CDViewer. User Guide. Version 6.1

Transcription

1 CDViewer User Guide Version 6.1 DocuPhase Corporation 1499 Gulf to Bay Boulevard, Clearwater, FL Tel: (727) Fax: (727) Web:

2 Copyright , DocuPhase Corporation, All rights reserved. All rights reserved. No part of the contents of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language in any form without written consent from DocuPhase Corporation. This software product, including the manual and media, is copyrighted and contains proprietary information that is subject to change without notice. The software may be used or copied only in accordance with the terms of the license agreement. DocuPhase is a registered trademark of DocuPhase Corporation. All other trademarks are acknowledged as the exclusive property of their respective owners. Version 6.1 1/23/2017 CD Viewer User Guide 6.1 Page 2 of 18

3 Table of Contents Welcome to CDViewer... 4 Purpose and Assumptions... 4 Foundational Terminology... 5 Client Support Services Contact Information... 6 CDViewer Product Overview... 7 Purpose of CDViewer... 7 Using CDViewer and Extracted Content Offline... 9 File Menu Control Bar Search Panel Results Viewer Content Viewer Page Viewer Control Tips and Tricks Appendix A: CDViewer Installation Prerequisites & Minimum Requirements CD Viewer User Guide 6.1 Page 3 of 18

4 Welcome to CDViewer CDViewer provides an easy-to-use interface that allows you to search and view exported documents offline from DocuPhase. When a file is exported from DocuPhase, the user can select specific index values that are exported with the document file. Once exported, those index values become searchable using CDViewer, which enables the user to search and view the exported documents. CDViewer allows the licensed DocuPhase user to distribute the CDViewer software with the accompanied exported documents by copying the CDViewer executable files to the CD where the exported documents reside. In other words, CDViewer provides you with the ability to create Portable Electronic Records on a CD or DVD with its own search and view capability available on one media. Purpose and Assumptions This manual has been written for both a CDViewer User and an Advanced User. The CDViewer User needs to only read the section: Using CDViewer with Extracted Document Content Offline. The Advanced User will be concerned with all sections of this manual to understand the CDViewer concepts and how to: Install the CDViewer Product Use their knowledge of DocuPhase to Search and Export the required documents to be used by CDViewer to a suitable storage media such as a CD- ROM or DVD-ROM. Copy the CDViewer software program to the same storage media such as a CD-ROM or DVD-ROM. The following are assumptions made with regard to the Advanced User reader for this guide: The advanced-user reader has received at least one day of DocuPhase provided training. The advanced-user reader has used the DocuPhase software product for a period of no less than one month. CD Viewer User Guide 6.1 Page 4 of 18

5 Foundational Terminology The purpose of this section is to describe the foundational terms that are unique and/or specific to DocuPhase and how they apply to the CDViewer Application. Throughout this manual, supporting new terms are introduced as they appear and are applicable to the software. Application: In DocuPhase, an Application is the digital equivalent of a filing cabinet. The documents contained in each application utilize a common set of index fields that are used to describe and locate the documents and media files that are stored for that application (i.e., electronic filing cabinet). Content: This term refers to the information content stored in a document (i.e., a TIFF image, PDF or other type of digital document file that are stored in the DocuPhase Repository or the exported file used by CDViewer. Document: Information content stored in the DocuPhase Repository as a TIFF image, PDF or file that may contain one or many pages. DocuPhase database records that are extracted to be Opened by CDViewer are used to contain Index Fields that describe the document and are linked to the digital files stored in the Repository or to their exported content files. Index: In DocuPhase, an Index is similar to a label found on a traditional paper file folder s tab. Index fields stored on DocuPhase database records are used to describe each document of images or media files that are linked to these records. Index fields contain values that are used in search criteria to locate documents, describe a documents type and status as well as other information that are used by all components of the DocuPhase Platform. Index fields extracted from DocuPhase and opened in CDViewer are used to search for documents and are displayed in the search Results Viewer panel. Index Field: Another way to refer to the Index information associated with documents in DocuPhase and Exported for use by CDViewer. Results: The results of a search operation are a list of documents with their index fields that are displayed in the CDViewer Results Viewer panel. Search: The extract file from DocuPhase that is opened in CDViewer can be queried by a full-value (no wildcards) search criteria. TDCSV: This is a type of Comma Separated Values (CSV) file that may be selected for the output export file format produced by an Export operation in DocuPhase. CD Viewer User Guide 6.1 Page 5 of 18

6 Client Support Services Contact Information DocuPhase is committed to providing quality service and support for our customers. If you are experiencing difficulty with your DocuPhase software, please let us hear from you so we can help. Client Support Services are provides as part of your Maintenance Program. Enhanced support programs are available upon request. The standard support feature set includes: Product Updates and Upgrades Telephone and support during local business hours Remote Connect Support during local business hours You may: Contact us by at Reach us by phone at (727) Reach us by fax at (727) Ffind us online at CD Viewer User Guide 6.1 Page 6 of 18

7 CDViewer Product Overview CDViewer is a software tool that allows you to view and search documents by extracting their metadata and content items from DocuPhase and placing them on a portable media such as a CD-ROM or DVD-ROM or other digital storage media. Your CDViewer license permits you place a copy of the CDViewer software program on this portable and distributable media along with selected exported index-field data and the corresponding document content images/files from DocuPhase. This allows you to distribute or use extracted document content with its own viewer and search tool (i.e., CDViewer) off-line and independent from DocuPhase. When an export is created from DocuPhase, the user can select specific index values that are exported along with the document images/content-files. Once exported, those index values become searchable using CDViewer, which enables the user to search and view the exported documents. In other words, CDViewer provides you with the ability to create Portable Electronic Records on a CD, DVD or other computer storage media with its own search and view capability available on one media as an offline-snapshot. This extracted snapshot is never updated, but can be replaced by repeating the extraction and copying of CDViewer on a CD, DVD or other storage media, as done previously. Purpose of CDViewer The ability to dynamically pose simple queries to locate the desired document(s) using DocuPhase index-fields and values offline and then selectively view and browse each document s pages makes offline access to this data snapshot simple and convenient. In addition to the comprehensive search and ediscovery capabilities provided by the DocuPhase product, there are situations where the ability to selectively extract and provide certain individuals or groups with a subset of DocuPhase-held information in a portable and distributable form with both the Information & the Ability to Search It is very useful and even essential at times. Examples of this are the need to provide searchable information for: Internal or External Auditors Their own frozen snapshot can be a plus! Legal Information related to pending litigation of a specified scope Satisfying Governmental or Regulatory Organization requests for review or investigation for a specific scope and/or timeframe Individuals or groups that require quantities of portable data such as a cruise or event where online access may be uncertain, unavailable or not permitted A Searchable CDViewer Portable Database on a CD/DVD or other portable file system has many advantages over a large stack of printed paper Authorities that require quantities of information or evidence that they can retain indefinitely and search/view in their own environment without impacting your DocuPhase Repository and its business retention policies and regulations CD Viewer User Guide 6.1 Page 7 of 18

8 Net-Net: Any situation where you must provide quantities of information available in DocuPhase for a specific scope and/or timeframe as a searchable digital-snapshot to individuals or groups where it is better not to grant broader access to your online DocuPhase content repository. To satisfy this objective, CDViewer is equipped with a very basic search capability to provide read-only views of index data and document content so little training and computer skills are needed to use it. Using a Distributable-media format such as a CD/DVD or File Server, DocuPhase Content can provide a convenient way to distribute searchable local copies of information such as contracts, documentation, drawings, policies, procedures, form images, etc. to different units or individuals in an organization with periodic extracted updates For search and view-only access without being a DocuPhase user. The CDViewer user is able to locate and view document content information that is required dynamically offline from a DocuPhase extracted-snapshot stored on digital media along with the viewer, when and wherever it is required. CD Viewer User Guide 6.1 Page 8 of 18

9 Using CDViewer and Extracted Content Offline An easy-to-use interface window is provided by CDViewer for you to search and browse selected document s image/page content. File Menu Control Bar Search Panel Results Viewer Content Viewer CDViewer's main screen consists of six primary functional regions: File Menu Select the Open or Exit option. Control Bar Presents action buttons for: Print, First Page, Previous Page, Next Page, Last Page, Zoom In and Zoom Out on the displayed image, Turn the image 90-degrees Right or Left, Align the image for Best Fit or to Fit the Width in the Content Viewer panel. Search Panel Enter the search criteria. Page Viewer Control Results Viewer Lists the documents found by doing a search. Content Viewer Displays page images of the selected document. Page Viewer Control Allows you to navigate among the pages/images of a document in the Content Viewer panel. The following sections detail these functional regions and how to use them. CD Viewer User Guide 6.1 Page 9 of 18

10 File Menu The File Menu consists of one option: Open and the Exit program action. The Open option allows the user to browse for exported TDCSV files located on the hard drive or any accessible drive. The user can only import files into CDViewer that are created using the TDCSV format. Note: The TDCSV format can be selected in DocuPhase as the resulting file format created by an export operation that is compatible with the format required for CDViewer to Open. If the TDCSV file is located in the same directory as the CDViewer executable file, then the CDViewer automatically opens the images and data from that data file. Control Bar The Control Bar consists of eleven control buttons that allow the user to perform specific functions. Element Print First Previous Next Last Zoom In Control Bar Description Provides the ability to print all or a range of pages of the document currently being viewed in the content viewer. Provides the ability to navigate to the first page of a multi-page document. Provides the ability to navigate to the previous page of a multipage document. Provides the ability to navigate to the next page of a multi-page document. Provides the ability to navigate to the last page of a multi-page document. Provides the ability to zoom in or increase the viewable size of the current document. CD Viewer User Guide 6.1 Page 10 of 18

11 Element Zoom Out Turn -90 Turn 90 Best Fit Fit Width Control Bar Description Provides the ability to zoom out or decrease the viewable size of the current document. Provides the ability to rotate the current document 90 degrees to the left or counter-clockwise. Provides the ability to rotate the current document 90 degrees to the right or clockwise. Provides the ability to adjust the current document to fit the content viewer window. Provides the ability to adjust the current document to fit the width of the content viewer window. CD Viewer User Guide 6.1 Page 11 of 18

12 Search Panel The search panel is used to enter and submit search criteria. To use the Search Panel: 1. Enter the criteria for the search, as shown below. 2. Click Search. The Results Viewer displays the results, as shown below. Results Viewer, with one (1) result Document found for James Edwards Note: Click View All to view all of the documents exported in the TDCSV file allowing you to scroll through the Results viewer to selectively view the document content. CD Viewer User Guide 6.1 Page 12 of 18

13 3. The first page of the document is displayed for the selected result item in the Content Viewer, as shown below. The user may use the Page Control to select the page to view or select another result item to display; however in this case, there is only one result item available. Important Note: The search only works on full values. You cannot use wildcards in this search. CD Viewer User Guide 6.1 Page 13 of 18

14 Results Viewer The Results Viewer displays a list of documents that meet the search criteria. A column for each index selected to include in the extract displays. Each listed row contains the index values for the document. To view a specific document, click on the gray box next to the row. Should the width for all of the column headers for index-field names exceed the display area s width available in the Results Viewer panel, a horizontal-scroll bar appears that allows you to scroll left and right to view all of the index-field columns and their values, as shown below. Scrollable Columns of Index Names & Values Results Viewer Hidden Columns... Results Viewer Scroll Bar CD Viewer User Guide 6.1 Page 14 of 18

15 Content Viewer The Content Viewer displays a page of the document selected in the Results Viewer in a panel to the right of the Results Viewer, as shown below. The displayed page image can be changed with the Page Control (explained below) plus other documents can be selected and displayed by clicking the selector box in the left-most column of the desired result document s row in the Results Viewer panel. CD Viewer User Guide 6.1 Page 15 of 18

16 Page Viewer Control The Page Viewer Control allows the user to navigate through multiple pages by moving the horizontal scrollbar left (to move towards the beginning of a document) or right (to move towards the end of a document), as highlighted by a red-box at the bottom of the Content Viewer below. Clicking on First, Previous, Next and Last options in the Control Bar provides the same functionality, as the horizontal scrollbar. These buttons are also outlined with a red-box shown at the top of the window below. CD Viewer User Guide 6.1 Page 16 of 18

17 Tips and Tricks The following are a list of tips and tricks for CDViewer. When defining the export configuration the: Include Application Information checkbox, Include Column Headings checkbox, and Include Images checkbox need to be enabled. Note: If an export is configured without these settings enabled, CDViewer cannot successfully open the file. When defining the export configuration, the user must select at least ONE index to be exported. CD Viewer User Guide 6.1 Page 17 of 18

18 Appendix A: CDViewer Installation Prerequisites & Minimum Requirements The following CDViewer installation consideration topics are documented in the following locations: Minimum Requirements: See DocuPhase Prerequisites Guide Prerequisites: See DocuPhase Prerequisites Guide CDViewer Installation from.msi: CDViewer Application See: DocuPhase Installation & Upgrade Guide, Topic: Installing the Optional Components. Once CDViewer is installed, a shortcut is placed on your computer s Desktop to make it easy to launch. CD Viewer User Guide 6.1 Page 18 of 18