TABLE OF CONTENTS. ImageSilo Quick Guide Page 2 of 19

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1 IMAGESILO QUICK GUIDE MuniMetriX Systems Corp. (800)

2 TABLE OF CONTENTS Introduction... 3 Available Projects... 3 General Searching Rules... 3 Searching Within a Project... 3 Full-Text Searching... 4 Global Searches:... 6 Adding New Documents... 6 Viewing and Retrieving Documents... 6 Viewing a Document... 7 Alter Document Index Values... 7 Deleting Documents:... 7 Batch Print, , or Export Documents... 8 Navigation... 8 Viewing Documents and Images... 8 View Full Text Search Results... 9 Adding Annotations to Images... 9 Printing Documents Printing the Displayed Region Printing the Current Page of a Document Exporting Documents Opening Files in their Native Application ing Documents Creating Document Grants Altering Document Index Values Finding Text in a Document Copying Data to the Clipboard Versioning Checking a Document Out Checking a Document In Undoing a Document Check-Out Viewing Check-Out Status Viewing Revision History Security ImageSilo Quick Guide Page 2 of 19

3 IMAGESILO GUIDE Introduction The key to ImageSilo is its extremely easy, yet powerful, search capabilities, allowing you to locate any desired document in seconds. ImageSilo offers the ability to easily perform either extremely detailed or very broad searches within a project. You can perform multiple searches across multiple index fields at the same time, as well as perform limiting searches (allowing you to specify ranges of values) on dates and numbers. Available Projects You can search one of listed projects by simply selecting the project you wish to search and clicking Search. You may also perform a global search (a search across multiple projects at once) by clicking Global Search. General Searching Rules You can specify the number of documents to return in a single query on the Configuration page. All numeric and date fields allow you to perform "limiting searches" to limit the results to a specific range of values. If both range limits are not filled for a particular index field, ImageSilo will search for the one specific value you have entered. Index field searches are NOT case sensitive. In other words, entering the name "smith" will find "Smith". ImageSilo allows you to utilize the "*" wildcard to specify any number of unknown characters. For example, searching for T* in a name field would locate any document that had a name beginning with the letter T. Furthermore, searching for *T* would locate any document that included a letter T anywhere in the name. Finally, searching for *T would locate any document whose name ended with the letter T. You can perform multiple searches within a single index field by using the & (and) and ^ (or) operators. To perform a search on a name field for names that begin with an A or Z, you could simply enter A*^Z*. To perform a search on a name field for names that begin with an A and end with a P, you could enter either A*P or A*&*P. You can perform searches on multiple fields at once. Simply enter the search criteria into the desired fields and select a Search Type of "And" (to find documents where all criteria has been met) or "Or" (to find documents where any of the criteria has been met). During the search, ImageSilo will initially sort the results in ascending order based on the Sort By field selected. Please note that "long text" fields are not available to be sorted on. Searching Within a Project 1. Enter the search criteria in the desired fields. 2. If you entered criteria in multiple fields, select the type of search you wish to perform from the Search Type list. ImageSilo Quick Guide Page 3 of 19

4 3. Select the Search button to perform the search. The server will perform the search and list the documents that meet the search criteria in the Search Results screen. Full-Text Searching ImageSilo offers extensive Full-Text searching capabilities. The full-text database is populated whenever a new document is added to the system if they are either external documents (i.e. Microsoft Word or Adobe PDF), COLD documents, or images that have been full-text OCR'ed. You will only see full-text search capabilities available in projects that have a full-text database populated with information. There are a number of options available when performing a full-text search. By default, the majority of those options are hidden from view. To enable use of those options, simply select the Configuration link and place a checkmark next to "Show Full-Text Options." Full-text searches may be performed in combination with standard index-field-level searches. In other words, you can specify your index field search criteria and then have those documents further filtered by adding a full-text search criteria. When performing a combined search, both the index field criteria and the full-text criteria must be met in order for the document to be found. There are two basic types of full-text searches that can be performed: Boolean and Natural Language To perform a Boolean search: 1. Ensure the "Boolean Search" search type is selected. 2. Enter words or phrases linked by connectors. A Boolean search request consists of a group of words or phrases linked by search connectors such as AND and OR to precisely indicate the relationship between them. AND: both words must be present OR: at least one of the words must be present NOT: the next word must not be present (use with AND or OR) W/5: the words must occur not more than 5 words apart (you can also use W/10, W/20, etc.) *: matches any number of letters?: matches any single letter Examples: apple AND pear *apple w/6 pear apple sauce w/27 grape ju?ce apple and (pear W/5 bana*a) apple and not pear Boolean searches treat two or more words appearing together as a phrase, so a search for apple sauce w/10 grape juice would search for the phrase apple sauce within 10 words of the phrase grape juice. 3. Click the Search button. The server will perform the search and display a list of documents, ranked in order of their relevance based on the criteria you entered. ImageSilo Quick Guide Page 4 of 19

5 To perform a Natural Language search: 1. Ensure the "Natural Language" search type is selected. 2. Type in a plain text search request. Example: Get me Sam's memo on the 1999 takeover of CorpX Finds: All documents that contain the words that match the individual search terms: Sam, memo, 1999, takeover, CorpX In natural language searches, ImageSilo does intelligent relevancy ranking using automatic term weighting based on the frequency and density of hits in documents. In the above example, if 1999 appeared in 3,000 files and Sam appeared in only two files, the files containing Sam would get a much higher relevancy ranking. Noise and connector words in the request, such as AND and OR, are ignored, and words in phrases are searched individually (not as a phrase). 3. Click the Search button. The server will perform the search and display a list of documents, ranked in order of their relevance based on the criteria you entered. Full-Text Search Options: Variable Term Weighting: Allows you to weigh some words more heavily than others in ranking search results. Example: apple:5 and pear:3 Stemming: Extends a search to cover grammatical variations of a word. For example, a search for fish would also find fishing. A search for applied would also find applying, applies, and apply. You can either perform stemming for all of the words in your query by selecting the Stemming checkbox, or for specific words by placing a tilde ~ character at the end of the desired word(s) in your criteria (i.e. fish~). Phonic: Looks for a word that sounds like the word you are searching for and begins with the same letter. For example, a phonic search for Smith will also find Smithe and Smythe. You can either perform phonic searching for all of the words in your query by selecting the Phonic checkbox, or for specific words by placing a # character in front of the specific word(s) in your criteria (i.e. #Smith). Fuzzy Searching: Finds a word even if it is misspelled. For example, a fuzzy search for apple will find appple. Fuzzy searching can be useful when you are searching text that may contain typographical errors, or for text that has been created using optical character recognition (OCR). You can enter the level of fuzziness as a value between 1 and 10. A search for alphabet with a fuzziness of 1 would find alphaqet; with a fuzziness of 3, it would find both alphaqet and alpkaqet. You can either perform fuzzy searching for all of the words in your query by selecting the Fuzzy Searching checkbox and entering a fuzziness value, or selectively by using the % character in the specific word(s) in your criteria (see examples below). ba%nana = Word must begin with ba and have at most one difference between it and banana. b%%anana = Word must begin with b and have at most two differences between it and banana. ImageSilo Quick Guide Page 5 of 19

6 Synonym Searching: Uses a thesaurus to automatically expand a search to include synonyms or related concepts. For example, a search for fast would also find quick. You can either perform synonym searching for all of the words in your query by selecting the Synonym Searching checkbox or by placing a & after certain words (i.e. improve& w/5 search). There are three available ways to perform synonym searching. At least one must be selected to perform synonym searching for either all of the words in your query or certain words. WordNet Synonyms: Uses the WordNet thesaurus developed at Princeton University. WordNet Related Words: Uses WordNet's extensive lexical and semantic network of the English language to include links between words other than synonym relationships, including antonyms, hypernyms, hyponyms, meronyms, and holonyms. User Synonyms: Uses the server's user-defined synonyms Global Searches: Global Searches allow you to search across multiple projects at the same time. You can create a new global search by clicking the Add New Global Search link at the top of the Global Search screen. Global Searches can be deleted by clicking on the delete icon next to the specific Global Search you wish to delete. You use global searches in the same manner that you would search on a regular index field. The only difference is that you cannot perform multiple searches (using the & or ^ characters). To Perform a Global Search: 1. From the Global Search screen, enter the search criteria in the global search you wish to use. 2. Click the Search button. The system will search all of the selected index fields in the selected projects for documents that meet your search criteria and will return them in the search results. Adding New Documents With ImageSilo, you have the ability to add any electronic document into a project, such as PDF documents, Word documents, Excel documents, etc. With the required security access, any user can add documents to the selected project. To add documents, simply select the Add New link at the top of the Search Criteria screen. Viewing and Retrieving Documents Based on the criteria you provided, the server performed your search and displayed a list of documents that met your criteria. The number of documents that were found is displayed at the top and bottom of the list. By default, the server will limit the number of documents returned from a search to the Max. Results Per Query value on your Configuration page. If more documents exist that can be accessed, a More Available link is provided to query the next group of documents. ImageSilo Quick Guide Page 6 of 19

7 Your search results include all of the document index fields for the documents that ImageSilo located. If you submitted a full-text query, ImageSilo also provides the first 512 characters of the document. To easily locate a document in a large results list, you can re-sort columns in both ascending and descending order by clicking on the column header. Once the results are re-sorted in ascending order, you can click the column header again to have that column re-sorted in descending order. In addition to selecting a document to view, there are a number of operations that can be performed from the Search Results screen, including altering document index values, deleting, printing, ing, exporting, migrating, adding new documents, and applying document-level security. Access to the specific operations is controlled by your administrator. Please note that re-sorting results, the More Available link, and document operations are not available for Global search results. You can, however, view documents from global search results. Viewing a Document 1. To view a document, click on any of the index values for the document you wish to view. The document will be retrieved and displayed. Alter Document Index Values 1. To Alter Document Index Values: From the Search Results screen, place a checkmark in the checkbox to the left of the documents whose index values you wish to edit. 2. Click on the Alter Indexes link at the top of the page. 3. Enter the index values that you wish to replace on the selected documents. Leave the value as "[Current Value]" if you do not want that particular value to be changed. Entering a blank/empty value will result in the index value being blanked out for the selected documents. 4. Click the Save button. The server will update the index values for the documents you selected and your search query will be reissued. This may result in the documents you just edited not being listed since their new index values may not meet your search criteria. Deleting Documents: 1. To delete documents, from the Search Results screen, place a checkmark in the checkbox to the left of the document you wish to delete, if you have the required security access. 2. Click on the Delete link at the top of the page. 3. You will be prompted to ensure you wish to delete the selected documents. Click OK to delete the documents or Cancel to cancel the operation. The selected documents will be deleted and your search query will be reissued. ImageSilo Quick Guide Page 7 of 19

8 Batch Print, , or Export Documents 1. From the Search Results screen, place a checkmark in the checkbox to the left of the documents you wish to print, , or export. 2. Click on the Print, , or Export link at the top of the page. 3. You will be prompted to select the printer, select the page range to , or select the format to export the documents to. Navigation You can navigate through pages within the document as well as through the documents in your search results list by clicking the appropriate toolbar buttons: Displays the first page of the first document in the search results list. Displays the first page of the next document in the search results list. Displays the first page of the current document. Displays the next page of the current document. Jumps to a specific page of the current document. Displays the first page of the previous document in the search results list. Displays the first page of the last document in the search results list. Displays the previous page of the current document. Displays the last page of the current document. Viewing Documents and Images You can manipulate your view of the document by scaling, zooming, and rotating. To zoom in on a region of an image, simply use your left mouse button to click and draw a region around the area that you wish to zoom in on (from top-left corner to bottom-right corner). You can rightmouse click on the image and select Reset Image to zoom the image to the size of the window and set the rotation back to zero. While viewing a zoomed portion of an image, you can hold down your <Ctrl> key and left mouse button and pan the image. You can also right-mouse click on the image and select View Full Text to view the full-text contents of the image (if it has been OCR'ed). Other display manipulation functions are available through the toolbar buttons. Zooms the image or document to display its full width. Zooms the image or document to fit inside the window. Toggles the overlay for a COLD/ERM document on and off. Zooms the image to display its full height. Rotates the image 90 degrees. ImageSilo Quick Guide Page 8 of 19

9 View Full Text Search Results If you entered full text criteria when searching for your documents, you can view the hits found within the document you are viewing. Simply right-mouse click on the document and select Full Text Search Results from the menu. The Full Text Search Results screen is displayed. You can highlight an item and select View (or double click on the item) to have ImageSilo display the associated page of the document and, if you are viewing the textual contents of the document (versus the image contents), highlight all of the words or phrases that were located. Adding Annotations to Images Full Annotation capabilities are also available. Shows/hides the current annotations for an image. Shows the current running note for an image or document. Shows/hides the annotation toolbar to add or edit annotations. ImageSilo Quick Guide Page 9 of 19

10 1. Click on the Edit Annotation button. 2. Select the specific annotation tool you wish to use. 3. Draw the annotation to your specific needs using the left mouse button. If you are using the Multiple Connected Lines or Polygon tools, double-clicking with your left mouse button will end the drawing. 4. If you wish to change the annotation parameters, choose the Annotation Selector tool, highlight the annotation you wish to change, and then right mouse click. You will be shown the annotation properties menu. 5. Modify the annotation properties to your needs. 6. Click on the Edit Annotation button again to save the annotation changes. Annotation Tool Types: Used to select current annotations. Draws text on the image. Draws a straight line on the image. Draws a highlighting rectangle on the image. Draws multiple connected lines on the image. Allows freehand drawing on the image. Draws a solid rectangle on the image. Draws an ellipse on the image. Draws a polygon on the image. ImageSilo Quick Guide Page 10 of 19

11 Printing Documents 1. While viewing the document you wish to print, select the Print button on the toolbar. If any annotations are displayed, they will be printed with the document. The Print screen is displayed. 2. Select the Page Range and Number of Copies to print and click the Print button. The selected pages will be printed. Printing the Displayed Region 1. While viewing the document you wish to print exactly as you wish to print it, select the Print Displayed Region to Default Printer button on the toolbar. The displayed region will be printed to the default printer. Printing the Current Page of a Document 1. You can print the current page of a document to the default printer by right-clicking on the document and selecting Print Current Page. The current page will be printed to the default printer. ImageSilo Quick Guide Page 11 of 19

12 Exporting Documents 1. While viewing the document you wish to export, select the Export button on the toolbar. If any annotations are displayed, they will be exported with the document. The Export screen is displayed. 2. Select the Image Format that any image files should be converted to (this option may be disabled if there are no images in the document to be exported). 3. Select the File Name Field that determines the name each exported file is given. 4. Select the Output Directory where the exported document is to be written. 5. Select the Page Range to export and click the Export button. The selected pages will be exported. Opening Files in their Native Application Although ImageSilo offers document viewing capabilities for over 250 different document and image formats, it is sometimes necessary to open a document in its native application. ImageSilo offers the ability to open the file that you are viewing in its native application as determined by your operating system. 1. While viewing the document you wish to open, select the Open File in Native Application button on the toolbar. 2. If you have security access to document versioning and this is an external document, you will be prompted whether or not you wish to check out the current document. If you select No, the document will still be opened, it just will not be checked out to you. If you select Yes, it will be checked out to you and then opened. The file will be opened in its associated application. ImageSilo Quick Guide Page 12 of 19

13 ing Documents ImageSilo offers the ability to documents from any MAPI-compliant application such as Microsoft Outlook, Outlook Express, and Lotus Notes (with appropriate options). 1. While viewing the document you wish to , select the button on the toolbar. If any annotations are displayed, they will be ed with the document. The screen is displayed. 2. Select the Page Range to , Image Attachment Format to use (for image-based documents) and click the button. The selected pages will be gathered together and an will be compiled. ImageSilo will then launch your default MAPI-compliant application and create the as shown below, including the attachment and document index values for the document(s) being ed. ImageSilo Quick Guide Page 13 of 19

14 3. Fill in the necessary recipient and subject and click Send to send the . The will be sent. Creating Document Grants Document grants give you the ability to provide outside access to a selected document via a browser-accessible URL. 1. While viewing the document you wish to grant, select the Document Grant button on the toolbar. Please note that document grant users will be accessing the document without the use of the ImageSilo Document Viewing plug-in. In other words, they will be opening the selected document using an application on their computer. As such, the annotations will NOT be rendered. The Create Document Grant screen is displayed. 2. Enter a date and time that the document grant will expire in the Expiration field. 3. Enter the Password that must be used to access the document grant. If no password is entered, any user who has the URL will be capable of viewing the document. 4. Click the Create button. ImageSilo Quick Guide Page 14 of 19

15 You will be prompted to ensure that you wish to create the document grant. Click Yes to create the grant or No to cancel the operation. If you select Yes, the document grant will be created and the associated URL will be displayed as shown below. 5. You can now click Copy to Clipboard to copy the URL to your clipboard so you can use it elsewhere (i.e. to paste into an ) and then Close to close the window. Altering Document Index Values 1. While viewing the document you wish to alter, select the Alter Document Index Values button on the toolbar. The current document index values will be displayed as shown below. ImageSilo Quick Guide Page 15 of 19

16 2. Change the index values as desired and select Save to save the changes. The updated data will be saved immediately. Finding Text in a Document 1. While viewing the document you wish to search, select the Find Text button on the toolbar. 2. Enter the text to find and click OK. The document will be searched and the first occurrence (from the cursor location) will be highlighted. 3. If you wish to search for the next occurrence of the same text, simply click on the Find Next Occurrence button on the toolbar. Copying Data to the Clipboard Document contents (other than image portions) can be copied to the clipboard to be re-used in other applications. 1. While viewing the document, use your mouse to highlight the information you wish to copy. 2. Right click on the document and select the Copy to Clipboard option from the menu. The information will be copied to the clipboard. Versioning ImageSilo offers extensive version/revision management capabilities for documents. In addition to standard document check out and check in, ImageSilo includes features such as the ability to rollback to a previous version and the ability to view old versions of documents. Checking a Document Out 1. While viewing the document you wish to check out, right click and select Check Document Out from the menu. You will be asked for a location to save the document. 2. Once you have selected the location where you want to save the document, click Save. The document will be placed in the specified location and opened in the file's default application (as specified by your operating system). ImageSilo Quick Guide Page 16 of 19

17 Checking a Document In 1. While viewing the document you wish to check back in, right click on the document and select Check Document In. 2. Select whether the new edition is a New Version or just a New Revision. New Versions will increment the version by a whole number (i.e becomes and becomes 3.000). A New Revision will increment the minor version of the document (i.e becomes 1.002). 3. Select the file to check back into the system as the File Path. The location where the file was originally checked out to is pre-populated. 4. If you wish to have the local file removed once it has been checked in, select the Delete Source File after Checked In checkbox. 5. Enter any comments you may want to record about the new document and click Save. The new version will be copied to the server and updated. Undoing a Document Check-Out If you check a document out and later decide that you wish to undo the check out, simply right click on the document and select Undo Check Out from the menu. ImageSilo Quick Guide Page 17 of 19

18 Viewing Check-Out Status If a document is checked out, you can see who has it by right clicking on the document and selecting Current Status from the menu. Viewing Revision History You can view the revision history for a document by right clicking on the document and selecting View Revision History from the menu. The Revision History screen will be displayed as shown below. From the Revision History screen, you can view an old version of the document by selecting the version you wish to see and clicking on the View button. You can also make an old version the current version by selecting the version you wish to roll back to and clicking on the Roll Back button. ImageSilo Quick Guide Page 18 of 19

19 Security All operations (viewing documents, searches, printing, ing, exporting, etc.) are tracked by ImageSilo. Additionally, administrators may opt to use our Enhanced Auditing capabilities. When Enhanced Auditing is enabled for a project, all operations will require the user to enter a recipient of the information (i.e. ed to whom), the reason for the disclosure of information, and (optionally) any additional information. In addition to the extensive audit reporting capabilities that are available in the Administration Console, ImageSilo offers administrators the ability to audit a specific document by simply right clicking on the document and selecting Security Audit from the menu. ImageSilo Quick Guide Page 19 of 19