HOW TO SPLIT & MERGE DOCUMENTS WITHIN DOCUPACE

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1 HOW TO SPLIT & MERGE DOCUMENTS WITHIN DOCUPACE Summit Brokerage Services User Guide March 2016

2 How to Split a Document (VARIOUS) When you have scanned more than one document that should be archived/indexed separately follow the below steps. 1. To access this feature, click the Edit link for the document you want to edit. 2. Open the Document by selecting Edit and the split screen displays the information template and the image in an Adobe Reader format. 3. Scroll down the page until you see a new section called "Document Transformation Operations as shown below. The following commands are available: On the Edit Document Screen scroll to the bottom. a. In the Split field put the page number for the first page of the new document i. If more than one split is needed put the numbers of the first pages separated by commas with no spaces 1. Ex: 4,6,12 b. Click Commit All Rev 3/16 Page 1 of 8

3 TRANSFORM DOCUMENT SCENARIOS The following examples will demonstrate the functionality of the Editing module. Scenario 1: A four-page document where the 1st page needs to be split from pages 2 thru 4. Scenario 2: A four-page document where the 3rd page needs to be rotated. Scenario 3: A four-page document where the document needs to be split into 3 separate documents, the 1st and 2nd page, the 3rd page and the 4th page by themselves. Scenario 4: A four-page document where the 1st and 3rd pages need to be separated from the 2nd and 4th page. SCENARIO 1: A FOUR-PAGE DOCUMENT WHERE THE 1ST PAGE NEEDS TO BE SPLIT FROM PAGES 2 THRU 4 This document needs to be split at page 2, so insert a "2" in the Split box. Click Commit All and the screen will refresh as the command is completed, and then click Submit on the document and two new documents will now appear in the Account. Note: If you do split the document, the original unsplit document will remain in the folder. SCENARIO 2: A FOUR-PAGE DOCUMENT WHERE THE 3RD PAGE NEEDS TO BE ROTATED In this scenario, we ll use the same document again, but we want to create a 4-page document that has the 3rd page rotated. Check the Update Existing Doc box. You select this because you do not want to create a new version; you just want to update the existing one. Notice that the Create and Split boxes are grayed-out as they cannot be updated. Click the small box to the right of the Rotate box and a new Rotate screen displays. Insert the necessary information, then click Add as shown in Figure 54: Document Transformation Operations: Rotating a Page. The information will now be present in the Rotate field. Click Commit All and the screen will refresh and you will see the image rotated. Click Submit and the document edits will be saved. Open the document and notice that the 3rd page is now flipped over. Rev 3/16 Page 2 of 8

4 SCENARIO 3: A FOUR-PAGE DOCUMENT WHERE THE DOCUMENT NEEDS TO BE SPLIT INTO 3 SEPARATE DOCUMENTS, THE 1ST AND 2ND PAGE, THE 3RD PAGE AND THE 4TH PAGE BY THEMSELVES. You can either type in 2, 3, 4 in the Split field (Scenario 1) Or click the box to the right of the Split field and a new box pops up. Insert the pages in the open fields, and then click Add as shown in Figure 55: Document Splitting, Example 1. Click Commit All and the screen refreshes. Click Submit on the editing page and the document will be submitted. Now, three new Documents have been created as 2-page, 1-page and 1-page documents, respectively. Note: The original 4-page document is still there and should be reclassified as a non-important document. SCENARIO 4: A FOUR-PAGE DOCUMENT WHERE THE 1ST AND 3RD PAGES NEED TO BE SEPARATED FROM THE 2ND AND 4TH PAGE This is where Create should be used. Start with the original document and Edit it. In the Create field, add 2, 4 and click Add. Or click the box to the right of the Create field and a new box pops up. Insert the pages in the open fields, and then click Add. Click Commit All and the screen refreshes. Click Submit on the editing page and the document will be submitted. A new document with pages 2 and 4 will be created. Rev 3/16 Page 3 of 8

5 MERGE INTO SELECTED DOCUMENTS This function allows you the take any document or page within a document, within the cabinet, select a different destination document and then copy a portion or the full document to the destination document. Additionally, you can also remove pages from the destination document. This is the merging of documents not the merging of documents within a work item as discussed earlier. Destination: This allows you to select the destination document for your Merge. Remove: This field allows you to remove pages that you do not want to be added to the destination document. Copy: This field allows you to copy pages from the edited document to the destination document. Commit All: Sets the process requested in the above fields into a command format for review before the Submit or the Cancel button is executed. Note: The new document created with this function will become the CURRENT VERSION of the destination document. Document Merge Scenarios Scenario 1: One document needs to be added to another document Scenario 2: The first page of the edited document needs to be added in to the destination document after page 3. Scenario 3: A first page of one document needs to replace the 4th page (page 4) of another document Rev 3/16 Page 4 of 8

6 SCENARIO 1: ONE DOCUMENT NEEDS TO BE ADDED TO ANOTHER DOCUMENT 1. Select the document you plan to merge using the edit link. Select Merge Into Selected Document tab at bottom of edit page 2. Select the search icon to search for the document that you want as the Destination document. 3. Once you ve found it, select the radio button and the document ID will appear in the Destination field 4. Select Commit All 5. Review the information to process. Provided the information is correct, select Submit Rev 3/16 Page 5 of 8

7 RESULT: The destination document will now have a new version of the document with the added pages from the first document. Review the destination document and the first document will be added to the destination document. SCENARIO 2: THE FIRST PAGE OF THE EDITED DOCUMENT NEEDS TO BE ADDED IN TO THE DESTINATION DOCUMENT AFTER PAGE 3. Select the destination document (same as Scenario 1) Select after page 3 copy select 1 Rev 3/16 Page 6 of 8

8 Select the add Select Commit All button. Provided the information is correct, select Submit RESULT: The destination document will have a new version of the document with the first page of the first document added to the destination document. SCENARIO 3: A FIRST PAGE OF ONE DOCUMENT NEEDS TO REPLACE THE 4TH PAGE (PAGE 4) OF ANOTHER DOCUMENT Select the destination document. In the Remove field, select page 2 Select add. In the Copy select after page 1 Rev 3/16 Page 7 of 8

9 Select Add. Select Commit All. When finished, select Submit Rev 3/16 Page 8 of 8