document identification to track revisions File selection for review and import 14 Advanced Import and Index

15 Illustration [2] Engineering Exec Basic Concepts [2] Engineering Exec Basic Concepts Relationships Advanced Import and Index operates with 'Print Exec Pro'. The above diagram shows the basic relationship of the different pieces. Database The database contains all of the information used to describe and index the documents. The 'Class Attributes' contain the information. The database also stores all of the information that 'Print Exec Pro' and Advanced Import and Index need to know about the system. The information includes the printer definitions and names of all users. Introduction 15

16 Electronic Document Vault The Electronic Document Vault, called the Vault stores all of the documents imported into the Engineering Exec system. The default storage location of the Vault is the Océ directory on the server PC. However, the person who installs the vault can store the vault at a different location or can divide the vault among several disk drives on several computers. Advanced Import and Index Advanced Import and Index enables users to enter detailed index information for files and import the files and the defined attributes into the Engineering Exec database and Vault. The files become documents after the files are stored in the Vault. The users use the information to find the images to look at and print. Advanced Import and Index or other sources like 'Electronic Job Ticket', a scanning program and 'Automatic Queue Processing' put the files in review for Advanced Import and Index to process. Electronic Job Ticket The print job submission tools, like 'Electronic Job Ticket', search the vault with the index and the attributes. The tools can display and print any of the found documents. The 'Add Docs' button in both 'Electronic Job Ticket' and 'Set Print Manager' accesses the document search engine. 'Electronic Job Ticket' can flag any file that is processed and pass the file to Advanced Import and Index. This feature allows the users to index the files at a later date. Print Spooler After documents are included in a print job, 'Print Spooler' processes the documents. 16 Advanced Import and Index

17 Document Classes When the installation of Advanced Import and Index on your server completes, the system automatically creates and makes available the predefined document classes. The Document class and ECN, Electronic Change Notice, class are the most used classes to profile and catalog engineering drawings and other documents normally used in the print room. Example You can consider a group of engineering drawings that share a common profile, which includes Drawing Number, Part Number, Description, Product Line, SheetNumber and Revision Number. A person must enter the profile information for each document that is stored in the vault. The information is stored in the database. The users identify and select each drawing, with one or more of the elements defined in the profile. The System Administrator defines customized classes with the 'Class Maintenance' utility. See the System Administration User Manual for information about 'Class Maintenance'. Revision Control Advanced Import and Index provides the capability to follow the revisions and the option to display only the latest revision of documents. When classes are setup correctly for revision tracking and users use specific class attributes correctly, revision tracking is possible. To follow the revisions correctly, the following conditions must exist. The 'Duplicate Object Key' for the class must contain the attributes 'Document_Number', 'Document_Revision', and 'SheetNum'. When the users index the documents, the attributes must have correct information. The 'Document_Revision' attribute must contain the correct level of the revision. The most current revision is always the larger number or the higher order character in the alphabet. For example, revision C is more current than revision A and revision 15 is more current than revision 10. Introduction 17

18 File Selection Before a file is indexed and imported, users must select the files and put the files into a storage area for review. Only files that are in Advanced Import and Index for review are available to index. The files in review have an assigned document class into which the file is imported. The users select and put the files in Advanced Import and Index with one of the following methods. 'Electronic Job Ticket' Electronic Job Ticket has an archive check box for each file that is included in a print job. When a user submits a print job, the system puts any file with the archive check box selected in Advanced Import and Index. The system then puts these files in the Document class. 'Automatic Queue Processing Client' Automatic Queue Processing provides two methods to put the files into Advanced Import and Index. The Import Queue An Import Queue has an assigned class. All files, which process for an exact import queue, attach to the class selected for the queue. The Import option within the Print Job Command Language, PJCL, for processing a batch queue The PJCL assigns the class and exact attribute values for each file that is processed. 'Check In' through 'Add Documents' The 'Check In / Check Out' features allow users to check out documents from the vault. While a document has a 'Check Out' status, other users cannot change the document. When the document is checked back into the vault and your system is a 'Centralized' system, the document is put in Advanced Import and Index to complete the 'Check In' process. 'Add Files' Advanced Import and Index includes an 'Add Files' option. The feature selects files from any available local or network drive. The system connects the files to a selected class and puts the files into Advanced Import and Index. 18 Advanced Import and Index

19 How to open Advanced Import and Index Introduction Use the following method to logon Advanced Import and Index. Logon 1. Go to the Windows 'Start' menu. 2. Select 'Programs'. 3. Select 'Oce Engineering Exec'. 4. Select Advanced Import and Index. The 'Logon Oce Application' dialog box displays. [3] Logon Océ Application dialog box [3] Logon Océ Application dialog box 5. Enter your user name and your password in the 'User Name' field and the 'Password' field. 6. Click the 'OK' button. The Advanced Import and Index dialog box displays. Introduction 19

20 How to change your Engineering Exec Password Introduction The users can change their Océ Engineering Exec password. Change your password 1. Enter your user name and current password in the 'User Name' and 'Password' fields. 2. Click the check box to select the 'Change Password' option. Two password fields display. [4] Logon Oce Application dialog box with change password fields [4] Logon Oce Application dialog box with change password fields 3. Enter your new password in the second 'Password' field. 4. Enter the new password again in the 'Password Confirmation' field. 5. Click the 'OK' button. 20 Advanced Import and Index

21 How to exit Advanced Import and Index Introduction A user exits Advanced Import and Index with one of 4 methods. Exit 1. Click the 'Exit' button. 2. Click the close button, 'X', in the upper-right corner of the dialog box. 3. Double click the control menu in the upper-left corner of the dialog box. 4. Click the control menu in the upper-left corner of the dialog box and select the 'Close' option from the drop-down menu. 5. If you have objects selected when you close the dialog box, Advanced Import and Index tries to confirm your exit. A confirmation box displays. To ignore the selected objects and close Advanced Import and Index, click the 'Yes' button. To continue your work and not exit, click the 'No' button. Introduction 21

22 How to choose a language in Advanced Import and Index Introduction After you logon to Advanced Import and Index, you can select the language to use in the application. All components of Advanced Import and Index immediately appear in the language you indicated. Choose a language 1. Click the right mouse button in the Advanced Import and Index dialog box to display the pop-up menu. 2. Select 'Language' from the pop-up menu to display a list of available languages. 3. Select the required language from the 'Language' menu. 4. Click the 'Yes' button if you need the selected language as the default language. 22 Advanced Import and Index

23 Océ Engineering Exec User Manual Chapter 2 Importing Documents 23

24 How to Index and Import Files Introduction Advanced Import and Index is the data entry program that allows you to view document files. While you look at a file, you enter the index information into the attributes for each file. After you index a batch of files, the files import, as a batch, into the document archive vault and the index information imports into the database. This chapter provides the information needed to add files to Advanced Import and Index through the 'Add Files' function. Advanced Import and Index allows you to enter information into the class attribute fields for a document file. The information is for identification and indexing of the imported document. Then you can approve the file for import and import the file and attributes into the vault and database. The file becomes a document in the vault. View Window The filters you use in Advanced Import and Index select the file images that display in the View window. If you use the default filter or a filter that does not filter for the files that have a 'Pending Approval' status, all images display in the View window. If you use a filter that displays only files that have a 'Pending Approval' status and all files have an 'Approved for Import' status, you receive the message 'There are no more images that match your search criteria' and the View window does not display any images. If you use a filter that displays only files that have a 'Pending Approval' status and some files have an 'Approved for Import' status, only the images of the files that have a 'Pending Approval' status display in the View window. 24 Advanced Import and Index

25 Import and index a file 1. View files. 2. Use the 'Image Cleanup' functions. 3. Enter the index information for each file. 4. Approve each file for import. 5. Import the files and attributes into the Engineering Exec database and vault. Note: The system administrator authorizes the users, created in 'Security Management', to enter index information, approve files for import, import files, or any combination. Importing Documents 25

26 Images for Review Introduction If there are images in Advanced Import and Index for review, the images display in the View window according to the applied filter. If values exist in the attribute fields, the attribute values display. Illustration [5] Advanced Import and Index with an image in the View window [5] Advanced Import and Index with an image in the View window Next Image The next image displays in the view window when the user clicks the 'Next' button or presses the Page Down key. The next image is not necessarily the next immediate file entered in Advanced Import and Index. The filters that apply to find the record assign the next available image. When a file is in use by another computer that runs Advanced Import and Index, the image does not display. 26 Advanced Import and Index

27 Previous Image The previous image displays in the view window when the user clicks the 'Prev' button or presses the Page Up key. When you click the 'Prev' button, the order in which the system finds and displays the images reverses. Counters At the bottom of the dialog box, there are four counters. The counters display the status of the image. Approved The 'Approved' counter shows the number of images approved for import. Pending The 'Pending' counter shows the number of images not approved for import. Importing The 'Importing' counter shows the number of images in the import process. Error The 'Error' counter shows the number of images not imported, because some form of error occurred. Importing Documents 27

28 Add Files How to add files Introduction You can add files from your local or network drive to Advanced Import and Index for review. The 'Add Files' function is available from two locations. The 'Add Files' button on the Advanced Import and Index dialog box. 'Add Files' on the 'Tools' menu. Illustration [6] Add Files dialog box [6] Add Files dialog box 28 Advanced Import and Index

29 Add files 1. Click the 'Add Files' button. The 'Add Files' dialog box displays. 2. Browse to the disk that contains the files to review. All files of the indicated file types display in the list box. 3. Select the files with one of the following methods. To select one file, select the file from the files list. Click the '>' button or double-click the file with your left mouse button. To select more than one file, hold down the Ctrl key while you select each file. When all required files are selected, release the Ctrl key and click the '>' button to add the files to the list of selected files. To select a group of consecutive files, select the first file in the group. While you hold down the Shift key, select the last file in the group. Click the '>' button to add the files to the list of selected files. To select all files in the list, click the '>>' button. 4. Remove any files that are not required from the list with the same selection methods as shown above, but click the '<' or '<<' buttons. 5. Click the 'OK' button. The 'Add Files' class selection dialog box displays. Importing Documents 29

30 How to select a class and template The selection dialog box After you click the 'OK' button on the 'Add Files' dialog box, you must select the class and the template to connect with the files. The selection dialog box displays with two drop-down lists that contain all available classes and templates. Note: This process takes time. Many files can take a large amount of time. Illustration [7] Select Class and Template dialog box [7] Select Class and Template dialog box Select a class and template 1. From the 'Available Classes' drop-down list, select the class to receive the imported files. 2. From the 'Template' drop-down list, select the template to use for the imported files. 3. To delete the original file after the file imports, select the 'Delete Original after processing to Import and Index' check box. 4. Click the 'OK' button. A message box displays to confirm the number of files that processed. 5. Click the 'OK' button. The first selected file displays in the Advanced Import and Index View window. 30 Advanced Import and Index

31 How to view files from Add Files Introduction Advanced Import and Index includes a file viewer from the 'Add Files' dialog box. The Viewer lets you look at the files before the system adds the files to Advanced Import and Index. View an image from Add Files 1. Open the 'Add Files' dialog box. 2. Select one or more files to look at. 3. Click the 'View' button. Each file opens in a separate 'Océ File Viewer' window. After a file opens in a Viewer window, you control the image with the features of the view engine. Importing Documents 31

32 Océ File Viewer Introduction Use the 'Océ File Viewer' to control how you look at an image. The type of file or document you look at controls the options available to control the image. You can open views of many images with each image in a separate window. Illustration [8] Oce File Viewer [8] Oce File Viewer Fit The 'Fit' option adjusts the size of the image to fit the complete image in the View window. Magnify The 'Magnify' option increases the size of the image by 50 percent. Reduce The 'Reduce' option decreases the size of the image by 50 percent. 32 Advanced Import and Index

33 Invert Option The 'Invert' option creates a negative of the image in the View window. Rotate 90 CCW The 'Rotate 90 CCW' option rotates the image to the left 90 degrees. Rotate 90 CW The 'Rotate 90 CW' option rotates the image to the right 90 degrees. Rotate 180 degrees The 'Rotate 180 Degrees' option rotates the image 180 degrees. Scroll bars The 'Scroll bars' option adds a vertical and horizontal scroll bar to the current document in the View window. Copy The 'Copy' option copies the image to the Windows clipboard. This enables you to add images to documents in other applications like Word or Wordpad. Copy Region The 'Copy Region' option enables you to copy a selected area of the image to the Windows clipboard. After you select 'Copy Region' from the pop-up menu, drag the mouse over the area to copy. Then you can paste the selection. Select Printer The 'Select Printer' option displays the 'Select Printer' dialog box that enables you to select the printer to print the document in the view. Select a printer from the 'Available Printers' drop-down list. Print The 'Print' option enables you to print the document in the view. You can print the whole document or the document as the document displays. Importing Documents 33

34 Zoom Feature You can use the 'Zoom' feature to enlarge or reduce the view of an image. You access the 'Zoom' feature with 4 methods. Hold down the left mouse button and drag around an area of the image. When you release the left mouse button, the area you selected increases to fill the window Right click on the image and select 'Magnify' from the pop-up menu to zoom in by 50 percent. Right click on the image and select 'Reduce' from the pop-up menu to zoom out by 50 percent. Right click on the image and select 'Fit' from the pop-up menu to fit the image to the view area. After you use the 'Zoom' feature, use the 'Scroll bars' option from the pop-up menu to add vertical and horizontal scroll bars to the view area. The scroll bars allow you to move to other parts of the image. Windows Monitor The 'Windows Monitor' displays as an icon on the Windows icon tray. When you open more than one 'Océ File Viewer', the 'Windows Monitor' enables you to control their display. Right click on the 'Windows Monitor' icon to display the available menu options. [1] Window Monitor menu options Option 'Tile Horizontally' 'Tile Vertically' Description This option arranges the open 'Océ File Viewer' windows horizontally across your display. This option does not arrange 'Océ File Viewer' windows that are minimized. This option arranges the open 'Océ File Viewer' windows vertically down your display. This option does not arrange 'Océ File Viewer' windows that are minimized. 34 Advanced Import and Index

35 Option 'Scale All to Width' 'Cascade Windows' 'Minimize All Windows' 'Restore All Windows' 'Close All Windows' 'Language' 'Options' 'Close Window Monitor' Description This option adjusts the width of the open 'Océ File Viewer' windows to the width of the image that displays. This option does not adjust 'Océ File Viewer' windows that are minimized. Note: Some viewers included with Océ Engineering Exec can not adjust the window size to the correct size of the image. This option arranges the open 'Océ File Viewer' windows to overlap from the upper left to the lower right of your display. This option does not arrange 'Océ File Viewer' windows that are minimized. This option decreases each open 'Océ File Viewer' window to a button on the Windows task bar. This option returns each minimized 'Océ File Viewer' window to the previous size and position on your display. This option closes all 'Océ File Viewer' windows. This option enables you to select the language to use with the viewer. A language change does not apply to the module from which the viewer was called until the module restarts. This option enables you to select when and how all viewer windows close. The options are listed. Close all viewer windows for an application when the application closes. Close all viewer windows when the last application closes. Never automatically close the viewer windows. This option closes the 'Windows Monitor' and removes the icons of the 'Windows Monitor' from the Windows icon tray. [1] Window Monitor menu options Importing Documents 35

36 How to copy reference files Introduction For AutoCad files to display and print correctly, your system must have the font and X-ref files used to create the AutoCad files. Advanced Import and Index provides the function needed to copy the reference files from the original location to a location that is available with view and print software. Illustration [9] Copy Reference Files dialog box [9] Copy Reference Files dialog box 36 Advanced Import and Index

37 Copy Reference Files 1. Click the right mouse button in the gray area of the Advanced Import and Index dialog box. A pop-up menu displays 2. Select 'Copy Reference Files'. The 'Copy Reference Files' dialog box displays. 3. Browse to the disk that contains the files to copy. All files of the indicated file types display in the list box. 4. Select the files with one of the following methods. To select one file, select the file from the files list. Click the '>' button or double-click the file with your left mouse button. To select more than one file, hold down the Ctrl key while you select each file. When all required files are selected, release the Ctrl key and click the '>' button to add the files to the list of selected files. To select a group of consecutive files, select the first file in the group. While you hold down the Shift key, select the last file in the group. Click the '>' button to add the files to the list of selected files. To select all files in the list, click the '>>' button. 5. Remove any files that are not required from the list with the same selection methods as shown above, but click the '<' or '<<' buttons. 6. Click the 'OK' button. A message box displays to confirm the number of files that copies. 7. Click the 'OK' button. Importing Documents 37

38 Index How to change a class or template Introduction The class and template, assigned to the file when a user added the file for review, displays above the 'Document Attributes' section. When the name 'Class Attributes' displays in the 'Template' field, a generated template of all of the attributes for the class displays in the 'Document Attributes' section. All other templates are templates that you or another user created. Always use the template intended for the types of files that you index. Illustration [10] Class and Template Section [10] Class and Template Section Change the Class or Template 1. On the Advanced Import and Index dialog box in the 'Document Class and Template' section, select the class from the 'Class' drop-down list. 2. Select the template from the 'Template' drop-down list. 38 Advanced Import and Index

39 Document Attributes Introduction The users must enter all of the attributes used to describe and index an image in the 'Document Attributes' section of the Advanced Import and Index dialog box. The class and template, assigned to the file when a user added the file for review, display above the 'Document Attributes' section. For each attribute, enter information. You can press either the Tab key or the Enter key to move to the next attribute field. The section scrolls up when there are more attributes than fit in the section. Illustration [11] Documents Attributes Section [11] Documents Attributes Section Importing Documents 39

40 Required attributes A template can indicate that an attribute is required. The title of a required attribute displays in blue. When a required attribute does not have a value in the 'Document Attributes' section, the image does not import into the Engineering Exec database and receives an error status. Duplicate Object Key attributes The attributes followed by a key symbol are part of the 'Duplicate Object Key' for that class and are required for revision control. Double key attributes A template can indicate that a user must enter an attribute value twice. If the value is not entered the same both times, then the error 'You have entered an incorrect confirmation entry' displays. You then need to enter the correct value again, twice. 40 Advanced Import and Index

41 How to find index information Introduction You can find the values to enter for an attribute when you read the values from the image that displays in the View window. If the information is too small to read, there are several options to increase areas of the image. You can select standard areas on images for Zoom Regions. For example, drawing title blocks are normally at the bottom right corner of an image. You can set this area as a Zoom Region. The system can remember two Zoom Regions, a top Zoom Region and a bottom Zoom Region. Note: The terms, Top and Bottom, are to identify and help you remember the keys to access the regions. You can set any Zoom Region as the top or bottom. Set a Zoom Region 1. Hold down and drag the left mouse button around the required region. 2. Release the left mouse button. The View window increases toward the selected region. 3. Press the CTRL+ALT+T keys to set the top Zoom Region or the CTRL+ALT+B keys to set the bottom Zoom Region. A message box displays to confirm the Zoom Region. 4. Click the 'OK' button. The Zoom Region is set. Select a predefined Zoom Region 1. Press the CTRL+T keys or the F7 key to see the top Zoom Region 2. Press the CTRL+B keys or the F8 key to see the bottom Zoom Region. Full Scale View 1. To return to the full scale view of the image, do any one of the following. Press the F5 key Press the CTRL+F keys Click the 'Fit' button on the Advanced Import and Index toolbar. Click the right mouse button in the View window and select 'Fit' from the pop-up menu. Importing Documents 41

42 How to set attribute jump regions Introduction A file can contain information in the same location that other files have the same type of information. You can use the attribute Jump Regions to prevent the need to increase manually each region of each file image. For each attribute defined for a template, you can increase a region of the image and attach the information to the attribute. After you do this procedure, the next time you are in that attribute field, the program automatically zooms to the same region on the image. Note: You cannot set an attribute Jump Region if 'Class Attributes' displays in the 'Template' field. You must select a template that a user created. Set a jump region 1. Hold down and drag the left mouse button around the required region. 2. Release the left mouse button. The View window increases the selected region. 3. Click the cursor in the attribute field to attach the zoom information. 4. Press the CTRL+J keys. Clear a jump region from an attribute 1. Select the attribute field. 2. Press the CTRL+E keys. 42 Advanced Import and Index

43 How to find attributes that exist Introduction When attributes were imported into your database with a module like Océ 'Database Import' and you require an image attached to those attributes, use the following procedure. Attach preexisting attributes to an image 1. Display the image to attach in the View window. 2. Enter the values into the fields that make the duplicate key. By default, the attributes are 'Document Number', 'Revision', and 'Sheet Number'. 3. Press the CTRL+Q keys. 4. If you entered values that match a set of attributes that exist, all of the attribute fields fill with the values. 5. Continue to index and approve with the normal method. Importing Documents 43

44 Quick Index Introduction 'Quick Index' provides a fast method to enter the descriptive and index information for many files at one time. Advanced Import and Index uses a grid for 'Quick Index'. The grid contains a column for each attribute in the selected class. Open Quick Index 1. Click the right mouse button in the gray area of the Advanced Import and Index dialog box. A pop-up menu displays. 2. Select 'Quick Index'. The 'Quick Index' dialog box displays. Illustration [12] Quick Index dialog box [12] Quick Index dialog box 44 Advanced Import and Index

45 Index files with Quick Index 1. Click the 'Class' drop-down list to select the class for the 'Quick Index'. The grid fills with files added earlier to the selected class for review. The files that are not approved display in black text. The files that are approved display in blue text. If the grid is empty, there are no files for the selected class. If this condition occurs, select a different class or close 'Quick Index'. 2. Enter data for each attribute. After you enter the values for an attribute, you can move to the next attribute with the Enter key and the RIGHT ARROW key. 3. To look at an image, double click the row number of the file or click the right mouse button on the name and select 'Preview' from the pop-up menu. 4. Click the 'OK' button when you finish in 'Quick Index'. Importing Documents 45

46 How to copy in Quick Index Introduction If you have data that repeats that you entered with 'Quick Index', you can copy the data from one cell to another cell or fill the data from consecutive cells. Copy and Paste Data 1. Use the arrow keys and the mouse button to find and select the cell or cells to copy. 2. Click the right mouse button. A pop-up menu displays 3. Select 'Copy'. 4. Use the arrow keys or the mouse to move to the destination cell. 5. Click the right mouse button. A pop-up menu displays. 6. Select 'Paste'. The copied information displays in the selected cell. Fill Data 1. Use the arrow keys or the mouse button to move to the first cell of the attribute column. 2. Enter a start value. 3. Press the Enter key. 4. Click in the first cell and drag down to the last cell to contain the consecutive values. 5. Click the right mouse button. A pop-up menu displays 6. Select 'Fill'. The cells fill with the incremental values. 46 Advanced Import and Index

47 How to sort in Quick Index Introduction When you use 'Quick Index' to index your files, you can sort the files in the 'Quick Index' grid according to the parameters that you define. Sort files in Quick Index 1. Click the right mouse button. A pop-up menu displays. 2. Select 'Sort'. The 'Sort' dialog box displays. 3. Click the 'Sort By' drop-down arrow in the field. A list of all available attributes for import displays. 4. Select the attribute to use with the 'Sort' function. 5. Click the radio button next to 'Ascending' or 'Descending'. You can assign a maximum of three attributes to use with the 'Sort' function. 6. After you enter all the values you require, click the 'OK' button. The files in the grid sort. Importing Documents 47

48 Edit and Clear in Quick Index Edit The 'Edit' option enables you to edit the text in a selected cell. Clear The 'Clear' option deletes the information in the selected cell. 48 Advanced Import and Index

49 Vault Search How to search the vault Introduction The 'Vault Search' option allows you to search the Engineering Exec vault for a document. After you find the document, you can compare the image and the attributes with the current image and attributes in Advanced Import and Index. When you replace or revise a document in the Engineering Exec vault, this feature helps you make sure that you do not import information that is not correct Begin a Vault Search 1. In the View window, move to the image to compare. 2. Click the 'Vault Search' button. The 'Vault Search' dialog box displays. Result You can search for documents, view and add document comments and view document attributes. Note: When you run a search, you cannot use a wildcard character with the equal, =, search operator. Importing Documents 49

50 Illustration [13] Vault Search dialog box [13] Vault Search dialog box Search for documents 1. Open the 'Vault Search' dialog box. 2. Show the search operators. Note: If you do not show the operators and select a search operator, the search operator defaults to the starts with comparison. 3. Select the search operators for each field in the 'Search Attributes' section. When you select the equal, =, search operator, enter the exact value to search. When you select any search operator except the equal search operator, you can search with wildcards according to the following list. Enter the first one or more characters for a value. For example, enter DRA to find all values in the attribute that begin with the letters DRA. Enter the wildcard character, *. Enter * to return all values. Enter *3 to find all values that contain the number 3. Enter the wildcard character, _. Enter _ with a value to look for the value in an exact location in a value string. For example, to find all values that contain F in the fourth position, enter _ F. 50 Advanced Import and Index

51 4. After you enter the search values in the 'Search Attributes' fields, click the 'Search' button or select 'Search' from the 'Document' menu. The documents list fills with the documents that match your search values. Note: The following procedure describes how to select the search operators for your search. Select an operator for each attribute of a search 1. Select 'Show Operators' from the 'Search Options' menu. An operator button displays to the right of each attribute in the 'Search Attributes' section. 2. Click the button for an attribute. An operator menu displays. 3. Select the required operator. The operator menu closes and the selected operator displays on the button. 4. Repeat steps 2 and 3 for each attribute. Importing Documents 51

52 How to use and create custom searches Introduction To select a search to use from 'Vault Search', you must access the 'Search Setup' dialog box. From the 'Search Options' menu select 'Search Setup'. Note: The 'Search Setup' dialog box contains a default system search. You cannot edit or delete this search. Illustration [14] Search Setup dialog box [14] Search Setup dialog box Add a search 1. Click the 'Add' button on the 'Search Setup' dialog box. The 'Add Search' dialog box displays. 2. Enter a search name and a description in the 'Name' and 'Description' fields. 3. Select a search scope. 4. Select a class from the 'Classes' check box. 5. Select the required attributes for the query, display, or both query and display. 6. Set any sorting, display or filter features on the correct tabs. 7. Click the 'OK' button. 52 Advanced Import and Index

53 Select a search 1. Select a search in the 'Available Searches' list box. Note: A description of the search is found in the 'Search Description' list box. 2. Click the 'OK' button to use the selected search. You return to the 'Vault Search' dialog box. The 'Search Attributes' section of the 'Vault Search' dialog box displays the attributes for the search you selected. 3. Search the vault like normal. Importing Documents 53

54 Search Setup dialog box Introduction The 'Search Setup' dialog box enables you to add, edit, and delete custom searches. All document searches are done with the doument attributes defined for a selected class or classes. To create custom searches, you must access the 'Add Search' dialog box from the 'Search Setup' dialog box. To open 'Search Setup', select 'Search Setup' from the 'Search Options' menu of the 'Add Documents' dialog box. The following explains the contents of the 'Search Setup' dialog box. Illustration [15] 'Search Setup' dialog box [15] 'Search Setup' dialog box Available Searches The 'Available Searches' section fills with the searches that are available on the database system. Search Name The 'Search Name' field fills with the name of the search selected in the 'Available Searches' section. Search Description The 'Search Description' field fills with the description of the search selected in the 'Available Searches' section. 54 Advanced Import and Index

55 The Add Search dialog box Introduction There are four tabs in the 'Add Search' dialog box. The tabs enable you to assign the features of your custom search. Illustration [16] Add Search dialog box [16] Add Search dialog box Setup The 'Setup' tab provides the options that define the custom searches, which includes the search parameters and scope. Sorting The 'Sorting' tab provides the options that enable you to sort the order in which the search results display. Display The 'Display' tab provides the options that enable you to assign how your search results display. Importing Documents 55

56 Filters The 'Filters' tab provides the options that enable you to create the filters for your search. 56 Advanced Import and Index

57 The Setup tab of the Add Search dialog box Introduction The 'Setup' tab provides you with the options to define your search. You can assign a name to the search, a description of the search and the scope of the search. You select the classes and the attributes for query or for display. Illustration [17] Setup tab of the Add Search dialog box [17] Setup tab of the Add Search dialog box Search Name The 'Search Name' section enables you to assign a name and a description for your search. Name The 'Name' field enables you to indicate a name for your search. Description The 'Description' field enables you to include a description of your search. Importing Documents 57

58 Icon The 'Icon' section enables you to assign an icon to your search. Search Scope The 'Search Scope' section assigns who can access saved searches. User The 'User' scope indicates that only the current user has access to the search. All system users have lists of the searches that are defined for the user. When you Logon as a different user, a different list of user searches display. World The 'World' scope indicates that all system users have access to the search. The world searches are not assigned to a user. Only the user who created the world search and the administrator can edit or delete the search. Classes The 'Classes' section displays the class or classes that you can search. The two types of classes are document and electronic change notice, ECN. The document class contains any document type that exists in the vault. The electronic change notice class contains any document type that was entered into the database to tell users of changes made to documents. Attributes The 'Attributes' section shows all attributes available to select from the current class. Attribute Name The 'Attribute Name' list indicates the name of the attribute shown in the 'Available Attributes' list box. Query The 'Query' check boxes indicate that you require the database checked for the documents with that attribute. 58 Advanced Import and Index

59 Display The 'Display' check boxes indicate that you require the selected attributes to display in your search. Importing Documents 59

60 The Sorting tab of the Add Search dialog box Introduction The 'Sorting' tab controls the method in which the search results are sorted. If you did not select to display the attributes from the 'Setup' tab, you do not have access to the attribute names in the 'Sorting' tab. Illustration [18] Sorting tab of the Add Search dialog box [18] Sorting tab of the Add Search dialog box Attribute Name Sorting is first done on the first attribute in the 'Attribute Name' list, followed by each additional selected attribute. Ascending/Descending The 'Ascending/Descending' field selects if the search results display in ascending or descending order. 60 Advanced Import and Index

61 The Display tab of the Add Search dialog box Introduction The 'Display' tab controls how the searches display. Illustration [19] Display tab of the Add Search dialog box [19] Display tab of the Add Search dialog box Search Display Formatting The options in the 'Search Display Formatting' section assign the information that displays in the 'Add Documents' dialog box. Display Search Criteria Select 'Display Search Criteria' to display the search attributes selected in the 'Attributes' section of the 'Setup' tab. Display Select List Select 'Display Select List' to display the selection box to the right of the search results grid and the selection buttons. Importing Documents 61

62 Display Search SQL Select 'Display Search SQL' to display the query language translation of the parameters used in the search. The translation includes the attributes and the filters. Search Display Behavior The 'Search Display Behavior' section assigns how the search functions. Execute Query on Display Select 'Execute Query on Display' to begin a search for the documents from a base of the search parameters defined in the search query. Keypress Searching Select 'Keypress Searching' to start the search when any value is added to a 'Search Attributes' field in the 'Add Documents' dialog box. Display First Sheet Only Select 'Display First Sheet Only' to display only the first sheet of the documents that contain more than one page. Display Unchanged Documents Only Select 'Display Unchanged Documents' to display only the original documents that do not have a revision. Display Latest Revision Select 'Display Latest Revision' to display only the most current revision of a document. Display Checked Out Documents Only Select 'Display Checked Out Documents Only' to display only the documents that are checked out of the vault. 62 Advanced Import and Index

63 The Filter tab of the Add Search dialog box Introduction The 'Filters' tab enables you to create searches with added precision. You can find a document from a large group of like documents, quickly and easily. Illustration [20] Filters tab of the Add Search dialog box [20] Filters tab of the Add Search dialog box Level The 'Level' field controls the information that is contained between one set of parenthesis. And/Or Use the 'And/Or' field with a search that has more than one level used to create the search. For example, you can create a search that searches for one string and an additional string or searches for one string or an additional string. Importing Documents 63

64 Attribute Name The 'Attribute Name' field indicates the name of the attribute used for the search. An example of an attribute name is document type or document number. Operator The = operator searches for the values 'equal to' the term entered in the 'Value' field. The > operator searches for the values 'greater than' the term entered in the 'Value' field. The < operator searches for the values 'less than' the term entered in the 'Value' field. The <= operator searches for the values 'less than or equal to' the term entered in the 'Value' field. The >= operator searches for the values 'greater than or equal to' the term entered in the 'Value' field. The <> operator searches for the values 'greater than or less than' the term entered in the 'Value' field. The 'Contains' operator searches for the values that 'contain' the term entered in the 'Value' field. The 'Begins With' operator searches for the values that 'begin with' the term entered in the 'Value' field. Values The values are alphanumeric terms to search for in the document vault. A 'Value' is a keyword that you use to find a document. Search Translation The 'Search Translation' field is assigned for future use. 64 Advanced Import and Index

65 How to set search sorting, display and filters Introduction From the 'Add Search' dialog box, users set the following search options. Sorting controls the method in which the search results are sorted. Display controls the method in which searches are displayed. Filters get the documents from like types of documents. Sort document search results 1. Select an attribute name from the 'Attribute Name' field. 2. Select 'Ascending' or 'Descending' from the 'Ascending/Descending' field. 3. Repeat steps 1 and 2 to add more attributes. 4. Click the 'OK' button or set the display or filter options. Set the display options for search results 1. Select the check boxes to the left of the options in the 'Search Display Formatting' section to set how the search results are formatted. 2. Select the check boxes to the left of the options in the 'Search Display Behavior' section to set the actions of the displayed search results. Set the filter options for search results 1. Select the filter level from the 'Level' field. 2. If the level is more than 1, select the parenthesis level from the 'And/Or' field. 3. Select an attribute name from the 'Attribute Name' field. 4. Select the comparison operator from the 'Operator' field. 5. Select the value to compare against the attribute from the 'Value' field. Importing Documents 65

66 How to edit custom searches Introduction During any Advanced Import and Index session, you can change the custom searches you created in 'Search Setup'. If you do not have administrator permissions, you can change only your searches. Only administrators or users with the administrator permission can edit the searches created by other users. Note: The users cannot edit the default search. Edit a search 1. From the 'Search Setup' dialog box, select a search from the 'Available Searches' list box to edit the selected search. 2. Click the 'Edit' button. The 'Edit Search' dialog box displays. 3. Make the changes to the search parameters. 4. Click the 'OK' button. The 'Search Setup' dialog box displays. 5. To make changes to other searches, repeat this procedure. When you complete the changes to your searches, click the 'OK' button to return to the 'Vault Search' dialog box. 66 Advanced Import and Index

67 How to delete searches Introduction You can delete a search that you created. If you have administrative permissions, you can delete any search that appears in the 'Available Searches' list, except the default search. Users cannot delete a default search. Delete a search 1. Select 'Search Setup' from the 'Search Options' menu of the 'Add Documents' dialog box. The 'Search Setup' dialog box displays. 2. Click the search to delete in the 'Available Searches' list box. 3. Click the 'Delete' button. A confirmation dialog box displays. Note: You cannot delete a default search. [21] Delete Search confirmation dialog box [21] Delete Search confirmation dialog box 4. Click the 'Yes' button on the confirmation dialog box. 5. Repeat steps 2 to 4 until you delete all searches you do not require in the system. 6. When you finish, click the 'OK' button on the 'Search Setup' dialog box. Importing Documents 67

68 How to limit search results Introduction The 'Limit Search Results' option enables you to control the size of the blocks of documents returned with each search. The default for this option is 500 documents. The minimum size is 100 documents. When your search returns more documents than the block size you set, only one block of documents displays in the current list. Scroll through the current block of documents. Click the 'Next' button to move to the next block of documents. Click the 'Prev' button to return to a previous block of documents. View your location in the total number of documents, as displayed in the status bar. Note: The 'Limit Search Results' value can also be set in other applications that use the search dialog box. The value you define in one application is used in the other applications. Illustration [22] Limit Search Results dialog box [22] Limit Search Results dialog box Limit Search Results 1. Select 'Limit Search Results' from the 'Search Options' menu on the 'Vault Search' dialog box. The 'Limit Search Results' dialog box displays. 2. Enter the block size of documents to display or click the arrows and select a number. 3. Click the 'OK' button. 68 Advanced Import and Index

69 How to save a search as a view Introduction After you search for documents from the 'Vault Search' dialog box, you can save the results as a view. Then you can use a view or a search to find documents in the vault. Illustration [23] Save As View dialog box [23] Save As View dialog box Save as View 1. After a successful search, select 'Save as View' from the 'Search Options' menu. The 'Save as View' dialog box displays. 2. Enter a name and a description for the view in the 'Name' and 'Description' fields on the 'Setup' tab. 3. Change any settings you require on the tabs of the 'Save as View' dialog box. 4. Click the 'OK' button. The view is saved in the Océ system. Importing Documents 69

70 Result You can select the view to run when you access the 'Vault Search' dialog box. Select the view in the same way you select a search. If a view is selected in 'Search Setup', each time you open the 'Vault Search' dialog box the results of the view display. 70 Advanced Import and Index

71 The Color Coding Introduction If a document is changed or previous revisions of a document are in the vault, Océ Engineering Exec codes the document with colors to make sure that the user receives an accurate record of the revision history of a document. Search Results [2] Color Status Color Black Red Blue Green Status Value The current revision of the document An older revision of the document The document has information in the 'Object Change Status' There is no image attached to the object, but the object has attributes [2] Color Status Importing Documents 71

72 Print Report Introduction The 'Print Report' option enables you to print out the results of a search. Print a report 1. Select 'Print Report' from the 'Document' menu of the 'Vault Search' dialog box. The 'Page Setup' dialog box displays. 2. Select the paper size and source from the 'Size' and 'Source' drop-down lists. 3. Select the page orientation from the 'Orientation' section. 4. Enter the margin values in the 'Margins' section. 5. Click the 'OK' button. 72 Advanced Import and Index

73 How to view and add comments to documents Introduction The 'Add Comments' function is available in Advanced Import and Index from the 'Vault Search' dialog box. This function allows a user to look at and add comments to a document. Illustration [24] Document Comments dialog box [24] Document Comments dialog box Importing Documents 73

74 View and add Document Comments 1. Select one or more than one document from the 'Vault Search' dialog box. 2. Click the right mouse button. A pop-up menu displays. 3. Select 'Document Comments'. The 'Document Comments' dialog box displays. 4. Select a document on the left side of the 'Document Comments' dialog box. All revisions for the selected document display in a list below the document. Note: To view or add comments to a previous revision of the document, select the revision. 5. Select a document on the left side of the dialog box. 6. To add comments to the document, enter text in the 'Add Comments' field. 7. After you enter text, click the 'Add' button. The comments display in the 'View Comments' section. 8. Continue to select documents and add comments. 9. When you finish, click the 'Exit' button to close the 'Document Comments' dialog box. 74 Advanced Import and Index

75 Document Comments dialog box Introduction When you open the 'Document Comments' dialog box, the comments for a selected document display. The comments order from most current to the oldest on the right side of the dialog box. Document List The left side of the 'Document Comments' dialog box displays the documents. When you select a document, all revisions of the document display below the document. You must select one document before you can add or view 'Document Comments'. You cannot select more than one document at the same time. Add Comments The 'Add Comments' section of the 'Document Comments' dialog box allows you to add comments to the current or previous revisions of a selected document. View Comments The 'View Comments' section of the 'Document Comments' dialog box displays the comments added with the 'Add Comments' function and the 'User Comments' and 'System Comment' added during 'Check In', 'Check Out' and 'Undo Check Out'. You can use the standard Windows Copy and Paste functions to copy information from the 'View Comments' section to another location. Use the scroll bars to move through the comments of the selected document. Importing Documents 75

76 View Attributes Introduction When you have the 'View Objects' permission, the attributes for a selected object are seen from the 'Vault Search' dialog box. Note: You can look at the attributes from the 'View Attributes' dialog box, but you cannot change the attributes. The attributes with a small key image before the attribute are part of the duplicate object key for that class. Illustration [25] View Attributes dialog box [25] View Attributes dialog box 76 Advanced Import and Index

77 View attributes 1. Select the object or objects with the attributes to see from the search results grid. 2. Select 'View Attributes' from the 'Attribute' menu. Note: You can also access the 'View Attributes' option from the 'Vault Search' right-click menu. The 'View Attributes' dialog box displays. 3. Close the 'View Attributes' dialog box after you look at the attributes. Importing Documents 77

78 Import How to approve files for import Introduction After a file has attribute values, you can approve the file for import. In some organizations, a different person in a separate operation approves the files for import. Approve Checked Out Documents In a 'Centralized' system the 'Check In' process and approval of the image for import are separate actions. After a user checks in a document through 'Add Documents' or the web client, the Engineering Exec system puts the document in 'Advanced Import and Index' for review. Another user approves and imports the document from 'Advanced Import and Index'. Normally, one user checks the document in and a different user approves and imports the image. When a file is associated with a document that has a 'Check Out' status, a red check mark displays to the right of the 'Approved for Import' check box. Approve documents for Import 1. On the Advanced Import and Index dialog box, with the image in the View window, select the 'Approved for Import' check box. You can select the check box with one of two methods. Click the check box Press the CTRL+S key. 2. Click the 'Next' button to move to the next image. When you use the CTRL+S key, the View window automatically moves to the next image. 3. Continue to approve the files. 78 Advanced Import and Index

79 How to approve files for import with Quick Index Introduction When you use 'Quick Index' to index your files, you can approve indexed files for import with 'Quick Index'. Approve one file 1. Click the row number of the file to approve. 2. Click the right mouse button. A pop-up menu displays. 3. Select 'Approve'. The text in the grid changes from black to blue, which indicates the approved status. Approve more than one file 1. Click the row number of the first row in the group of files to approve. 2. Hold down the Shift key and click the last row number in the group. 3. Click the right mouse button. A pop-up menu displays. 4. Select 'Approve'. The text for all of the selected files changes from black to blue, which indicates the approved status. Importing Documents 79

80 How to disapprove files with Quick Index Introduction If you do not require some images imported to your Engineering Exec document database, you can use 'Quick Index' to disapprove files. Disapprove one file 1. Click the row number of the file to disapprove. 2. Click the right mouse button. A pop-up menu displays 3. Select 'Disapprove'. The color of the text changes from blue to black, which indicates the disapproved status. Disapprove more than one file 1. Click the row number of the first row in the group of files to disapprove. 2. Hold down the Shift key and click the last row in the group. 3. Click the right mouse button. A pop-up menu displays. 4. Select 'Disapprove'. The text for all of the selected files changes from blue to black, which indicates the disapproved status. 80 Advanced Import and Index

81 Import dialog box Introduction After the files have an approved status, you can import the files into the database and document vault. The system then removes the files from Advanced Import and Index. Illustration [26] Import dialog box [26] Import dialog box Classes The 'Classes' field displays the name of the class. Import If the 'Import' check box is selected, the files for the class are ready to import. Status The 'Status' field lists how many files are ready to import. Progress The 'Progress' field indicates the progress as the files import. Importing Documents 81

82 Save Original Image If you adjusted the image with the 'Image Cleanup' options, you can save a copy of the original image to an outside location. 82 Advanced Import and Index

83 How to import files Introduction You must have Import permission to import an image into the document vault. When you import a checked out document, you must have Import and Check In permissions. Import a file 1. On the Advanced Import and Index dialog box click the 'Import' button. The 'Import' dialog box displays. 2. Check that the information in the grid is correct. 3. Select the 'Import' check box in the grid for each class with files to import. 4. If you require, save the original image. 5. Click the 'Start' button. The 'Progress' column indicates the progress of the import. Save an original image 1. Select the 'Save Original Image' check box. 2. Click the Browse button to browse to the location to save the original image. 3. Import the file. Errors on Import 1. When the import process completes, if the status displays in red and the status indicates that not all of your files imported, you must find the files with errors. Open the 'Quick View' dialog box. 2. Check the status of the files that have errors and the description of the errors. 3. Correct the files. 4. Import the files again. Result After the import process completes, you can select another class to import or click the 'Exit' button to return to the Advanced Import and Index dialog box. Importing Documents 83

84 How to import checked out document Introduction When a document is checked in through 'Add Documents' or a web client in a 'Centralized' system, the image is put in Advanced Import and Index for review. The 'Check In' is not complete until the document is approved and imported into the vault from Advanced Import and Index. The images that are in review after 'Check In' display with a red check mark to the left of the 'Approved for Import' check box. Document Attributes The 'Document Attributes' section shows the current values of the atributes for the current document in the View window. You can update the attribute values according to the limits of the Check In Type. Note: For additional information about the 'Check In / Check Out' features of Engineering Exec, refer to the 'Doc Exec Pro Client', 'Electronic Job Ticket', 'Set Print Manager' and 'System Administrator' User Manuals. Complete the image and attribute information for a checked out document 1. Manually enter or change the information in the 'Document Attributes' section. If the 'Check In Type' is 'Revise', you can edit the 'Document_Revision' attribute. If the 'Check In Type' is 'Replace', you cannot edit any of the key attributes If the 'Check In Type' is 'Save As New', you can edit all 'Document Attributes'. Note: You cannot change any information in the 'Document Class and Template' section. 2. Approve and import the image like normal. 84 Advanced Import and Index

85 Quick View Quick View Introduction 'Quick View' enables you to see the status of all files that are in review. The options in 'Quick View' allow you to see some or all files in review for a class. Illustration [27] Quick View dialog box [27] Quick View dialog box Open Quick View 1. Click the right mouse button in the gray area of the Advanced Import and Index dialog box. A pop-up menu displays. 2. Select 'Quick View'. The 'Quick View' dialog box displays. Importing Documents 85

86 Quick View Options Left Panel of Quick View The left panel of the 'Quick View' dialog box is a tree that shows each document class. Click the + to the left of a class to expand the tree for the class. The following options display. 'All Images in the Class' 'No Template assigned' A separate selection for each template created for the class Right Panel of Quick View Select one of the options in the Left Panel to fill the right panel with the files that match the option. Quick Filters The 'Quick View' filters allow you to limit or to expand the scope of the files you see. You can turn on or turn off any of the filters. 86 Advanced Import and Index

87 Quick View Information Original Filename 'Original Filename' is the name of the file to import. Document Number 'Document Number' is the value of the Document_Number attribute field. Status 'Status' is the current condition of the file. 'Approved' indicates that the file is indexed and approved, but not imported. 'Pending Approval' indicates that the file does not have an approved status. 'Error' indicates that the file is approved and did not import. If an error shows, check the error description and check the attributes to make sure that the information entered is correct. Create Date 'Create Date' is the date the file entered Advanced Import and Index for review. Create Time 'Create Time' is the time the file entered Advanced Import and Index for review. Hollerith Data 'Hollerith Data' is for TIFF files that contain Hollerith data. The data displays in this field. In\Out All files show 'In/Out' as 'In', except for any files that are active on the Advanced Import and Index dialog box or the 'Quick Index' dialog box. Importing Documents 87

88 Image Status If you edited the image with the image cleanup options, the 'Image Status' shows as 'Modified'. If you did not edit the image, the 'Image Status' is 'Original'. Error Description 'Error Description' is the reason a file is in an error status 88 Advanced Import and Index

89 Quick View Filters Pending Approved Check 'Pending Approval' to display all files that are not indexed or approved. Manually Approved Check 'Manually Approved' to display all files that are approved in Advanced Import and Index. Automatically Approved Check 'Automatically Approved' to display all files that are approved through an automatic method, like in 'Automatic Queue Processing'. Error Check 'Error' to display all files that are in an error status. For Example, if a file cannot import because the document attributes contain a duplicate key the same as a key that exists within the database, the file gets a status of error. Importing Documents 89

90 Indexing Filters Filters Introduction Advanced Import and Index includes filters that enable you to view, index, and approve selected files. The basic level of a filter occurs on a class. You can create a filter that allows the user to work only with files that are associated with a specific class. You can create other filters to control what records display in Advanced Import and Index. The following is a list of possible restrictions. Records that have attributes which are set to specific values. Records added for review by a specific person. Records that have a particular status. Illustration [28] Search Setup dialog box [28] Search Setup dialog box Setup Filters 1. Click the right mouse button in the gray area of the Advanced Import and Index dialog box. A pop-up menu displays. 2. Select 'Indexing Filters'. The 'Search Setup' dialog box displays. 90 Advanced Import and Index

91 Add a new filter 1. To add a new filter, click the 'Add' button. Edit a filter that exists 1. To edit a filter that exists, select the name of the filter and click the 'Edit' button. Delete a filter that exists 1. To delete a filter that exists, select the name of the filter and click the 'Delete' button. Importing Documents 91

92 Indexing Filters Setup tab Introduction The fields on the 'Setup' tab include the following. Illustration [29] Add Indexing Filters Setup tab [29] Add Indexing Filters Setup tab Search Name The 'Search Name' section enables you to assign a name and a description for your search. Name The 'Name' field enables you to indicate a name for your search. Description The 'Description' field enables you to include a description of your search. Search Scope The 'Search Scope' section assigns who can access saved searches. 92 Advanced Import and Index

93 User The 'User' scope indicates that only the current user has access to the search. All system users have lists of the searches that are defined for the user. When you Logon as a different user, a different list of user searches display. World The 'World' scope indicates that all system users have access to the search. The world searches are not assigned to a user. Only the user who created the world search and the administrator can edit or delete the search. Classes The 'Classes' section displays the class or classes that you can search. The two types of classes are document and electronic change notice, ECN. The document class contains any document type that exists in the vault. The electronic change notice class contains any document type that was entered into the database to tell users of changes made to documents. Attributes The 'Attributes' section shows all attributes available to select from the current class. Attribute Name The 'Attribute Name' list indicates the name of the attribute shown in the 'Available Attributes' list box. Query The 'Query' check boxes indicate that you require the database checked for the documents with that attribute. Display The 'Display' check boxes indicate that you require the selected attributes to display in your search. Importing Documents 93

94 Indexing Filters Filter tab Introduction The 'Filters' tab enables you to define the filter to apply. Illustration [30] Add Indexing Filters Filter tab [30] Add Indexing Filters Filter tab Level The 'Level' field controls the information that is contained between one set of parenthesis. And/Or Use the 'And/Or' field with a search that has more than one level used to create the search. For example, you can create a search that searches for one string and an additional string or searches for one string or an additional string. 94 Advanced Import and Index

95 Attribute Name The 'Attribute Name' field indicates the name of the attribute used for the search. An example of an attribute name is document type or document number. Operator The = operator searches for the values 'equal to' the term entered in the 'Value' field. The > operator searches for the values 'greater than' the term entered in the 'Value' field. The < operator searches for the values 'less than' the term entered in the 'Value' field. The <= operator searches for the values 'less than or equal to' the term entered in the 'Value' field. The >= operator searches for the values 'greater than or equal to' the term entered in the 'Value' field. The <> operator searches for the values 'greater than or less than' the term entered in the 'Value' field. The 'Contains' operator searches for the values that 'contain' the term entered in the 'Value' field. The 'Begins With' operator searches for the values that 'begin with' the term entered in the 'Value' field. Values The values are alphanumeric terms to search for in the document vault. A 'Value' is a keyword that you use to find a document. Search Translation The 'Search Translation' field is assigned for future use. Importing Documents 95

96 Indexing Filters Display tab Introduction The 'Display' tab controls how the searches display. Illustration [31] Add Indexing Filters Display tab [31] Add Indexing Filters Display tab Search Display Formatting The options in the 'Search Display Formatting' section assign the information that displays in the 'Add Documents' dialog box. Display Search Criteria Select 'Display Search Criteria' to display the search attributes selected in the 'Attributes' section of the 'Setup' tab. Display Select List Select 'Display Select List' to display the selection box to the right of the search results grid and the selection buttons. 96 Advanced Import and Index

97 Display Search SQL Select 'Display Search SQL' to display the query language translation of the parameters used in the search. The translation includes the attributes and the filters. Search Display Behavior The 'Search Display Behavior' section assigns how the search functions. Execute Query on Display Select 'Execute Query on Display' to begin a search for the documents from a base of the search parameters defined in the search query. Keypress Searching Select 'Keypress Searching' to start the search when any value is added to a 'Search Attributes' field in the 'Add Documents' dialog box. Display First Sheet Only Select 'Display First Sheet Only' to display only the first sheet of the documents that contain more than one page. Display Unchanged Documents Only Select 'Display Unchanged Documents' to display only the original documents that do not have a revision. Display Latest Revision Select 'Display Latest Revision' to display only the most current revision of a document. Display Checked Out Documents Only Select 'Display Checked Out Documents Only' to display only the documents that are checked out of the vault. Importing Documents 97

98 How to apply filters Introduction After a filter is complete, you must apply the filter to the Advanced Import and Index dialog box. Apply a filter 1. Select a filter name from 'Available Searches' in the 'Search Setup' dialog box. 2. Click the 'OK' button. Note: When you select a filter different from 'Default', the filter name displays at the bottom of the Advanced Import and Index dialog box. To apply a filter to display only the images without an approved for import status 1. Select the 'Filters' tab on the 'Indexing Filters' dialog box. 2. Do the following for the first row. Select 'Obj_Status' from the 'Attribute Name' drop-down list. Select '=' from the 'Operator' drop-down list. Select 'Pending Approval' from the 'Value' drop-down list. 3. Click the 'OK' button. The 'Search Setup' dialog box displays. 4. Select the filter you created from the 'Available Searches' list. 5. Click the 'OK' button. Only the images for the files without an 'Approved for Import' status display in the View window. The images for the files with an 'Approved for Import' status do not display in the View window. 98 Advanced Import and Index

99 How to Edit Filter Sets Illustration [32] Edit Indexing Filters dialog box [32] Edit Indexing Filters dialog box Edit Indexing Filters 1. From the 'Search Setup' dialog box, select a search in the 'Available Searches' list box to edit the selected search. 2. Click the 'Edit' button. The 'Edit Indexing Filters' dialog box displays. 3. Make the changes to the search parameters. 4. Click the 'OK' button. The 'Search Setup' dialog box displays. Importing Documents 99

100 100 Advanced Import and Index

101 Océ Engineering Exec User Manual Chapter 3 Templates 101

102 Templates Introduction The Templates in Advanced Import and Index help you when you enter the description and the index information for each file to index. The Templates help to confirm the accuracy of the information. For example, a template can force double entry of important data. For each class, an automatic template lists in the 'Template' list with the name 'Class Attributes'. Use the 'Class Attributes' template for common index functions. For other index functions, you can create a template and use the template when you enter the attribute information. Attribute Information The Templates allow you to assign the following information for each attribute. The names of the attributes that the user sees. A default value used if the user does not enter a value. Required values. The values that the user must enter twice. The start and end location of data automatically filled from the Hollerith information scanned from an aperture card. 102 Advanced Import and Index

103 Illustration [33] Template Setup dialog box [33] Template Setup dialog box Access Templates 1. Click the right mouse button in the gray area of the Advanced Import and Index dialog box. A pop-up menu displays. 2. Select 'Template Setup'. The 'Template Setup' dialog box displays. Templates 103

104 How to create a new template Illustration [34] New Template dialog box [34] New Template dialog box Create a New Template 1. Open the 'Template Setup' dialog box. 2. Click the button in the 'Available Classes' column that contains the name of the class for the template. 3. Click the 'New Template' icon. The 'New Template' dialog box displays. 4. Enter a name for the template. The name is a maximum of 15 characters. 5. Enter a 'Template Description'. The 'Template Description' is not required. 6. Click the 'OK' button. You are returned to the 'Template Setup' dialog box. 7. Enter information into the 'Template Setup' dialog box. 8. Click the 'Save' button. 9. Click the 'OK' button to return to the Advanced Import and Index dialog box. 104 Advanced Import and Index

105 Template Setup Introduction The 'Template Setup' dialog box enables you to create templates that are used to help you quickly fill required attribute information. Template Details Section The following table describes each field in the 'Template Details' section. [3] Template Details Detail 'Name' 'Class' 'Description' 'Created By' 'Ctrl+Q Queries Internal Database' 'Automatic Image Cleanup' Description 'Name' shows the name of the template. 'Class' shows the class connected with the template. 'Description' shows a description of the template. 'Created By' shows the name of the user that created the template. Select this option to use the CTRL+Q keys to query the database. When this option is selected, you can assign 'Image Cleanup' settings to the template. [3] Template Details Available Classes Section The 'Available Classes' section shows an icon for each of the classes that you can use to create templates. Each attribute in the template class displays in the grid to the right of the class list. Visible When you require a user to enter the information about an attribute, the user must see the attribute. When you create a new template, all 'Visible' check boxes in the 'Available Classes' section are checked. Check the 'Visible' check box for the attributes that require user input. Remove the 'Visible' check mark for the attributes that do not require a value or fill with a default values. Templates 105

106 Name field The 'Name' in the 'Available Classes' section is the attribute name identified when a user created or changed the class. You cannot change the 'Name' on the 'Template Setup' dialog box. Required Check box Check the 'Required' check box to indicate that the attribute must contain a value. When the 'Required' option is selected, the image and the attributes do not import if the attribute does not have a value. Double check box Check the 'Double' check box to indicate that the user must enter the attribute value twice. When the user enters the value first, the value displays to user. When the user enters the value again, the value does not display. If the first and second entries match, then the user can go to the next attribute. If the entries do not match, the user must enter the value again. 106 Advanced Import and Index

107 How to edit a template Introduction The 'Template Setup' dialog box allows the users to edit the templates that exist. Edit a Template 1. Open the 'Template Setup' dialog box. 2. Click the button in the 'Available Classes' column that contains the name of the class for the template to edit. 3. Click the icon for the template to edit. 4. Enter the changes in the 'Template Setup' dialog box. 5. Click the 'Save' button. 6. Click the 'OK' button to return to the Advanced Import and Index dialog box. Templates 107

108 How to set a default template Introduction You can connect a default template to each class. Set a default Template 1. Open the 'Template Setup' dialog box. 2. Click the button in the 'Available Classes' column that contains the name of the class. 3. Click the right mouse button on the icon for the template to set as the default for the class. A pop-up menu displays. 4. Select 'Set as Default Template for Class'. A check mark displays before the menu item. 5. Click the 'Save' button. Clear a default Template 1. Open the 'Template Setup' dialog box. 2. Click the button in the 'Available Classes' column that contains the name of the class. 3. Click the right mouse button on the icon for the template to clear. A pop-up menu displays. 4. Select 'Set as Default Template for Class'. The check mark no longer displays with the menu item. 5. Click the 'Save' button. 108 Advanced Import and Index

109 How to delete a template Introduction Delete any template when you no longer need the template. Note: When an item in review is active and has a template assigned, you cannot delete the connected template. Delete a Template 1. Open the 'Template Setup' dialog box. 2. Click the button in the 'Available Classes' column that contains the name of the class with the template to delete. 3. Click the right mouse button on the icon for the template. A pop-up menu displays. 4. Select 'Delete Template'. A message box displays to confirm the delete. 5. Click the 'Yes' button. The Template deletes. Templates 109

110 Population Methods Population Methods Introduction You can assign how each attribute for a selected template fills with the index process. If you leave the 'Population Method' field blank, the user is limited to the type of data entered. The class definition determines this limit. For each 'Population Method' selected, the lower part of the 'Template Setup' dialog box displays the information that is required for the selected method. Select a Population Method 1. Click the 'Population Method' column for the row that contains the attribute. A drop-down list displays. 2. Select a 'Population Method' from the drop-down list. 3. Complete the lower part of the 'Template Setup' dialog box. 4. When you complete the setup, click the 'Save' button. 110 Advanced Import and Index

111 Attribute Value Population Method Introduction When you select 'Attribute Value' for the 'Population Method', you can enter the exact text or select a template variable. Illustration [35] Template Setup with Attribute Value Population Method [35] Template Setup with Attribute Value Population Method Typed Text 1. Select the 'Typed Text' radio button. 2. In the blank field, enter the text that you require to fill the attribute for each file imported with the template. Template variable 1. Select the 'Template' radio button. The blank field becomes a drop-down list. 2. In the drop-down list, select the variable that you require to fill the attribute for each file imported with the template. Templates 111

112 Hollerith Population Method Introduction The system uses the 'Hollerith Start' field and the 'Hollerith End' field to insert the information found in the Hollerith data of a scanned aperture card. Note: If you select 'Hollerith' for the 'Population Method', you can identify the location of the information found on the aperture card. To help you identify the location, you can load a sample file. Illustration [36] Template Setup with Hollerith Population Method [36] Template Setup with Hollerith Population Method Hollerith Start The 'Hollerith Start' field is the first column of the Hollerith data. Hollerith End The 'Hollerith End' field is the last column of the Hollerith data. The value in the 'Hollerith End' field must be equal to the 'Hollerith Start' value or greater then the 'Hollerith Start' value. 112 Advanced Import and Index

113 How to load sample Hollerith Data Introduction You can load a Sample Hollerith File in the 'Template Setup' dialog box and the 'Template Rules' dialog box. Hollerith Grid The 'Hollerith Grid' is the area of a dialog box that contains the Hollerith data after a sample loads. The 'Template Setup' dialog box displays the 'Hollerith Grid' below the 'Available Classes' section. The 'Template Rules' dialog box displays the 'Hollerith Grid' at the top of the dialog box. Load a Sample File 1. Click the 'Hollerith Sample' button. The 'Open' dialog box displays. 2. Select a file and click the 'Open' button. The Hollerith data displays. Enter the start and end positions 1. Position the cursor in the 'Hollerith Grid' over the start location of the attribute information. 2. Click and drag the mouse to the end position of the information. A yellow box displays with the start and end numbers. 3. Enter the start and end numbers in the 'Hollerith Start' and the 'Hollerith End' fields. Templates 113

114 Auto-Increment Population Method Introduction When you select 'Auto-Increment' for the 'Population Method', you enter the 'Starting Value' and 'Incremental Value' to use to fill the attribute for the template. For example, when you require the imported files numbered in sequence, use this method for an attribute like Document_Number. Illustration [37] Template Setup with Auto-Increment Population Method [37] Template Setup with Auto-Increment Population Method Starting Value Enter the number to start the automatic number sequence. Incremental Value Enter the number or use the up and down arrows to indicate the value the previous number will increase. The value must be an integer between 1 and Advanced Import and Index

115 Lookup List Population Method Introduction A lookup list assigns to an attribute as part of a template. The lookup lists allow a template designer to add a list of values to a template. These lists increase the rate of data entry or limit attribute entry to a list of approved values. For example, To allow a user to select from a list, which includes Drawing, Change Notice, Specifications, and Report, for the attribute Document Type, create a lookup list to control the values that the user can enter and to prevent typographical errors. Illustration [38] Template Setup with Lookup List Population Method [38] Template Setup with Lookup List Population Method Templates 115

116 Assign a Lookup List 1. From the 'Template Setup' dialog box, select the variable to get a new 'Lookup List'. 2. Click in the 'Population Method' field to display a drop-down arrow. 3. Click the drop-down arrow to display a list of available population methods. 4. Select 'Lookup List'. A 'Lookup List' area displays in the lower part of the 'Template Setup' dialog box. 5. Select the lookup list from the 'Lookup List' drop-down list. 6. Click the 'Restrict To List' check box if you require the user to select only a value that appears in the list. Note: If you do not select 'Restrict To List', the user can enter any value in the attribute field or select from the list. 7. Click the 'Save' button to save the changes to the template. 116 Advanced Import and Index

117 Create a Lookup List 1. From the 'Template Setup' dialog box, select the variable to get a new 'Lookup List'. 2. Click in the 'Population Method' field to display a drop-down arrow. 3. Click the drop-down arrow to display a list of available population methods. 4. Select 'Lookup List'. A 'Lookup List' area displays in the lower part of the 'Template Setup' dialog box. 5. From the 'Lookup List' drop-down list, select 'Add / Edit Lookup List'. The 'Lookup List' dialog box displays. [39] Lookup List dialog box [39] Lookup List dialog box 6. Click on the icon of a lookup list that exists. If you need a new lookup list, create the new lookup list and then click the icon of the new lookup list. 7. Click in one of the numbered fields of the 'Lookup List' dialog box. Note: For a new lookup list, you must start in the number 1 field. 8. Enter text to define the entries in the lookup list 9. Continue to enter text until the lookup list contains the required entries. 10. Click the 'OK' button. Templates 117

118 Create a New Look up List 1. Click the 'New Lookup List' icon on the 'Lookup List' dialog box. The 'New Lookup List' dialog box displays. [40] New Lookup List dialog box [40] New Lookup List dialog box 2. Enter a name for the new lookup list in the 'Lookup List Name' field. 3. Enter a description of the new lookup list in the 'Lookup List Description' field. 4. Click the 'OK' button. The new lookup list displays as an icon on the 'Lookup List' dialog box. 118 Advanced Import and Index

119 File Attribute Rules Define File Attribute Rules Introduction The Advanced Import and Index feature for file name parsing allows a template to get attribute information from the filename of a processed file. You can use this feature with fixed-width fields in a filename or with file names that have fields separated by a delimiter, like a dash. The 'Define File Attribute Rules' dialog box enables you to import file names that contain embedded attributes. You can define a rule for each class. Illustration [41] Define File Attribute Rules dialog box [41] Define File Attribute Rules dialog box Templates 119

120 Open the Define File Attribute Rules dialog box 1. Open the 'Template Setup' dialog box. 2. Click the button in the 'Available Classes' column that contains the name of the class with the template. 3. Click the right mouse button on the icon for the template. A pop-up menu displays. 4. Select 'Define File Attribute Rules'. The 'Define File Attribute Rules' dialog box displays. 120 Advanced Import and Index

121 Fixed Width File Attributes Introduction The 'Fixed Width' radio button enables you to define the first character in the file name to begin to fill the attribute information and the last character to end the attribute information Illustration [42] Define Fixed Width File Attributes [42] Define Fixed Width File Attributes Indicate a Fixed Width 1. Select the 'Fixed Width' radio button in the 'Define File Attribute Rules' dialog box. 2. In the 'Start' column, indicate the character number that starts the information. 3. In the 'End' column, indicate the character number that ends the information. 4. Fill the 'Start' value and 'End' value for each document attribute to include in the rule. When you finish, you can test the rule. 5. Load a sample file and check the value in the 'Sample Value' field. 6. If the sample values are correct, click the 'OK' button. Templates 121

122 Delimited File Attributes Introduction The 'Delimited' section enables you to select one of the field delimiters or define a delimiter. The delimiter can be two characters long. Illustration [43] Define Delimited File Attributes [43] Define Delimited File Attributes Indicate a Delimited Template 1. Select the 'Delimited' radio button in the 'Define File Attribute Rules' dialog box. 2. In the 'Field delimiter' section, select a default delimiter or define a delimiter. When you select the 'Other' radio button, you must enter a value in the blank field. 3. In the 'Start' column, indicate the character number that starts the information. 4. Fill the 'Start' value for each document attribute to include in the rule. When you finish, you can test the rule. 5. Load a sample file and check the value in the 'Sample Value' field. 6. If the sample values are correct, click the 'OK' button. 122 Advanced Import and Index

123 Define Auto Detection Rules Introduction Only use the 'Auto Detection Rules' to index Tiff files that include Hollerith data. Users create many sets of rules to calculate the format of exact Hollerith data. When Advanced Import and Index reads a file with Hollerith data, the system checks all of the rules on a 'Hollerith' template and compares the rules with the data in the file. If the data matches, the template displays on the dialog box. The template fills with the data from the file according to the template rules. If the data does not match, the system reads more templates until the system finds a match or there are no more templates. Open the Template Rules dialog box 1. Open the 'Template Setup' dialog box. 2. Click the button in the 'Available Classes' column that contains the name of the class with the template. 3. Click the right mouse button on the icon for the template. A pop-up menu displays. 4. Select 'Define Auto Detection Rules'. The 'Template Rules' dialog box displays. Illustration [44] Template Rules dialog box [44] Template Rules dialog box Templates 123

124 Create Hollerith Rules 1. Load a sample file in the 'Template Rules' dialog box. 2. Click the 'Add Rules' button. A blank row displays in the 'Auto Detection Rules' section. 3. Complete the 'Auto Detection Rules' section. 4. Repeat steps 2 and 3 until all required rules are added. 5. Click the 'OK' button after all rules are added. You are returned to the 'Template Setup' dialog box. 124 Advanced Import and Index

125 Hollerith Rules Introduction The system uses the 'Hollerith Start' field and the 'Hollerith End' field to insert the information found in the Hollerith data of a scanned aperture card. Illustration [45] Template Rules dialog box with Hollerith Data [45] Template Rules dialog box with Hollerith Data Hollerith Start The 'Hollerith Start' field is the first column of the Hollerith data. Hollerith End The 'Hollerith End' field is the last column of the Hollerith data. The value in the 'Hollerith End' field must be equal to the 'Hollerith Start' value or greater then the 'Hollerith Start' value. Character Type 'Character Type' is a drop-down list. You must select either 'Alpha Numeric', 'Numeric Only' or 'Must be Blank'. Templates 125

126 Match 'Match' is a drop-down list. You must select either 'Exact Match', 'Within Range' or 'Any Value'. 'Exact Match' indicates that a record is selected, when the record has a value that exactly matches the value in the 'Min' field. 'Within Range' indicates that a record is selected, when the record has a value that is 'greater than or equal to' the 'Min' value and 'less than or equal to' the 'Max' value. 'Any Value' indicates that a record is selected, when the record has any value in this field. Min Value Enter a value according to the type of 'Match'. Max Value Enter a value according to the type of 'Match'. 126 Advanced Import and Index

127 How to load sample Hollerith Data Introduction You can load a Sample Hollerith File in the 'Template Setup' dialog box and the 'Template Rules' dialog box. Hollerith Grid The 'Hollerith Grid' is the area of a dialog box that contains the Hollerith data after a sample loads. The 'Template Setup' dialog box displays the 'Hollerith Grid' below the 'Available Classes' section. The 'Template Rules' dialog box displays the 'Hollerith Grid' at the top of the dialog box. Load a Sample File 1. Click the 'Hollerith Sample' button. The 'Open' dialog box displays. 2. Select a file and click the 'Open' button. The Hollerith data displays. Enter the start and end positions 1. Position the cursor in the 'Hollerith Grid' over the start location of the attribute information. 2. Click and drag the mouse to the end position of the information. A yellow box displays with the start and end numbers. 3. Enter the start and end numbers in the 'Hollerith Start' and the 'Hollerith End' fields. Templates 127

128 How to use Auto Detection templates Use an Auto Detection Template 1. Click the 'Add Files' button on the Advanced Import and Index dialog box. 2. Select the required Tiff files. 3. Click the 'OK' button. The 'Add Files' class selection dialog box displays. 4. On the dialog box, under 'Template', select the template. 5. Click the 'OK' button. A message box displays to confirm the number of files that processed 6. Click the 'OK' button. 128 Advanced Import and Index

129 Océ Engineering Exec User Manual Chapter 4 Image Cleanup Functionality 129

130 Image Cleanup Illustration [46] Advanced Import and Index View window menu [46] Advanced Import and Index View window menu Image Cleanup The 'Image Cleanup' feature enables you to correct the errors to a scanned raster image before you import the image to the Océ vault. The 'Image Cleanup' settings are available in three locations. The pop-up menu accessed when you click the right mouse button on the image. The 'Edit' and 'View' menus. The 'Image Cleanup' toolbar. You can apply the settings to one image or you can create a batch process. A batch process applies assigned settings to all images that are in review. Before you save an image to the vault, you can return to the original version of the image. You can have the original image saved to a location outside the Engineering Exec application. 130 Advanced Import and Index

131 Image Cleanup tools The following is a list of tools used for 'Image Cleanup'. The tools list in the order that the tool displays in the tool bar. 'Settings' 'Execute All' 'Restore Original' 'Rotate' 'Rotate Left' 'Rotate Right' 'Despeckle' 'Deskew' 'Crop' 'Invert' is not available on the tool bar. Not all of the cleanup options are available for all images. If an option is not available, the option displays in gray. Image Viewing tools The following is a list of the tools used to create a clear view of the images. The tools list in the order that the tool displays on the tool bar. 'Fit' 'Zoom In' 'Zoom Out' 'Scroll Bars' 'Gray Scale' Image Cleanup Functionality 131

132 Edit Tool Bar Options Introduction The 'Edit Options' provide access to the 'Image Cleanup' functions. The 'Image Cleanup' functions allow you to edit an image displayed in the Advanced Import and Index View window The 'Edit Options' are available in three locations. The pop-up menu accessed when you click the right mouse button on the image. The 'Edit' menu. The 'Image Cleanup' toolbar. Edit Icons [4] Edit Options Icon Option 'Settings' 'Execute All' 'Restore Original' 'Rotate' 'Rotate Left' 'Rotate Right' 'Despeckle' 'Deskew' 'Crop' [4] Edit Options 132 Advanced Import and Index

133 Settings The 'Settings' option allows the user to set all 'Image Cleanup' settings. When you select 'Settings' the 'Default Image Cleanup Settings' dialog box displays. You can enable or disable and configure the 'Image Cleanup' settings. The settings are defined for each user and apply when 'Execute All' is used. Execute All The 'Execute All' option runs all 'Image Cleanup' options assigned in the 'Default Image Cleanup Settings' dialog box. Restore Original The 'Restore Original' option enables you to restore the original image. This operation does not save any 'Image Cleanup Settings' done on the image. Rotate 'Rotate' permanently changes the image according to the selected direction and degree of rotation. Rotate Left Option The 'Rotate Left' option rotates the image to the left 90 degrees. Rotate Right Option The 'Rotate Right' option rotates the image to the right 90 degrees. Despeckle 'Despeckle' permanently removes unintended black dots and white spaces that can result from the image scan process. The dots of the image adjust to clean up the image. Note: The 'Despeckle' option is only available for images with a resolution of one bit per pixel. Image Cleanup Functionality 133

134 Deskew 'Deskew' analyzes the orientation of the image. When the image is crooked, 'Deskew' corrects the orientation. The 'Deskew' option is not like the other options. 'Deskew' does not have defined settings. From the 'Default Image Cleanup Settings' dialog box, you can enable or disable 'Deskew'. When you select the 'Deskew' option, the system automatically deskews the image. A dialog box does not display. The operation is permanent. Crop 'Crop' enables you to trim off white space or areas of an image that are not needed. 134 Advanced Import and Index

135 Viewing Tool Bar Options Introduction The 'View Options' provide access to the 'Image Cleanup' functions that allow you to adjust the view of an image displayed in the Advanced Import and Index View window. The 'View Options' are available in three locations. The pop-up menu accessed when you click the right mouse button on the image. The 'View' menu. The 'Image Cleanup' toolbar. View Icons [5] View Icons Icon Option 'Fit' 'Zoom In' 'Zoom Out' 'Scroll Bars' 'Gray Scale' [5] View Icons Fit The 'Fit' option adjusts the size of the image to fit the complete image in the View window. Zoom In The 'Zoom In' option increases the size of the image by 50 percent. Zoom Out The 'Zoom Out' option decreases the size of the image by 50 percent. Image Cleanup Functionality 135

136 Scroll bars The 'Scroll bars' option adds a vertical and horizontal scroll bar to the current document in the View window. Gray Scale The 'Gray Scale' option focuses images that are not clear or thick images. The image displays on a gray scale. 136 Advanced Import and Index

137 Image Settings Introduction When an image is in the View window, the 'Image Cleanup' settings apply one at a time or at the same time. Note: If 'Don't Show individual settings dialog' was selected on the 'Default Image Cleanup Settings' dialog box or 'Don't Show this form again' was selected, the individual settings screen will not open. The default selections run immediately. Use one Image cleanup tool 1. Click the tool icon on the toolbar. Note: You also can select the tool from the 'Edit' menu or click the right mouse button on the image and select 'Edit Options'. 2. Make your selections on the dialog box. 3. Click the 'OK' button. Apply default settings to an Image 1. Click the 'Execute All' icon on the toolbar. All enabled tool settings automatically apply to the image. Note: You also can select the tool from the 'Edit' menu or click the right mouse button on the image and select 'Edit Options'. Image Cleanup Functionality 137

138 Rotate Dialog Box Illustration [47] Rotate dialog box [47] Rotate dialog box Rotate Option The 'Rotate' option provides a dialog box that enables you to rotate an image. Rotate 'Rotate' permanently changes the image according to the selected direction and degree of rotation. 138 Advanced Import and Index

139 Access the rotate dialog box Select 'Rotate' from the 'Edit' menu Click the right mouse button on the image, select 'Edit Options' and then select 'Rotate'. Select the 'Rotate' icon on the 'Image Cleanup' tool bar. Rotate Left Option The 'Rotate Left' option rotates the image to the left 90 degrees. Rotate Right Option The 'Rotate Right' option rotates the image to the right 90 degrees. Execute Rotate Left or Rotate Right You can execute these options outside of the 'Rotate' dialog box Select 'Rotate Left' or 'Rotate Right' from the 'Edit' menu Click the right mouse button on the image, select 'Edit Options' and then select 'Rotate Left' or 'Rotate Right' Select the 'Rotate Left' or 'Rotate Right' icon on the 'Image Cleanup' tool bar. Note: The 'Rotate 180 Degrees', 'Portrait', 'Landscape', 'None', and 'Fix Aperture Card Orientation' options can only be changed from the 'Rotate' dialog box. Rotate 180 degrees The 'Rotate 180 Degrees' option rotates the image 180 degrees. Portrait The 'Portrait' option rotates the image to a portrait orientation. Landscape The 'Landscape' option rotates the image to a landscape orientation. None The 'None' option applies to aperture cards. If you select 'Fix Aperture Card Orientation', 'None' automatically selects. The two cannot exist together. Image Cleanup Functionality 139

140 Fix Aperture Card Orientation The 'Fix Aperture Card Orientation' option applies only to images as the images are imported in through the 'Add Files' function. If this option is part of the template and you select this template from the 'Add Files' dialog box, the system reads the orientation information from the aperture card. When you select this option, the rotate option is automatically set to 'None'. 140 Advanced Import and Index

141 Despeckle Dialog Box Illustration [48] Despeckle dialog box [48] Despeckle dialog box Despeckle Option The 'Despeckle' option provides a dialog box that enables you to despeckle an image. Despeckle 'Despeckle' permanently removes unintended black dots and white spaces that can result from the image scan process. The dots of the image adjust to clean up the image. Note: The 'Despeckle' option is only available for images with a resolution of one bit per pixel. Image Cleanup Functionality 141

142 Access the Despeckle dialog box Select 'Despeckle' from the 'Edit' menu Click the right mouse button on the image, select 'Edit Options' and then select 'Despeckle'. Select the 'Despeckle' icon on the 'Image Cleanup' tool bar. Dot Height and Width [6] Despeckle Options Option 'Minimum Dot Width' 'Minimum Dot Height' 'Maximum Dot Width' 'Maximum Dot Height' Description Select the minimum width of the smallest dot to remove. Valid values range from 0 to 181. Select the minimum height of the smallest dot to remove. Valid values range from 0 to 181. Select the maximum width of the largest dot to remove. Valid values range from 0 to 181. Select the maximum height of the largest dot to remove. Valid values range from 0 to 181. [6] Despeckle Options 142 Advanced Import and Index

143 Deskew Option Deskew Option The 'Deskew' option immediately deskews the image. Execute the Deskew Option Select 'Deskew' from the 'Edit' menu Click the right mouse button on the image, select 'Edit Options' and then select 'Deskew' Select the 'Deskew' icon on the 'Image Cleanup' tool bar. Deskew 'Deskew' analyzes the orientation of the image. When the image is crooked, 'Deskew' corrects the orientation. The 'Deskew' option is not like the other options. 'Deskew' does not have defined settings. From the 'Default Image Cleanup Settings' dialog box, you can enable or disable 'Deskew'. When you select the 'Deskew' option, the system automatically deskews the image. A dialog box does not display. The operation is permanent. Image Cleanup Functionality 143

144 Crop Dialog box Crop Option The 'Crop' option provides a dialog box that enables you to crop the image. Crop 'Crop' enables you to trim off white space or areas of an image that are not needed. Access the Crop dialog box Select 'Crop' from the 'Edit' menu Click the right mouse button on the image, select 'Edit Options' and then select 'Crop' Select the 'Crop' icon on the 'Image Cleanup' tool bar. 144 Advanced Import and Index

145 Crop Automatic Illustration [49] Crop Automatic dialog box [49] Crop Automatic dialog box Automatic Crop 'Automatic' permanently trims off all white space around a bilevel image. Image Cleanup Functionality 145

146 Crop To Size Illustration [50] Crop To Size dialog box [50] Crop To Size dialog box To Size Crop 'To Size' permanently trims the image to a standard or custom paper size that you select. Select one of the following. A standard paper size from the 'To Size' drop-down list. The width and length of the selected paper size display in the 'Width' and 'Length' fields. 'Custom' from the 'To Size' drop-down list, and enter the width and the length in the 'Width' and 'Length' fields. 146 Advanced Import and Index

147 Crop To Threshold Illustration [51] Crop To Threshold dialog box [51] Crop To Threshold dialog box To Threshold Crop 'To Threshold' permanently trims the image to an available paper size within the selected group, according to the maximum threshold amount that you enter. In the 'To Threshold' field, enter the amount in inches or millimeters. From the 'To Threshold of Available Sizes' field, select the correct paper size. Image Cleanup Functionality 147

148 Invert Option Invert Option The 'Invert' option creates a negative of the image in the View window. Execute the Invert Option Select 'Invert' from the 'Edit' menu Click the right mouse button on the image, select 'Edit Options' and then select 'Invert' 148 Advanced Import and Index

149 Default Image Settings Illustration [52] Default Image Cleanup Settings dialog box [52] Default Image Cleanup Settings dialog box Default Image Settings dialog box The left side of the 'Default Image Cleanup Settings' dialog box displays a list of all the 'Image Cleanup' tools and the current settings for each tool. Ablue check replaces the red X in the display of an enabled tool. Instructions When you select a tool on the left side of the 'Default Image Cleanup Settings' dialog box, the 'Instructions' section displays the instructions for the tool. Options The options section of the 'Default Image Cleanup Settings' dialog box provides the settings for the tool selected on the left side. You must select the Enable option for the tool to apply to the image. Image Cleanup Functionality 149

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